Objective and Scope

Objective of this Procedure
This document describes the process to handle Employee Master Data to create, modify and extend a new / existing employee account in RCS (WP1_400) environment and describes the roles and responsibilities of each actor in this process as well as. SAP WP1_400 transactions related to Web Cycle User ID Creation.

Scope
Data Operations Team based in Riga is responsible to handle all Employee Master Data from NAM, LAM and EMEA regions.

Reference Documents

SBS-OP-DPtP-Vendor Master

Definitions

Abbreviation	Description
RCS	Rhodia Core system (WP1_400)
SBS	Solvay Business Services
ACH	Automated Clearing House

Roles & responsibilities of each actor

The initial requestor

HtR or T&E teams.

Data Operations Team

Every request for employee setup or maintenance should be requested through the ticketing tool Freshdesk.
SAP Workflow functionality will not be used for Employee records.

Manual Employee creation/modification

All employee records are created directly in RCS system and extended only for required company view (purchasing organization view not applicable).

Available transaction codes:
XK01 - Vendor creation
XK02 - Vendor change
XK03 - Vendor display
XK06 - Mark vendor for deletion (centrally)
XK05 - Block vendor (Centrally)

Requirements

The request should contain employee name and the responses to Concur request form for this employee should be available in response file.

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 5) and request payroll details.

Checking if Employee already exists:

Use transaction XK03 for searching existing employee data in RCS:

Data Operations > SAP WP1 Employee Maintenance > worddava7f80f3a8de150db3082dc71cb2fa2c7.png

If you receive message, please proceed with Employee creation.

Employee data creation

Transaction XK01 enables the requester to create an employee in RCS.

Vendor: field should be left blank.
Company Code: should be populated with:

7725 – Cytec Chile Ltda;
7723 – Cytec de Mexico SA de CV;
7794 – Cytec Industries BV;
7764 – Solvay Business Services Latvia;
7734 – Cytec Industries (Shanghai) Co Ltd;
7776 – Cytec Engineered Materials Co. Ltd, Shanghai (merged with BAAN CN entity 7775);
7786 – Cytec Australia Holdings Pty Ltd;
7180 – Cytec Engineered Materials Inc;
7188 – Cytec Defense Materials Llc;
7772 – Cytec Engineered Materials GmbH;
7771 – Cytec Engineered Materials Ltd;

Note: Chile and Peru Interns should be created as regular Z012 employees, but Mexican interns should be created as Z011 vendors.

Account Group: should be always "Z012".

Data Operations > SAP WP1 Employee Maintenance > worddav3b19e738ed3c22f43c506e16619b5acc.png

Create Vendor: Address screen

Data Operations > SAP WP1 Employee Maintenance > worddav73f620337b5009f1df4852edeb29692f.png

The following fields should be populated in this screen in CAPS:

Name: Employees name.
Search Term 1: The first 10 characters of Employees name.
Street:
- Main field for street address of Employee (w/o house number). This field is also used to populate PO Box address as there's no separate PO Box section at Employee's master data.
- Employee number for APAC entities.
House Number: Part of the address that indicates house number. If it's not clear which part of the address indicates house number, populate everything in "Street" field.
Suppl.: Additional address information, such as floor, apartment etc.
City: Mandatory for all vendors.
Country: Country code, mandatory from system perspective.
Region: Mandatory for all countries
Language: EN-English
E-mail: Not populated at the General screen
Comments: Used to indicate FD ticket number or Workflow number to justify Employees creation.

Create Vendor: Control

Should be populated for Chilean and Peruvian employees.

Data Operations > SAP WP1 Employee Maintenance > worddav713daecea4f749e5c58ce6cfe5d0e9cc.png

Tax Number 1: populated with employee's personal ID number (RUN/RUT in Chile, RUC in Peru). Please request this information to the HR along with the bank details.

Sole Proprietor: Should be marked only for PE employees.

Create Vendor: Payment Transactions

Should be populated with employee's banking details:

Data Operations > SAP WP1 Employee Maintenance > worddav9d5077e2474a75e017fb2f19b60b84f5.png

Ctry: Country code of the bank;
- Bank Key: the unique identification code of a bank in a country. It can design a specific bank agency (such as in Germany, France, Italy) or a group of agencies (such as in Belgium). Full list of bank key rules can be found here.
- When there is official bank identification in the country, it is used as "bank key".
- For countries with IBAN bank key can be found in Appendix 2.
- In the other cases, the SWIFT code is used. It must contain at least 8 characters; the last 3 characters can be added if needed.
  Note: For Australian employees SWIFT code must be populated in the bank data.
Bank Key:
- For countries with IBAN please consult Appendix 1;
- Routing Number for US employees;
- SWIFT for MX and CL employees.
Bank Account: Employee's account number;
- For MX employees 16-digits account number provided by HR.
Account holder: The account name. If it matches the vendor name can be left blank with the exceptions below:
- China (in local translation).
- Australia.
BnkT: Currency + sequential number (e.g. EUR1, USD1).
AK: this field is populated for several European bank accounts. For MX employees defaulted to '90' unless requested otherwise.
Value '90' to indicate debit card
Value '91' to indicate credit card

Data Operations > SAP WP1 Employee Maintenance > worddav8aa48a2aa5e7af051026113cd2d89e5d.png

Create Vendor: Accounting information

The following information must be populated on this screen:

Data Operations > SAP WP1 Employee Maintenance > worddavb0d33ac260ad99d8f0b6fb4217aa2e74.png

Recon. Account: defaulted to "42900300"
Sort Key:
- - defaulted to "001" for NAM, LAM and EMEA entities
  - defaulted to "009" for APAC entities
Cash mgmnt group: defaulted to "A5"

Create Vendor: Payment transactions

Data Operations > SAP WP1 Employee Maintenance > worddav64ab0624150ceb2efa17807706de13e7.png

Payment terms: always "0028".
Chk double inv.: always flagged.
Payment methods:

Company code	Country	Payment Method
7725	Chile	H
7723	Mexico	Q
7794	Netherlands	Q
7764	Latvia	Q
7734/7776	China	H
7786	Australia	Q
7771	Wrexham	Q
7772	Oestringen	Q
7180	United States	Q
7188	United States	T

Create Vendor: Correspondence accounting

Acctg. Clerk: must be populated with:
- CL - for all employees opened for comp 7725
- CN –for all employees opened for comp 7776,7734
- Blank for other company codes.
Clrk's internet – e-mail address to which remittance advice should be sent (Employee's Solvay email address). Should be populated for all employees.

Data Operations > SAP WP1 Employee Maintenance > worddav62a81a407590156cf39568b2f92d272b.png

Create Vendor: Withholding tax Accounting

Populated for comp 7180, 7188, 7725, 7723 with the following values:

WH Tax Country:
- “MX” – for comp 7723
- “CL” – for comp 7725
- “US” – for comp 7180, 7188
Wth. Tax type: 99
W/tax code: 00
Liable: Flagged

Data Operations > SAP WP1 Employee Maintenance > worddavd1fc728243a3374bee5db013926275c4.png

Press "enter" and employee numbers will be created:

Non-Concur employee creation

Non-Concur employees - individuals without a direct or active working contract with Solvay who still need to be reimbursed (e.g. - retired employees, external service providers, etc.)

Following steps should be followed for such employees:

Non-Concur employee retrieves information from PtP Portal / Solvay ONE and submits email request to line manager with bank details attached - Subject: "Non-Concur Employee creation"
Solvay line manager approves creation by forwarding message to ptp-travel.expenses@solvay.com
PtP Data audits request and confirms bank account with Non-Concur employee
PtP Data sets up vendor account with the following key details:
1. Vendor number "PXXXXX" - corresponding to User -ID. In case generic user id insert 3 letters (First letter of name and surname + last letter of surname
2. Vendor account group: ZZPE (PF1) and Z012(WP1)
PtP Data confirms to Non-Concur employee vendor account set up & sends link to expense claim template

More detailed information you can find here.

Note: For Mexico (co 7723) interns are set up in PRS-RCS under Z011 account group with Cytec Mexico bank details. Each month a payment request is prepared by HR and provided to AP for these payments. The money is transferred to Cytec de Mexico account and payment order is generated for the students to go to the bank to collect the money.

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.

Data Operations > SAP WP1 Employee Maintenance > worddav243f8d59c128aee28a50580376b171ab.png

When assigning the FD ticket please choose DM-Process->Employee; DM-Subprocess->Delete; Area->Vendor; Application-> Based on the employee's site.

Note: Upon receiving Employee Exit Process check to see if the user has any outstanding Webcycles.

Go to transaction /COCKPIT/1 enter the Webcycle user ID to Workflow processor:

Data Operations > SAP WP1 Employee Maintenance > worddav369ee9717855633eef58ce9c8921a8d7.png

If yes, please contact the Site Controller to receive replacement ID name. When replacement ID has been received, send the information to AP to get outstanding Web Cycles redirected before locking the Web Cycle ID.

Once any outstanding Web Cycles have been removed from the user account, you can proceed with the locking of the Web Cycle ID via Transaction /COCKPIT/WUM.

The ID should not be deleted, it should only be locked. If you delete the user ID, all the user history in the cockpit will be deleted as well.

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 has been found in the system, please use transition FBL1N to check open invoices.

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

Data Operations > SAP WP1 Employee Maintenance > worddav7f4c33291b919f367f711cd47bc980a2.png

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

Change the search term to "****"

Data Operations > SAP WP1 Employee Maintenance > worddavd29a4a1ecbacc87f5e5eff530bfecca8.png

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

Data Operations > SAP WP1 Employee Maintenance > worddav72280105b443dabc4e35cc4b7860065e.png

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

Data Operations > SAP WP1 Employee Maintenance > worddav608c14fcf43ffd974133c63bfb6198b1.png

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

Appendix 1 – IBAN Validation (Europe)

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

Data Operations > SAP WP1 Employee Maintenance > worddavd642c1a5fda70242e348b3796e340101.png
You will receive a report which looks like this:

Website https://www.iban.com/calculate-iban is friendlier for UK banking details, it provides correct SWIFT code.

It should be saved in 'PDF' format and attached to the ticket.

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.

★ 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's SWIFT 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:
https://www.laneguide.com/FindRoutingNumbers/(X(1)S(s5uri3cdirpbnh5bnzjv1bvf))/default.aspx?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:
Data Operations > SAP WP1 Employee Maintenance > worddav86d1748788ad40207085324174099aa6.png
It should be saved in 'PDF' format and attached to the ticket.

Appendix 4 – Concur Setup Form

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

Data Operations > SAP WP1 Employee Maintenance > worddavdb9dc9e750cde49ae46e69da853c3fcb.png

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

Data Operations > SAP WP1 Employee Maintenance > worddav2c2583ec09d7008b409c9d5f72c1eda1.png

Appendix 5 – Request to HR

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

Go to FreshDesk and in the "Submit your request" drop-down choose "HtR request".

Data Operations > SAP WP1 Employee Maintenance > worddav3ae2a304e59c5fd4e0edb0ecc9b9c9fb.png

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 (and personal ID, and employees name in local translation) for XX employee Name Surname, Personnel number 12345678, so employee account for reimbursements could be created?
Thank you!
Kind regards,
Name Surname"

Appendix 6 – Web Cycle User Administration

SRM7 Report

Most of the new Web Cycle ID's are created automatically. When a user is set up in SRM7, the system also creates a Web Cycle ID for the user. There is a report sent to a distribution list on Sunday if there have been new users created the week prior. The report lists the user name and Web Cycle ID.

DMO team must edit the Web Cycle user ID and add the Phone number, copy the SRM7 ID in the SAP user ID field and assign the ID to the correct zone.

Manual requests

We can receive requests from Controller, Manager or LPR requesting an employee be set up with a Web Cycle ID. They will provide the employees name and SAP and/or SRM7 user ID.

Manual requests can also be received by an AP processor, who has an invoice with a valid PO listed and the requester on the PO does not have a Web Cycle user ID yet.

The Web Cycle ID is based on the LAN ID for the employee. Data Operations team populates all the required fields and creates the new ID. There is an automated email sent to the employee with the new Web cycle ID, initial password and user guide.

Password reset

We can also receive requests from Helpdesk to reset user passwords.

Data Operations team can either use the initial password button or the change password button to reset the password for the users. The system will send out an email to the user with the new password information.

Transaction SU01D

Before creation of a new Web Cycle ID please check the SAP user name by using the transaction SU01D in WP1. If the employee does not have SAP user name this field can be left blank in Web Cycle ID creation.

Data Operations > SAP WP1 Employee Maintenance > worddav27c23899d1d988fb22f16b352fd6b161.png

Transaction /COCKPIT/WUM

This transaction allows you to Create, Edit and Delete Web Cycle User IDs for WP1, as well as reset password for the users. This user ID will allow people, who do not have actual access to SAP, resolve Web Cycle issues.

Create new Web Cycle user:
Data Operations > SAP WP1 Employee Maintenance > worddav2b6be79f92356644842fa09920d4324b.png
To create a new web cycle user, enter their Web Cycle user ID in the Web Cycle user box and then click on the Create User button. The following fields must be populated:

E-Mail Address: email address of the employee;
Language: language of the employee, when in doubt choose EN-English;
Complete name: full name of the employee;
Telephone: telephone number of the employee including the country code.

Data Operations > SAP WP1 Employee Maintenance > worddav85e108e955cf6c029ea3703479f7e161.png

After they have been populated click on the Customer fields button. A new window will appear:

Data Operations > SAP WP1 Employee Maintenance > worddav6777a46253040e5bca0fd3f41ca7bed5.png

SRM user name: usually the same as SAP user name;
SAP user name: as provided or found in SU01D (can be left blank, if employee is not SAP user);
First name: first name of the employee;
Last name: last name of the employee;
Zone: location of the user.

When complete click the button. You will be returned to the User Data window. Click the at the bottom to create the new Web Cycle User ID. A confirmation box will appear:

Data Operations > SAP WP1 Employee Maintenance > worddavbd25e1dc8368abc678face4c6711e1f3.png

At this point an automatic notification has been sent to the person for whom the user ID was created.

Update a web cycle user:

To update a Web Cycle user ID, enter the Web Cycle user ID in the WEB CYCLE user field and click on the Change button.

Perform the necessary changes and click the button. You will receive the following message:

Reset users password:

To reset users password, enter the Web Cycle user's ID in the WEB CYCLE user field:

Data Operations > SAP WP1 Employee Maintenance > worddav003c8cb490f305da549a3636f7097066.png

Option 1:

Initialize Password button. You will receive a warning message:

Data Operations > SAP WP1 Employee Maintenance > worddavfa1867b40025b9c839aec2fa8d96d477.png

Click on "Y" to initialize the password.

The system will confirm the new password.

Data Operations > SAP WP1 Employee Maintenance > worddav1727cd074230621f1ea0714e11586192.png

And an email will be sent automatically to the user with the new password.

Option 2:

Change password button. When you click this button a pop up window will appear:

Data Operations > SAP WP1 Employee Maintenance > worddav822f7360c09bc89e75d25d538a23cde8.png
Enter the new password and repeat it in Repeat password field.

Click on the green check mark to accept.

You will then receive the following confirmation message at the bottom of the screen.

An email will be sent to the user with the new password.