Purpose

The objective of the employee setup and maintenance in SAP is to enable the payment of the employee related expenses.

Process description

Every request for an employee setup or maintenance should be requested through the Freshdesk by Data Steward. These requests should contain employee name and the responses to Concur request form for this employee should be available in GDrive file (see Appendix 4 – Concur Setup Form). If a request to create a new employee comes from Accounts Payable (through a payment request only), they should attach their correspondence with the Travel & Expense team to the ticket – as a proof that the employee is not a Concur user (i.e. the setup was approved). Alternatively, if a request comes through a Workflow, it should be approved in the Workflow notes. If there is no approval, please cancel the request.
NOTE: All Cytec employees should be created as employees, not vendors (even for the payment requests). If some information is missing from the ticket, we should go back to requestors/ Data Stewards and request this information from them.
All employees should be created under ZEMP account group.

1. 1. Required Details

• For all employees Personnel Number (8 digits) is required. Should be provided in Concur Setup form, if missing, contact HR.

• If you receive a request where a Concur form field "Bank Account for reimbursements is the same as in Payroll Records" is populated with "yes", please write to HR (Appendix 6) and request payroll details.

Data Stewards for employees:

Checking if an employee already exists

Go to vendor search. There are two options: we can search by Short name (in CAPITALS) or by Name (Sentence case):

You will get to the list with all employees with such name:

If you can't find the requested employee, proceed with the creation. If you've found inactive employee records, please proceed with the reactivation.

Creating a new employee

On the screen 'Create' (XK01) complete company code and account group (always ZEMP):

Hit Enter.

Address

Name Employee name
Search Term1 Employee name in CAPITALS. If the name contains more than one word, populate as much as it fits (even if the last word fits only partially)
Search Term2 Personnel Number (8 digits)
Street Main field for street address of employee, max 35 characters to be filled in this field. As Street 2 and Street 3 fields are not printed on all documents, street should be fitted in this field. This field is used to capture PO Boxes as well.
District Will be populated automatically for USA and Canada depending on the Country, State and Postal Code.
Postal Code Postal code / ZIP code. SAP provides standard postal code format checks depending on the country maintained.
City City name. For USA and Canada SAP may overwrite the City name with a value depending on Postal Code. (Sentence Case)
Country Country code (Appendix 12 –list of country codes in SAP).
Region State / Province / County. Choose according to the City.
Mandatory for US and Canada and optional for other countries.
Time zone Automatically determined by the system.
Tax Jurisdictn Automatically assigned by the system for US employees.
Transportation zone Transportation Zone is defined based on Country Code (CC) and Postal code (PP..) as follows:
For US: Country Code (US) + first 3 symbols of postal code, CCPPP (Example: US750 if the postal code is 75053-2029)
For other countries: Country Code + first 3 symbols of postal code if postal code is less or equal to 5 symbols, CCPPP
Country Code + first 4 symbols of postal code if postal code contains more than 5 symbols, CCPPPP
For countries which do not have zip codes: SAP Country Code + 3 or 4 zeros, CC0000.
Inner spaces and dashes are eliminated before concatenation:
Ex1: Country CA, Post code H7L 4R9 = 6 symbols = CCPPPP = CAH7L4 (no space)
Ex2: Country KA, Postal code 110-360 = 6 symbols = CCPPPP = KA1103 (no dash)
TZones are dependent upon Country Code master (T005).
Customer, Vendor and Routes are dependent upon TZones.
For new Transportation Zone creation open Helpdesk ticket for the group COE_SD.
Language For structural material sites language defaulted to EN – English
Local language details are maintained for Process Material Vendors which only deal in French and Italian

• If a Process Vendor has a country address in France and is only open for Toulouse company code then set the language indicator to French
• If a Process Vendor has a country address in Italy and is only open for Mondovi company code then set the language indicator to Italian

Wen extending existing vendor from Toulouse or Mondovi to a different company code please make sure to check that language code is set to EN for all company codes.
Telephone Telephone number, consisting of dialing code and number, but without the country code as it is being picked automatically based on the country entered as part of the address. If more than one telephone number is maintained for an address, the first telephone number is marked as the standard number. Press Other Telephone Numbers button to maintain more numbers.
If the country code of the telephone number is different from the country in the address, it can be changed in the pop up "Maintain Telephone Number".

Fax Main fax number of the employee (Without country code and without blanks).
E-mail E-mail address for the employee. Should always be populated.
StandardComm.Mtd Standard communication type with vendor. Preferred/default value should be e-mail

Control

Industry Sensitive – 0003
Stat. gr. Service '02' - Not rel. for statist.

Payment transactions

If a different vendor number has to be used for remittance information banking details should be added only for ZINV account.
Ctry Enter country code of the banking details
Bank Key

Bank account Account number (For more details see Appendix 2). For Belgian accounts the format should be as follows 3 digits-7 digits-2 digits.
BnkT 0001 for default banking details, for the other 0002, 0003 etc. This option is used if different accounts are used simultaneously. If a bank account will not be used anymore the line with the outdated banking information should be removed.

For EU banking details, press under the IBAN column and check the proposed IBAN or add the IBAN manually, if it is necessary.

You can check and adjust the banking details by pressing . Please check if SWIFT, ABA and Bank name is correct before proceeding to the next view.
If there are no banking details available for the Banking Key used, you will be requested to populate the following fields (UPPER CASE):
Bank Country Country of the Bank. Will be populated automatically.
Bank Key Bank key/Sort code for Europe, ABA for US, CSA for Canada. Will be populated automatically.
Bank Name Name of the bank. Do not use commas or any special symbols in the name. Mandatory field.
Region State for US and Canada, county for UK etc. Optional.
Street Street of the Bank. Optional.
City City of the Bank. Optional.
Branch Bank Branch. Optional.
SWIFT/BIC Mandatory for European banks and for international transactions (for US banks as well). This field can be populated if empty, but any changes which are not requested by Payment team should be approved by Edgars Bigacs.

Accounting information

Recon. account "30000400" for employees
Sort Key 001 "Posting date" by default

Payment transactions Accounting

Payt terms "Y002 - PAY ON RECEIPT OF INVOICE" for employee accounts
Chk double inv. To be checked always. This means that incoming invoices and credit memos are checked for double entries at the time of entry.
Individual pmnt If this indicator is set, every customer/vendor open item is paid separately during automatic payment transactions. This means that open items are not grouped together for payment. Should be checked upon a request from AP department.
Payment methods:

Specifics/ Exceptions:

Withholding Tax Accounting

Leave blank.

Payment clock and Commodity Code

Commodity code Not added for employee records.
Payment clock "ON" for all employee records. In the field of Value add company code for which the employee has been created.
Go to Environment:

• Then go to Classification:

• Press the button :

• The following screen will appear:

• press ENTER:

• On the main screen of Classification, the following screen will be appeared:

Then go back to the main menu and save new record.

Employee EXIT process

Data Operations receive employee Termination Notification. This is used to inform different groups about employees who leave company. The ticket will be opened in the name of employee who is leaving Solvay one day after official exit. In this notification name and site will be noted.

When assigning the FD ticket please choose DM-Process ->Employee; DM-Subprocess ->Delete; Area ->Vendor; Application -> PE1.
Note: If similar employee/vendor found in the system, please contact HtR requesting employee's personal number or address to inactivate the correct account.

If employee is found please open a new ticket to PTP T&E Riga group to clarify if employee has any open items.

To inactivate employee please go to transaction XK02 to make changes for the employee:

1. Go to Extras -> Block Data and block employee for all company codes.

1. Go to Extras ->Deletion flag and mark for all areas.

If employee was not found in the system, please close the ticket with note "Employee not found in ERP systems".

Appendix 1 – Country codes

Appendix 2 – IBAN structure

Please find the Bank Key to be used in red. For some countries bank key has not yet been determined, if in doubt please contact Payment Team or Edgars Bigacs.
★ Andorra (24) IBAN format: ADkk BBBB SSSS CCCC CCCC CCCC
::B = bank code, S = sort code, C = account No. ★ Austria (20) IBAN format: ATkk BBBB BCCC CCCC CCCC ::B = bank code, C = account No. ★ Belgium (16) IBAN format: BEkk BBBC CCCC CCCC ::B = bank code, C = account No (the last 12 digits are used as an account). ★ Bosnia and Herzegovina (20) IBAN format: BAkk BBBS SSCC CCCC CCKK::B = bank code, S = sort code, C = account No., K = check digits
★ Bulgaria (22) IBAN format BGkk BBBB SSSS DDCC CCCC CC::B = alphanumeric bank code, S = Branch (BAE) number, D = numeric account type, C = alphanumeric account No. digits ★ Croatia (21) IBAN format: HRkk BBBB BBBC CCCC CCCC C ::B = bank code, C = account No. ★ Cyprus (28) IBAN format: CYkk BBBS SSSS CCCC CCCC CCCC CCCC::B = bank code, S = sort code, C = account No. ★ Czech Republic (24) IBAN format: CZkk BBBB CCCC CCCC CCCC CCCC::B = bank code, C = account No. ★ Denmark (18) IBAN format: DKkk BBBB CCCC CCCC CC::B = bank code, C = account No. ★ Estonia (20) IBAN format: EEkk BBBB CCCC CCCC CCCK
::B = bank code, C = account No., K = check digit ★ Faroe Islands (18) IBAN format: FOkk BBBB CCCC CCCC CC::B = bank code., C = account No. ★ Finland (18) IBAN format: FIkk BBBB BBCC CCCC CK ::B = bank code, branch number and account type, C = account No., K = check digit. ★ France (27) IBAN format: FRkk BBBB BGGG GGCC CCCC CCCC CKK::B = bank code, G = code guichet (branch), C = account No.
★ Germany (22) IBAN format: DEkk BBBB BBBB CCCC CCCC CC::B = sort code (BLZ), C = account No. ★ Gibraltar (23) IBAN format: GIkk BBBB CCCC CCCC CCCC CCC::B = first part of BIC, C = account No. ★ Greece (27) IBAN format: GRkk BBB BBBB CCCC CCCC CCCC CCCC:: B = bank code and branch number, C = account No. ★ Greenland (18) IBAN format: GLkk BBBB CCCC CCCC CC::B = bank code, C = account No. ★ Hungary (28) IBAN format: HUkk BBBB BBBC CCCC CCCC CCCC CCCC::B = bank code, C = account No. ★ Iceland (26) IBAN format: ISkk BBBB CCCC CCCC XXXX XXXX XX::B = bank code, C = account No., X = the account holder's unique ID number, issued by the Bureau of Statistics.
★ Republic of Ireland (22) IBAN format: IEkk AAAA BBBB BBCC CCCC CC::A = start of the SWIFT, B = bank code, C = account No. ★ Italy (27) IBAN format: ITkk ABBB BBCC CCCX XXXX XXXX XXX:: KK = is the CIN EU, A = CIN IT, B = is the ABI, C = is the CAB, X = account No. ★ Latvia (21) IBAN format: LVkk BBBB CCCC CCCC CCCC C::B = bank code, C = account No (which can include both letters and numbers). ★ Liechtenstein (21) IBAN format: LIkk BBBB BCCC CCCC CCCC C::B = bank code, C = account No.
★ Lithuania (20) IBAN format: LTkk BBBB BCCC CCCC CCCC::B = bank code, C = account No. ★ Luxembourg (20) IBAN format: LUkk BBBC CCCC CCCC CCCC ::B = bank code, C = account No. ★ Republic of Macedonia (19) IBAN format: MKkk BBBC CCCC CCCC CKK::B = bank code, C = account No., K = check digits ★ Malta (31) IBAN format: MTkk BBBB SSSS SCCC CCCC CCCC CCCC CCC ::B = fist part of BIC, S = sort code, C = account No. ★ Monaco (27) IBAN format: MCkk BBBB BGGG GGCC CCCC CCCC CKK::B = bank code, G = code guichet (branch), C = account No., K = check digits ★ Morocco (24) IBAN format: MAkk BBBA AACC CCCC CCCC CCKK ::B= bank code, A= Area code, C = Account number, K = check digits ★ Netherlands (18) IBAN format: NLkk BBBB CCCC CCCC CC::B = bank code, C = account No. ★ Norway (15) IBAN format: NOkk BBBB CC CCCCC::B = bank code, C = account No. ★ Poland (28) IBAN format: PLkk BBBB BBBk CCCC CCCC CCCC CCCC:: B = bank code (1-3 institution ID, 4-7 branch), C = account No., k = check digits. ★ Portugal (25) IBAN format: PTkk BBBB BBBB CCCC CCCC CCCK K::B = bank code (1-4 bank, 5-8 branch; some banks use '0000' for digits 5-8), C = account No., K = check digits. ★ Romania (24) IBAN format: ROkk BBBB CCCC CCCC CCCC CCCC::B = bank code, C = account No. ★ San Marino (27) IBAN format: SMkk ABBB BBCC CCCX XXXX XXXX XXX::kk = is the CIN EU, A = CIN IT, B = is the ABI, C = is the CAB, X = account No. ★ Serbia (22) IBAN format: RSkk BBBC CCCC CCCC CCCC CC::B = bank code, C = account No. ★ Slovakia (24) IBAN format: SKkk BBBB CCCC CCCC CCCC CCCC::B = bank code, C = account No. ★ Slovenia (19) IBAN format: SIkk BB BBB CCCCCCCC KK::B = bank code (2 digits) and branch (3 digits), C = account No, K = check digits
★ Spain (24) IBAN format: ESkk BBBB GGGG KKCC CCCC CCCC::B = bank code, G=Branch/office number, K=Check digits, C = account No. ★ Sweden (24) IBAN format: SEkk BBBB CCCC CCCC CCCC CCCC::B = bank code, C = account No. ★ Switzerland (21) IBAN format: CHkk BBBB BCCC CCCC CCCC C::B = bank code, C = account No.
★ Turkey (26) IBAN format: TRkk BBBB BRCC CCCC CCCC CCCC CC::B = bank code, R = 0, C = bank branch and account No. ★ Tunisia (24) IBAN format: TNkk BBBB BCCC CCCC CCCC CCCC::B = bank code, C = account No. ★ United Kingdom (22) IBAN format: GBkk BBBB SSSS SSCC CCCC CC::B = alphabetical bank code, S = sort code (often a specific branch), C = account No.

Appendix 3 – ABA routing code validation

Before you enter an ABA routing code of the bank(s) to which we must pay the invoices of the employee you must validate it. Use this website link:
http://www.laneguide.com/FindRoutingNumbers/(S(nbtverq3dsojfldtlhmmj5lx))/US+Bank+NA~242306~CompanyDetails?AspxAutoDetectCookieSupport=1
Enter an ABA to-be-checked in the search window (as shown above) and click on 'Search'. You will receive a report which will look approximately like this:

It should be saved in the '.PDF' format and attached to the ticket + saved in our 'Requests' folders along with any other documentation/templates/e-mail correspondence for audit purposes.

Appendix 4 – Concur Setup Form

Concur Setup Form is located in GDrive and is filled in by employee requesting Concur profile.

Responses to the form are automatically stored in a Google Sheet and are available here.

Appendix 5 – IBAN validation

Before you enter the IBAN number of the bank(s) to which we must pay the invoices of the employee. You must validate the IBAN number. Use the website: http://www.ibancalculator.com/

You will receive a report which looks like this:

Appendix 6 – Request to HR

In order to request pay roll bank details from HR please follow the steps described below:

1. Go to FreshDesk and in the "Submit your request" dropdown choose "HtR request".

1. Fill in the following fields:

Requester: your name.
Subject: XX_Cytec_Provide Bank Details_Data Management team, (XX -Country ID). "URGENT" can be put in front of subject name when necessary.
HTR-Process: Reports
HTR-Subprocess: On-demand reports
Description:
"Dear HR,
Could you please provide bank details for XX employee Name Surname, Personnel number 12345678, so employee account for reimbursements could be created?
Thank you!
Kind regards,
Name Surname"