rehire concurrent employment any position · web view101. as required, complete/review the...

Work InstructionFunctional Area: Personnel Administration Rehire Concurrent Employment Any Position

Purpose

Use this procedure to rehire an Employee into a position in the UC Flex System.

Trigger

Perform this procedure when a previously separated Employee is being rehired.

Prerequisites

The New Hire form will be filled out by the Department. Optional forms: such as Federal and State Tax Forms, Direct Deposit, can be supplied by the

Employee. The Department will forward or verify the A900, and Compensation Advanced Salary

Verification Letter.

Menu Path

Use the following menu path to begin this transaction:

Select Human Resources Personnel Management Administration HR Master Data Maintain to go to the Maintain HR Master Data(UC Basic Personnel Data tab) screen.

Transaction Code

PA30/PA40

Business Process Information

This process will rehire an Employee (that has separated all positions), into a position. In order to rehire the Employee the appropriate form must be forwarded to HRSC for processing. It is important to note that even though the Employee has previously held several positions, the Employee needs to be rehired into the position that was last held. This is important in order to have the Employee’s previous service time calculate correctly.

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields. Verify the employee is withdrawn from all positions and note the separation dates. Review the information received from the department. This will save time when processing

the necessary Infotypes during the rehire process. The department must have a position number filled out on the form. Contact the department if

the information is incomplete. There are various system warning messages that may appear depending on the employee

being processed. Review the messages and click to acknowledge and bypass the messages.


Procedure

1. Start the transaction using the menu path or transaction code.

Maintain HR Master Data (UC Basic Personnel Data tab)

2. Select Settings Show Object Manager.

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12_PA_PA40_Rehire CE Any Pos_PA2_0.udc© University of Cincinnati 2/99


Maintain HR Master Data (UC Basic Personnel Data tab)

3. Click Collective search help.

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Restrict Value Range (1)

4.Click the tab.

5. As required, complete/review the following fields:

Field R/O/C Description

ID number Required Identification number

Example:320558878

Enter the applicant’s social security number without dashes.

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6.Click .

Maintain HR Master Data (UC Basic Personnel Data tab) (2)

7. Double-click on the personnel numberyou want to process.

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8. Perform one of the following:If You Want To ThenContinue showing the Object Manager --Hide the Object Manager Select Settings Hide Object Manager.



Infotype Required Screen(s) in SAP HR that store HR data; Identified by a name and four-digit number

Example:0712

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10.Click .


11.Click .

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Display Main Personnel Assignment (0712)

12. Review the displayed information to verify the employment status.

Ensure each position is withdrawn.

13.Click .

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14.Click to the left Actions.

15.Click .

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List Actions (0000)

16. Review the displayed information.

17.Click to the left of the Separation action.

18.Click .

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Change Actions (0000)


This screen has changed. In UC Flex, an Additional actions section appears below the Organizational assignment section. This section is display only and cannot be changed.

It is important to note the separation action and the action date. This is used to determine the personnel assignment and whether the rehire with a service break or rehire without a service break reason code will be used for the rehire action. This will ensure you select the appropriate reason code.

20.Click .

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List Actions (0000) (2)

21. Click on the Pers.Assign field pick list to select a different personnel assignment.

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23.Click to the left of the separation action.

24.Click .

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Change Actions (0000) (2)


This screen has changed. In UC Flex, an Additional actions section appears below the Organizational assignment section. This section is display only and cannot be changed.

It is important to note the separation action. This will be used to determine the personnel assignment and whether the rehire with a service break or rehire without a service break reason code will be used for the rehire action. This will ensure you select the appropriate reason code.

26.Click .

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27.Click .

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28. Perform one of the following:If You Then

Need to change the personnel assignment Click on the Pers.Assign field pick list to select a different personnel assignment.

Do not need to change the personnel assignment --




Example:0712

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30.Click .


31.Click .

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Subtypes for infotype "Main Personnel Assignment" (1) XX Entry found

32. Click on TITO.

33.Click .

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Create Main Personnel Assignment (0712)

34. Select to the left of the personnel assignment you want to assign.

Use the Personnel Assignment that has the later separation action date. In this example: Personnel Assignment 10000202 has a separation date of 01/15/2006 and Personnel Assignment 10000131 has a separation date of 01/16/2006. We are selecting the one with the later date. In this case, it is Personnel Assignment 10000131.

35.Click .

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36. Enter /NPA40 in the Command field.

The system displays the message, “Record created.”

37.Click .

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Personnel Actions



Person ID Required Unique Employee Identification number

Example:10000131

Pers.Assgn Required PerNr; unique employee number identifying the individual job assignment that an employee holds

Example:10000131

Select the proper personnel assignment from the pick list.

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Start Required Date and/or time when operation commences

Example:03/06/2006

39.Click to the left of Rehire.

40.Click .

Copy Actions (0000)


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Start Required Date and/or time when operation commences

Example:03/06/2006

This date should automatically default if entered on the Personnel Actions screen.

Action Type Required Most recent action taken with an employee

Example:Rehire

This field should automatically default.

Reason for Action Required Whenever a personnel action is run, it must be described by a reason

Example:01 Return with a Service Break

Use the pick list to select the appropriate reason for the action.

42.Click .

The start date and reason for action should be provided in the form. Use the separation date and rehire date to calculate the difference. Based on the difference ensure that the correct reason code was selected. This reason code is critical because this will impact other calculated dates like the most recent hire date and the longevity date in the Date Specifications Infotype.

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Copy Actions (0000) (2)

43.Click .

The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end.”

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Copy Actions (0000) (3)

44.Click .

The system displays the message, “Save your entries.”

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Copy Organizational Assignment (0001)



The Contract and Job Type field values will be on the form.

46.Click .

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Copy Organizational Assignment (0001) (2)

47.Click .

The system displays the message, "Record valid from XX/XX/XXXX to XX/XX/XXXX delimited at end."

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Copy Organizational Assignment (0001) (3)

48.Click .


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Copy Personal Data (0002)


The system displays the message, “Record created.

You can update information on this screen as needed.

50.Click .

51.Click .

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Copy Cost Distribution (0027)

52.Click .


This Infotype will be automatically populated.

A variant has been created to make the data entry easier. The fields are displayed in the following order: Pct , Fund , Cost ctr , Functional Area , Grant , Order , WBS element , BusA, and CoCd.

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Copy Cost Distribution (0027) (2)

53.Click .


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Copy Addresses (0006)


You can update information on this screen as needed.

55.Click .

56.Click .

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Copy Planned Working Time (0007)



Employment percent Required Employee's employment status as of this action

Example:100%

The percentage should be indicated on the form and can be changed as necessary.

The system displays the message, “New default for work schedule rule: XXXX.”

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58.Click .

Copy Planned Working Time (0007) (2)

59.Click .


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Copy Planned Working Time (0007) (3)

60.Click .


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Create Bank Details (0009)



Bank Details Type Required Type of financial institution from the drop down list

Example:Main bank

Use the drop-down menu to select the appropriate entry.

Bank Key Required ABArouting number for a bank account

Example:

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Bank Account Number Required Bank account number

Example:

Bank control key Required Type of account: savings/checkingExample:1 – Check

Payment method Required Indicates method by which the payment will be made

Example:E – Employee Checks


62.Click .

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Create Bank Details (0009) (2)

63.Click .


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Copy Basic Pay (0008)

64. As required, complete the following fields:


Enter the PS Area and PS Group information provided in the form

65.Click .

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Copy Basic Pay (0008) (2)

66.Click .


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Copy Basic Pay (0008) (3)

67.Click .


68. Perform one of the following:If The Go ToCopy Recurring Payments/Deductions (0014) screen appears Step 69Copy Recurring Payments/Deductions (0014) screen does not appear Step 72

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Copy Recurring Payments/Deductions (0014)



Wage type Required Represents various types of payments and deductions

Example:OADJ

This should be provided on the form. Use the drop-down menu to select the appropriate wage type.

Amount Required Amount to be processed

Example:2500.00

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Number/unit Conditional Number of this particular object on loan

Example:3. credit hours

These fields will only be used for Adjunct Faculty. This field will be provided in the form.


70.Click .

Copy Recurring Payments/Deductions (0014) (2)

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71.Click .


Copy Date Specifications (0041)


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Date (located to the left of the Recent Hire Date field)

Required Date

Example:03/06/2006

For a Break in Service , enter the new dates. For a Return without a Service Break , do not change the dates.

Date (located to the left of the Longevity Date field)

Required Date

Example:01/18/2006

If Return with a Service Break reason code, calculate the longevity date and enter the date.

If Return Without a Service Break reason code, don’t calculate the Longevity date and don’t change the date.

The system displays the message, “Separation Date before 7/1/2006. Please calculate Longevity manually.”

73.Click .

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Copy Date Specifications (0041) (2)

74.Click .


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Copy Date Specifications (0041) (3)

75.Click .


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Create Monitoring of Tasks (0019)



Date of Task Required Date on which the task occurs for a specific task typeExample:05/01/2006


77.Click .

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Create Monitoring of Tasks (0019) (2)

78.Click .


The Reminder Date field is now populated.

This infotype is used to store probation midpoint dates and final probation dates. When these dates are populated, a notification will automatically be sent to the appropriate department via email. Please enter the information for probation midpoint and final probation dates as provided in the new hire form.

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Date of Task Required Date on which the task occurs for a specific task typeExample:06/30/2006


80.Click .

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81.Click .


The Reminder Date field is now populated.

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Copy Residence Tax Area (0207)



Tax area Required Tax area will default based on zip code, change if incorrect

Example:OH

Information for Work Tax Area and Allocation should be provided on the New Hire Form.


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Refer to work instruction PA30 Process Tax Withholdings for the procedure on how to enter all the multiple tax areas in the Work Tax Area infotype.

83.Click .

Copy Residence Tax Area (0207) (2)

84.Click .


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Copy Unemployment State (0209)



Tax authority Required Payroll tax authority (Federal, state, or local)

Example:OH


86.Click .

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87.Click .

Copy Withholding Info W4/W5 US (0210)

88. Perform one of the following:If W4 Information Is Then Go ToReceived -- Step 89

Not received Click . Step 92



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Filing Status Required Income tax status

Example:01 Single

Allowances Optional Number of tax exemptions claimed by an employee

Example:

Add.withholding Optional Additional dollar amount to be withheldExample:

90.Click .

91.Click .

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Subtypes for infotype “Add. Withh. Info. US” (1) XXXX Entries Found

92. Click on the appropriate state.

93.Click .

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Copy Add. Withh. Info. US (0234)



Tax authority Required Payroll tax authority (Federal, state, or local)

Example:OH

Certificate status Optional Type of tax exemption certificate provided by an employee

Example:

Enter 1 if the employee has filled out the IT4_NR Form (reciprocity form).

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95.Click .

96.Click .

Copy Additional Personal Data (0077)


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Ethnic origin Required Employee's ethnic origin

Example:White/Not Hispanic origin

If the above information is not provided in the New Hire Form, select unknown.

Military status Optional Current military status

Example:Active


98. Perform one of the following:If The Rehire Is Then

A special disabled veteran Select to the left of Special disabled veteran.

A Vietnam Era veteran Select to the left of Vietnam-era veteran.A veteran that is not in one of the veteran classifications listed Select to the left of Other veteran.

A newly separated veteran Select to the left of Newly separated veteran.

Not a veteran

Select to the left of Non-veteran.

The system automatically defaults to this selection.

99.Click .

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Copy Additional Personal Data (0077) (2)

100.Click .


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Copy Residence Status (0094)



Residence status Required Identifies whether an employee is a citizen of the US, and if not, what type of visa the employee holds

Example:Citizen


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ID type Required Type of identification used to determine employee's citizenship

Example:U.S. Driver’s License w/photo


There are 25 different types of documents that can be presented by the employee. The acceptable documents are listed on the back of the I-9 form.

Issuing Authority Required Name of the government agency which issued the employee's personal identification or work authorization documentExample:State of Ohio

ID number Optional Eight-digit number that represents an OM object

Example:

Issuing date Optional Date identification was issued to employee

Example:

Expiry date Optional Date on which the employee's personal identification expiresExample:

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Work Permit Conditional Type of work permit document for non-US citizens

Example:F1 Student


This is only required for non-US citizens.

Issuing Authority Conditional Name of the government agency which issued the employee's personal identification or work authorization documentExample:Department of Motor Vehicles (driver’s license)


Work permit number Conditional Number identifying work permit document

Example:


Issuing date Conditional Date identification was issued to employee

Example:


Expiry of WP (Expiration date of Work Permit)

Conditional Date on which the employee's work eligibility document expires

Example:


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This infotype contains the information that appears on the I-9 form. This information should be provided with the new hire form.

102.Click .

Copy Residence Status (0094) (2)

103.Click .


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Subtypes for infotype “Education (1) XXXX Entries Found

104. Click on the appropriate education level.

105.Click .

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Copy Education (0022)

106. Perform one of the following:If You Then Go ToHave the education information -- Step 107Do not have the education information Click . Step 110



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Educational est. Required Type of educational establishment

Example:Z1 University/College

This should automatically default.

Education Level Required Employee's highest level of education, degree, certificate, or diplomaExample:Bachelor’s Degree

College/University Conditional Name of institution at which the employee or applicant completed his/her education and/or trainingExample:University of Cincinnati

This field will be required based upon the information entered in the Educational est. field.

Graduation Year Required Year of GraduationExample:1996

Degree Optional Employee's major field of study at the awarding institutionExample:

Instruction Program (Faculty Only)

Conditional Instruction programs in an employee's (faculty only) field of expertiseExample:

This field is only required for faculty members.

If the name of the college or school is known at the time of the initial hire, you can enter that information and the year the employee graduated from that college or school and the type of degree earned.

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108.Click .

Copy Education (0022) (2)

109.Click .


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Copy Tenure Infotype (9002)

110. Perform one of the following:

If Then Go To

Tenure applies -- Step 111

Tenure does not applyClick .

Step 115


This infotype is only required and maintained for faculty. The tenure fields in the FATS Fields and Provost sections will be maintained by the departments.


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Tenure Eligibility Status Required Indicates that an employee is eligible for tenureExample:T – Tenure

Tenure Effective Date Required Effective date of an employee's tenure statusExample:03/06/2006

112.Click .

Copy Tenure Infotype (9002) (2)

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113.Click .

The system displays the message, “Record valid from XX/XX/XXXX to XX/XX/XXXX delimted at end.”

Copy Tenure Infotype (9002) (3)

114.Click .


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Copy Internal Data (0032)



Mail Location Required Number indicating where an employee receives mailExample:0001

Check Location Required Number indicating where an employee receives their paycheckExample:0001


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Change the information if there is a new Mail Location and/or Check Location. This should be provided on the form.

116.Click .

Copy Internal Data (0032) (2)

117.Click .


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Copy Internal Data (0032) (3)

118.Click .


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Benefit data of other personnel assignments

119.Click .

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Concurrent Employment Benefit Workbench

120. Right click on the appropriate personnel assignment.

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Concurrent Employment Benefit Workbench (2)

121. Select Change.

Change Benefit Data for Personnel Assignment

122.Select to the left of Change Benefit Area to.

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This should default as selected.

123.Click .


124. Select to the right of the appropriate personnel assignment to assign it as the main assignment for benefits.

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125. Right click on the line below the new assignment.

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126. Select Change.

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Maintenance of Program Groupings

127.Click .

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Maintenance of Program Groupings (2)

128.Click .

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129.Click .

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Confirmation of Changes To Be Carried Out

130.Click .

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131. Click on the new assignment.

The system displays the message, “All changes were successfully saved.”

132.Click .

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Enrollment

133. Click on Default offer.

134.Click .

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Enrollment (2)

135.Click .

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Confirmation of Selected Actions

136.Click .

Enrollment (3)

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137.Click .

Enrollment (4)

138.Click .

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139.Click .

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Personnel Actions (2)

140. Enter /NPA30 in the Command field.

141.Click .

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Example:0041

143.Click .

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144.Click .

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Change Date Specifications (0041) (3)



Date (located to the left of the Recent Hire Date field)

Required Date

Example:03/06/2006

For a Break in Service , enter the new dates. For a Return without a Service Break , do not change the dates.

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Date (located to the left of the Longevity Date field)

Required Date

Example:01/18/2006

If Return with a Service Break reason code, calculate the longevity date and enter the date.

If Return Without a Service Break reason code, don’t calculate the Longevity date and don’t change the date.

146. Perform one of the following:If You Then Go To

Made changes Click . Step 147

Did not make changes Click . Step 148

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Change Date Specifications (0041) (2)

147.Click .

The system displays the message, “Record changed.”

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148.Click until you return to SAP Easy Access screen.

149. You have completed this transaction.

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Result

You have successfully rehired an Employee who had multiple positions at the University before being separated from the UC Flex System.

Comments

None

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rehire concurrent employment any position · web view101. as required, complete/review the...

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