Project configs: mandays and per diem

Project Configs turns project timesheets exported from SAP into pay: a Mandays Allowance for days worked on projects, and a Per Diem Domestic allowance per day worked by location. It also lets employees tag a leave request or expense claim with a project, so the project manager approves it first. Set up your projects here before you upload the first SAP timesheet to a payroll.

Where: Payroll › Dashboard › Settings › Project Configs

You need:

• The Payroll Batch right, to open and edit project configs and upload files
• The SAP upload feature switched on for your company by KAMI, to upload timesheets to a payroll

Before You Start

Projects here are not linked to attendance or rosters. Each one maps a project code from SAP — the General Receiver column of the SAP ITP timesheet — to KAMI.

The day rate is per employee, not per project. Each employee who earns mandays needs a profile custom field with the key man_day_rate holding their rate per manday. Employees who get per diem need a custom field with the key per_diem_enabled set to yes. See Custom fields.

How to add a project

1. Open Payroll › Dashboard › Settings › Project Configs.
2. Click Add New.
3. Enter the Name and the Project ID — exactly the code SAP puts in General Receiver.
4. Set Day length (hours), or leave it blank for 8 hours.
5. Choose the Rounding Method for this project's mandays.
6. Optionally choose a Manager and Profile Groups so employees can tag leave and expenses with this project.
7. Click Create.

To change a project, select it and click Edit. To bulk-load projects, use Import: rows are matched on Project ID, updated if found and added if not. Export downloads all projects as a spreadsheet.

How to set per diem amounts

1. On Project Configs, click Project Allowances Settings.
2. Choose Per Diem Settings.
3. Click + Add, enter the Location and Amount (whole numbers), and select the days it applies to, Mon to Sun.
4. Click the create icon.

A location named exactly JABODETABEK is the default per diem: every eligible employee gets its amount for each day they worked on a configured project, on its selected days. Other locations are paid only when listed in an Additional Per Diem file.

How to set the overall mandays rounding

1. On Project Configs, click Project Allowances Settings.
2. Choose Mandays Settings.
3. Choose the Rounding Method and save. It applies to each employee's total mandays across all projects.

How to pay mandays and per diem in a payroll

1. Open the payroll, which must be Open or Pending, and add a payment.
2. On Upload from SAP, choose Events.
3. Click Upload Timesheet and choose the SAP ITP export (.xlsx).
4. Optionally click Upload Additional Per Diem for days spent at other locations.
5. Submit. Processing runs in the background; you get an email and notification with the result.

The Expenses option on the same card uploads an SAP Concur expense file instead, creating one expense line per expense type. It does not use project configs.

Field reference

Project

Rounding Method options: None (no rounding), Rounddown (down to a whole day), Roundup (up to a whole day), Simple (to the nearest whole day, halves up).

Per Diem Settings: Location (unique), Amount (whole number, per day) and the days it applies to.

File columns: the timesheet needs AE Personnel Number, Date, General Receiver and Number (unit) (hours, 0–24). The additional per diem file needs AE Personnel Number, Location and Date.

What Happens Next

For each employee in the timesheet:

1. Hours are grouped by project and date. Each date gives hours ÷ day length mandays, at most 1 per project.
2. Each project's mandays are rounded with its Rounding Method, added together, then rounded with the Mandays Settings method.
3. Mandays Allowance = total mandays × the employee's man_day_rate, shown with the mandays, for example "12.50 MD".
4. Per Diem Domestic = the JABODETABEK amount for each day worked, plus any additional per diem rows, for employees with per_diem_enabled.

Both are added as Allowances on top of the normal salary, which they do not replace. They cannot be edited on the payslip. Uploading again replaces the earlier lines for the payslips in the file, and the payslips are recalculated.

Tips

• Copy Project IDs from SAP exactly. Timesheet rows with an unknown code are skipped without warning, and those hours earn nothing.
• Fill in man_day_rate for everyone in the file first, including per-diem-only staff. One missing or non-numeric rate fails the whole upload.
• Make sure everyone in the file has a payslip in the payroll. Anyone missing fails the upload.
• Keep JABODETABEK named exactly that and give it its days, or no default per diem is paid.

Troubleshooting / FAQ

Q: The upload failed. Read the email. Usually someone in the file has no payslip in this payroll or no valid man_day_rate.

Q: Someone's mandays are lower than their hours suggest. Their hours include a project code with no project config, or several hours on one project on one date were capped at 1 manday.

Q: Employees cannot pick a project on a leave request. The project needs a Manager, and the employee must be in one of its Profile Groups.

Q: Opening a project's link always shows a different project. Select the project from the list instead of using the address.

Related articles

• Other payments: allowances, bonuses and deductions
• Custom fields
• Running a payroll batch cycle
• Payroll bulk imports