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
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 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.
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.