Post on 10-Jan-2016
description
1HR_PA_310 Personnel Administration Actions - V12
Personnel Administration Actions
HR_PA_310
2HR_PA_310 Personnel Administration Actions - V12
Prerequisites and Roles
• Prerequisites UK_100 IRIS Awareness & Navigation
HR_200 Human Resources Overview
HR_PA_300 Personnel Administration
• Roles Business Officers
Personnel Administrators
3HR_PA_310 Personnel Administration Actions - V12
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
4HR_PA_310 Personnel Administration Actions - V12
Course Learning Objectives
5HR_PA_310 Personnel Administration Actions - V12
Unit 1
Overview
6HR_PA_310 Personnel Administration Actions - V12
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.
7HR_PA_310 Personnel Administration Actions - V12
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.
8HR_PA_310 Personnel Administration Actions - V12
Key Terminology
Terminology Definition
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)
9HR_PA_310 Personnel Administration Actions - V12
Key Terminology
Terminology Definition
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.
10HR_PA_310 Personnel Administration Actions - V12
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
11HR_PA_310 Personnel Administration Actions - V12
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)
12HR_PA_310 Personnel Administration Actions - V12
Personnel Actions Screen – PA40
Action TypesObject
Manager
DO NOT USE!
Person ID
Start date
13HR_PA_310 Personnel Administration Actions - V12
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.
14HR_PA_310 Personnel Administration Actions - V12
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.
15HR_PA_310 Personnel Administration Actions - V12
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
16HR_PA_310 Personnel Administration Actions - V12
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.
17HR_PA_310 Personnel Administration Actions - V12
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.
18HR_PA_310 Personnel Administration Actions - V12
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.
19HR_PA_310 Personnel Administration Actions - V12
20HR_PA_310 Personnel Administration Actions - V12
Unit 2
Hiring
21HR_PA_310 Personnel Administration Actions - V12
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
22HR_PA_310 Personnel Administration Actions - V12
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.
23HR_PA_310 Personnel Administration Actions - V12
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.
24HR_PA_310 Personnel Administration Actions - V12
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
25HR_PA_310 Personnel Administration Actions - V12
New Hire Action
26HR_PA_310 Personnel Administration Actions - V12
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
27HR_PA_310 Personnel Administration Actions - V12
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.
28HR_PA_310 Personnel Administration Actions - V12
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.
29HR_PA_310 Personnel Administration Actions - V12
Actions (0000)
• It is VERY important to select the appropriate Reason for Action. The system’s remaining responses are based on this selection.
30HR_PA_310 Personnel Administration Actions - V12
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.
31HR_PA_310 Personnel Administration Actions - V12
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 .
32HR_PA_310 Personnel Administration Actions - V12
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.
33HR_PA_310 Personnel Administration Actions - V12
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.
34HR_PA_310 Personnel Administration Actions - V12
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.
35HR_PA_310 Personnel Administration Actions - V12
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.
36HR_PA_310 Personnel Administration Actions - V12
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.
37HR_PA_310 Personnel Administration Actions - V12
Organizational Assignment (0001)• Press Enter (The system will populate the values in this
infotype based on the Position number.)
• Click on the Save icon to complete this infotype and continue
• Note: Do not change the Percentage value here.
38HR_PA_310 Personnel Administration Actions - V12
• 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.
• Click on the Save icon to complete this infotype and continue
Addresses (0006) – Permanent Residence
39HR_PA_310 Personnel Administration Actions - V12
Enter the City only.
Addresses (0006) – Work Address• Enter the employee’s work address information
• Click on the Save icon to complete this infotype and continue
• Note: The employee can maintain this address through the myUK Employee Self-Service tab, but this will create a starting record.
40HR_PA_310 Personnel Administration Actions - V12
Planned Working Time (0007)• Press Enter to populate the values in this infotype
• Verify the data (see the next slide for more information)
• Click on the Save icon to complete this infotype and continue
41HR_PA_310 Personnel Administration Actions - V12
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.)
42HR_PA_310 Personnel Administration Actions - V12
Employment Percentage Chart• This chart
shows the allowed Full Time Employment (FTE) percentages for each Personnel Subarea (PSA).
• FTE = Employment Percentage
43HR_PA_310 Personnel Administration Actions - V12
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
• Click on the Save icon to complete this infotype and continue
44HR_PA_310 Personnel Administration Actions - V12
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.
45HR_PA_310 Personnel Administration Actions - V12
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!
46HR_PA_310 Personnel Administration Actions - V12
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
• Click on the Save icon to complete this infotype and continue
47HR_PA_310 Personnel Administration Actions - V12
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!
48HR_PA_310 Personnel Administration Actions - V12
Contract Elements (0016) – Faculty Only• This infotype will appear for faculty only.
• Select the appropriate Contract Type
• Click on the Save icon to complete this infotype and continue
49HR_PA_310 Personnel Administration Actions - V12
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
• Click on the Save icon to complete this infotype and continue
50HR_PA_310 Personnel Administration Actions - V12
Person: Change Profile - Hospital Hire Only• This screen will appear for Hospital hires only.
• Click on the Back icon
51HR_PA_310 Personnel Administration Actions - V12
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.
52HR_PA_310 Personnel Administration Actions - V12
53HR_PA_310 Personnel Administration Actions - V12
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
54HR_PA_310 Personnel Administration Actions - V12
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:
55HR_PA_310 Personnel Administration Actions - V12
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.)
56HR_PA_310 Personnel Administration Actions - V12
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.)
57HR_PA_310 Personnel Administration Actions - V12
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
58HR_PA_310 Personnel Administration Actions - V12
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.
59HR_PA_310 Personnel Administration Actions - V12
60HR_PA_310 Personnel Administration Actions - V12
Exercise 2.1, 2.2
Go to the Exercise Guide
61HR_PA_310 Personnel Administration Actions - V12
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.
62HR_PA_310 Personnel Administration Actions - V12
• 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.
63HR_PA_310 Personnel Administration Actions - V12
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
64HR_PA_310 Personnel Administration Actions - V12
65HR_PA_310 Personnel Administration Actions - V12
Exercise 2.3
Go to the Exercise Guide
66HR_PA_310 Personnel Administration Actions - V12
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.
67HR_PA_310 Personnel Administration Actions - V12
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.
68HR_PA_310 Personnel Administration Actions - V12
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
4. Click on the Execute icon
69HR_PA_310 Personnel Administration Actions - V12
Rehire/Reinstate – PA40
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
70HR_PA_310 Personnel Administration Actions - V12
Rehire/Reinstate – PA40
6. The Employees with Identical Data box will appear. Double-click on the employee name
71HR_PA_310 Personnel Administration Actions - V12
Rehire/Reinstate – PA40
7. The New Work Relationship box will appear. Select Rehiring of Employee
Click on the Continue icon or press Enter
8. The infotypes will appear in the correct sequence.
72HR_PA_310 Personnel Administration Actions - V12
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!
73HR_PA_310 Personnel Administration Actions - V12
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)
• Verify the data• If it is correct, click on Next Record • If you make changes, click on Save
Planned Working Time(0007)
• Press Enter to populate the fields• Change Employment percent, if needed• Click on Save
74HR_PA_310 Personnel Administration Actions - V12
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
75HR_PA_310 Personnel Administration Actions - V12
76HR_PA_310 Personnel Administration Actions - V12
Unit 3
AdditionalAssignments
77HR_PA_310 Personnel Administration Actions - V12
Unit 3 Topics
• Concurrent Employment
Overload Assignments
Additional Assignments
• End of Additional Assignment
• Reactivate Additional Assignment
78HR_PA_310 Personnel Administration Actions - V12
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).
79HR_PA_310 Personnel Administration Actions - V12
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
80HR_PA_310 Personnel Administration Actions - V12
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.
81HR_PA_310 Personnel Administration Actions - V12
82HR_PA_310 Personnel Administration Actions - V12
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.
83HR_PA_310 Personnel Administration Actions - V12
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
84HR_PA_310 Personnel Administration Actions - V12
1. Delete any number in the Person ID field, then press Enter
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
85HR_PA_310 Personnel Administration Actions - V12
5. Employee Recognition box: Enter the employee’s Last Name and First Name
Click on the Continue icon or press Enter
Additional Assignment – PA40
86HR_PA_310 Personnel Administration Actions - V12
6. Employees with Identical Data box: Double-click on the employee’s Name
Additional Assignment – PA40
87HR_PA_310 Personnel Administration Actions - V12
7. New Work Relationship box: Select New Personnel Assignment for Employee
Click on the Continue icon or press Enter
8. The infotypes will appear in the correct sequence.
Additional Assignment – PA40
88HR_PA_310 Personnel Administration Actions - V12
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
OrganizationalAssignment(0001)
• 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
89HR_PA_310 Personnel Administration Actions - V12
Additional Assignment Infotypes
Infotype What You Do
Addresses(0006)
Permanent & Work
• Verify the data• If it is correct, click on Next Record • If you make changes, click on Save
Planned Working Time(0007)
• Press Enter• Verify or change Employment Percent• Click on Save
90HR_PA_310 Personnel Administration Actions - V12
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
Use ZHR_PAR to print 2 copies of the PAR
• Obtain authorization signatures• Attach necessary paperwork• Send to HR Compensation
91HR_PA_310 Personnel Administration Actions - V12
• 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
92HR_PA_310 Personnel Administration Actions - V12
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
93HR_PA_310 Personnel Administration Actions - V12
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
94HR_PA_310 Personnel Administration Actions - V12
End of Additional Assignment – PA40
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
95HR_PA_310 Personnel Administration Actions - V12
End of Additional Assignment – PA40
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.
96HR_PA_310 Personnel Administration Actions - V12
End of Additional Assignment Infotypes
Infotype What You Do
Actions (0000)
• Enter the Reason for Action
• Press Enter through system message(s)
• Click on Save
OrganizationalAssignment(0001)
• Press Enter• Verify that the Position number has defaulted to 99999999• Click on Save
97HR_PA_310 Personnel Administration Actions - V12
End of Additional Assignment InfotypesT-Code What You Do
Use ZHR_PAR to print 2 copies of the PAR
• Obtain authorization signatures• Attach necessary paperwork• Send to HR Compensation
98HR_PA_310 Personnel Administration Actions - V12
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.
99HR_PA_310 Personnel Administration Actions - V12
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).
100HR_PA_310 Personnel Administration Actions - V12
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
6. Click on the Execute icon
7. The infotypes appear in the correct sequence.
101HR_PA_310 Personnel Administration Actions - V12
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
OrganizationalAssignment(0001)
• 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
102HR_PA_310 Personnel Administration Actions - V12
Reactivate Additional Assignment Infotypes
Infotype What You Do
Planned Working Time(0007)
• 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
103HR_PA_310 Personnel Administration Actions - V12
Reactivate Additional Assignment InfotypesInfotype What You Do
DateSpecifications(0041)
• Verify the data• Click on Next Record
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
104HR_PA_310 Personnel Administration Actions - V12
Exercises 3.1, 3.2
Go to the Exercise Guide
Unit 3 SummaryAny questions related to:
• Concurrent Employment Overload Assignments
Additional Assignments
• End of Additional Assignment
• Reactivate Additional Assignment
105HR_PA_310 Personnel Administration Actions - V12
106HR_PA_310 Personnel Administration Actions - V12
Unit 4
Change ofAssignment
107HR_PA_310 Personnel Administration Actions - V12
Unit 4 Topics
• Position Change
• Position Update
• Change in Status
• FTE Change
• Long Term Disability I & II
108HR_PA_310 Personnel Administration Actions - V12
• 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
109HR_PA_310 Personnel Administration Actions - V12
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.
110HR_PA_310 Personnel Administration Actions - V12
1. Delete any number in the Person ID field, then press Enter
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
111HR_PA_310 Personnel Administration Actions - V12
5. Employee Recognition window Enter the employee’s Last Name and First Name
Click on the Continue icon or press Enter
Position Change
112HR_PA_310 Personnel Administration Actions - V12
6. Employees with Identical Data window Double-click on the employee’s name
Position Change
113HR_PA_310 Personnel Administration Actions - V12
7. New Work Relationship window Select Change of Organizational Assignment
Click on the Continue icon or press Enter
8. The infotypes will appear in the correct sequence.
Position Change
114HR_PA_310 Personnel Administration Actions - V12
Position Change InfotypesInfotype What You Do
Actions(0000)
• Select the Reason for Action • Enter the Position number• Press Enter• Click on Save
OrganizationalAssignment(0001)
• Press Enter and verify the data • Press Enter through any system messages• Click on Save
Addresses(0006)
• Enter the Work Address • Click on Save
115HR_PA_310 Personnel Administration Actions - V12
Position Change Infotypes
Infotype What You Do
Planned Working Time(0007)
• 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
Use ZHR_PAR to print 2 copies of the PAR
• Obtain authorization signatures• Attach necessary paperwork• Send to HR Compensation
116HR_PA_310 Personnel Administration Actions - V12
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.
117HR_PA_310 Personnel Administration Actions - V12
Exercise 4.1
Go to the Exercise Guide
118HR_PA_310 Personnel Administration Actions - V12
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.
119HR_PA_310 Personnel Administration Actions - V12
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
120HR_PA_310 Personnel Administration Actions - V12
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
121HR_PA_310 Personnel Administration Actions - V12
Position Update Infotypes
Infotype What You Do
OrganizationalAssignment(0001)
• 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
Planned Working Time(0007)
• Press Enter and verify the data • Click on Save
122HR_PA_310 Personnel Administration Actions - V12
Position Update Infotypes
Infotype What You Do
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
Additional Personal Data(0077)
• Verify the data • Click on Next Record
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
123HR_PA_310 Personnel Administration Actions - V12
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.
124HR_PA_310 Personnel Administration Actions - V12
Change In Status – PA40
• 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.
125HR_PA_310 Personnel Administration Actions - V12
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
126HR_PA_310 Personnel Administration Actions - V12
Change in Status – PA40
The employee’s Personnel Subarea must be consistent with the Employment Percent or an error message will occur.
127HR_PA_310 Personnel Administration Actions - V12
Change In Status – PA40
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
4. Select Change in Status
5. Click Execute
6. The infotypes will appear in the correct sequence.
128HR_PA_310 Personnel Administration Actions - V12
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
129HR_PA_310 Personnel Administration Actions - V12
Change in Status InfotypesInfotype What You Do
Planned Working Time(0007)
• 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
Use ZHR_PAR to print 2 copies of the PAR
• Obtain authorization signatures• Attach necessary paperwork • Send to HR Compensation
130HR_PA_310 Personnel Administration Actions - V12
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.
131HR_PA_310 Personnel Administration Actions - V12
Change in Status - Phased Retirement
Infotype What You Do
Actions(0000)
• Select the Reason for Action
• 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
132HR_PA_310 Personnel Administration Actions - V12
Change in Status - Phased Retirement
Infotype What You Do
OrganizationalAssignment(0001)
• Be sure the Personnel Subarea shows the Phased Retiree value
•Press Enter•Press Enter through the system messages• Click on Save
Planned Working Time(0007)
• Change the FTE to 50% (If you leave it at 100%, you will get an error message.)
• Click on Save
133HR_PA_310 Personnel Administration Actions - V12
Change in Status - Phased Retirement
Infotype What You Do
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
Use ZHR_PAR to print 2 copies of the PAR
• Obtain authorization signatures• Attach necessary paperwork• Send to HR Compensation
134HR_PA_310 Personnel Administration Actions - V12
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.
135HR_PA_310 Personnel Administration Actions - V12
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
136HR_PA_310 Personnel Administration Actions - V12
1. Enter the Person ID or use the Possible Entries icon to find the employee’s record
2. Press Enter to populate the employee’s information
3. Enter the Start date
4. Select FTE Change
5. Click Execute
6. The infotypes will appear in the correct sequence.
FTE Change – PA40
137HR_PA_310 Personnel Administration Actions - V12
FTE Change InfotypesInfotype What You Do
Actions(0000)
• Select the Reason for Action
• Press Enter• Click on Save
Planned Working Time(0007)
• Change the Employment Percent to the new FTE• Press Enter to populate the fields • Press Enter through the system messages • Click on Save
138HR_PA_310 Personnel Administration Actions - V12
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
Use ZHR_PAR to print 2 copies of the PAR
• Obtain authorization signatures• Attach necessary paperwork • Send to HR Compensation
139HR_PA_310 Personnel Administration Actions - V12
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
140HR_PA_310 Personnel Administration Actions - V12
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
6. The infotypes will appear in the correct sequence.
Long Term Disability I
141HR_PA_310 Personnel Administration Actions - V12
Long Term Disability I Infotypes
Infotype What You Do
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
OrganizationalAssignment(0001)
• Press Enter to populate the fields • Press Enter through the system message• Click on Save
142HR_PA_310 Personnel Administration Actions - V12
Long Term Disability I InfotypesInfotype What You Do
Planned Working Time(0007)
• 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
Use ZHR_PAR to print 2 copies of the PAR
• Obtain authorization signatures• Attach necessary paperwork • Send to HR Compensation
143HR_PA_310 Personnel Administration Actions - V12
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.
Unit 4 SummaryAny questions related to:
• Position Change
• Position Update
• Change in Status
• FTE Change
• Long Term Disability I & II
144HR_PA_310 Personnel Administration Actions - V12
145HR_PA_310 Personnel Administration Actions - V12
Unit 5
Leave of Absence
146HR_PA_310 Personnel Administration Actions - V12
Unit 5 Topics
• LOA Without Pay
• Return from Leave Without Pay
• LOA With Pay
• Return from Leave With Pay
147HR_PA_310 Personnel Administration Actions - V12
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.
148HR_PA_310 Personnel Administration Actions - V12
1. Enter the Person ID or use the Possible Entries icon to find the employee
2. Press Enter
3. Enter the Start date (the date the Leave begins)
4. Select LOA Without Pay
5. Click Execute
6. The infotypes will appear in the correct sequence.
LOA Without Pay – PA40
149HR_PA_310 Personnel Administration Actions - V12
LOA Without Pay Infotypes
Infotype What You Do
Actions(0000)
• Select the Reason for Action
• Press Enter• Press Enter through the system message
• Click on Save
Organizational Assignment(0001)
• Presented in Display mode• Review the data and click on the Next Record icon
150HR_PA_310 Personnel Administration Actions - V12
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
Use ZHR_PAR to print 2 copies of the PAR
• Obtain authorization signatures• Attach necessary paperwork • Send to HR Compensation
151HR_PA_310 Personnel Administration Actions - V12
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.
152HR_PA_310 Personnel Administration Actions - V12
1. Enter the Person ID or use the Possible Entries icon to find the employee
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
6. The infotypes will appear in the correct sequence.
Return From Leave Without Pay – PA40
153HR_PA_310 Personnel Administration Actions - V12
Return From Leave Without Pay Infotypes
Infotype What You Do
Actions(0000)
• Select the Reason for Action
• Press Enter• Press Enter through the system message
• Click on Save
Organizational Assignment(0001)
• Verify the data and click on the Next Record icon
Planned Working Time(0007)
•Verify the data and click on the Next Record icon
154HR_PA_310 Personnel Administration Actions - V12
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
Use ZHR_PAR to print 2 copies of the PAR
• Obtain authorization signatures• Attach necessary paperwork • Send to HR Compensation
155HR_PA_310 Personnel Administration Actions - V12
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
156HR_PA_310 Personnel Administration Actions - V12
1. Enter the Person ID or use the Possible Entries icon to find the employee
2. Press Enter to populate the employee fields
3. Enter the Start Date (date the leave begins)
4. Select LOA With Pay
5. Click Execute
6. The infotypes will appear in the correct sequence.
LOA With Pay – PA40
157HR_PA_310 Personnel Administration Actions - V12
LOA With Pay Infotypes
Infotype What You Do
Actions(0000)
• Select the Reason for Action
•Press Enter•Press Enter through the system message
• Click on Save
Organizational Assignment(0001)
• Verify the data and click on the Next Record icon
158HR_PA_310 Personnel Administration Actions - V12
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
2) Press Enter to populate the new Annual Salary
3) 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
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.
159HR_PA_310 Personnel Administration Actions - V12
160HR_PA_310 Personnel Administration Actions - V12
This is used to return a UK employee from leave with pay.
1. Enter the Person ID or use the Possible Entries icon to find the employee
2. Press Enter to populate the employee fields
3. Enter the Start date (date the employee returns)
4. Select Return From Leave With Pay
5. Click Execute
6. The infotypes will appear in the correct sequence.
Return From Leave With Pay – PA40
161HR_PA_310 Personnel Administration Actions - V12
Return from Leave With Pay Infotypes
Infotype What You Do
Actions(0000)
• Select the Reason for Action
• Press Enter through the system message
• Click on Save
Organizational Assignment(0001)
• Verify data and then click on Next Record
Planned Working Time(0007)
• Verify data and then click on Next Record
162HR_PA_310 Personnel Administration Actions - V12
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
2) Press Enter to populate the new Annual Salary
3) 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
163HR_PA_310 Personnel Administration Actions - V12
Exercises 5.1, 5.2
Go to the Exercise Guide
Unit 5 SummaryAny questions related to:
• LOA Without Pay
• Return from Leave Without Pay
• LOA With Pay
• Return from Leave With Pay
164HR_PA_310 Personnel Administration Actions - V12
165HR_PA_310 Personnel Administration Actions - V12
Unit 6
Change in Base Pay
166HR_PA_310 Personnel Administration Actions - V12
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
167HR_PA_310 Personnel Administration Actions - V12
1. Enter the Person ID or use the Possible Entries icon to find the employee
2. Press Enter to populate the employee fields
3. Enter the Start date (date the new pay rate takes effect)
4. Select Change in Base Pay
5. Click Execute
6. The infotypes will appear in the correct sequence.
Change in Base Pay – PA40
168HR_PA_310 Personnel Administration Actions - V12
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
Use ZHR_PAR to print 2 copies of the PAR
• Obtain authorization signatures• Attach necessary paperwork • Send to HR Compensation
Unit 6 SummaryAny questions related to:
• Change in Base Pay
169HR_PA_310 Personnel Administration Actions - V12
170HR_PA_310 Personnel Administration Actions - V12
Unit 7
WorkersCompensation
171HR_PA_310 Personnel Administration Actions - V12
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.
172HR_PA_310 Personnel Administration Actions - V12
Workers Compensation – PA40
1. Enter the Person ID or use the Possible Entries icon to find the employee
2. Press Enter to populate the employee fields
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
6. The infotypes will appear in the correct sequence.
173HR_PA_310 Personnel Administration Actions - V12
Workers Compensation Infotypes
Infotype What You Do
Actions(0000)
• Select the Reason for Action
• Press Enter• Click on Save
Organizational Assignment(0001)
• Verify the data• Click on Next Record
Planned Working Time(0007)
• Press Enter and verify the data• Click on Save
174HR_PA_310 Personnel Administration Actions - V12
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
Use ZHR_PAR to print 2 copies of the PAR
• Obtain authorization signatures• Attach necessary paperwork • Send to HR Compensation
175HR_PA_310 Personnel Administration Actions - V12
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!
Unit 7 SummaryAny questions related to:
• Workers Compensation
176HR_PA_310 Personnel Administration Actions - V12
177HR_PA_310 Personnel Administration Actions - V12
Unit 8
Separation & Retirement
178HR_PA_310 Personnel Administration Actions - V12
Unit 8 Topics
• Separation
• Retirement
• Retiree Rehire
• Retiree Set Back to Inactive
179HR_PA_310 Personnel Administration Actions - V12
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.
180HR_PA_310 Personnel Administration Actions - V12
1. Enter the Person ID or use the Possible Entries icon to find the employee
2. Press Enter to populate the employee fields
3. Enter the Start date (the day AFTER the last day worked)
4. Select the Separation action
5. Click Execute
6. The infotypes will appear in the correct sequence.
Separation – PA40
• Actions (0000) Select the Reason for Action
Press Enter through the system message
Click on Save
181HR_PA_310 Personnel Administration Actions - V12
Separation Infotypes
182HR_PA_310 Personnel Administration Actions - V12
Separation Infotypes
• Organizational Assignment (0001) Verify that the position number has defaulted to
99999999
Press Enter
Click on Save
183HR_PA_310 Personnel Administration Actions - V12
Separation Infotypes
• 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
184HR_PA_310 Personnel Administration Actions - V12
Exercise 8.1
Go to the Exercise Guide
185HR_PA_310 Personnel Administration Actions - V12
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.
186HR_PA_310 Personnel Administration Actions - V12
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
187HR_PA_310 Personnel Administration Actions - V12
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.
188HR_PA_310 Personnel Administration Actions - V12
Retiree Rehire – PA40
1. Enter the Person ID or use the Possible Entries icon to find the employee
2. Press Enter to populate the employee fields
3. Enter the Start date
4. Select Retiree Rehire action
5. Click Execute
6. The infotypes will appear in the correct sequence.
189HR_PA_310 Personnel Administration Actions - V12
Retiree Rehire Infotypes
Infotype What You Do
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
Organizational Assignment(0001)
• Verify the data• Click on Save
190HR_PA_310 Personnel Administration Actions - V12
Retiree Rehire Infotypes
Infotype What You Do
Addresses(0006)
• Verify the data• If no changes, click on Next Record• If you make changes, click on Save
Planned Working Time(0007)
• 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)
• Verify the data• Click on Save
191HR_PA_310 Personnel Administration Actions - V12
Retiree Rehire InfotypesInfotype What You Do
Additional Personal Data(0077)
• Verify data• If no changes are needed, click on Next Record • If you make changes, 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
192HR_PA_310 Personnel Administration Actions - V12
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.
Unit 8 SummaryAny questions related to:
• Separation
• Retirement
• Retiree Rehire
• Retiree Set Back to Inactive
193HR_PA_310 Personnel Administration Actions - V12
194HR_PA_310 Personnel Administration Actions - V12
Help Resources
195HR_PA_310 Personnel Administration Actions - V12
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.
196HR_PA_310 Personnel Administration Actions - V12
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
197HR_PA_310 Personnel Administration Actions - V12
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.
198HR_PA_310 Personnel Administration Actions - V12
This is the screen that will appear should a user try
to access the Training Sandbox during the
refresh process.
199HR_PA_310 Personnel Administration Actions - V12
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