rehire primary position - university of cincinnati · web viewfield r/o/c description infotype...

Work InstructionFunctional Area: Personnel Administration Rehire Primary Position

Purpose

Use this procedure to rehire an employee who held only one position at the University and has been separated from the University.

Trigger

Perform this procedure when a Hire/Rehire or Rehire form is received from the department or through People Admin.

Prerequisites

The New Hire/Rehire form must be filled out by the department. The employee must fill out an I-9 form. Federal and State Tax Forms are optional.

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.

Business Process Information

This transaction is used to rehire an employee that has been separated from the University. Using this action to rehire an employee allows for prior service credit to be tracked that an employee has previously earned when they were employed at the University. This transaction is processed when an employee had one position before they separated from the University. These are not employees with multiple positions, or concurrent employees.

Transaction Code

PA30/PA40

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. 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.

Review the information that was supplied to you from the department. This saves time when going through all the necessary Infotypes with the Rehire process.

The department must have a position number filled out on the form. If incomplete, contact the department.

In order to check the actual separation date, use transaction PA30, select the Action infotype,

and click . The history of the employee will be displayed, showing previous actions. It is important that the separation action is noted, as this will be needed to either rehire the Employee with a break in service or no break in service. It may be necessary at times to review the information in prior records to find the separation date.


Verify the employee has only one position.

Each time a record is saved by clicking , you will receive a message on the bottom of the screen, “Record valid from XX/XX/XXXX (date) to XX/XX/XXXX will be delimited at end.” Continue to click

and save the record. This message gives information to the user.


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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10_PA_PA40_Rehire Pri Post_PA2_2.udc© University of Cincinnati 3/80


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

3. Click on Collective search help.

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Restrict Value Range (1) (Personnel ID Number tab)

4.Click the tab.

5. Click ID number field .

6.Click .

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7. Double-click on the Personnel number.

This number is located in the lower left hand quadrant of the Object Manager.

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8. Perform one of the following:If You Want To ThenLeave the Object Manager Open --Close the Object Manager Select Settings Hide Object Manager.

9.Click to the left of Actions.

10.Click .

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List Actions

11. Review the displayed information.

The history of the employee will appear, showing the previous actions. It is important that the separation action date is noted as this will be needed to either rehire the employee with a break in service or no break in service. This will be used to review and use the correct reason code.

12.Click to the left of the separation action.

13.Click .

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Change Actions

14.Click .

Review the displayed information.

Verify the status listed in the Employment field is Withdrawn. This indicates that the employee has been separated in the UC Flex system.

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List Actions (2)

15.Click .

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

Field R/O/C Description

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

Example:0712

17.Click .

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18.Click .

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Display Main Personnel Assignment


By reviewing Infotype 0712 you are making sure that there is only one position with one record. There should only be one personnel assignment listed. This Infotype will also display all the Personnel Assignments.

20. Enter /NPA40 in the Command field.

21.Click .

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Personnel Actions



Start Required Date and/or time when operation commences

Example:09/01/2008

23.Click to the left of Rehire.

24.Click .

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Copy Actions




Example:05/15/2006

This field should 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.

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

Example:01 Return with a Service Break 02 Return without a Service Break 03 Renew Additional Appointment

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

There are three reasons for this action: Return with a Service Breakis relevant when an employee has been separated from the University for a period of more than 30 days.Return without a Service Breakis relevant when an employee has been separated from the University for a period of less than 30 days. The issue is also relevant when an employee has previous service with another qualifying agency and when upon leaving that agency is hired within 30 days at UC.

Position Required Associated with a specific set of responsibilities within an organizational unit and normally occupied by a person (e.g. Director of Human Resources, Associate Professor)

Example:

Use the separation date and rehire date to calculate the difference. Based on the difference, ensure 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.

26.Click .

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Information

27.Click .

Copy Actions (2)

28.Click .

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

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Verify that the Position number, Personnel area , Employee group, and Employee subgroup have automatically loaded. The Position Number , start date , and rehire reason code should be provided on the form.

Copy Actions (4)

29.Click .

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

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Copy Organizational Assignment


The system displays the message, “Record created.”

Enter this information only if it has changed from the previous value. The Contract and Job Type field information will be provided on the form.

31.Click .

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Copy Organizational Assignment (2)

32.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 (3)

33.Click .


Delimit Vacancy

34. Perform one of the following:If Then

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If Subgroup is F9(Term Adjunct) or S1(Student)Click .

If Subgroup is not F9(Term Adjunct) or S1(Student) Click .

Copy Personal Data



Update any new information provided on the form.

36.Click .

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Copy Personal Data (2)

37.Click .


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Copy Cost Distribution



This screen is automatically populated.

39.Click .

40.Click .

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Copy Cost Distribution (2)

41. Navigate to the next screen.

This screen will display only if there has been a change in the cost distribution. The system displays the message, “Record valid from xx/xx/xxxx to xx/xx/xxxx delimited at end.”

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Copy Cost Distribution (3)

42.Click .

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Copy Addresses




44.Click .

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Copy Addresses (2)

45.Click .


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Copy Planned Working Time



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

Example:100.00

This information should be provided on the form.

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

47.Click .

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Copy Planned Working Time (2)

48.Click .

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

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Create Bank Details



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 Optional ABArouting number for a bank account

Example:111111111111

Bank Account Number Optional Bank account number

Example:22222222

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

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

Example:E – Employee Checks I – Employee Direct Deposits

“Record Created.”


50.Click .

Create Bank Details (2)

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51.Click .


Copy Basic Pay



PS group Required Group based on the employee's job

Example:60

The information for this field will be provided on the new hire form as Pay Grade.

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Level Conditional Hierarchical level of element in the WBS

Example:EL

If appropriate, this field should default when tied to a pay scale group.

Annual salary Required Employee's annual salary

Example:21,652.00

Amount (Located to the right of Hourly Rate)

Required Amount to be processed

Example:10.41

When processing an hourly employee this field will derive from annual salary.


53.Click .

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Copy Basic Pay (2)

54.Click .

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

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Copy Basic Pay (3)

55.Click .


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Create Recurring Payments/Deductions




Example:

to Required End value when specifying a range of values, dates and/or times

Example:

This information should be provided in the form.

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Wage type Required Represents various types of payments and deductions

Example:OADJ

Use the drop-down menu to select the appropriate wage type.

Amount Required Amount to be processed

Example:500.00

Number/unit Conditional Number of this particular object on loan

Example:Subgroups F9, FA, FB, FC

This field represents credit hours and will only be used for Adjunct Faculty (Annual and Term.)

The system displays the message, “Record Created.”

57.Click .

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Create Recurring Payments/Deductions (2)

58. Perform one of the following:If The Payment Is To Be Charged Then Go ToTo a different cost center than the employee’s base pay cost center Select Edit Maintain cost assignment. Step 59

To the same cost center -- Step 61


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Cost Assignment Defaults



Business Area Required Campus to which the cost center is assigned; Uptown (U), Clermont (C), Raymond Walters (R)

Example:R

Company Code Required Organizational unit within Financial Accounting

Example:UC

This will automatically default to UC and should not be changed.

Cost Center Required Organizational unit for capturing costs

Example:8281000000

Functional Area Required Organizational unit in accounting that classifies the expenses of an organization by functions; i.e. Instruction (0), Research (1), Public Service (2), Academic Support (3), Student Services (4), Institutional Support (5), Operation and Maintenance (6), Auxiliaries (8), Hospital (9), None (X)

Example:0

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Fund Required Separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes. Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations. Funds are classified into fund types, which have distinctive accounting and reporting requirements.

Example:A100005

Grant Conditional Award to the university as additional resources normally to support instruction, research, public service and scholarship with specified guidelines for spending and reporting; At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards.

Example:

This will be used when funding is associated with a grant.

Order Conditional Cost Collector; Can vary from simple activities to complex projects and can cross an organization's fiscal years, funding sources, and organizational units

Example:

This will be used when funding is associated with an internal order.

60.Click .

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Create Recurring Payment Deductions (3)

61.Click .


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Copy Date Specifications



Verify the Recent Hire Date field based on the Rehire with Service Break or Rehire without Service Break reason code. If the reason code was Rehire with a Service Break, Recent Hire Date field should be the action/effective date. If the reason code was Rehire Without a Service Break, then change the Recent Hire Date to the original hire date.

63.Click .

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Copy Date Specifications (2)

64.Click .

This screen will display only if the rehire has had a service break. The system displays the message, “Record valid from xx/xx/xxxx to xx/xx/xxxx delimited at end.”

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Copy Date Specifications (3)

65.Click .


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Create Monitoring of Tasks



Date of Task Optional Date on which the task occurs for a specific task typeExample:06/01/2005

If applicable, this infotype is used to store probation midpoint dates and final probation dates. Refer to the “probationary Evaluation Schedule.”


67.Click .

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Create Monitoring of Tasks (2)

68.Click .

The system displays the message, “Save your entries”

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Date of Task Required Date on which the task occurs for a specific task typeExample:03/31/2009

The Probation End Date should be completed for all employees, except faculty. By entering this date, an email will be generated and sent to the hiring manager advising them that an evaluation is due on this employee.

The system displays the message, “Record created”

70.Click .

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71.Click .

The system displays the message, “Save your entries”

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Copy Residence Tax Area

72. Review the displayed information. Correct Tax area if necessary.


Verify that all the information has been entered.

73.Click .

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Copy Residence Tax Area (2)

74.Click .


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Copy Unemployment State

75.Click .


As required, complete the following field:

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Copy Unemployment State (2)

76.Click .


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Copy Withholding Info W4/W5 US

77. Perform one of the following:If W4 Information Then Go ToIs received -- Step 78Is not received -- Step 79




Filing Status Required Income tax status

Example:01 Single

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Allowances Optional Number of tax exemptions claimed by an employee

Example:

Add.withholding Optional Additional dollar amount to be withheld

Example:

Tax Exempt Indicator Optional Signifies eligibility for tax exemption per IRS publication 505

Example:

Enter R; Exempt, reportable.


Example:01 Single


Example:0

79.Click .

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Copy Withholding Info W4/W5 US (2)

80.Click .


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Subtypes for infotype "Add. Withholding. Info. US" (1) XXXX Entries Found

81. Click on the appropriate Auth.

This table represents the additional taxing district for an employee. From this list select the appropriate taxing district.

Click to assist in finding the appropriate authorization.

82.Click .

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Copy Withholding Info W4/W5 US (3)

83. Perform one of the following:If W4 Information Then Go ToIs received -- Step 84Is not received -- Step 85





Example:01 Single

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Example:

Add.withholding Optional Additional dollar amount to be withheld

Example:

Tax Exempt Indicator Optional Signifies eligibility for tax exemption per IRS publication 505

Example:

Enter R; Exempt, reportable.


Example:01 Single


Example:0

85.Click .

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Copy Withholding Info. W4/W5 US (4)

86.Click .


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Create Additional Personal Data



Update any new information provided on the form. If nothing is provided, leave blank.

88.Click .

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Create Additional Personal Data (2)

89.Click .


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Copy Residence Status



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:Ohio

ID number Optional Identification number

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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The system displays the message, “Record created.

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

91.Click .

Copy Residence Status (2)

92.Click .


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Create Internal Data

93. As required, complete the following fields:



94.Click .

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Create Internal Data (2)

95.Click .

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Create Internal Data (3)

96.Click .


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Create General Benefits Information

97.Click .


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Create General Benefits Information (2)

98.Click .

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

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Create General Benefits Information (3)

99.Click .


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Possible subsequent activities

100.Click .

Ensure the employee you want to process is highlighted and their name appears in the Name field.

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Enrollment

101. Double-click on Default offer.

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Enrollment (2)

102.Click .

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Confirmation of Selected Actions

103.Click .

Enrollment

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104.Click .

Enrollment (4)

105.Click .

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Possible subsequent activities (2)

106.Click .

Personnel Actions

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107.Click until you return to the SAP Easy Access screen.


108. You have completed this transaction.

Result

Comments

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Result

xxxx

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rehire primary position - university of cincinnati · web viewfield r/o/c description infotype...

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