CM-15 · Crew Payroll & Hours Tracking

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Process Flow Diagram (BPMN)

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L4 Process Steps

Step	Step Name	Role / Swim Lane	System	Input	Output	KPI	Dec?	Exc?
Phase 1 1.1	Extract completed duty periods from crew system	Crew Pay Analyst	Jeppesen Crew Management	Flight completion signals and crew check-in/check-out events	Raw duty period records per crew member for the pay period	Data extraction completeness ≥99.9% of operated flights	N	N
1.2	Validate actual block times against ACARS data	Crew Pay Analyst	SITA ACARS	ACARS OUT/OFF/ON/IN timestamps for each flight leg	Validated block-hours per leg with variance flags	Block-time discrepancy rate <0.5% of legs per pay cycle	N	Y
1.3	Adjudicate duty time discrepancies with crew	Crew Pay Analyst	Jeppesen Crew Management	Flagged duty records with variance >2 minutes vs ACARS	Crew-acknowledged corrected duty record; updated in Jeppesen	Discrepancy resolution cycle time ≤24 hours	Y	Y
1.4	Lock finalised duty records for pay period	Crew Pay Manager	Jeppesen Crew Management	Resolved and validated duty periods for all crew	Locked, immutable duty record set ready for pay rule application	Records locked ≥48 hours before payroll cut-off	N	Y
Phase 2 2.1	Load CBA pay rules for crew category	Payroll Configuration Analyst	SAP SuccessFactors Employee Central Payroll	Locked duty records; active CBA rate tables by crew category (Captain, First Officer, Flight Attendant)	Rule set applied to each crew member's records for the pay period	CBA rule table accuracy rate 100% (zero miscategorisation)	N	N
2.2	Calculate block/credit hours and per diem	SAP Payroll System	SAP SuccessFactors Employee Central Payroll	Locked duty records; CBA credit-hour conversion rules; per diem rate by city-pair	Gross flight pay and per diem amounts per crew member	Payroll calculation variance vs manual audit sample ≤0.1%	N	N
2.3	Evaluate and apply minimum-guarantee provisions	SAP Payroll System	SAP SuccessFactors Employee Central Payroll	Calculated credit hours; CBA minimum monthly guarantee thresholds	Adjusted pay figure with minimum guarantee top-up applied where triggered	Minimum guarantee errors detected in post-payroll audit ≤0.2%	Y	N
2.4	Apply premiums, overrides, and special pay components	Payroll Configuration Analyst	SAP SuccessFactors Employee Central Payroll	Base pay calculation; premium triggers (international, redeye, equipment type, senior position)	Fully loaded gross pay record including all CBA-mandated premium components	Premium application accuracy ≥99.8% validated against CBA schedule	N	Y
Phase 3 3.1	Validate daily flight duty period against FAR Part 117	Crew Compliance Analyst	Jeppesen Crew Management	Finalised duty records; FAR Part 117 FDP and rest-period limit tables	Compliance status flag per duty period (Pass / Warning / Violation)	FAR Part 117 violation rate 0 per pay cycle; automated check coverage 100%	N	N
3.2	Check cumulative hours against 28-day and 365-day limits	Crew Compliance Analyst	Jeppesen Crew Management	Rolling 28-day and 365-day block-hour totals per crew member	Cumulative hours compliance report; breach flags for affected crew	Zero crew members exceeding FAR Part 117 cumulative limits (100 hrs/28 days; 1,000 hrs/365 days)	Y	Y
3.3	Escalate violations and trigger roster correction	Crew Compliance Manager	Jeppesen Crew Management	Breach flags from Step 3.2; crew roster for remainder of period	Corrected roster with non-compliant crew removed from duty; compliance memo issued	Violation-to-resolution cycle time ≤4 hours	N	Y
3.4	Approve validated hours for payroll submission	Crew Pay Manager	Jeppesen Crew Management	Compliance-cleared duty and hours records	Approved payroll data package signed off by Crew Pay Manager	Payroll approval completed ≥36 hours before payroll cut-off	N	N
Phase 4 4.1	Transfer approved pay data to SAP SuccessFactors	Payroll Integration Middleware	SAP Integration Suite (CPI)	Approved payroll data package from Jeppesen in SFTP/XML format	Pay records loaded into SAP SuccessFactors Employee Central Payroll wage types	File transfer success rate 100%; record reconciliation count match before payroll run	N	Y
4.2	Execute payroll calculation run in SAP	Payroll Administrator	SAP SuccessFactors Employee Central Payroll	Loaded wage types; tax tables; statutory deduction rates; benefit deductions	Gross-to-net payroll results; payslip data; GL posting document	Payroll error log: zero critical errors; warning resolution ≤2 hours	Y	Y
4.3	Generate pay advices and post GL entries	SAP Payroll System	SAP S/4HANA Finance (FI/CO)	Approved gross-to-net payroll results	Digital pay advices distributed to crew; GL postings to crew cost centres	Pay advice delivery within 24 hours of payroll run; GL posting error rate 0%	N	N
Phase 5 5.1	Reconcile payroll cost vs crew operations budget	Finance Business Partner — Crew	SAP S/4HANA Finance (FI/CO)	GL payroll postings; crew operations budget from SAP CO; headcount actuals	Variance report by crew category and cost centre; commentary on material variances	Payroll-to-budget variance explained ≥95% within 3 business days of payroll run	Y	N
5.2	Generate crew hours utilisation and fatigue report	Crew Planning Analyst	AWS Redshift	Finalised hours data from Jeppesen; payroll cost data from SAP S/4HANA	Monthly crew hours utilisation dashboard; fatigue risk indicator by base	Crew utilisation rate ≥85% of contractual hours; fatigue indicator trend published ≤5 days post-period	N	N
5.3	Archive payroll and hours records per FAA requirements	Crew Records Administrator	SAP SuccessFactors Employee Central	Finalised pay advices; duty records; compliance reports	Archived records retained per FAR 121.683 (24 months minimum) with audit trail	Record archive completeness 100%; retrieval SLA ≤4 hours for FAA audit request	N	N

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Process Attributes

Identification

Process IDCM-15

L1 DomainCrew Management

L2 ProcessCrew Planning & Rostering

L3 NameCrew Payroll & Hours Tracking

L4 Steps18 across 5 phases

Decision Gates5 (all with iteration loops)

Exceptions8 documented

Swim Lanes (Roles)

Crew Pay Analyst

Crew Pay Manager

Payroll Configuration Analyst

SAP Payroll System

Crew Compliance Analyst

Crew Compliance Manager

Payroll Integration Middleware

Payroll Administrator

Finance Business Partner — Crew

Crew Planning Analyst

Crew Records Administrator

Systems & Tools

Jeppesen Crew ManagementSITA ACARSSAP SuccessFactors Employee Central PayrollSAP Integration Suite (CPI)SAP S/4HANA Finance (FI/CO)AWS RedshiftSAP SuccessFactors Employee Central

Key Performance Indicators

Extract completed duty periods from crew systemData extraction completeness ≥99.9% of operated flights

Validate actual block times against ACARS dataBlock-time discrepancy rate <0.5% of legs per pay cycle

Adjudicate duty time discrepancies with crewDiscrepancy resolution cycle time ≤24 hours

Lock finalised duty records for pay periodRecords locked ≥48 hours before payroll cut-off

Load CBA pay rules for crew categoryCBA rule table accuracy rate 100% (zero miscategorisation)

Calculate block/credit hours and per diemPayroll calculation variance vs manual audit sample ≤0.1%

Evaluate and apply minimum-guarantee provisionsMinimum guarantee errors detected in post-payroll audit ≤0.2%

Apply premiums, overrides, and special pay componentsPremium application accuracy ≥99.8% validated against CBA schedule

Airline-Specific Risks & Pain Points

Late ACARS sign-off events or manual overrides in Jeppesen can produce duplicate or null duty records, requiring manual reconciliation before payroll can proceed

ACARS message loss over oceanic tracks or VHF dropouts can leave gaps requiring manual entry from paper OFP, introducing audit risk

Pilots and cabin crew may contest block-time adjustments that reduce pay — disputes require union observer involvement under most CBAs, extending resolution time

Late crew changes from irregular ops (IROPS) in the final days of a pay period can force record reopening, risking payroll deadline breach

Airlines operating multiple crew agreements (pilots vs cabin crew vs contract ground) must maintain separate rate tables in SAP SuccessFactors; version mismatches after CBA renegotiation cause systematic overpayment or underpayment

CBAs often specify credit hours that differ from actual block hours (e.g. scheduled vs actual, or minimum leg credit), requiring complex conditional logic that is error-prone when rates change mid-year

Inputs / Outputs

Primary InputFlight completion signals and crew check-in/check-out events

Primary OutputArchived records retained per FAR 121.683 (24 months minimum) with audit trail

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