General Provident

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General Provident Fund

Introduction:

This document explains the developed solution for General provident fund process capturein SAP FI/HR/PORTAL modules All the a!sor!ed emplo"ees of #S$L are part of General

Provident Scheme %hereas directl" recruited emplo"ees are not mem!ers of this scheme

#S$L maintains records of GPF contri!ution collected from emplo"ee&s salar" and remits

the mone" to 'OT ('epartment of Telecommunications) #S$L is %or*in+ as a+enc" on

!ehalf of 'OT to collect contri!ution from emplo"ee&s salar" and also ma*e recoveries of

the loans extended to the emplo"ees It also acts as an a+ent %ith respect to the pa"ment of

GPF %ithdra%als and advances Ho%ever, su!scriptions collected and loans& recoveries

made are su!se-uentl" transmitted to the 'OT #S$L also receives the loans extended to

emplo"ees and the %ithdra%als made !" them .hen an emplo"ee retires, final pa"ment

of GPF is directl" made !" 'OT to the emplo"ee #S$L is not involved in this process

Purpose:

The purpose of this document is to present to the procedure in a concise and step0%ise

manner

Scope:

The scope of the document is to provide the information a!out the usa+e of GPF

Accountin+ S"stem

GPF SAP ABAP Development:

T%o custom ta!les have !een created for capturin+ relevant information for GPF process

Follo%in+ are the details of the ta!les1

a. ZGPFSUM – Table for GPF Ledger Data Opening Balance and for Transfer In

Field GPF num!er and Personnel $o %ill !e uni-ue fields Openin+ data for existin+

emplo"ees at the time of cutover procedure %ill !e uploaded in this ta!le #'2 has !een

developed for the upload of data This is a one time activit" and for initial upload of theopenin+ !alance of GPF

In case of the 3transfer0in& emplo"ees (from 'OT to #S$L), a screen has !een developed

(t0code 4FI567), %hich %ill capture data and store in this ta!le

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To vie% the a!ove screen, t"pe se88 This %ill ta*e "ou to the screen 3A#AP

'ictionar"1Initial Screen& as !elo%1

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T"pe 34GPFS9:& as a!ove and clic* on displa"

For those cases %here data needs to !e uploaded for ne% emplo"ees (includin+ 3transfer0

in& emplo"ees), !alances %ill !e uploaded manuall" 4 screen is developed for the same T

code is 4FI567There is chec* on existin+ perner num!er ie if data exists for the

emplo"ee it %ill +ive error data alread" exists

S$

o

Field 'escription Purpose

8 I2$9: GPF $um!er This is the GPF num!er of emplo"ee,

it is uni-ue field

; P 44:O$TH :onth As of :onth for %hich data is valid

? G@AHR Fiscal ear Fiscal "ear of data entr"

B 4A'CA$2< Advance #alance Amount of GPF advance openin+

#alance

D 4.ITH'RA.AL .ithdra%al

#alance

Amount of GPF %ithdra%al openin+

#alance

6 I## I## !alance Amount of GPF !alance %ith the

'OT

b. GPF S!!ar" Data Table#

GPF L


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S$

o

Field 'escription Purpose

8 I2$9: GPF $um!er This is the GPF num!er of

emplo"ee, it is a uni-ue field

; P


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=th

D A:TA'C Advance0:onth Advance/loan ta*en !" emplo"ee

6 #9TT $ame of

2ompan" 2ode

or 2ompan"

$ame of compan" code

85 R I$T


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Associated Programs and Transaction codes:

List of the pro+rams and transaction codes developed are +iven !elo% (alon+ %ith the

screenshots)0

S$

o

Pro+ram Transaction

code

Purpose

8 SAPMZFI093_GPF_SUMMARY ZFI093 To update GPF

openin+ !alances of

emplo"ee (#'2

4FI8=5)

s

, St" 5?)

'ate Should !e the first of the month in %hich %e are uploadin+ the openin+ !alance of

the emplo"ee

GPF Led+er Openin+ #alance This should !e the amount as on the 8 st of the month in

%hich the openin+ !alances are +ettin+ uploaded

GPF Advance Outstandin+ #alance This should !e the amount as on the 8 st of the month

in %hich the openin+ !alances are +ettin+ uploaded

I## Interest #earin+ #alance This should !e the amount as on the 8st of the month in

%hich the openin+ !alances are +ettin+ uploaded

GPF Su!scription The su!scription should !e of the last month

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GPF Advance Recover" The amount collected from emplo"ee to%ards loan recover" in

the last month

S$o Pro+ram Transaction

code

Purpose

; 4FI56=GPF'ATA 4FI56= 9pdates ta!le

4GPFL


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recovera!le from

'OT

S$

o

Pro+ram Transaction

code

Purpose

> 4FI8;=GPF2LAI:R


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S$

o

Pro+ram Transaction

code

Purpose

B 4FI8=;GPFFOR.AR'#ALA$2


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6 4FI8B;GPF2O$SOLI'ATL


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S$

o

Pro+ram Transaction

code

Purpose

88 4FI8D5GPFL


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S$

o

Pro+ram Transaction

code

Purpose

8= 4FI8DBGPF#ROA'SH


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S$

o

Pro+ram Transaction

code

Purpose

8? 4FI?59P'AT


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GPF data is to be captured as of 01st of an mont!" T!is is mandator as per program

logic#

The daa !o"ed #$ ZGPFSUM a%&e '#&& %e a! (e" he e)a*(&e g#+e$ %e&o',S-((o!e. he dae of daa e$"/ #$ ZFI093 #! 1102012 The %a&a$e! !o"ed 'o-&d %e a! o$3092012

GPF Accounting Process:

This section explains the steps involved in updatin+ ta!les specified a!ove and related

accountin+ impact GPF accountin+ is divided into t%o parts1

Initial 9pload

This step is relevant for uploadin+ openin+ !alances for an" site +oin+ live on SAP 'urin+cutover, this ta!le shall !e uploaded %ith the openin+ amount of GPF !alances

4GPFS9: ta!le %ill !e updated for the first time as mass upload (t0code 4FI8=5)

This is le+ac" upload of data for all the PO2 locations as and %hen an" location +oes live

Follo%in+ format can !e used for uploadin+ openin+ !alances0

PRE GO LIVEMONTHS UPLOAD FO

For transferred In emplo"ees, specific screen has !een developed %hich %ill capture the

details as and %hen an emplo"ee Eoins the PO2 location

$ont!l Paroll Process

'eductions on account of General provident fund&s su!scription or on account of refund of

an" loan shall !e initiated on the salar" paid to emplo"ee This process has a dependenc"

on finaliJation of pa"roll for a particular month, for an or+aniJational unit This process%ill !e handled !" HR

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Advances and %ithdra%als %ill +et updated in 4GPFL


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Once interest is posted, carried for%ard pro+ram %ill !e run this %ill carr" for%ard

#alance 2arr" for%ard

To carr" for%ard !alances, the T code is 4FI8=;

$ote1 the chec* !ox to run in simulated form

Interest #earin+ #alance

It is expected that the I## !alances %ill !e o!tained after fe% months of fiscal "ear

closin+ For upload of I## t0code 4FI8=8 has !een developed, %hich %ill upload these

!alances in GPF led+er for the closed fiscal "ear

'eports

This section covers reports developed for General Provident Fund

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8 GPF led+er statement availa!le on portal to #S$L emplo"ees

; 'OT 2laim receiva!le report

7 'OT pa"a!le report

= 'ifference in #S$L and 'OT !alances report

8 GPF #alance for


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#!(&a/ edge" aa

'etails of emplo"ee GPF details can !e printed in prescri!ed format !" executin+ t0code

4FI56> Screenshot appended !elo%0

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; 'OT Receiva!les Report

At the end of "ear, 'OT receiva!les report is executed for sendin+ it to 'OT (4FI85D)This report is developed in order to find out ho% much lia!ilit" is on 'OT on account of

advances and %ithdra%als +iven to the emplo"ees !" #S$L on !ehalf of 'OT

The follo%in+ report has to !e developed in SAP0

7 'OT Pa"a!le Report

At the end of the "ear, 'OT pa"a!les report is executed for sendin+ it to 'OT (4FI8;=)

This report is developed in order to find out ho% much is pa"a!le to 'OT on account of

su!scriptions and recover" of advances made !" #S$L on !ehalf of 'OT

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The screen +iven !elo% has to !e developed in SAP

= Reconciliation Report

A Report sho%in+ difference in #S$L and 'OT !alances is created (t0code 4FI8=>) It

%ill sho% closin+ !alance difference !et%een I## and #S$L

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At the time %hen arrears are received, GPF contri!ution is computed %ith retrospective

effect of date of arrear For emplo"ees contri!utin+ max value (one month of !asic pa"),

retrospective computation is $OT allo%ed in most cases !ut onl" allo%ed specific to 'OT

order

Responsi!ilit"1 To !e handled !" HR

Transfer In/Out 2ases

For cases of transfer I$, a manual screen is created, %hich %ill update the 4GPFS9:

ta!le (t0code 4FI567) This %ill update manuall" ta!le 4GPFS9: %ith GPF, A'CA$2<openin+ !alance and recover" and su!scription for last month Throu+h 4GPFS9: led+er

ta!le 4GPFL


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Terminolo+"0

8 Subscription(&ontribution0 :onthl" deduction %ill !e done throu+h HR pa"roll

on account of GPF monthl" su!scription/contri!ution

; 'ecover0 Recover" on account of advances a+ainst GPF !alance recovered from

emplo"ee throu+h HR pa"roll

7 Advances0 Refunda!le Loan ta*en !" emplo"ee a+ainst GPF !alance and !alance

of the same is maintained in GPF Led+er

= )it!dra%al0 $on Refunda!le Loan ta*en !" emplo"ee a+ainst the GPF !alance

Steps to upload GPF data in SAP0

8) #efore an" GPF data can !e uploaded in SAP, first it needs to !e chec*ed if the

emplo"ee master data exists in SAP or not To do so, the t0code is PA75 The

screenshot for the same is appended !elo%1

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;) To upload an" GPF related data, it needs to !e confirmed if the GPF num!er (this

is uni-ue to an emplo"ee) exists in the master data To do so, in the t0code PA75,

t"pe 58D> in 3Infot"pe& and 5? in 3St"& ( see !elo%)1


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In the example a!ove, the GPF num!er of the emplo"ee num!er 6D85;7>D (Asha aul) is

5BB5855>D8

7) Once it has !een verified that the master data for the emplo"ees exist and that the"

have !een assi+ned a uni-ue GPF num!er, %e move on to uploadin+ of their GPF

data in SAP In this, there can !e ; scenarios0

a It needs to !e uploaded for a sin+le emplo"ee as and %hen need arises (in

case of Transfer In of an emplo"ee or a ne% Eoinee)

! It needs to !e uploaded for all the emplo"ees as on a +iven date

7a) .here the data of an individual emplo"ee is to !e uploaded, the t0code is

4FI567 The screenshot is appended !elo%1

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Note- The Employee No is unique to any employee and a check has been built in

the system to control from an employee number being used more than once. In case

an existing employee number is being entered on this screen, it would return an

error.

7!) .here the data has to !e uploaded for all the emplo"ees, the t0code is 4FI8=5

The screenshot for 4FI8=5 is +iven !elo%1

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The file %hich contains the mass data of all the emplo"ees is uploaded here

=) The format in %hich the emplo"ee data is to !e uploaded is +iven in the file

attached here%ith

TEST.xlsx

The fields in the file +iven are explained !elo% (let&s ta*e an example of cut over

date of Septem!er 75th, ;58;)

a)


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GPF INITIAL UPLOAD

FORMAT$%nal.xlsx

For transferred In emplo"ee specific screen has !een developed, %hich %ill capture details

as and %hen emplo"ee Eoins the PO2 location

In case the +o0live doesn&t happen on the 8st of April for an" +iven location, then the

!alances of all the months prior to the +o0live date startin+ from the 8st of April of that

+iven fiscal "ear has to !e uploaded onto the s"stem The format to !e used for this file to

!e used is1

PRE GO LIVEMONTHS UPLOAD FO

$ont!l Paroll Process

'eductions on account of General provident fund&s su!scription or on account of refund of

an" loan shall !e initiated on the salar" paid to emplo"ee This process has a dependenc"

on finalisation of pa"roll for a particular month, for an or+aniJational unit This process

%ill !e handled !" HR

Advances and %ithdra%als %ill +et updated in 4GPFL


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Advance and %it!dra%al+

For advances and %ithdra%als, there is a set process in place %ith #S$L !" %a" of %hich

an emplo"ee can ma*e an advance and/or ma*e a %ithdra%al from his GPF account

Advance0 refunda!le

.ithdra%al0 non0refunda!le

GPF Withdrawal andAdan!" Pr#!"ss IN

Interest &alculation

At the end of "ear interest calculation %ill !e done and interest posted in GPF led+er The

t0code is 4FI8=B Interest calculation is !ased on the IBB balances As per discussion %ith

#S$L, there can !e instances %here the closin+ !alances of the GPF and the I## !alances

of the GPF can !e different

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$ote0 Tic* the chec* !ox to run in a test mode

Once interest is posted, carried for%ard pro+ram %ill !e run this %ill carr" for%ard

Balance &arr for%ard

#alances in ne% fiscal "ear t0code 4FI8=6

$ote1 the chec* !ox to run in simulated form

Fe% additional points0

8 All emplo"ees are created as vendors in SAP

;

S,$- S&-.A'I,S -/PAI.-D

8 The perner num!er of an emplo"ee chan+es Refer :antis $o 555;888 0 GPF

!alances not appearin+ in the pa" slips due to chan+e in Perner num!er

Solution: Treat the emplo"ee as a ne% emplo"ee and insert the GPF data as done

for a ne% emplo"ee (4FI567) For all the past months %here his Perner num!er

%as different, treat all such data as pre +o0live data and upload on SAP One "ear

past data should suffice for the purpose

Date post:	07-Aug-2018
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