Objective and Scope

This procedure explains the steps required for the creation of a Employee. The scope is the customer in local: PF1_020 and/or WP1_400.

The creation of a Physical Vendor is related to the creation of specific Solvay members (employees) in the system, namely due to Expense Reports or Credit Card holders.

It is used for Solvay members to have cash available for using in different company related events.

Countries and companies concerned are:  

PF1 – Bulgaria (3438 and 5735); Saudi Arabia (6275): Switzerland (0125)

WP1 – Poland (7531 and 6268); Netherlands (6301); Butachimie (ZFR9)* exceptional support during TSA agreement only (2018)

PF1 / WP1 - Non Concur (worldwide)

Employee number structure

General Data

Physical accounts are created for expenses of a Solvay member (employee).

This information will arrive to the mailbox of Data & Analysis ( ptp-data.analysis@solvaysbs.freshdesk.com ) with a form appropriately filled-in:

• For Bulgaria
• For the other countries

Or requested directly by Travel & Expenses Team.

Manual creation (concur or non concur)

Enter transaction XK01.

Account groups: ZZPE for PF1, Z012 for WP1

If provided the employee can be initially linked to a company code.

The person who sends you a request for creation of vendor, always provides the following information: 

• Name of the vendor  
• The Physical Vendors’ Solvay company 
• User ID number    

Tab Address:

Name: The names of the Physical Vendor should be copied from the requesters email to this field 
Search Term: Last Name of Employee for PF1 and WP1
Search Term 2: User ID, when applicable. Preferably, it should always be entered. 
Postal Code : It is always the same address data as of the PF1 company or it is provided. 
City: It is always the same address data as of the company or it is provided. 
Language: Changed according to the origin of the Physical Vendors' origin/location

Tab Control:

Sole Proprietr. (natural person): Check this box "Sole Proprietor".

Tax Number 1: is a unified personal number of a person but not a tax number of an entity and can also be provided and to be entered, when so. 
Once the information is entered, click Enter

Tab Payment transactions:

Bank data is provided by the requester and should be always confirmed by HR Team showing a evidence of the bank account available in PP2 system.

For DOMO employees the confirmation must be provided/confirmed by local HR Team (if requested the introduction of a bank account):

• Adriana Kraciuk for Poland
• Eva Sillero for Spain
• Caroline Perrot for France
• Rémy Veron for Germany and Italy 

Company view

Enter transaction XK01.

Click enter and then add Reconciliation Account, Sort Key and Personnel number:

Click enter and then flag the field Chk double inv.and the Payment Method:

Data to be filled in each field should be done according to following matrix:

*if not available at company code to be extended, just pick one code with 3 days delay. Note that payment terms YXXX are purchasing scope, therefore N/A

**if not available at company code to be extended, just pick the standard payment method Z

Once the information is entered, click Enter until the end and Save

Employees non concur

Description

Some temporary collaborators do not have access to Concur. A manual process for travel booking and expenses management has been defined:

• Trainees / Apprentices / VIE

• Temporary workers booking for themselves (when the usage of a Solvay tool for travel & expenses has been formalized in the contract)

• Special spot cases : Guests, Expatriates family...

Process

The user itself should complete the form available on the Solvay ONE Travel & Expenses and send it by email to their internal referent for approval, with their bank account info attached.

The Internal referent should check if the request is legitimate and correctly filled.

After approved, the request should be forwarded to T&E Team using the following email address: ptp-travel.expenses@solvay.com (If the information is sent directly by the employee it can accepted if the Internal referent is in Cc)

Only if what described above has been accomplished, the T&E Team will forward the request to Data Operations Team, through Freshdesk, to proceed with the employee creation 

Data to be filled in each field should be done according to the following matrix:

**if not available at company code to be extended, just pick the standard payment method 1 (PF1) Z (WP1)

As soon as done, the Freshdesk Ticket should be sent back to T&E Team with the SAP employee number created.