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Typographic Conventions Type Style Example Example EXAMPLE Example Example <Example> Description Words or characters quoted from the screen. These include field names, screen titles, pushbuttons labels, menu names, menu paths, and menu options. Textual cross-references to other documents. Emphasized words or expressions. Technical names of system objects. These include report names, program names, transaction codes, table names, and key concepts of a programming language when they are surrounded by body text, for example, SELECT and INCLUDE. Output on the screen. This includes file and directory names and their paths, messages, names of variables and parameters, source text, and names of installation, upgrade and database tools. Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Angle brackets indicate that you replace these words and characters with appropriate entries to make entries in the system. E X A M P L E Keys on the keyboard, for example, F 2 or E N T E R. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 2
Document History Version Status Date Change 2.0 Final 2018-06-21 Updated for release 2.0 Support Package 03. UI Rebuilt. 1.1 Final 2014-02-20 Updated for release 2.0 Support Package 01 1.0 Final 2014-12-12 Initial release Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 3
Table of Contents 1 Overview... 7 1.1 Prerequisites... 7 1.2 Assumptions... 7 1.3 Logon and Site Authorization... 7 1.3.1 Authorizations... 7 1.4 Glossary... 7 1.5 User Roles... 9 1.6 Screen Overview... 9 2 Budget-based benefits selection... 11 2.1 Introduction... 11 2.2 Implementation Consideration... 11 2.3 Details... 11 2.3.1 Budget... 12 2.3.2 Products... 13 2.3.3 Choice Model... 13 2.3.4 Process Overview for Budget-Based Benefits Selection... 14 2.3.5 Definition of Budget and Budget Elements... 15 2.3.6 Redistribution of Budgets... 16 3 Employee Self-Service (ESS) in UI5... 18 3.1 Main Screen... 18 3.1.1 Introduction... 18 3.1.2 Details and Execution... 19 3.2 I Choose Button... 19 3.2.1 Introduction... 19 3.2.2 Details and Execution... 20 3.3 Budget Structure Button... 20 3.3.1 Introduction... 20 3.3.2 Details and Execution... 20 3.4 Simulate Button... 20 3.4.1 Introduction... 20 3.4.2 Details and Execution... 21 3.5 Print Button... 21 3.5.1 Introduction... 21 3.5.2 Details and Execution... 21 4 Employee Self-Service (ESS) in WebDynpro... 22 4.1 Introduction... 22 4.1.1 Features... 22 4.1.2 Details and Execution... 23 4.2 Creation of a Default Choice of Products... 23 4.2.1 Details and Execution... 23 4.3 Registration of Employees Choices... 23 Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 4
4.3.1 Prerequisites... 23 4.3.2 Details and Execution... 24 4.4 Update of Date-Dependent Customizing Entries... 24 5 Configuration and Customization... 25 Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 5
Table of Figures Figure 1: Screen overview_1... 9 Figure 2: Screen overview_2... 10 Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 6
1 Overview 1.1 Prerequisites Make sure that the following prerequisites are met before running budget-based benefits selection. 1.2 Assumptions This user guide is based on the assumption that you have some level of familiarity with the terminology and functions associated with budget-based benefits selection. The aim of this user guide is to provide you with the information you need to navigate through and optimize the performance of budget-based benefits selection. We recommend that you refer to this user guide whenever necessary during the hands-on operation of budget-based benefits selection. 1.3 Logon and Site Authorization 1.3.1 Authorizations Standard HCM authorization is used. No additional authorization objects. 1.4 Glossary Term Abbreviation Definition Benefit budget BB budget budget determination budget element The wage component in the form of a budget that is provided to an employee to purchase products. The process to determine the (flexible) benefit budget for an employee within a specific period based on budget elements; for example, vacation allowances. An element that defines a budget; for example, vacation allowances, building up the benefit budget or flexible benefit budget. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 7
Term Abbreviation Definition budget reservation budget structure A saved budget on a monthly basis to ensure that sufficient budget is available to cover the costs for a product. A hierarchy that contains the elements used in budget determination to build up the benefit budget or flexible benefit budget. For SAP Flexible Benefits for Utilities the following budget types are available: monthly budget type budget type carry forward choice choice model yearly budget type 36-month budget type 3-year budget type budget reservation for vacation budget reservation The residual budget that is carried over to the following calendar year. A combination of products that is chosen by an employee and the budget from which it is financed. A set of predetermined options that are offered to an employee within a benefit plan scheme. An employee can choose one model at the beginning of an year. deployability budget DB The budget provided for a one-year period for products. employability budget EB The budget provided to an employee for a period of 36 months to spend it on employability products; for example, career coaching. ESS screen ESS Employee Self-Service screen flexible benefits budget FBB payout product payroll simulation reconstruction reservation product settlement The budget that can be paid out as a waged component instead of purchasing a product; for example, for leave reserves. A feature used by the employee to display financial consequences of his/her choice for a selected time period. A choice model to split the budget that has been built up during budget determination to display the budget elements. A product for which reservation budget is saved. The process of withholding or paying out of products and/or budget resulting from the choices made. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 8
1.5 User Roles Budget-based benefits selection does not contain additional user roles. 1.6 Screen Overview The budget-based benefits selection application consists of a main screen which displays the overall budget allocated to an employee and the choices made by the employee. It contains the following buttons for additional functionalities: I Choose Budget Structure Simulate Print The main screen is always displayed and cannot be configured. Figure 1: Main Screen Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 9
Figure 2: Main Screen - My Choices Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 10
2 Budget-based benefits selection 2.1 Introduction Due to a collective agreement between employers and employees, employees in the Netherlands are provided with a budget with which they can purchase different products monthly. The software for budget-based benefits selection covers the complete budget lifecycle, beginning with the budget definition and continuing through to the budget redistribution, an Employee Self-Service (ESS) scenario in which the employees can choose how to spend their budget, and the registration of employees choices to make them effective in the next payroll run. In addition, the Employee Self-Service (ESS) scenario enables employees to plan and manage their budget independently according to predefined choice models. 2.2 Implementation Consideration To use the software, the payroll process needs to be set up on a monthly basis. To use the provided ESS scenario, the overall period to make choices on the ESS needs to be set up from January to December within one year. 2.3 Details You can do the following: Determine the budget an employee is entitled to, based on previous payroll results or based on the simulation of the current payroll results. If the budget is changed retroactively, you have the possibility to adjust the budget amount for future periods. Create an easy-to-use Enterprise Self-Service (ESS) scenario as well as explanatory texts related to the various steps and functions of the individual ESS screens. Redistribute the budget after it has been changed retroactively. If the budget is increased or decreased, you can check if it is still possible to keep the selected choice model for future periods. In case the budget is increased, automatic payout of the remaining amount is re-calculated. Define different choice models according to which employees can spend their flexible benefits budget. Create a default choice for employees who are eligible to receive budget-based benefits, but who have not made a choice on the ESS screen. Manage and register the choices made by your employees. If you register the choices made by your employees, the choices become effective in the next payroll run. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 11
Note It is not possible for employees to convert budget amounts of more than 999.99 hours into remuneration within one period (month). Example: An employee wants to have 200 vacation days (= 4800 hours) converted into additional pay. This is not possible within one period. 2.3.1 Budget A budget is a wage component provided to employees to purchase products. For a budget-based benefits selection, budget is determined on a monthly basis. Note The software for budget-based benefits selection is based on the Flexible Benefits (NL) component. However, the term budget is only used in the context of budget-based benefits selection. It corresponds to the term source that is used in Flexible Benefits (NL). The following budget types are provided: Yearly budget A yearly budget is available during the entire year and can be used within this period to purchase products. The budget expires if it is not used up by the end of the year. 36-months budget A 36-months budget is available during the 36 months following the start date of the period in which the budget was registered for the first time. As a rule, a budget of this type is available only once within this period. If the budget is not used up within one year, the remaining budget is carried forward to the next year. At the end of the validity period, the budget expires. 3-year budget A 3-year budget is available during a period of 3 consecutive calendar years. As a rule, a budget of this type can only be used once within this period. If the budget is not used up within one year, the remaining budget is carried forward to the next year. At the end of the validity period, the budget expires. Note The three budget types mentioned above cannot be used in the UI5 ESS. Monthly budget A monthly budget is only available within the current period (month). If the budget is not used up within the period, the remaining budget is paid out at the end of the month. Vacation allowance reservation A vacation allowance budget should only be used to reserve vacation allowances. However, in Customizing, you can define if a budget of this type should also be available to purchase other products. This budget is always paid out at the end of May. If the budget is not used up by December of the current year, it will be carried forward to January of the following year. Budget reservation (monthly budget) A reservation budget can be used by the employee to reserve a specified part of a monthly budget to purchase specific products (reservation products). In Customizing, you must relate a reservation budget to a corresponding Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 12
product. If the budget is not used up by the end of the period, the remaining budget is paid out at the end of the year. With all budget reservations, the reserved amount is paid out in case the employee leaves the company. Structure A budget consists of individual budget elements (wage types), for example, vacation allowance, life-course savings, or additional leave. Depending on the budget type and the employee s personal situation (for example, age), a fixed amount percentage of a budget element is incorporated into the budget. Integration A budget can only be spent on products to which it is related in Customizing. Note The budget data is stored in SAP HCM infotypes, for example, IT 0008 (Basic Pay), IT 3200 (Plan Flexible Benefit (NL)), and IT 0897 (Flexible Benefits (NL)). 2.3.2 Products A product is a benefit on which employees can spend the budget available to them; for example, additional leave, pension, or vacation allowance. Integration Note The software for budget-based benefits selection is based on the Flexible Benefits (NL) component. However, the term product is only used in the context of budget-based benefits selection. It corresponds to the term goal that is used in Flexible Benefits (NL). In Customizing, you must relate products to budgets to enable employees to purchase a given product with a given budget. 2.3.3 Choice Model A choice model is a set of predefined options of how a budget can be spent. Within the budget-based benefits selection software, SAP provides the following choice models: Initial model The initial model is freely definable in Customizing. In case of budget changes, the difference amount is paid out to or recovered from the employee at the end of the period. Reconstruction model With the reconstruction model, all budget changes are automatically incorporated into the relevant HCM infotypes. For example, if the employee chooses to spend 10% of his flexible benefits budget on extra leave and 90% on pension, these percentages are kept and the total (changed) amount is adjusted. No-choice model This model corresponds to the reconstruction model. However, it does not appear as a selection option on the ESS entry screen since it is only assigned to employees who have not made a choice in the current period. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 13
In addition, 10 freely definable choice models are available. You can use choice models to predefine the selection options available to employees within the ESS scenario. The choice models you define in Customizing are displayed on the Employee Self-Service entry screen, where employees can choose one model at the beginning of each year. You can define, name, and adjust all choice models according to your business needs. Structure A choice is a combination of products that can be purchased and the budget that is used to purchase them. Depending on the choice model selected on the entry screen, employees can make choices, that is, they can spend their budget on certain products. Integration Products are always related to budgets. In Customizing for Flexible Benefits for Budgets, you can define which combinations of products and budgets are to be allowed. Note To make the settings for the budget-based benefits selection, choose the Flexible Benefits for Budgets Customizing tree. Note that in the system, Flexible Benefits for Budgets is used instead of 'budget-based benefits selection'. 2.3.4 Process Overview for Budget-Based Benefits Selection The software for budget-based benefits selection covers the end-to-end HR process within which employees can spend their benefits budgets. You can define choice models and relate products and budgets in Customizing, determine and adjust the budget each employee is entitled to, and register the choices made by your employees to make them effective in the next payroll run. Prerequisites You have made settings in Customizing for Flexible Benefits for Budgets in all mandatory Customizing activities. You do this in Customizing for Payroll Netherlands Flexible Benefits for Budgets by choosing the following nodes: Previous Steps Basic Settings all activities except Define Absence Quota Group (optional) Budget and Product Settings all activities except Define Minimum and Maximum Amounts to be Spent on Products and Prepare Time Evaluation of Absence Plans (optional) ESS Settings all activities except Maintain Open Periods for ESS and Create ESS Documentation for Budgets, Products, etc. (optional) Program Management all activities Settlement Maintain Settlement Wage Type Simulation Create Remuneration Statement for Payroll Simulation Create Information Text on Remuneration Statement for Payroll Simulation Process Flow 1. You define the budget employees are entitled to for a given period by executing the Definition and Storage of Budgets and Budget Elements report. For more information, see Definition of Budgets and Budget Elements. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 14
The system updates infotype record 0008, subtype FBNL (Basic Pay, subtype Flexible Benefits (NL)). 2. In case the budget was changed, you redistribute the budget for the corresponding employees by executing the Redistribution of Budgets for Flexible Benefits report. For more information, see Redistribution of Budgets. The system automatically sends an e-mail to the affected employees informing them about the budget change and advising them to check if they have to adjust their choice on the ESS. 3. Employees specify how to spend the budget available to them by using the Employee Self-Service (ESS) scenario. For more information, see Employee Self-Service (ESS) for Flexible Benefits for Budgets. 4. You create a default choice for employees who did not make a choice within the ESS scenario by executing the Create Default Choice report. For more information, see Creation of a Default Choice of Products. The system updates infotype records 0897 (Flexible Benefits (NL)) and 0854 (Savings Schemes, locked), if applicable. 5. You register the choices made by your employees by executing the Collective Registration report or by using the Administration Tool for Flexible Benefits. In doing this, you release the flexible benefits data for the next payroll run. For more information, see Registration of Employees Choices. The system updates infotype records 0897 (Flexible Benefits (NL)), 3200 (Plan Flexible Benefit (NL)), and 0854 (Savings Schemes, unlock), if applicable. 2.3.5 Definition of Budget and Budget Elements At the beginning of the benefits selection process, you calculate the amounts that are available per budget and budget element for each employee and save them to infotype Basic Pay (IT 0008, subtype FBNL). To use this function, you execute the Definition and Storage of Budgets and Budget Elements report. For more information, see the report documentation in the system. Integration Note You can define the budget in the following ways: o Based on the payroll data of the past payroll period. o Based on a simulated payroll run with the payroll data of the current payroll period. After you have defined the budgets employees in your company are entitled to, you can display an overview of the available flexible benefits budgets per employee by executing the Overview of Flexible Benefits Budgets report (transaction /FB4U/TA_LFBS). For more information, see the report documentation in the system. Prerequisites You have made settings in Customizing for Flexible Benefits (NL) under Payroll and Simulation Determine and Save Source Amounts in activity Check Calculation Rules. You have made settings in Customizing for Flexible Benefits for Budgets: Under Budget and Product Settings in activity Define Budgets Under Simulation in the following activities: o o Maintain Schema Create Variants for Payroll Simulation Create variants for payroll Under Program Management in all activities Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 15
Activities To define budgets and budget elements, on the SAP Easy Access screen choose Human Resources Payroll Europe The Netherlands Flexible Benefits for Budgets Determine Benefit Budgets. Alternatively, you use transaction /FB4U/TA_IFBL to access the report. 2.3.6 Redistribution of Budgets If the budget available to an employee is changed and the choice made by the employee is no longer possible, you can redistribute the budgets over future periods. To use this function, you execute the Redistribution of Budgets for Flexible Benefits report. For more information, see the report documentation in the system. Recommendation We strongly recommend that you use this function after each budget definition run to make sure that the budget is consistent. As an alternative to the separate transactions /FB4U/TA_IFBL (Definition and Storage of Budgets and Budget Elements) and /FB4U/TA_UFBL (Redistribution of Budgets for Flexible Benefits), you can use the combination of both functionalities by transaction /FB4U/TA_IFBL1 (Definition and Redistribution of Budgets). You can also activate a negative budgets scenario. In this case, previous choices that have already been registered may no longer be possible and already paid amounts may have to be refunded by the employee. Integration Before executing this report, you need to define budgets and budget elements by running the Definition and Storage of Budgets and Budget Elements report. Prerequisites You have defined budgets and budget elements using the Definition and Storage of Budgets and Budget Elements report. (Optional) If you want to use the negative budgets scenario, you have implemented Business Add-In /FB4U/BADI_NEGATIVE_BUDGETS. Activities To redistribute the budgets, on the SAP Easy Access screen choose Human Resources Payroll Europe The Netherlands Flexible Benefits for Budgets Redistribute Budget. Alternatively, you can use transaction /FB4U/TA_UFBL to access the report. When you redistribute budgets due to budget changes, the system does the following: Automatically sends an e-mail to the employees informing them about the budget change and advising them to check if they have to adjust their choice in the ESS. Create a new infotype 0015 record (Additional Payments). However, this is only possible if you have activated the Negative Budget scenario. Navigation through the budget-based benefits selection interface begins with the Benefit shop. This is the main screen which displays the overall budget allocated to an employee and the choices made by the employee. It contains buttons for additional functionalities: I Choose: This button enables the employee to make available choices in accordance with the allocated budget. Budget Structure: This button displays the structure of budgets for a certain month. It also displays the amounts and budget determination percentages of all budget elements and sub-elements as well as the complete budget amount. You can choose the period you want to view. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 16
Simulate: This button lets you simulate the pay slip for a particular month. Here the simulated pay slip shows the final amount after the budget choices you have made. Print: This button lets you take a print out of your entire year's budget allocation, along with the details of the various products chosen and budget's allotted for each choice during each month. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 17
3 Employee Self-Service (ESS) in UI5 The UI5 version of the ESS can be used as a more usable alternative for employees. The UI5 ESS does not contain all functionalities compared to the WebDynpro ABAP ESS. The following restrictions apply: Choice variants cannot be saved or loaded. In the first choice of the year, the employee cannot choose a specific choice model. Budgets of type Yearly, 3-year, and 36 month cannot be used. The choice on reservation of vacation allowances is not possible. Life course savings (Infotype 0854) cannot be updated. Budget structure cannot be displayed. It is not possible to choose a specific budget for the choice. This is done automatically based on the Customizing for ESS. Every change to the choice is directly done in the backend. There is no additional Save button at the end of the process. 3.1 Main Screen 3.1.1 Introduction This screen consists of the following sections: My Budget My Choices 3.1.1.1 My Budget This section displays the user's budget allotment for each month of the year from January till December. It either shows each budget individually, or it summarizes several budgets and displays as one single budget. This depends on the backend configuration. The user can switch the displayed values between hours and. The displayed values are the remaining budget for a specific month. For reservation budgets, the maximum remaining amount for the month is displayed. If the amount is chosen in a later month, this amount is not reduced. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 18
3.1.1.2 My Choices This section displays the various products the employee has chosen, the total amount for the product, total payout depending on the choice of products, and how this product's chosen amount is split across various months. The values for products with hourly rates (for example, Vacation) can be switched between hours and. The user can change the choices that are displayed with an underline. The user can click on the choice to open a separate popup, where you can either completely delete or change the choice. If there are changeable choices, the user can also delete the complete choices for one product in open months. To do this, the user can choose the button on the left-hand side of the product text. The choice is immediately deleted and no additional confirmation popup appears. Payout is the amount that the employee will receive along with his next salary depending on the products he has chosen and the amount used from the budget. The amounts of the displayed payout product will not be deducted from the amounts in the My Budget section. For certain products, the user may have to Upload a File to prove their eligibility for the product, while making a Choice Entry. 3.1.2 Details and Execution 3.1.2.1 My Budget This section is not editable. The user can view the details in this section either in the form of Hours or Euros. 3.1.2.2 My Choices In this section, the user can choose the amounts displayed in each month to view various details like Product, Month, Amount, Hours, and so on, in the Choice Details screen. The Choice Details screen allows the user to Edit, Delete, or Cancel the amount. Choosing Edit opens the Choice Entry screen, where the user can make changes to the budgeting for the product; choosing Delete deletes the amount from that month; and choosing Cancel closes the Choice Details screen. The Payout line is always displayed as the last line item in this section. The user cannot change or delete the values in the Payout line. 3.2 I Choose Button 3.2.1 Introduction This section displays the various products the user can choose from, like Buy Bike, Save Pensions, and so on. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 19
3.2.2 Details and Execution In this section, when the user chooses a product, the Choice Entry screen appears. In this screen, the user can enter the amount for the chosen product and how you want to split or distribute this amount across various months of the year. For certain products, the user must submit documents to prove their eligibility for the product. The upload is necessary if a product is chosen for the first time in a year and this proves their eligibility for that product for a year. The user can choose to upload a different file in case they uploaded the wrong one. If all choices of a product are deleted, the uploaded file shall be deleted, too. The need to upload documents for certain products can be configured in the backend. Finally, the user can choose Save to save the choice. If configured in the backend, the user receives a popup, after choosing Save, to confirm whether they want to really save their product choice or not. 3.3 Budget Structure Button 3.3.1 Introduction The Budget Structure button lets the user view the detailed budget structure. The user can choose a specific month for which they would like to view the budget structure. The user can view the complete budget amount as well as the amounts and budget determination percentages of all budget elements and sub-elements, for all the budgets that are relevant to the user. If budget values in closed periods have changed retroactively, the differences are shown accordingly. Reservation budgets are not included in the Budget Structure. If certain budgets have been summarized and displayed as a single budget in the main screen, this button will display all included budgets and their structure. 3.3.2 Details and Execution The user can choose the month for which they want to view the budget structure, and then choose Show. The user can choose to expand or collapse the node of the budget structure. The budget structure shows the elements and sub-elements within the structure. 3.4 Simulate Button 3.4.1 Introduction This section lets the user simulate the pay slip for a specific month. Two payroll simulations are started, one without the choice and one including the choice of the simulation period. The payroll simulation displays both payroll results and the difference of the net payout amount. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 20
3.4.2 Details and Execution The user can select a preferred month and choose Simulate to view a detailed summary of the month's settlement before and after the various product choices and budgeting is done. This information can be saved as a PDF version or even printed. 3.5 Print Button 3.5.1 Introduction The Print button shows the user an overall detail of the entire year, as of the date you choose to print the budget sheet on. The sheet that is ready for print on this screen contains details of the various budget items and its amounts for each month. It also contains the various products the employee has chosen and how they have split the budget across various months. 3.5.2 Details and Execution There are no selection options on this screen. The printable sheet with all details appears automatically. The user can choose to save, print, zoom in, or zoom out. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 21
4 Employee Self-Service (ESS) in WebDynpro 4.1 Introduction With the Employee Self-Service (ESS) for the budget-based benefits selection, employees in your company can access and manage their benefits choices. Depending on the settings you make in Customizing, your employees can choose between different choice models to spend their benefits budgets as suits them best. By making the ESS available to your employees, all employees have access to up-to-date information about their benefits. 4.1.1 Features You have the option to define texts for individual screens or screen elements by using the standard documentation transaction SE61. Employees using the ESS can view the different budget options available to them, choose one budget, and spend the budget amount on various products. They can perform the following activities within the ESS scenario: Choose one of the available choice models, which defines on which products the budget can be spent. Choose the products on which they want to spend their budgets (for example, extra leave, extra pension, vacation allowance). Check if the product choice is within limits; that is, if the amount needed to purchase the selected products does not exceed the available budget. Change the reservation of vacation allowances (if defined in Customizing). Display and print an overview of the product choice made. The overview is displayed as a PDF print form. Convert amounts into hours (and the other way around), depending on the budget type and the product, and distribute the specified budget evenly over future periods by using the Monthly Distribution button. Create and save two different choice variants. The system keeps these variants for all future periods. If the choice of an employee is registered for a given period, both variants are automatically deleted for this period but kept for future periods. Display the budget structure; that is, the individual budget elements. Display the results of a simulated payroll run. Review and adjust the choice made before confirming it. Whenever the employee chooses the Review tab after making his product choice, the system checks that the choice is consistent with the available budget. Employees can only make changes on the ESS screens until the registration: A General Benefits Information record (infotype 0171) exists for the employee and the employee's SAP user name is entered in the Communication infotype (0105). Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 22
You have made settings in Customizing for Flexible Benefits for Budgets in all activities grouped under ESS Settings. (Optional) If you want to make review and confirmation forms available to the employees, you have set up form printing in Customizing for Flexible Benefits for Budgets under Forms. 4.1.2 Details and Execution To access the ESS, the employee uses a Portal link. After employees have confirmed their choice within the ESS scenario, the relevant SAP HCM infotypes are updated in the backend system. The infotype records are set to status Chosen (KZ) until the administrator registers the choice (see Registration of Employees Choices). 4.2 Creation of a Default Choice of Products For users who have not made a choice using the Employee Self-Service, you can automatically create a choice based on the available budget. To use this function, you execute the Creation of Default Choice of Products report. For more information, see the report documentation in the system. 4.2.1 Details and Execution To create a default choice for employees, on the SAP Easy Access screen choose Human Resources Payroll Europe The Netherlands Flexible Benefits for Budgets Create Default Choice. Alternatively, you can use transaction /FB4U/TA_IFBS to access the report. 4.3 Registration of Employees Choices After all employees have made their choice, you can check the corresponding records of infotype 0897 (Flexible Benefits (NL)), and register your employees choices so that they become effective in the next payroll run. To use this function, you execute the Collective Registration report. For more information, see the report documentation in the system. 4.3.1 Prerequisites To display and check individual choices (infotype records 0897), you can also use the General Overview of Individual Flexible Benefits Choices report (/FB4U/RPLFBIN0). Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 23
To register the selected employees' choices, you can also use the Administration Tool for Flexible Benefits. The infotype 0897 records related to employees choices have the status Chosen (KZ). 4.3.2 Details and Execution To register the choices collectively, you have the following options: On the SAP Easy Access screen, choose Human Resources Payroll Europe The Netherlands Flexible Benefits for Budgets Collective Registration. Alternatively, you can use transaction /FB4U/TA_UFBR to access the report. To use the Administration Tool for Flexible Benefits to register employees choices, on the SAP Easy Access screen choose Human Resources Payroll Europe The Netherlands Flexible Benefits for Budgets Administration Tool. Alternatively, you can use transaction /FB4U/TA_CFBR to access the tool. After the registration is completed, the choices become effective in the next payroll run. The system updates the relevant infotypes 0897 (Flexible Benefits (NL)) and 3200 (Flexible Benefits Plans (NL)). 4.4 Update of Date-Dependent Customizing Entries You can automatically update all date-dependent Customizing entries that are relevant for the budget-based benefits selection. This function is helpful if you want to keep the Customizing settings you made, while advancing all dates by one year. Before updating all date-dependent entries, you have the option to simulate the database update. To use this function, you execute the Update of Date-Dependent Customizing Entries report (/FB4U/RPUFBUN0). For more information, see the report documentation in the system. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 24
5 Configuration and Customization All Configuration and Customizing information can be found in the budget-based benefits selection Configuration Guide. Version: 2.0 Final 2018 SAP SE or an SAP affiliate company. All rights reserved. 25
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