INTRODUCTION TO ACTIONS AND HIRING
Overview of Personnel Administration Actions
Business officers and personnel administrators use the Personnel Administration Actions
(PA40) functionality to carry out a variety of required processes at UK. More specifically, these
users select Actions via PA40 to carry out hiring and rehiring, transfers, additional assignments,
separations, and other processes that change individual assignments.
Users can think of PA40 Actions as the means for connecting a person (employee) to a specific
position. Because of the built-in relationships, the position is tied to a specific employee group
and subgroup and is described by a job. The position has a relationship with a particular
organizational unit.
Regardless of the Action selected, the user will follow a general process or pattern for PA40.
Actions are carried out through a series of Infotypes, screens that display for user review and data
entry. These Infotypes appear in a logical order, prompting the user to enter and save data as
required.
Infotypes that appear in Actions cover personal data, payroll data, organizational assignments,
dates, work schedules, and address information. Additional Infotypes are included for faculty
members and hospital hires. Other background Infotypes are created in the Actions process.
Tips and Reminders
•
Be sure to begin with a blank Person ID field when executing:
o New Hires
o Re-hires/Reinstates
o Changes in Positions/Transfers
o Additional Assignments
•
Enter the Start date before initiating any Action.
•
Remember to key names in correct format. Names entered with all lower case letters cause
difficulties in searching and matching.
•
When creating the Personal Data (0002) Infotype for a new hire, users must carefully
examine any pop-up information concerning a student ID that already exists and avoid
creating duplicate IDs.
•
Save! Save! Save! In the event of an interruption during the New Hire Action, users should
make every effort to save Infotypes 0000, 0002, and 0001.
•
Required fields are denoted with a check mark (
before continuing.
•
The Business Officer role includes the ability to create and maintain cost distribution (0027)
for staff and student employees, as well as part-time faculty members.
•
Cost distribution records for the full-time faculty are updated by FES processes.
•
Refer to Faculty Specifics section for instructions on overloads and supplements.
). These fields must be completed
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HR Cost Objects and Cost Distribution Information
End-users who are authorized to carry out Personnel Administration Actions need understanding
of cost objects and cost distribution functionality in IRIS. The cost object processed against
earnings or deductions is based upon hierarchy logic. The following points help to explain the
hierarchy:
•
Each employee is linked to an organizational unit via a position. This relationship can be
found on Organizational Assignment (0001).
•
Each organizational unit is linked to what is called a home (or default) Cost Center (this
is a 1:1 link). This Cost Center displays on the employee record on Organizational
Assignment (0001).
•
Positions are linked to cost distribution through Cost Distribution (1018). This allows
for multiple cost objects with percentage breakdowns.
•
All positions should have a 1018 record.
•
Employees can be linked to a cost distribution through Cost Distribution (0027).
Again, this allows for multiple cost objects with percentage breakdowns. The cost
distribution on 0027 overrides the distribution assigned to the position.
•
A Cost Distribution (0027) record is not required for all employees.
•
Additional payments are entered through Recurring Payments (0014) and Additional
Payments (0015). Payments entered on these Infotypes can be directly linked to a single
cost object, if desired (not required).
Illustrations of Cost Distribution and Payroll Processing
EE #10111111– John Doe
•
John is linked to a position 50999999; therefore he is related to Dept ABC. Dept ABC is
linked to Cost Center 1099999999.
If payroll processed at this point, with only the link to Dept ABC, all cost would be
charged to CC 1099999999. This is not a likely scenario.
•
Position 50999999 has a cost distribution on 1018 of 70% going to Cost Center 1088888888
and 30% going to Cost Center 1077777777.
If payroll processed at this point, the 1018 would override the home cost center, and cost
would be charged 70% to CC 1088888888 and 30% to CC 1077777777. This is the most
probable scenario.
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•
John Doe, EE #10111111, has a distribution on 0027 with 60% going to Cost Center
1055555555 and 40% going to Cost Center 1044444444.
If payroll processed at this point, the 0027 would override the 1018 cost centers, and cost
would be charged 60% to CC 1055555555 and 40% to CC 1044444444.
•
John Doe has an Additional Payment of $1,000. This payment is charged to Cost Center
1022222222. The distribution on 0027 still exists.
If payroll processed at this point, the $1,000 payment would be charged to Cost Center
1022222222. All other costs would follow the distribution on 0027 - 60% to CC
1055555555 and 40% to CC 1044444444.
Note that the progression of overrides will hold true with any combination of the above.
Salaries and benefits follow the same cost distribution; there is no override specific to benefits.
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Instructions for Hiring Actions
Main Campus Create Assignment (PA40)
To carry out a New Hire (Main Campus Create Assignment) Action:
1. Enter PA40 in the Command field on the SAP Easy Access screen.
2. When Personnel Actions appears, make sure the Person ID field is empty. Record the Start
date.
3. Under Action Type, click the box to the left of Main Campus Create Assignment.
4. Execute
.
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5. The Employee Recognition box will appear.
Complete the following fields:
Last Name
First Name
Date of Birth
Gender
Social Security Number
Social Security Number can be used alone for a more accurate search.
6. Click
in the bottom left corner of the pop up screen.
7. If the search did not yield a match, the Query screen will appear next.
8. Click
.
NOTE: The system checks to determine if the new hire has an existing student record. If an exact
match exists, a pop-up will prompt you to select the student. The selection ensures that the same
ID number (student) will be used for the employee’s Person ID.
If there is a partial match, you must examine the data carefully and decide to either use the same
number or create a new one.
Careful attention will help to avoid the creation of duplicate IDs.
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9. This will bring up the Create Actions (0000).
10. The Pers No. field will be highlighted. Do not enter anything in this field! The Personnel
Number will be automatically generated by the Hiring Action. Press the tab key.
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11. Click the
appear.
icon to the right of the Reason for Action field. The following screen will
12. Double-click on the appropriate Reason for Action code. Create Actions will display the
numeric code in the Reason for Action field.
13. Tab to the Position field and enter the position number, if known.
14. To search for the position, click the
icon to the right of the Position field.
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15. Press Enter. This message will appear:
Click
in the bottom left corner of the pop-up screen.
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16. The remaining fields will be populated with default values. A message will also appear at the
bottom of the screen prompting the user to save entries.
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17. Click
at the top of the screen. This will save the record and bring up Create Personal
Data (0002).
A message will appear to indicate that a new record has been created.
18. If the initial search was completed by using only the Social Security Number, that field will
be populated. The remaining fields should be completed:
Last name
First name
Middle name (if known)
Suffix (optional)
Birth date
Gender
Marital Status (if available)
Be sure to properly format the employee’s name (The system is case-sensitive.).
If the marital status is “married,” Family Member/Dependents (0021) will appear. Complete
the Infotype, if the spouse’s information is known. Otherwise, click on the Next Record
icon to proceed.
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19. When all information has been entered, click
at the top of the screen. This will save the
records and bring up Create Organizational Assignment (0001).
A message will appear to indicate that a new record has been created.
20. Press Enter. Default values will populate the remaining fields. A message will also appear at
the bottom of the screen prompting the user to save entries.
NOTE: If message “Additional Relationship needed” appears, contact the Compensation Office
for assistance. (This is an additional relationship required for proper charges to GL Accounts in
FI.)
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21. Click
(0006).
at the top of the screen. This will save the record and bring up Create Addresses
A message will appear to indicate that a new record has been created.
22. Complete the following fields:
Address Line 1
City/County (DO NOT ENTER THE COUNTY)
State/Zip Code
Click the
icon to the right of the County field to search for the county of residence. This
code is used for health insurance purposes and must be accurate.
Check to see that the Mail Code (org unit) field is correct. The employee’s the pay statement
will be delivered to the org unit listed.
23. When all required fields are completed, click
at the top of the screen.
A message will appear to indicate that a new record has been created.
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24. Create Planned Working Time (0007) follows. Enter the Employment percent (FTE).
Also verify the information in the Work schedule rule and Working time boxes. Changes to
the work schedule should be made here.
Enter and save
.
The Employment percent is the FTE of the employee. It is directly tied to the Personnel
Subarea field and can only be entered for valid ranges. See table below for valid
combinations:
PSA Code
0001
0002
0003
0004
0005
0006
0007
0011
0012
0013
0014
PSA Text
Reg FT
Reg PT-Faculty
Reg PT >.74
Reg PT .50-.74
Reg PT .20-.49
Temp FT
Temp PT >.20
Unpaid
Non-Service
Temp PT <.20
Phased Retiree
Min
100
20
75
50
20
100
20
0.07
0.07
0.07
50
Max
100
99.99
99.99
74.99
49.99
100
99.99
100
100
19.99
50
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25. Create Basic Pay (0008) appears next. The hourly/monthly pay amount must be entered
from the approved Salary Recommendation Form.
After entering the pay amount, press the Enter key to populate the annual salary field. If you
receive an error/warning, verify that the pay amount entered is correct. If the pay is outside
of the range for the grade level of the position, double-check the pay rate. If the pay is
correct, enter past the record and save the Infotype. If the amount is incorrect, press Enter,
and then re-enter the pay amount.
• For exempt monthly assignments, the pay rate must be entered as a monthly amount.
• For non-exempt biweekly assignments, the pay rate must be entered as an hourly rate.
• For Graduate Student assignments, the pay rate must be entered as a biweekly pay amount.
• In some instances the Base Pay should be $0. For example, Fellowships and Faculty with
Summer Assignments should have $0 for Base Pay. Save the 0008 record with 0. Then
enter the amount the employee should receive, using Recurring Payments (0014) or
Additional Payments (0015).
Verify information and save
.
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26. Change Date Specifications (0041) will then appear. In most instances, the dates listed are
default dates and should not be changed. Double-check the current hire date on rehire actions.
If the date is incorrect, contact the Compensation Office for assistance. Click
to save.
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27. Create Additional Personal Data (0077) comes next. Record the Ethnic Origin. If the
employee’s Veteran Status is known, enter the information. Press Enter and save
.
28. This completes the New Hire Action. The Personnel Actions screen will appear with a
message at the bottom of the screen indicating that the record has been created.
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29. Use ZHR_PAR to create the PAR, obtain required signatures, and forward PAR and all other
required documents to the Compensation Office.
Hospital Create Assignment (PA40)
To carry out a New Hire (Hospital Create Assignment) Action:
1. Enter PA40 in the Command field on the SAP Easy Access screen.
2. When Personnel Actions appears, make sure the Person ID field is empty. Record the Start
date.
3. Under Action Type, click the selection button to the left of Hospital Create Assignment.
4. Click the execute
button at the left of the screen.
5. Follow the same steps through all Infotypes as described for Main Campus Create
Assignment.
6. An additional Infotype - Hospital Salary (9002) - will appear. In the Employee Experience
As of month/yr field, enter the “As of” date to capture experience. For example, if an
employee hired on September 1, 2006, has five years of experience, the “As of” date would
be 09/01/2001.
In the Education (for nurses only) field, select correct degree choice, and then save
7. The Person: Change Profile Infotype will appear. Click on the
.
icon.
8. Work through remaining Infotypes, verifying and saving information. After entering the
employee’s ethnic origin and veteran status (if known) on Additional Personal Data (0077),
save
.
This completes the New Hire Action. The Personnel Actions screen will appear with a
message that the record has been created.
9. Use ZHR_PAR to create the PAR, obtain required signatures, and forward PAR and all other
required documents to the Compensation Office.
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Faculty Hire Action (PA40)
To carry out a Faculty Hire Action:
1. Enter PA40 in the Command field on the SAP Easy Access screen.
2. When Personnel Actions appears, make sure the Person ID field is empty. Record the Start
date.
3. Under Action Type, click the selection button to the left of Main Campus Create Assignment.
4. Execute
.
5. Complete Employee Recognition Screen fields and continue.
6. In the Query box, choose New Employee.
7. On Actions (0000), enter Faculty Hire as the Reason for Action.
8. Key the position number and press Enter. Click the continue
Pop-up Box, if it appears, and save
icon on the Default Value
.
9. Continue to enter and save through each Infotype.
10. Enter marital status if known on Create Personal Data (0002).
11. On Organizational Assignment (0001), verify that the Contract field value is Faculty.
12. On Create Addresses (0006), remember to enter the County field and check the Mail Code
(org unit) field.
13. On Basic Pay (0008), enter correct Wage Type:
•
•
•
If receiving a new administrative stipend that is part of base pay, use 1110; other salary is
included in 1010;
Enter 1210 if the new faculty hire is part-time (without benefits);
Use 1010 with an Amount of zero, when the hire is VA faculty receiving all salary from
VA.
14. On Basic Pay (0008), enter the monthly salary in the Amount field and save
.
Deferred Pay Reminders:
For a nine-month appointment, the amount is calculated by dividing the contracted salary by 9.
For example, $90,000/9 = $10,000.
For a ten-month appointment, the amount is calculated by dividing the contracted salary by 10.
For example, $90,000/10 = $9,000.
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Note that the Annual Salary will appear overstated. The True Annual Salary will be
calculated.
15. For nine-month faculty hires, the Action Start date must be 08/01 of each fiscal year. If the
true hire date is 08/15, however, adjust on Change Date Specifications (0041).
16. The final Infotype is Create Contract Elements (0016). Select the correct contract type and
save
. This completes the Action.
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17. After completing the PA40 Action, use ZHR_PAR to create the PAR and obtain required
signatures. Forward PAR and all other required documents to the Compensation Office.
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Creating and Printing a Payroll Authorization Record (ZHR_PAR)
To create and print a Payroll Authorization Record (PAR):
1. Enter transaction ZHR_PAR in the Command field on the SAP Easy Access screen.
2. This transaction is created for a single day. Enter the PAR date in field next to the
Key Date field. Be sure that the date entered correlates to the Start date of an
Action or effective date for other data entered against the employee.
3. Next enter the Personnel Number and click the Execute
appear.
icon. The Print screen will
4. Click the Print Immediately checkbox. Then click the
your default printer.
5. To preview the PAR before printing, select the
display for review.
icon to print the PAR on
icon. The PAR will
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Rehire/Reinstate (PA40)
Business officers and personnel administrators who are responsible for rehiring/reinstating former
UK employees must be mindful of the following:
•
At the time of the IRIS HR/Payroll implementation, only the records of active employees
(those paid in 2006) were converted. These step-by-step instructions assume that the
rehired/reinstated employee has an existing record in the system.
•
In the event that no record is found, proceed with the Action as though the individual is a new
employee. In the ZHR_PAR transaction, note prior employment in the Comments line.
To rehire/reinstate a former UK employee:
1. Enter PA40 in the Command field of the SAP Easy Access screen.
2. On PA40, make sure the Person ID field is blank.
3. In the Start Date field, enter the date the employee is returning to UK.
4. Select the appropriate Action – Main Campus Create Assignment or Hospital Create
.
Assignment – and click on the selection button to the left of the chosen Action. Execute
5. The Employee Recognition box will appear.
Complete the following fields:
Last Name
First Name
Date of Birth
Gender
Social Security Number
Not all fields have to be entered. If you want to search by Last Name or SSN only, just enter
those values. SSN is the most effective search with no other fields entered. Continue
.
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6. This pop-up box will appear next.
Click once on the employee name and continue
.
7. The system will then prompt you for the type of Action you are trying to accomplish.
Select the Rehiring of Employee option. Otherwise, you will create an unnecessary
PERNR. The Action will be deleted by Compensation and you will have to start over on
the process.
If unsure about which option to select, contact Compensation for assistance.
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8. Copy Actions (0000) will then be called. Note that the Action Type Rehire/Reinstate
will appear, as illustrated in the example below. Select the correct Reason for Action
code, based on determination of “rehire” or “reinstate.”
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9. Next change the position to the correct position number for the rehired employee. Save
this screen and continue the Action like all others.
10. Continue the Rehire process. The following Infotypes will be called during the Action:
0002
0001
0006
0007
0008
0041
Personal Data
Organizational Assignment
Addresses
Planned Working Time
Basic Pay
Date Specifications
Faculty Rehires will also have the following Infotype:
0016
Contract Elements
Hospital Hires will also have the following Infotypes:
9002
Hospital Salary
0024
Skills
11. Use ZHR_PAR to create the PAR. Record appropriate comment about employee being a
rehire and print two copies. Obtain signatures and attach all necessary documentation
before submitting to the Compensation Office.
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