Position Changes/Transfers/Updates
Business officers and personnel administrators will use PA40 to handle various positionsituations 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 areachange.
· 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 orpersonnel 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
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 requiredto 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 carriedout 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 Actionwhen 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.