Overview

Overview

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 builtin relationships, the position is tied to a specific employee group
and subgroup and is described by a job. Too, the position belongs to 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 data as required and
save.
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 Rehires/
Reinstates
o Changes in Positions/Transfers
o Additional Assignments
· Enter the Start date before initiating any Action.
· When creating the 0002 Infotype for a new hire, users must carefully examine any popup
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 ( ). These fields must be completed
before continuing.
· Only active employee records were converted from HRS to IRISHR/Payroll.
· The Business Officer role includes the ability to create and maintain cost distribution (0027)
for staff and student employees, as well as parttime faculty members.
· Cost distribution records for the fulltime faculty are updated by FES processes.

HR Cost Objects and Cost Distribution

HR Cost Objects and Cost Distribution Information

Endusers 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 (Infotype 0001).
· Each Organization 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 Infotype 0001.
· Positions are linked to cost distribution through Cost Distribution (Infotype 1018).
This allows for multiple cost objects with percentage break downs. (System users will
find 1018 similar to the HRS 063 screen.)
· All positions should have an Infotype 1018 record.
· Employees can be linked to a cost distribution through Cost Distribution (Infotype
0027). Again, this allows for multiple cost objects with percentage breakdowns. (System
users will find 0027 similar to the HRS 036 screen.)
· An 0027 record is not required for all employees.
· Additional payments are entered through Recurring Payments (Infotype 0014) and
Additional Payments (Infotype 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 an IT 1018 with 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.
· John Doe, EE #10111111, has an IT 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. IT 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 what is on 0027 which would be 60% to CC
1055555555 and 40% to CC 1044444444.
Note that the progression of overrides will hold true with any combination of the above.

Hiring Actions

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. Click the execute icon at the top left of the screen.

5. The Employee Recognition box will appear.Complete the following fields:
Last Name
First Name
Date of Birth
Gender
Social Security Number

Hint: 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 .NEW EMPLOYEE
9. This will bring up the Create Actions Infotype.

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.
11. Click the button to the right of the Reason for Action field. The following screen will

appear.
12. Doubleclick on the appropriate Reason for Action code. The Create Actions Infotype 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 button to the right of the Position field.

15. Press enter. This will bring up the following message:

Click in the bottom left corner of the popup screen.
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.

17. Click at the top of the screen. This will save the record and bring up the next InfotypeCreate
Personal Data.

A message will appear at the bottom of Create Personal Data 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)
Enter and save.
NOTE: The system checks to determine if the new hire has an existing student record. If an exact
match exits, a popup
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.
19. When all information has been entered, click at the top of the screen. This will save the
records and bring up the next Infotype Create Organizational Assignment.

A message will appear at the bottom of Create Organizational Assignment 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 to correct the mapping to GL Accounts
in FI.)
21. Click at the top of the screen. This will save the record and bring up the next Infotype –
Create Addresses.
A message will appear at the bottom of the Create Addresses 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 button 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 at the bottom of the next screen to indicate that a new record has been
created.
24. Create Planned Working Time Infotype 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   PSA Text              Min   Max
0001           Reg FT                 100   100
0002           Reg PTFaculty      20     99.99
0003           Reg PT >.74          75     99.99
0004           Reg PT .50.74        50    74.99
0005           Reg PT .20.49        20    49.99
0006           Temp FT              100     100
0007           Temp PT >.20        20     99.99
0011            Unpaid                0.07     100
0012            NonService         0.07     100
0013            Temp PT <.20     0.07    19.99
25. Create Basic Pay Infotype 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, doublecheck
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 reenter
the pay amount.
· For exempt monthly assignments, the pay rate must be entered as a monthly amount.
· For nonexempt
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 IT0014 Recurring Payments or IT0015
Additional Payments.

Verify information and save.
26. The next Infotype Change Date Specifications will appear. The dates listed are default
dates and should not be changed. Click to save.

27. Next the Create Additional Personal Data Infotype will appear. Record the Ethnic Origin.
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.

29. Use Z_PAR to create the PAR, obtain required signatures, and forward PAR and all other
required documents to Compensation.

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 top 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 will
appear. In the Employee Experience As of
month/yr field, enter the number of months/years of experience. 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 on Additional Personal Data (final Infotype), save.
This completes the New Hire Action. The Personnel Actions screen will appear with a
message that the record has been created.
9. Use Z_PAR to create the PAR, obtain required signatures, and forward PAR and all other
required documents to Compensation.

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 screen 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. Click the execute button at the top left of the screen.
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. Enter the position number and press Enter. Click the continue icon on the Default Value
Popup
Box, if it appears, and save .
9. Continue to enter and save through each Infotype as it is called and note the following
information for faculty hires.
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 parttime
(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 ninemonth
appointment, the amount is calculated by dividing the contracted
salary by 9. For example, $90,000/9 = $10,000.
For a tenmonth
appointment, the amount is calculated by dividing the contracted
salary by 10. For example, $90,000/10 = $9,000.
Note that the Annual Salary will appear overstated. The True Annual Salary will be
calculated.

15. Continue to verify and save each Infotype as it is called.
16. For ninemonth
faculty hires, the Action Start date must be 08/01/2006. If the true hire date is
08/15, however, adjust on Change Date Specifications (0041).
17. The final Infotype is Create Contract Elements (016). Select the correct contract type and
save. This completes the Action.

18. After completing the PA40 Action, use Z_PAR to create the PAR and obtain required
signatures. Forward PAR and all other required documents to Compensation.

Payroll Authorization Record

Creating and Printing a Payroll Authorization Record (Z_PAR)

To create and print a Payroll Authorization Record (PAR):

1. Enter Z_PAR in the Command field on the SAP Easy Access screen. (Keying /nZ_PAR
opens the transaction in a new session.)
2. Choose Other Period . (This should default.) Period should display
default value of 01/01/2006.
3. Enter the Start date of the Action in the To field.
4. Enter the Personnel Number (PerNr) and Person id for the employee.
5. Click the execute button to create the PAR.

6. To save the PAR, click on List, choose Save/Send, and then File. Choose Unconverted.
Click on the continue icon. Choose a folder on your computer, enter a file name, and
click on Generate.
7. To print the PAR, click on the Print icon, enter 2 in the Number of copies field, and
click on the continue icon to print.

Rehire/Reinstate

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.
The following 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 Z_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 of the returning employee is being brought back 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. Click on Execute
icon.
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. **
Click on the Continue icon.
6. This popup

box will appear next.
Click once on the employee name and click the Continue icon.
7. The system will then prompt you for the type of Action you are trying to accomplish.
Select the Rehiring of Employee option.

8. Copy Actions (Infotype 0000) will then be called. Note that the Action Type
Rehire/Reinstate will appear, as illustrated in the example below.
9. Select the correct Reason for Action code, based on determination of “rehire”
or“reinstate.”

10. Next change the position to the correct position number for the rehired employee. Save this
screen and continue the Action like all others.
11. Continue the Rehire process. The following Infotypes will be called during the Action>
0002 Personal Data
0001 Organizational Assignment
0006 Addresses
0007 Planned Working Time
0008 Basic Pay
0041 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 Z_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 Compensation.

Concurrent Employment

Concurrent Employment (Additional Assignments/Overloads)

The Concurrent Employment functionality in IRIS HR/Payroll allows users to create new
assignments in support of Additional Assignments (for nonexempt
employees) and
Overloads (for exempt staff and faculty). Users create these assignments using PA40.
Tips and Reminders
· The Payroll area must be the same for all assignments. The Main assignment drives
the Payroll area.
· Departments must communicate carefully when creating and ending assignments to
cover additional assignments or overloads.
· Approvals for overloads come before any Actions! Staff overload forms must be
completed and submitted to Compensation before any Action in IRIS HR/Payroll.
Faculty overloads must be completed and approved per each college’s procedure, but
do not need to be sent to Compensation.
Validity dates cover the entire month, when assignments are created and ended for
overloads (exempt staff and faculty).
· Use the Overview icon to review an employee’s assignment information and
select the correct Personnel Number when ending an assignment.

Instructions for Creating Additional Assignments (PA40)

To create a new assignment for an employee’s Additional Assignment or Overload:
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. For overloads, enter the first day of the month in which the employee begins the work.
3. Under Action Type, click the box to the left of Main Campus Create Assignment (or
Hospital Create Assignment, depending upon location of position.)
4. Click the execute button at the top left of the screen.
5. The Employee Recognition box will appear.

6. Search by Last Name or SSN. Click on the Continue icon.
7. When the Employees with Identical Data box appears, click once on the employee name and
click the Continue icon.
8. The system will then prompt you for the type of Action you are trying to accomplish.

Choose and continue .
9. Create Actions (0000) will then be called. Note that the Action Type is Additional
Assignment.
Enter the Reason for Action (Main Campus Additional Assign or Hospital
Additional Assign).
10. Enter the Position number and press Enter to

allow the system to complete the information.
11. Click the Continue icon on the Default Value Popup
Box, if it appears.
12. Save this screen and proceed as with all other Actions. Be sure to:
Verify Payroll area on 0001;
Change Employee Percentage (FTE) on 0007, if needed;
Enter appropriate basic pay information on 0008 (hourly rate, monthly salary, or
biweekly salary).
13. After verifying and saving all Infotypes, use Z_PAR to create the PAR and obtain
signatures.
14. Complete any necessary departmental required forms. Send package to Compensation.

Instructions for Ending Additional Assignment (PA40)

To end an Additional Assignment or Overload:

1. Enter PA40 in the Command field on the SAP Easy Access screen.
2. On the Personnel Actions, key the Person ID of the employee (or conduct search to find
the employee’s record) and press Enter to populate the employee information.

3. Click on the Assignment list located to the right of the Personnel Assignment field.
4. Select the appropriate PerNr (Personnel Number) for the employee and press Enter.
This is the most important part of the process. Doublecheck
the Pers.Assgn before
you start the Action and make sure it is the assignment in your area.
5. Enter the Start Date.
If the employee is nonexempt
or exempt [not being paid a salaried amount on Basic Pay
(0008)], enter the day after the last day worked.
If the employee is exempt, enter the day after the last day of the last month in which the
employee works, if the employee was paid a salaried amount on Basic Pay (0008).
6. Then select End of Additional Assignment and execute .
7. On Actions (0000), enter the Reason for Action: End of Additional Assignment and
enter.
8. Enter through the system message and save .
9. Verify that position has defaulted to 99999999 on Organization Assignment (0001).
10. Use Z_PAR to create the PAR, obtain required signatures, attach any required
documentation, and send to Compensation.

Position Changes/Transfers/Updates

Position Changes/Transfers/Updates

Business officers and personnel administrators will use PA40 to handle various position
situations for employees. The Action taken on PA40 will depend upon whether the situation
involves a position change or position update.
Position changes include transfers and other changes wherein the employee’s position number
changes, i.e., the employee is moving from one position to another. All position changes are
handled with the Main Campus Create Assignment or Hospital Create Assignment.
Position updates, on the other hand, involve changes in the values or attributes of positions.
When an employee occupies a position that is changed, the Position Update Action must be
executed on PA40. The employee remains in the same position, but the affected attributes are
updated on the employee’s record.

Tips and Reminders

· Always check with the Payroll Office when an employee transfer involves Payroll area
change.
· When employees are changing positions within the same Payroll area, the Start date should
be recorded as the first day on the new position (any time within the pay period.)
· If employees are transferring and changing Payroll areas, remember the importance of the
Start date. If the change is from Biweekly to Monthly, the Start date is the first day of the
next biweekly pay period. If the change is from Monthly to Biweekly, the Start date is the
first day of the next monthly pay period. When an employee is changing
positions/transferring, the position number is changed while the personnel number (PRNR)
remains the same.
· In cases of position updates, Compensation or the authorized Budget Officer must update the
actual position (PP01).
· The position number does not change when a position is updated.
· In transfer situations, the employee’s new department has responsibility for carrying out all
required processing in IRIS. Sending and receiving departments must communicate carefully
in transfer situations.
· The receiving department must update the Mail Code (org unit) field to ensure that the pay
statement arrives in the correct locale.
· FTE changes affect vacation and TDL accruals, as well as holiday pay calculation.
· The Cost Distribution must be delimited as part of the Position Change Action (Infotype
0027) for staff employees and parttime faculty members.
· FES will update the Cost Distribution for fulltime faculty members.

Instructions for Employee Transfer/Position Change (PA40)

When employees opt to transfer from one position to another one at UK, the business officer or
personnel administrator in the receiving department will use PA40 to create the employee’s
new assignment.
When an employee is transferring to another position, the business officer or personnel
administrator in the receiving department should follow these steps:
1. Enter PA40 in the Command field of the SAP Easy Access screen. Make sure the Person ID
field is clear when PA40 appears.
2. Select Main Campus Create Assignment or Hospital Create Assignment in the Actions
list and enter the Start Date. Click the execute icon.
3. Enter the employee’s information in the Employee Recognition box and continue .

4. The following popup box will appear:

5. Click on the employee name and then continue .
6. The system will then prompt for the type of Action you are trying to accomplish. Select the
Change of Organizational Assignment option.

7. Copy Actions (Infotype 0000) will then be called and appear :

Notice that the Action Type is Position Change.
8. Select the appropriate Reason for Action:
· Promotion
· Demotion
· Lateral
· Reduce Hours
· Temp/Student to Regular
· Regular to Temp
· Student to Temp
(Do not choose Departmental Transfer.)
9. Be sure to change the position to the number of the employee’s new position. Note that the
Personnel Number does not change.
10. Save and continue, as with all other Actions. The following Infotypes will be called during
the Action:
· Organizational Assignment
· 0008 Basic Pay
· 0014 Recurring Payments/Deductions
11. For staff and parttime
faculty position changes, remember to delimit the Cost Distribution

(0027). Click on the Delimit icon.
Highlight the appropriate record to be ended.
Enter the end date in the Delimit Date field. This date should be the day after the true
end date. For example, if the end date is 06/30/2006, use 07/01/2006 as the delimit date.
12. Click the Delimit icon.
13. Hospital Position Changes will also have the following Infotypes:
· 9002 Hospital Salary
· 0024 Skills

Other Position Changes

Endusers can follow this same Action process for these change situations:
When an employee is moving from an oncall position to a regular one, carry out this Action,
choosing OnCall to Regular as the Reason for Action.
Execute this Action when an employee is moving from a regular position to an oncall
one,choosing Regular to OnCall as the Reason for Action.

Instructions for Position Updates (PA40)

When the attributes of a position are changed, and the position is filled, a PA40 Action is required
to ensure that the employee’s assignment is aligned correctly with the position. As an example, if
a position undergoes evaluation that results in a new grade or a Payroll area change, a Position
Update Action is required on PA40. When a position’s weekly hours change, resulting in a
Personnel Subarea change, this Action is also required.
To carry out the Position Update Action:
1. Enter PA40 in the Command field of the SAP Easy Access screen.
2. Make sure the Person ID field is clear when PA40 appears.
3. Select Position Update or Hospital Position Update in the Actions list and enter the Start
Date. Click the execute icon.
4. Enter the Person ID or search for employee and then press Enter.
5. Copy Actions (Infotype 0000) will then be called.
6. Record the Reason for Action:
· Reclassification
· Title Change
· Change in weekly hours
7. On Copy Actions (0000), be sure to delete the position from the position field, hit enter, then
reenter
the position. This allows the new attributes of the position to default correctly to the
employee.
8. Save and continue, as with all other Actions.

Instructions for Change in Base Pay (PA40)

Business officers use PA40 to enter a pay change for an employee. The Action should be carried
out after all necessary authorizations/approvals for this change in pay for the employee are given.
To carry out the Change in Base Pay Action:
1. Enter PA40 in the Command field of the SAP Easy Access screen.
2. Enter the employee’s Person ID.
3. Enter the Start Date for the change in base pay.
4. Select Change in Base Pay in the Actions and click the execute icon.
5. Copy Actions (Infotype 0000) will then be called.
6. Record the Reason for Action:
· Equity Adjustment
· Market Adjustment
· Midyear
Adjustment
· SalPro
Override
· Fiscal Year Increase
7. Enter through system messages and save.
8. Enter the new base pay (hourly rate, biweekly salary, or monthly salary) for the employee
and press Enter.
9. Enter through system messages and save.
10. Use Z_PAR to create the PAR, obtain signatures, and forward to Compensation.

Instructions for Change in FTE (PA40)

Business officers and personnel administrators use PA40 to carry out a Change of FTE Action
when the employee’s FTE change falls within the defined Personnel Subarea.
As an example, an employee’s FTE currently is set at .80. This FTE falls in the Personnel
Subarea 0003 – Reg PT>.74. The employee’s FTE needs to be changed to .90, an FTE amount
that falls within this particular band. Therefore, the Change in FTE Action is the appropriate to
execute.
Changes in weekly hours that result in a different Personnel Subarea should be handled with the
Position Update Action.
To carry out the Change in FTE Action:
1. Enter PA40 in the Command field of the SAP Easy Access screen.
2. Enter the employee’s Person ID.
3. Enter the Start Date for the change in base pay.
4. Select FTE Change and click the execute icon.
5. Copy Actions (Infotype 0000) will then be called.
6. Record the Reason for Action as FTE Change.
7. Enter through system messages and save.
8. On Planned Working Time (0007), enter the new FTE for the employee, checking to
ensure it is consistent with the Personnel Subarea.
9. Enter through system messages and save .
10. On Basic Pay (0008), remember to enter the hourly or monthly rate and save . The
hourly rate must be entered, even if there is not change. For salaried employees, you
must enter a new salary amount to match the new FTE.
11. Use Z_PAR to create the PAR, obtain signatures, and forward to Compensation.

Leaves

Leaves

Business officers and personnel administrators are responsible for Actions associated with
placing an employee on leave with or without pay. When the leave period ends, they must take
Action to return to employee from the leave. Additionally, they must work with employees who
are taking Family Medical Leave (FML).

Tips and Reminders

· When a Leave without Pay Action is carried out, the employee remains linked to the
University, with an inactive employment status, and can enroll in Benefits plans.
· Leaves with Pay include those granted for educational, scholarly, and sabbatical leave,
and FML for faculty. Some leaves may be granted for half pay.

Instructions for Leave without Pay (PA40)

To place an employee on Leave without Pay, do the following:
1. Enter PA40 in the Command field of the SAP Easy Access screen.
2. Make sure the Person ID field is clear when PA40 appears.
3. Enter the Person ID or search for employee and then press Enter.
4. Enter the Start Date. Select Leave without Pay from the Actions list and click the execute
icon.
5. Choose the Reason for Action and press Enter. Then press through the system message and
save.
6. Click the Next Record icon to work through Infotypes 0001, 0008, and 0014 (if data is
present).
7. Use Z_PAR to create the PAR and print two copies. Obtain signatures, attach any necessary
documentation, and forward to Compensation.

To return an employee from Leave without Pay, do the following:

1. Enter PA40 in the Command field of the SAP Easy Access menu.
2. Make sure the Person ID field is clear when PA40 appears.
3. Enter the Person ID or search for employee and then press Enter.
4. Enter the Start Date. Select Return from Leave without Pay from the Actions list and
execute .

5. Record the Reason for Action and enter.
6. Press through the system message and save.
7. Click the Next Record icon to examine and work through Infotypes 0001, 0007, and
0008 (change Wage Amount if required).
8. Use Z_PAR to create the PAR and print two copies. Obtain signatures, attach any necessary
documentation, and forward to Compensation.

Instructions for Leave with Pay (PA40)

To place an employee on Leave with Pay, do the following:
1. Enter PA40 in the Command field of the SAP Easy Access screen.
2. Make sure the Person ID field is clear when PA40 appears.
3. Enter the Person ID or search for employee and then press Enter.
4. Enter the Start Date. Select Leave with Pay from the Actions list and click the
execute icon.
5. Choose the Reason for Action and press Enter. Then press through the system
messages and save.
6. Click the Next Record icon to work through Infotypes 0001and 0008. On 0008
change Amount field as needed and save.
7. Use Z_PAR to create the PAR and print two copies. Obtain signatures, attach any
necessary documentation, and forward to Compensation.

To return an employee from Leave with Pay, do the following:

1. Enter PA40 in the Command field of the SAP Easy Access menu.
2. Make sure the Person ID field is clear when PA40 appears.
3. Enter the Person ID or search for employee and then press Enter.
4. Enter the Start Date. Select Leave without Pay from the Actions list and click
the execute icon.
5. Record the Reason for Action and enter

6 Press through the system message and save.
7. Click the Next Record icon to examine and work through Infotypes 0001,
0007, and 0008. Change Wage Amount on 0008 if required and save.
8. Use Z_PAR to create the PAR and print two copies. Obtain signatures, attach any
necessary documentation, and forward to Compensation.

Other Leave Information

Business officers and other personnel may occasionally work with the other leave situations
related to worker’s compensation and long term disability. Below is summary information for
these leave Actions

Workers’ Compensation:

This Action should only be used when an employee is off work due to Workers’ Compensation.The Reason for Action is Workers’ Compensation.

Time Sheets: 

Time sheets will need to be maintained for all employees, biweekly and monthly,
during their time on Workers’ Compensation. Employees receive their pay through the Workers’
Compensation TPA, so timesheets will need to be processed using the Unpaid Leave time type.
However, employees are eligible to supplement 1/3 of their time, using TDL or vacation leave.

Long Term Disability

The Long Term Disability I Action is used by for employees who have been approved to receive

Long Term Disability Benefits.
 
   Action Specifics
· Select the following Reason for Action: Departmental Disability Pay.
· Remember that the Position Number of employee remains the same.
· Change Employee Group to M – Long Term Disability.
Action Specifics for Hourly Biweekly Employees Only
· Change Employee Subgroup to 04 – Exempt Biweekly. A warning message about the
person and position having different employee group/subgroups will appear. Enter through
it. Infotype 0008 – Basic Pay – Hourly Biweekly Employees Only :
· Change PS Type to 04 – Salaried Exempt MCBW.
· Change PS Group to CGrpg – 10, which is Grade – 00.
· Wage Type is 1320 – Dept. LTD Biweekly Salary.
· Calculate Biweekly Salary for Employee; check Annual Salary for correctness.
The Long Term Disability II Action is used by Benefits only.

Separation

Separation Information

When UK employees leave the institution, business officers and personnel administrators
must separate them with a PA40 Action. Separation is required for various reasons,
ranging from employee resignation to involuntary discharge.
Any break in service should result in a Separation. For example, separation is required for
students who leave positions after the spring semester (return in fall is uncertain).
Likewise, instructors who teach in the spring semester only must be separated when their
spring assignments conclude.

Tips and Reminders

· When beginning work on a separation, check to see if the employee has any other
active assignments. Communicate with the other unit, in the event of an additional
assignment, so that improper separation does not take place.
· Complete required form and submit to Human Resources.
· Don’t confuse Separation with Transfer! If an employee is transferring to a new
position in another unit, the new assignment Action will cause the old one to end. No
Separation Action is required.
· An approved Leave does not constitute a Separation. Users should contact
Compensation if they have questions or need clarification.
· If funding is available, you can overlap the separating employee and the new
employee using the same position.
· For staff and parttime
faculty separations, the Cost Distribution (Infotype 0027) must
be delimited. Cost distribution records for fulltime
faculty members are maintained
through FES processes.
· Remember to create any required quota compensation payouts (Infotype 0416) for
staff members in accordance with UK policy and procedure. (See instructions in Time
Management section.)
· Terminal vacation payouts for 11 and 12month faculty members and postdoctoral
scholars are processed with Infotype 2010. (See instructions in Faculty Specifics
section.)
_____________________________________________________

Separation Action Instructions (PA40)

To carry out the Separation Action, users should follow these steps:
1. Enter PA40 in the Command field of the SAP Easy Access menu.
2. Make sure the Person ID field is clear when PA40 appears.
3. Enter the Person ID or search for employee and then press Enter.
4. Enter the Start Date. Select Separation from the Actions list and click the execute icon.
5. Enter the Reason for Action and press Enter though the system message and save .
6. When Organizational Assignment (0001) is called, verify that the position number has
defaulted to 99999999. Press Enter and save .
7. When Addresses (0006) is called, enter any new (forwarding) address and phone information,
if known, and save .
8. Recurring Payments/Deductions (0014) will appear if there are payments that should be
delimited. Save .
9. Delimit Cost Distribution (0027). Click on the Delimit icon.

Highlight the appropriate record to be ended.

Enter the end date in the Delimit Date field. This date should be the day after the true end
date. For example, if the end date is 06/30/2006, use 07/01/2006 as the delimit date.
10. Click the Delimit icon.

11. Submit separation form and any other documentation to Compensation.
12. One day after completing the Separation Action, create any required quota compensation
payouts.
· Create any required quota compensation payouts (Infotype 0416) for staff members in
accordance with UK policy and procedure. (See instructions in Time Management
section.)
· Create any required terminal vacation payouts for 11 and 12monthfaculty members and
postdoctoral scholars (Infotype 2010). (See instructions in Faculty Specifics section.)

Retirement

Retirement Information

The Benefits Office in Human Resources processes all retirements. Departmental personnel
should notify Benefits when employees announce their intended retirement plans.
Business officers and personnel administrators occasionally rehire a retiree and assist with post retirement appointments. They should work with the Benefits Office on any retiree rehire
situation.