1 hr_pa_310 personnel administration actions - v12 personnel administration actions hr_pa_310

1HR_PA_310 Personnel Administration Actions - V12

Personnel Administration Actions

HR_PA_310


Prerequisites and Roles

• Prerequisites UK_100 IRIS Awareness & Navigation

HR_200 Human Resources Overview

HR_PA_300 Personnel Administration

• Roles Business Officers

Personnel Administrators


Course Content

• Unit 1 – Overview

• Unit 2 – Hiring

• Unit 3 – Additional Assignment

• Unit 4 – Change of Assignment

• Unit 5 - Leave of Absence

• Unit 6 – Change in Base Pay

• Unit 7 – Workers Compensation

• Unit 8 – Separation & Retirement

• Help Resources

• Course Summary

• Review terms associated with Personnel Administration Actions as related to the University of Kentucky

• Gain an understand of and be able to perform various Personnel Actions in IRIS


Course Learning Objectives


Unit 1

Overview


Security in IRIS-HR• HR security roles in Production allow you to view HR

data within your area of responsibility only.

• Access is limited to infotypes needed to fulfill your role. Example: You may have access to an employee’s HR

Master Record within your organizational unit, but not to certain Benefits or Payroll infotypes, such as Health Plans (0167) or Bank Details (0009).

Access also may be limited to Display Only, such as Residence Status (0094).

In the Training Sandbox, you may be able to view more infotypes than you will in Production.

• You can search for any employee in IRIS if you are hiring, such as for an additional assignment.


Key Terminology

Terminology Definition

Infotype

A screen that is used to store data related to IRIS-HR, such as the Organizational Assignment (0001) or Basic Pay (0008).

ActionA series of infotypes that automatically appear in the correct sequence for data entry, to complete an HR process.

DelimitTo End (but NOT delete) a record by shortening its validity period.

Payroll Authorization Record (PAR)

The paperwork describing an action that has been entered in an employee’s Master Record in IRIS. After obtaining the authorization signatures and attaching appropriate documentation, 2 copies of the PAR must be sent to HR Compensation.


Key Terminology


Payroll Area

Used to group employees with the same payroll cycle and to determine payroll periods. Also defines the frequency with which an employee is paid. (Monthly or Biweekly)

Personnel AreaArea where employed within the University. (Ex: Main Campus, Hospital)

Personnel Subarea

Further division of the Personnel Area. (Ex: Regular FT, Regular PT, Temp PT <. 20)

Employee GroupType of employee in the organization. (Ex: Staff, Faculty, Student)

Employee Subgroup

Further division of the Employee Group. (Ex: Exempt Monthly, Non-Exempt 40 hour)


Key Terminology


Person ID

(PID)

The unique eight-digit number assigned to an employee by IRIS during the New Hire action. To be used for identification purposes instead of the Social Security Number (although a search using the SSN is still possible).

This number will NOT change.

Personnel Number (PerNr)

Each personnel assignment is uniquely identified in IRIS by the PerNr (pronounced PerNer). Generally, the same PerNr is retained when employees change assignments, but another PerNr is established for each additional assignment.

This number MAY change.


Person ID and Personnel Number• If an employee’s records were converted to IRIS when

the HR module went live (April 1, 2006), the Person ID will begin with a zero (0), and

the PerNr will be the same as the Person ID.

Example: George Smithfield – Person ID=00012879 and PerNr=00012879

• Any employee hired after go-live will have: a Person ID that begins with a one (1), and

a PerNr that begins with a one (1), but it will not be the same as the Person ID.

Example: Agnes Witherspoon – Person ID=10025645 and PerNr=10011498


Person ID and Personnel Number

Person ID(unique; number does not change)

Personnel Number (PerNr)

(related to assignment; one PerNr per assignment

Position Number(starts with a 5)


Personnel Actions Screen – PA40

Action TypesObject

Manager

DO NOT USE!

Person ID

Start date


PA40 Tips• Always start with a clear screen.

If an employee’s information is seen in the top portion of the screen, delete the Person ID and press the Enter key to clear the information before beginning work on another employee’s action.

• Enter the Start date of the action BEFORE selecting the Action Type.


PA40 Tips• Do NOT enter anything in the Person ID field when

executing the Main Campus Create Assignment or Hospital Create Assignment action for a: New Hire

Rehire/Reinstate

Position Change (Promotion, Transfer, etc.)

Additional Assignment

• Do NOT use the Back icon while working on an action. Using the Back icon will leave the action unfinished.

• After completing each infotype, always press the Enter key and check the Status Bar for any system messages.


Payroll Schedule

• The Payroll Schedule will be needed in order to create some personnel actions for an employee.

• The Payroll Schedule can be found on Payroll’s website: http://www.uky.edu/EVPFA/Controller/payroll.htm


Validity Dates• Each infotype has a begin and end date to identify a

validity period. Records are often identified with an end date of

12/31/9999 – often referred to as the “high date”.

• Some actions produce yellow, warning system messages informing you that records are being delimited (ended).

• To move through a warning system message, simply press the Enter key.

Delimiting Infotypes• When processing an Action Type that is ending a current

assignment, there are two additional Infotypes which may appear: Delimit Recurring Payments/Deducts (0014)

Delimit Cost Distribution (0027)

• The primary Action Types involved are: Position Change (Main Campus/Hospital Create

Assignment)

LOA without Pay

Separation

Retirement (Processed by HR Benefits)

• If appropriate, to not delimit any items and skip past an Infotype, click on the Next record icon in the Application Toolbar.


Delimit Recurring Payments/Deducts (0014)• This Infotype will list two different Wage types:

2xxx – Recurring payments made by the employee’s department, which can be delimited here; and

4xxx – Recurring deductions processed from outside the employee’s department (E permit, United Way, UKFCU, etc.). Delimit the 4xxx wage types only when processing a

Separation action! Otherwise, they will continue to run through payroll when they shouldn’t.


1. Click on gray box to select line(s); then

2. Click on Delimit icon.

Cost Distribution (0027)• This Infotype lists the Cost Object(s) an employee is paid

from each pay period.

• This should come up to delimit during the Separation action, but you will need to delimit manually (via PA30) when you process an End of Additional Assignment action.

• To delimit the record(s):1. Click on the gray box to the left of the line(s) to select;

and

2. Click on the Delimit icon in the Application Toolbar.



Unit 2

Hiring


Unit 2 Topics• New Hire Action

• Payroll Authorization Record (PAR) Generating a PAR

Printing a PAR

Saving a PAR

• Re-executing a New Hire Action

• Rehire/Reinstate


New Hire Process

• An employee must have completed and signed the I-9 form ON or BEFORE their first day of work, and it must be received by the Personnel Administrator BEFORE entering the employee into the system using the Main Campus or Hospital Create Assignment action.

• The system will automatically display the necessary infotypes in the correct sequence for data entry.

• After completing the hiring action, the Payroll Authorization Record (PAR) must be created, printed (two copies), signed by the authorizing hiring official in the department, attached to any other appropriate documentation, and sent to HR Compensation.


New Hire Documentation• The original copy of certain documents listed below

should be attached to one of the two PARs and sent to HR Compensation, who will forward the information to Payroll also. Documents include: Original, signed I-9 Race/ethnicity disclosure form Signed Consent form from the Online Employment

System W4/K4 Earned Income Credit (W5/K4E) form, if applicable Local/City Tax form, if employee either lives outside

Fayette County or will work outside Fayette County Direct Deposit form Signed Drug Free Workplace form For faculty, any other forms required by the

Provost/Dean’s office

New Hire Benefits Enrollment• New faculty and staff have 30 days from their hire date

to elect their University benefits.

• Human Resources offers the convenience of on-line benefits enrollment through myUK Employee Self-Service.

• Thus, in order to facilitate the on-line benefits enrollment, new employees should, in all cases, be entered in IRIS as soon as possible – prior to, or no later than their official start date. Delays, such as opting to input the data just prior to payroll

deadlines, could impede benefits enrollment for the new faculty and staff, or prevent enrollment entirely.


1. Enter the transaction code PA40

2. Enter the Start date that the new hire begins in the position

3. Click on the gray select box to the left of the appropriate Create Assignment Action Type

4. Click on the Execute icon in the Application Toolbar


New Hire Action


Employee Recognition5. Enter the employee’s Last Name and First Name in

the Employee Recognition window (Do not use SSN)

6. Click on the green Continue icon or press the Enter key

7. Click on New Employee


Employee Recognition• Q. Why begin with a search for an employee?

• A. Based on the search results, the system will prompt you for the appropriate action. If you search for the employee and they are not found,

the system will guide you through the New Hire process.

If you search for the employee and they are Active, the system will ask if you want to Create New Assignment or Change the employee position.

If you search for the employee and they are found to be separated (Withdrawn) from the University, the system will guide you through the Rehire process.


Actions (0000)• The infotypes start to appear in the correct sequence.

• The first infotype is Actions (0000).

Although the cursor appears here by default, DO NOT enter anything in the Pers.No. field. The PerNr will be generated by IRIS as you move through the action.Once you are into the

infotypes, DO NOT change the Start/to dates at the top.


Actions (0000)

• It is VERY important to select the appropriate Reason for Action. The system’s remaining responses are based on this selection.


Actions (0000)• Enter the correct Position number

If you use the Possible Entries icon to do a Structure Search, you will see only the position numbers you are authorized to see. Double-click to select.


Actions (0000)• Press the Enter key

• Click on the green Continue icon in the Information window or press the Enter key This will bring in default attributes pertaining to this

position.

• Check the Status Bar for any system messages. Once it says “Save your entries”, click on the Save icon to complete this infotype and continue.

Personal Data (0002)• Verify the name information, which should be entered

exactly as it is seen on the employee’s Social Security Card!

• Enter the SSN, Birth date, and Gender

• The required fields contain the checked checkbox icon .


Personal Data (0002)• Specify the Marital Status (if known)

If you choose “Married”, the system will display the Family Member/Dependents (0021) infotype. (See next slide for more on this infotype.)

• Press the Enter key and check the Status Bar for any system messages. Once it says “Save your entries”, click on the Save icon to complete this infotype and continue.


Family Member/Dependents (0021)• Enter the Spouse information (if known)

The Last name will default to the same as the employee, but may be changed if necessary.

• Click on the Save icon to complete this infotype and continue

• Note: If this information is not known, click on the Next Record icon to skip this infotype and move on.


List of Students matching employee Data• This window will appear upon saving the Personal Data

infotype. The system is checking the SLCM module of IRIS to see if there is an existing student with identical personal data.

• DO NOT CLOSE THIS WINDOW by clicking on the X in the upper-right corner! Doing so will give the employee an invalid Person ID (i.e. ?_11046666). If this happens, contact HR Compensation to have the

action deleted, then process the entire action again.


List of Students matching employee Data• If any Matching Students are found and your

employee is listed, double-click on their Student ID (StudentNo.) and the system will assign that as their Person ID in HR.

• If any Matching Students are found but your employee is NOT listed, click on the New Student button ; or

click on the Search Student button if you know there should be a student record listed, change the search criteria, and click on the Find icon.


List of Students matching employee Data• If no Matching Students are found, you will still get

this window. Click on New Student if you’re confident the employee is

not already a student in SLCM; or

Click on Search Student if you know there should be a student record listed, change the search criteria, and click on the Find icon.


Organizational Assignment (0001)• Press Enter (The system will populate the values in this

infotype based on the Position number.)


• Note: Do not change the Percentage value here.


• Enter the home address information, County of residence and any other known information

• The Mail code indicates where the employee’s pay stub will be directed to.

• The Privacy Flag, if checked, prevents the address from being published in the University directory.

• The County of Employment is used for College of Agriculture employees.


Addresses (0006) – Permanent Residence


Enter the City only.

Addresses (0006) – Work Address• Enter the employee’s work address information


• Note: The employee can maintain this address through the myUK Employee Self-Service tab, but this will create a starting record.


Planned Working Time (0007)• Press Enter to populate the values in this infotype

• Verify the data (see the next slide for more information)



Planned Working Time (0007)• The Employee’s Personnel Subarea must be consistent

with the Employment percent or an error message will appear.

• The Employment percent always defaults to 100.00 when the Enter key is pressed. This can be changed though in order to fall within the required employment percentage range stated in the error message. (See next slide for chart.)


Employment Percentage Chart• This chart

shows the allowed Full Time Employment (FTE) percentages for each Personnel Subarea (PSA).

• FTE = Employment Percentage


PSA Code PSA Text Allowed FTE

0001 Reg FT 1.0

0002 Reg PT (Faculty) .20 - .99

0003 Reg PT >.74 .75 - .99

0004 Reg PT .5 to .74 .50 - .74

0005 Reg PT .2 to .49 .20 - .49

0006 Temp FT 1.0

0007 Temp PT >.20 .20 - .99

0013 Temp PT <.20 < .20

0008 WEPP Always .60

0009 Reg On Call Always .20

0010 Prem On Call Always .20

0011 Unpaid n/a

0012 Non-Service n/a

Basic Pay (0008)• Enter the Amount

(Hourly Pay Rate, Monthly Salary, or Biweekly Salary)

• Press the Enter key to populate the Annual Salary field



Basic Pay (0008) – Override Salary Field• This field is used in one of two ways:

If an employee is in an “acting” position and the department is not paying benefits on the additional acting money, they can enter an Override Salary amount to bring it back down to the “pre-acting” pay; or

If an employee is in a flex leave position and does not work during the summer months, the Override Salary may be used to reduce the annual salary that is reflected.

• The impact is on basic and optional life insurance coverage.


Date Specifications (0041)• Verify that the information on this infotype is correct and

click on the Save icon to continue

• If the information is incorrect, contact HR Compensation. Do not change it yourself please!


Additional Personal Data (0077)• Select the employee’s

Ethnicity

• Click in the checkbox next to the appropriate Race Category (Multiple race categories may be selected as appropriate!)

• Complete the Veteran Status section, if known



Additional Personal Data (0077)• If the Veteran Status section is not completed, the

following message will appear. Click on the green checkmark to accept and continue.

• Note: This infotype is required and must be completed. If the record is missing or incomplete, the employee’s record will not be unlocked for payroll processing until it has been completed!


Contract Elements (0016) – Faculty Only• This infotype will appear for faculty only.

• Select the appropriate Contract Type



Hospital Salary (9002) – Hospital Hire Only• This infotype will appear for Hospital hires only.

• Enter the Employee experience in the As of date field and select the appropriate Education degree for nurses only



Person: Change Profile - Hospital Hire Only• This screen will appear for Hospital hires only.

• Click on the Back icon


New Hire Action Completed• Upon completing and saving the last infotype in the new

hire action, the system will return to the Personnel Actions screen with some of the employee’s information displayed at the top.

• Write down the employee’s Personnel Number and the Start date! You will need this information for generating their PAR, which is the next step in the process.



Generating a PAR

1. Enter the transaction code ZHR_PAR

2. Enter the Key Date (MUST be the same as the Start date entered in PA40)

3. Enter the employee’s Personnel Number (PerNr)

4. Enter your contact information and any other Comments as needed (This does print on the PAR!)

5. Click the Execute icon

Printing a PAR• To print the PAR from this window, follow steps 6-8

• To preview the PAR before printing, click on the Print preview button


6. Make sure Print Immediately is checked.

8. Click the Print button.

7. Change Number of Copies to 2.

Printing a PAR from Print Preview• After

previewing the PAR for accuracy, click on the Print icon to print

• You will receive a similar message in the Status Bar:


This PAR is an example only, not a real employee.

Saving a PAR (Optional)• Although you can always view/print a PAR at any time

using the ZHR_PAR transaction, you can save it to your computer if desired as follows:1. Use the ZHR_PAR transaction and do a Print preview

2. Select Goto List Display from the Menu Bar (The PAR will change to a different format.)


Do not print and send this format of the PAR to HR Compensation!

Saving a PAR (Optional)3. Select System List Save Local File from the Menu

Bar

4. Select the unconverted format (system default), then click on the green, Continue icon (The HTML Format would save it as

an Adobe/PDF file.)


Saving a PAR (Optional)5. To change the Directory location, click on the Possible

Entries icon to the right of this field

6. Select the desired location in the Save in field

7. Enter a File name

8. Click on the Save button


Saving a PAR (Optional)9. Click on the Generate button

• The system will display a similar message in the Status Bar, confirming the saving of the PAR.



Exercise 2.1, 2.2

Go to the Exercise Guide


Re-executing a New Hire Action• If you are interrupted in the middle of processing a new

hire action or you accidentally click on the Back icon and get kicked out of an action (and thus returned to the initial Personal Actions screen), YOU can recover IF the Actions (0000), Personal Data (0002), and Organizational Assignment (0001) infotypes were completed and saved.

• If only part of these three infotypes were completed and saved, contact HR Compensation for directions on how to proceed.


• If you completed and saved the first three infotypes:1. In PA40, enter the employee’s Person ID and press

Enter (use the Possible Entries icon to search, if unknown)

2. Enter the same Start date used previously

3. Select the same Action Type used previously

4. Click on the Execute icon

Re-executing a New Hire Action

Re-executing a New Hire Action• The Copy Actions (0000) infotype will appear.

5. Click on the Execute Info Group button in the Application Toolbar

• If this Information window appears, click on the Continue icon.


Re-executing a New Hire Action6. Click on the Continue button on the Execute info

group pop-up window

• The Change Personal Data (0002) infotype will appear.7. Click on the Next Record icon until you reach the

infotype where you left off If you make any changes on an infotype that was previously

completed, be sure to click on the Save icon (instead of the Next Record icon)!

8. Complete the remaining infotypes as instructed originally until you finish the action



Exercise 2.3



Rehire/Reinstate

• Rehire/Reinstate is used when a former UK employee returns to a position at the University. Rehire is used if they’ve been gone more than one year.

Reinstate is used when it’s been less than a year.

Contact HR Compensation if you need assistance determining whether an employee is a rehire or a reinstate.

• Non-US citizens need to complete a new I-9 when they return to work at the University, regardless of the length of time away from the University.

• US citizens who have been away from the University for more than one year also need to complete a new I-9.


Rehire/Reinstate and PerNrs

• When a former employee returns to UK as a rehire or reinstate, the employee retains their previous Personnel Number (PerNr), even if the employee’s Position Number has changed. For Example, in the Personnel Assignment field:

Todd’s information in his previous position was:

00001298 50106987 00001298 (Active) When he was separated, the information became:

00001298 99999999 00001298 (Withdrawn) When he was rehired/reinstated, the information became:

00001298 50112548 00001298 (Active)

The PerNr is still 00001298.

The only difference is the Position Number change.


Rehire/Reinstate – PA40

1. Delete any number in the Person ID field, then press Enter

2. Enter the first day of work as the Start date

3. Select the Main Campus Create Assignment

or Hospital Create Assignment Action Type




5. The Employee Recognition box will appear. Enter the employee’s Last Name and First Name

Please do not use the SSN field

Click on the Continue icon or press Enter



6. The Employees with Identical Data box will appear. Double-click on the employee name



7. The New Work Relationship box will appear. Select Rehiring of Employee


8. The infotypes will appear in the correct sequence.


Rehire/Reinstate Infotypes•Actions (0000) Select the correct

Reason for Action

Enter the Position number

Press Enter through all messages until prompted to Save your entries

Click on Save

Be sure to change the Position number!


Rehire/Reinstate Infotypes

Infotype What You Do

Personal Data(0002)

• Verify the data• If it is correct, click on Next Record • If you make changes, click on Save

OrganizationalAssignment(0001)

• Press Enter to populate the fields• Press Enter to accept the Delimit message• Click on Save

Addresses(0006)


Planned Working Time(0007)

• Press Enter to populate the fields• Change Employment percent, if needed• Click on Save


Rehire/Reinstate InfotypesInfotype What You Do

Basic Pay(0008)

• Enter the Hourly Rate, Monthly Salary, or Biweekly Salary• Press Enter to populate the fields• Click on Save

Date Specifications(0041)

• Verify the data• Click on Save

Additional Personal Data(0077)

• Select Ethnicity and appropriate Race(s)• Indicate Veteran Status, if known• Click on Save

T-Code What You Do

Use ZHR_PAR to print 2 copies of the PAR

• Obtain authorization signatures• Attach necessary paperwork• Send to HR Compensation

Unit 2 SummaryAny questions related to:

• New Hire Action

• Payroll Authorization Record (PAR)

• Re-executing a New Hire Action

• Rehire/Reinstate



Unit 3

AdditionalAssignments


Unit 3 Topics

• Concurrent Employment

Overload Assignments

Additional Assignments

• End of Additional Assignment

• Reactivate Additional Assignment


Concurrent Employment• Concurrent employment is:

when an employee has more than one personnel assignment;

used to assign a UK employee to an additional assignment (non-exempt employee) or an overload assignment (exempt employee).


Concurrent Employment

• To view detailed assignment information for an employee, such as the Organizational Unit for each assignment, click on the Assignment Overview icon to the right of the Pers.Assgn field.

• The Personnel assignment overview window will appear.

Concurrent Employment• When processing additional/overload assignments in

IRIS, employees MUST be set up in the SAME Payroll Area for ALL assignments: B1 – Biweekly or M1 – Monthly

• The Main Assignment will drive the Payroll Area.

• Departments may need to communicate to determine which department will be the Main Assignment or contact HR Compensation.

• The Main Assignment Indicator drives many rules including: OT (Overtime) cost distribution

Benefit eligibility

Vacation accruals


Concurrent Employment Validity Dates• Creating and ending an additional/overload assignment

is a two-action process: The assignment is created with the Main Campus (or

Hospital) Create Assignment Action Type; then

The assignment is ended using the End of Additional Assignment Action Type.

• Do not change the end date when initially creating the assignment!

• Process the End of Additional Assignment Action Type closer to the date in which the assignment will be ending.



Overload Assignment• Overload assignments need to be approved as follows,

BEFORE data is entered into IRIS: Staff must complete the Staff Overload Form and send

it to HR Compensation for approval, and then enter the action. (http://www.uky.edu/eForms/alphaindex.php?startswith=S)

Faculty must complete the Faculty Overload Form and get it approved; HR Compensation does not approve Faculty Overloads. (http://www.uky.edu/eForms/alphaindex.php?startswith=F)

• Make sure the validity dates cover entire months. Example: Sally will be working an overload April 4 through

May 20. The Start date of the overload assignment should be April 1. When the End of Additional Assignment action is entered, that Start date will be June 1.


Additional Assignment Tip• If you are creating an additional assignment that does

not start at the beginning of a pay period, there will be issues with the time evaluation process on the employee.

• All or part of the hours on one assignment will not be picked up during the payroll process.

• Contact the IRIS HR Team to ensure that the time evaluation process is adjusted to capture all the hours. Michelle Bliffen – 257-5962



2. Enter the Start dateIf the employee is non-exempt and not being paid a salaried amount on Basic Pay (0008), enter the first day the employee will be attached to the new position.

If the employee is exempt and being paid a salaried amount on Basic Pay (0008), enter the first day of the month.

3. Select Main Campus Create Assignment

or Hospital Create Assignment Action Type

4. Click Execute icon

Additional Assignment – PA40


5. Employee Recognition box: Enter the employee’s Last Name and First Name




6. Employees with Identical Data box: Double-click on the employee’s Name



7. New Work Relationship box: Select New Personnel Assignment for Employee





Additional Assignment InfotypesInfotype What You Do

Actions(0000)

• Enter the Reason for Action• Enter the Position number• Press Enter to validate your entries• Click on Save


• Press Enter• Make sure all assignments are in the

SAME Payroll Area

• If not, change the Payroll Area from the

default value for the position to match the Payroll Area on the Main position• Click on Save


Additional Assignment Infotypes


Addresses(0006)

Permanent & Work



• Press Enter• Verify or change Employment Percent• Click on Save


Additional Assignment Infotypes

T-Code What You Do

Basic Pay(0008)

•Enter the Hourly Rate, Monthly Salary, or Biweekly Salary•For temporary salaried employees, make sure Wage Type 1210 is being used. If not, change!•Press Enter•Click on Save




• In many cases, an additional assignment will not be the employee’s Main (prime) assignment.

• If necessary, communicate with any other department in which the employee will remain working to determine which assignment is Main.

• Reminder: if the assignment is an overload for an exempt employee, make sure the validity dates cover whole months.

• Check to make sure the employee is not leaving all employment at the University.

End of Additional Assignment – PA40



1. Enter the Person ID, or use the Possible Entries icon to find the employee in the system

2. Press Enter to populate the employee information


End of Additional Assignment – PA40• It is important to know the correct Personnel Number

for the assignment that is being ended.

• To determine the correct Personnel Number, use the Assignment Overview icon located to the right of the Personnel Assignment field.

• Close the overview window once the correct Personnel Number has been determined.

Personnel Numbers



3. Click on the drop-down icon located to the right of the Personnel Assignment field

4. Click on the correct Personnel Assignment data for the assignment that is ending

5. Press Enter to “load” all the data associated with that assignment



6. Enter the Start date If the employee is non-exempt and not paid a salaried

amount on Basic Pay (0008), enter the day AFTER the last day worked.

If the employee is exempt and paid a salaried amount on Basic Pay (0008), enter the day AFTER the last day of the last month in which the employee worked.

7. Select the End of Additional Assignment Action Type

8. Click Execute

9. The infotypes appear in the correct sequence.


End of Additional Assignment Infotypes


Actions (0000)

• Enter the Reason for Action

• Press Enter through system message(s)

• Click on Save


• Press Enter• Verify that the Position number has defaulted to 99999999• Click on Save


End of Additional Assignment InfotypesT-Code What You Do




Reactivate Additional Assignment – PA40• This action is used to reactivate an additional

assignment that has been previously ended (“Withdrawn” status).

• If the employee only has one, currently Active Personnel Assignment, follow the normal procedure for creating an additional assignment.

• If the employee has one or more Personnel Assignments and all of the assignments have been ended (Withdrawn), use the Main Campus (or Hospital) Create Assignment – Rehire/Reinstate Action Type.


Reactivate Additional Assignment – PA40

Example of when to use this action:

• A faculty member has a normal 9-month assignment (PerNr #1).

• They also have a summer session assignment (PerNr #2).

• After the summer session, PerNr #2 is delimited using the End of Additional Assignment action.

• The next summer arrives, and the faculty member will be teaching the summer session again. Use the Reactivate Additional Assignment Action Type to reactivate the additional assignment (PerNr #2).


Reactivate Additional Assignment – PA40

1. Enter the employee’s Person ID

2. Press Enter to populate the fields

3. Select the correct assignment in the Pers. Assign field

4. Enter the Start date of the assignment

5. Select the Reactivate Add Assignment Action Type


7. The infotypes appear in the correct sequence.


Reactivate Additional Assignment InfotypesInfotype What You Do

Actions(0000)

• Enter the Reason for Action• Enter the Position number• Press Enter through the system messages• Click on Save


• Press Enter• Make sure all assignments are in the

SAME Payroll Area

• If not, change the Payroll Area from the

default value for the position to match the Payroll Area on the Main position• Click on Save


Reactivate Additional Assignment Infotypes



• Press Enter• Verify or change Employment Percent• Click on Save

Basic Pay(0008)

• Enter the Hourly Rate, Monthly Salary, or Biweekly Salary• Press Enter• Click on Save


Reactivate Additional Assignment InfotypesInfotype What You Do

DateSpecifications(0041)

• Verify the data• Click on Next Record

T-Code What You Do


• Obtain authorization signatures• Attach necessary paperwork • Send to HR Compensation


Exercises 3.1, 3.2



• Concurrent Employment Overload Assignments

Additional Assignments

• End of Additional Assignment

• Reactivate Additional Assignment



Unit 4

Change ofAssignment


Unit 4 Topics

• Position Change

• Position Update

• Change in Status

• FTE Change

• Long Term Disability I & II


• This action is used when an employee in any position (Main Campus or Hospital) is moving to a Main Campus position (for example, promotions, demotions, transfers).

• This is a one-step process completed by the receiving (new) department.

• Communication between the employee’s previous and new department is very important during this process.

• HR Benefits office will be responsible for changing the “Main” indicator, if necessary.

Position Change


Position Change - Start Dates

• Changes of positions may be made at any time except if the employee is changing Payroll Areas, such as Biweekly to Monthly or Monthly to Biweekly.

• As for the Start date, If the employee’s current (sending) position is Biweekly,

use the first day of the next Biweekly pay period.

If the employee’s current (sending) position is Monthly, use the first day of the next Monthly pay period.



2. Enter the Start date If the employee is NOT changing Payroll Areas, the start

date is the first day the employee is in the new position.

If the employee IS changing Payroll Areas, the start date is the first day of the payroll period the employee is leaving.

3. Select Main Campus Create Assignment

or Hospital Create Assignment

4. Click Execute

Position Change


5. Employee Recognition window Enter the employee’s Last Name and First Name


Position Change


6. Employees with Identical Data window Double-click on the employee’s name

Position Change


7. New Work Relationship window Select Change of Organizational Assignment



Position Change


Position Change InfotypesInfotype What You Do

Actions(0000)

• Select the Reason for Action • Enter the Position number• Press Enter• Click on Save


• Press Enter and verify the data • Press Enter through any system messages• Click on Save

Addresses(0006)

• Enter the Work Address • Click on Save


Position Change Infotypes



• Press Enter and verify the data• Press Enter through any system messages • Click on Save

Basic Pay(0008)

• Enter the Hourly Rate, Monthly Salary, or Biweekly Salary• Press Enter to populate the Annual Salary• Press Enter through any system messages• Click on Save

T-Code What You Do




Position Change – Special Situation

• Transfer of an employee in the Biweekly Payroll Area to a position in the Monthly Payroll Area AFTER the Monthly Payroll has completed will produce an Error Message.

• For assistance with this process, please contact HR Compensation.


Exercise 4.1



Position Update – PA40

• The Position Update Action Type is used when an employee is staying in the same position, but something about the position itself is changing.

• A few of the Reasons for Action: Reclassification/Re-evaluation

Title Change

Change in weekly hours

Change in Title Series or Rank

Summer Hours

• All approvals must be obtained and the necessary changes made in PP01 prior to processing this action.

• Benefits will be responsible for changing the “Main” indicator, if necessary.


1. Enter the Person ID or use the Possible Entries icon to find the employee

2. Press Enter to populate the employee’s information

3. Enter the Start Date (the first day the employee will be attached to the new position)

4. Select Position Update

or Hospital Position Update

5. Click Execute

6. The Infotypes will appear in the correct sequence.

Position Update – PA40


Position Update InfotypesInfotype What You Do

Actions(0000)

• Select the Reason for Action

• Highlight the Position number• Press Delete• Press Enter• Re-enter the Position number• Press Enter through the system messages

• Click on Save


Position Update Infotypes



• Press Enter and verify the data • Press Enter through the system messages• Click on Save

Addresses(0006)

• Review the Mail Code entry • If it is incorrect - Change it, press Enter, and click on Save • If it is correct – Press Enter and click on Next Record


• Press Enter and verify the data • Click on Save


Position Update Infotypes


Basic Pay(0008)

• Enter the Hourly Rate, Monthly Salary, or Biweekly Salary• Press Enter to populate the Annual Salary

field• Press Enter through the system messages• Click on Save


• Verify the data • Click on Next Record

T-Code What You Do




Change In Status – PA40

• This Action Type is used to change an employee’s employment status (for example, from Full Time to Part Time), and they are remaining in their current position.

• This Action Type would at least change the Personnel Subarea; as a result, Employment Percent would change.

• If only the Employment Percent is changing, use the FTE Change Action Type.



• Important: Before performing this action, certain attributes of the employee’s position (such as Personnel Subarea) might need to be changed first. If the position’s attributes should be changed but have not been, the correct information will not default from the position to the employee.

• If you are not sure whether a regular staff position has been changed, contact HR Compensation; for student, temporary, or faculty positions, contact your Business Officer.

Change in Status – PA40• Example: The Personnel Subarea is changing from

Temp PT >.20 to Reg FT, and the FTE is changing from .50 to 1.0.



0001 Reg FT 1.0

0002 Reg PT (Faculty) .20 - .99

0003 Reg PT >.74 .75 - .99

0004 Reg PT .5 to .74 .50 - .74

0005 Reg PT .2 to .49 .20 - .49

0006 Temp FT 1.0

0007 Temp PT >.20 .20 - .99

0013 Temp PT <.20 < .20




0011 Unpaid n/a



Change in Status – PA40

The employee’s Personnel Subarea must be consistent with the Employment Percent or an error message will occur.





3. Enter the Start date

4. Select Change in Status

5. Click Execute



Change in Status InfotypesInfotype What You Do

Actions(0000)

• Select Reason for Action• Delete, press Enter, and

re-enter Position number• Press Enter• Press Enter through the system message

• Click on Save

Organizational Assignment(0001)

• The new Personnel Subarea value should default from the position; if it does not, click in the Subarea field and select the appropriate subarea• Press Enter• Press Enter through the system message • Click on Save


Change in Status InfotypesInfotype What You Do


• Press Enter to populate the fields• Change the Employment Percent to the

new percentage• Press Enter through the system messages• Click on Save

Basic Pay(0008)

• Verify the Hourly Rate, Biweekly Salary, or

Monthly Salary, and change as needed• Press Enter to populate the Annual Salary• Press Enter through the system message• Click on Save




Change in Status - Phased Retirement

Step 1

The position that the employee is in must be updated with the new Personnel Subarea of Phased Retiree (0014). Work with HR Compensation to have the attributes of the position changed.

Step 2

After the position has been updated by HR Compensation to reflect the Phased Retiree Personnel Subarea, go to PA40, bring up the employee’s information, and execute the Change in Status action.




Actions(0000)


• Highlight the Position number• Press Delete• Press Enter• Re-enter the Position number to bring in the new attributes• Press Enter through the system messages

• Click on Save





• Be sure the Personnel Subarea shows the Phased Retiree value

•Press Enter•Press Enter through the system messages• Click on Save


• Change the FTE to 50% (If you leave it at 100%, you will get an error message.)

• Click on Save




Basic Pay(0008)

• If the employee is paid a salary, you must

change the salary to reflect the 50% pay. If the employee is paid an hourly rate, enter that same hourly rate.• Press Enter to populate the Annual Salary

field• Press Enter through the system messages• Click on Save

T-Code What You Do




FTE Change – PA40• Used when an employee’s FTE (Employment Percent) is

changed within the same Personnel Subarea.

• The FTE change primarily affects the employee’s vacation accrual rate.

• Note: This action is also used for HR Timekeepers who need to change an employee’s Work Schedule Rule on the Planned Working Infotype (0007).

FTE Change – PA40• Example: The Personnel Subarea is remaining Temp PT

>.20, but the FTE is changing from .50 to .75.



0001 Reg FT 1.0

0002 Reg PT (Faculty) .20 - .99

0003 Reg PT >.74 .75 - .99

0004 Reg PT .5 to .74 .50 - .74

0005 Reg PT .2 to .49 .20 - .49

0006 Temp FT 1.0

0007 Temp PT >.20 .20 - .99

0013 Temp PT <.20 < .20




0011 Unpaid n/a



1. Enter the Person ID or use the Possible Entries icon to find the employee’s record



4. Select FTE Change

5. Click Execute


FTE Change – PA40


FTE Change InfotypesInfotype What You Do

Actions(0000)


• Press Enter• Click on Save


• Change the Employment Percent to the new FTE• Press Enter to populate the fields • Press Enter through the system messages • Click on Save


FTE Change InfotypesInfotype What You Do

Basic Pay(0008)

• Verify and/or change the Hourly Rate, Biweekly Salary, or Monthly Salary, and change as needed• Press Enter to populate the Annual Salary • Click on Save

T-Code What You Do




Long Term Disability I

• Used primarily to change the Employee Group (EE Group) to M – Long Term Disability

• Employee will stay in his/her original department and position for 6 months

• Also provides the ability to cancel any Recurring Payments/Deductions


1. Enter the Person ID or use the Possible Entries icon to find the Person ID

2. Press Enter to populate the employee’s data

3. Enter the Start Date

4. Select Long Term Disability I

5. Click Execute


Long Term Disability I


Long Term Disability I Infotypes


Actions(0000)

• Enter the Reason for Action

• Change the Employee Group to M for Long Term Disability• Press Enter through the system message• Click on Save


• Press Enter to populate the fields • Press Enter through the system message• Click on Save


Long Term Disability I InfotypesInfotype What You Do


• Press Enter• Press Enter through the system messages • Click on Save

Basic Pay(0008)

• Set the Amount to a SALARY amount; Monthly salary for monthly employees, Biweekly salary for biweekly employees. • Press Enter to populate the Annual Salary • Press Enter through the system message• Click on Save

T-Code What You Do




Long Term Disability II• LTD II is completed by Human Resources.

• This Action transfers the employee from the department to the Long Term Disability department in Benefits.

• HR will use ZHR_PAR to print the PAR report.


• Position Change

• Position Update

• Change in Status

• FTE Change

• Long Term Disability I & II



Unit 5

Leave of Absence


Unit 5 Topics

• LOA Without Pay

• Return from Leave Without Pay

• LOA With Pay

• Return from Leave With Pay


LOA Without Pay – PA40• This action is used to place a UK employee on leave

without pay.

• The employee is still linked to the University, but their employment status in IRIS changes to “Inactive”.

• Although rare, the inactive status will still allow the employee to get paid through a Recurring Payment record and to be enrolled in Benefit plans.



2. Press Enter

3. Enter the Start date (the date the Leave begins)

4. Select LOA Without Pay

5. Click Execute


LOA Without Pay – PA40


LOA Without Pay Infotypes


Actions(0000)


• Press Enter• Press Enter through the system message

• Click on Save


• Presented in Display mode• Review the data and click on the Next Record icon


LOA Without Pay InfotypesInfotype What You Do

Basic Pay(0008)

• Presented in Display mode • Review the data and click on the Next Record icon

Delimit Recurring Payments/Deductions(0014)

• Appears only if this data exists

T-Code What You Do




Return From Leave Without Pay – PA40

• Used to return an UK employee from leave without pay

• The process brings the employee back to an active status.

• If the Base Pay Amount should change, the action allows you to enter the new value.

• All other infotypes are presented in Display mode for information purposes only.



2. Press Enter to populate the employee fields

3. Enter the Start date (the date the employee returns)

4. Select Return From Leave without Pay

5. Click Execute


Return From Leave Without Pay – PA40


Return From Leave Without Pay Infotypes


Actions(0000)


• Press Enter• Press Enter through the system message

• Click on Save


• Verify the data and click on the Next Record icon


•Verify the data and click on the Next Record icon


Return From Leave Without Pay InfotypesInfotype What You Do

Basic Pay(0008)

• If Wage Amount is correct, click on the Next Record icon • If Wage Amount needs to be changed,

1) Make the change

2) Press Enter to populate the new Annual Salary

3) Click on Save

T-Code What You Do




LOA With Pay – PA40

• Used to place an employee on Leave of Absence With Pay

• Reasons for LOA With Pay include the following: Educational

Scholarly

Sabbatical

Sabbatical Half Pay

Special Leave with Pay

Educational Leave Half Pay

Faculty FML




3. Enter the Start Date (date the leave begins)

4. Select LOA With Pay

5. Click Execute


LOA With Pay – PA40


LOA With Pay Infotypes


Actions(0000)


•Press Enter•Press Enter through the system message

• Click on Save


• Verify the data and click on the Next Record icon


LOA With Pay InfotypesInfotype What You Do

Basic Pay(0008)

• If Wage Amount is accurate, click on the Next Record icon • If Wage Amount needs to be changed

1) Make the change


3) Click on Save

T-Code What You Do



LOA with Pay – Faculty Salaries (9017)Infotype• This infotype will appear when processing a LOA with Pay

action to capture the “original base” salary of faculty members who are going on a leave of absence with partial pay.

• Enter the faculty member’s annual salary that was effective prior to their leave of absence, then click on the Save icon.

• This infotype will not drive any payroll information, but will be used for Integrated Postsecondary Education Data System (IPEDS) reporting.

• NOTE: When processing the Return From Leave with Pay action, this infotype will be presented during the action to be delimited.



This is used to return a UK employee from leave with pay.



3. Enter the Start date (date the employee returns)

4. Select Return From Leave With Pay

5. Click Execute


Return From Leave With Pay – PA40


Return from Leave With Pay Infotypes


Actions(0000)


• Press Enter through the system message

• Click on Save


• Verify data and then click on Next Record


• Verify data and then click on Next Record


Return from Leave With Pay InfotypesInfotype What You Do

Basic Pay(0008)

• If Wage Amount is accurate, click on the Next Record icon • If Wage Amount needs to be changed,

1) Make the change


3) Click on Save

T-Code What You Do




Exercises 5.1, 5.2



• LOA Without Pay

• Return from Leave Without Pay

• LOA With Pay

• Return from Leave With Pay



Unit 6

Change in Base Pay


Change in Base Pay – PA40• Used to change a UK employee’s pay rate in IRIS

• All necessary authorizations and approvals for this change in pay must occur BEFORE using the transaction.

• Pay change reasons include: (Increase) To KY Minimum Wage

Equity Adjustment

Market Adjustment

Mid-Year Adjustment




3. Enter the Start date (date the new pay rate takes effect)

4. Select Change in Base Pay

5. Click Execute


Change in Base Pay – PA40


Change in Base Pay InfotypesInfotype What You Do

Actions(0000)

• Select the Reason for Action • Press Enter • Click on Save

Basic Pay(0008)

• Enter new Hourly Rate, Monthly Salary, or Biweekly Salary• Press Enter to validate the data entry

T-Code What You Do




• Change in Base Pay



Unit 7

WorkersCompensation


Workers Compensation – PA40

• The work related injury MUST be reported to UK Worker’s Care at 1-800-440-6285.

• The Workers Compensation action is processed when an employee goes on leave and should no longer receive base pay.

• The employee must be off work completely in all assignments due to a work related injury. If the employee has multiple assignments, all will require

the Workers Compensation action.

Contact the other departments immediately so they can enter this data in a timely manner.


Workers Compensation – PA40



3. Enter the Start date (Enter the first day the employee goes on Workers Compensation after the first 7 calendar days)

4. Select Workers Compensation action

5. Click on Execute



Workers Compensation Infotypes


Actions(0000)


• Press Enter• Click on Save


• Verify the data• Click on Next Record


• Press Enter and verify the data• Click on Save


Workers Compensation InfotypesInfotype What You Do

Basic Pay(0008)

• Press Enter to validate the data entry • Click on Save

Delimit Recurring Payments /Deductions(0014)

• Delimit departmental items as needed

T-Code What You Do




Workers Compensation – PA40• When the employee returns from Workers

Compensation, use the Return From Leave Without Pay action.

• Be sure to set the Hourly Rate, Monthly Salary, or Biweekly Salary back to the normal rate!


• Workers Compensation



Unit 8

Separation & Retirement


Unit 8 Topics

• Separation

• Retirement

• Retiree Rehire

• Retiree Set Back to Inactive


Separation – PA40

• Use this action when an employee is LEAVING the University. This includes the following: Students who work in the spring and may or may not

return in the fall, and

Part-time instructors who teach in the spring and may or may not come back to teach the following spring.

• Check to make sure the employee does not have any other active assignments.

• If an employee is leaving a position in your area and working in a new position across campus, this is NOT a Separation.

• If funding is available, you can overlap the separating employee and the new employee.




3. Enter the Start date (the day AFTER the last day worked)

4. Select the Separation action

5. Click Execute


Separation – PA40

• Actions (0000) Select the Reason for Action

Press Enter through the system message

Click on Save


Separation Infotypes



• Organizational Assignment (0001) Verify that the position number has defaulted to

99999999

Press Enter

Click on Save



• Addresses (0006) Enter the forwarding address and phone number, if

different from current address

Save

• Delimit Recurring Payments/Deductions (0014) This infotype may or may not appear.

Delimit any departmental payments

• Documentation Complete the Separation form

Obtain the authorization signatures

Attach all necessary paperwork

Send to HR Compensation


Exercise 8.1



Retirement• HR Benefits will process all retirements.

• Contact HR Benefits office if you have a pending retirement action, so they can process it for you.

• If funding is available, you can overlap the retiring employee and the new employee using the same position.


Retiree Rehire – PA40

• Used when a retired employee returns to work at the University

• Also used for Post-Retirement appointments

• Since the individual was previously employed at UK, some of the employee’s records may be accurate.

• Important: you will need to change the Employee Group (EE Group) to put the working retiree in the correct group. Valid groups include: G – Working Retired Staff < 15 years of service

L – Working Retiree Staff > 15 years of service

F – Working Retired Faculty < 15 years of service

K – Working Retired Faculty > 15 years of service


Retiree Rehire and I-9s

• Retirees who have been away from the University for more than one year will need to complete an I-9.

• If needed, contact HR Compensation for more information.


Retiree Rehire – PA40




4. Select Retiree Rehire action

5. Click Execute



Retiree Rehire Infotypes


Actions(0000)

• Select Reason for Action (Retiree Rehire)• Enter the Position number• Change the Employee Group• Press Enter • Press Enter through the system message • Click on Save

Personal Data(0002)

• Verify the data• If no changes, click on Next Record• If you make changes, click on Save




Retiree Rehire Infotypes


Addresses(0006)

• Verify the data• If no changes, click on Next Record• If you make changes, click on Save


• Verify the data and change if needed• Press Enter• Click on Save

Basic Pay(0008)

• Enter the Hourly Rate or Monthly Salary• Press Enter • Click on Save

DateSpecification(0041)



Retiree Rehire InfotypesInfotype What You Do


• Verify data• If no changes are needed, click on Next Record • If you make changes, click on Save

T-Code What You Do




Retiree Set Back to Inactive

• HR Benefits will process all retirements.

• Contact HR Benefits office if you have a pending retirement action, so they can process it for you.


• Separation

• Retirement

• Retiree Rehire

• Retiree Set Back to Inactive



Help Resources


myHelp Web Site

• http://myhelp.uky.edu/rwd/HTML/HR.html

• Scroll down the page to find this section of Quick Reference Cards, which are specific to the Personnel Administration Actions.


HR Resources• Benefits: 257-9519, option 3

http://www.uky.edu/HR/benefits

• Compensation: 257-9555, option 6 http://www.uky.edu/HR/comp

• Employee Relations: 257-8758 http://www.uky.edu/HR/emprel

• Employment: 257-2608 http://www.uky.edu/HR/employ

• Payroll: 257-3946 http://www.uky.edu/EVPFA/Controller/payroll.htm


Training Sandbox• The Training Sandbox is available to practice the actions

you’ve learned, before entering real data into Production.

Training Sandbox Refresh• At the end of

every week, the Training Sandbox is refreshed to clear data entered during the week.

• During this process, the Sandbox is unavailable.

• Try back at a later time.


This is the screen that will appear should a user try

to access the Training Sandbox during the

refresh process.


Course Summary

You should now be able to:

• Discuss terms and concepts associated with UK Personnel Administration Actions

• Understand the IRIS Actions process

• Perform various Personnel Actions in IRIS

1 hr_pa_310 personnel administration actions - v12 personnel administration actions hr_pa_310

Documents

various personnel actions

hr compensation

hr data

hr process

reg pt faculty

irishr hr security roles

reg ft

temp pt change