How To Fix HRCCE_CHG_PY005 - Personnel assignment &1: Payroll has already run

SAP Error Message - Details

• Message type: E = Error

• Message class: HRCCE_CHG_PY - Messages for "Change of Payroll Area" Functions

• Message number: 005

• Message text: Personnel assignment &1: Payroll has already run

What causes this issue?

You are trying to change the payroll area for an employee with several
personnel assignments. At least one of the other personnel assignments
belongs to the same payroll area as the personnel assignment you are
currently changing. Payroll has already run for at least one of the
other personnel assignments with the same payroll area in the time
period for which you want to change the payroll area for the current
assignment.
For example, the employee has the following personnel assignments:
A1 with employer/legal person L1 and payroll area US as of January 1,
2009
A2 with employer/legal person L1 and payroll area US as of January 1,
2009
A3 with employer/legal person L2 and payroll area UM from January 1,
2009 through March 30, 2009
For personnel assignment A1, payroll was run in January 2009. It has not
yet run in February 2009. For personnel assignment A2, it has not yet
run at all. You want to change the payroll area for personnel assignment
A2 from US to UW as of January 1, 2009.

System Response

You are not allowed to change the payroll area.

How to fix this error?

Make the change for a different time period.
In the example given above, you can change the payroll area for
personnel assignment A2 from US to UW as of February 1, 2009. Note that
this also leads to a change of the payroll area for personnel assignment
A1 from US to UW as of February 1, 2009.

Procedure for System Administrators

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message HRCCE_CHG_PY005 - Personnel assignment &1: Payroll has already run ?

  The SAP error message HRCCE_CHG_PY005 indicates that a payroll run has already been executed for the specified personnel assignment (employee). This error typically occurs when there is an attempt to make changes to an employee's data that is not allowed after payroll has been processed for that period.
  Cause:
  The primary cause of this error is that the system prevents changes to certain employee data (such as infotype records) after payroll has been run for the period. This is to ensure the integrity of payroll calculations and reporting. Common scenarios that trigger this error include:
  
  Attempting to change payroll-relevant infotypes (like infotype 0000 - Actions, infotype 0001 - Organizational Assignment, etc.) after payroll has been processed.
  Trying to retroactively change data that affects payroll calculations for a period that has already been closed.
  
  Solution:
  To resolve this error, you can consider the following approaches:
  
  
  Check Payroll Status: Verify if the payroll for the employee in question has indeed been processed for the relevant period. You can do this by checking the payroll results in the system.
  
  
  Use Retroactive Accounting: If changes are necessary, you may need to perform retroactive accounting. This involves:
  
  Making the necessary changes to the employee's data.
  Running the payroll for the affected period again to ensure that the changes are reflected in the payroll results.
  
  
  
  Adjust Payroll Period: If the changes are critical and cannot wait for the next payroll run, you may need to adjust the payroll period settings. This could involve:
  
  Unlocking the payroll period (if your organization’s policies allow it).
  Making the necessary changes and then re-running payroll.
  
  
  
  Consult with HR/Payroll Team: If you are unsure about the implications of making changes after payroll has been processed, consult with your HR or payroll team. They can provide guidance on the best course of action based on your organization's policies.
  
  
  SAP Notes and Documentation: Check for any relevant SAP Notes or documentation that may provide additional insights or updates regarding this error message.
  
  
  Related Information:
  
  Infotypes: Understand which infotypes are payroll-relevant and how changes to them can affect payroll processing.
  Payroll Processing: Familiarize yourself with the payroll processing cycle in SAP, including how to handle retroactive changes.
  Authorization: Ensure that you have the necessary authorizations to make changes to employee data and to run payroll processes.
  
  By following these steps, you should be able to address the HRCCE_CHG_PY005 error effectively.