ConceptsofPersonnelActions-SherylEdits

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OnePurdue

HR Personnel Administration Concepts

Overview of the Personnel

Administration Modules

Version 1April 21, 2006


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OVERVIEW OF PERSONNEL ADMINISTRATION................................................................................................3

PERSONNEL ADMINISTRATION CONCEPTS.......................................................................................................3

INFOTYPES..................................................................................................................................................................3

ACTIONS.....................................................................................................................................................................3

EMPLOYMENT STATUS...............................................................................................................................................4

EFFECTIVE DATES......................................................................................................................................................5UNIQUE IDENTIFIERSFOREMPLOYEES.......................................................................................................................5

MONITORINGOF DATES.............................................................................................................................................6

DATE SPECIFICATIONS................................................................................................................................................6ADDRESSES.................................................................................................................................................................6

PROCESSING PERSONNEL ACTIONS....................................................................................................................6

CONCURRENT EMPLOYMENT................................................................................................................................8

PRIMARY APPOINTMENT.............................................................................................................................................8

PAYROLL AREA..........................................................................................................................................................9

PERSONNEL ADMINISTRATION ROLES...............................................................................................................9

HR PROCESSORROLE.................................................................................................................................................9

HR ADMINISTRATORROLE.......................................................................................................................................9HR DEPARTMENTAL PROCESSOR...............................................................................................................................9

QUICKHIRE PROCESSOR............................................................................................................................................9

COST DISTRIBUTION ADMINISTRATOR.....................................................................................................................10

AAO ADMINISTRATOR.............................................................................................................................................10

HR DEPARTMENT APPROVER...................................................................................................................................10

HR COLLEGE APPROVER..........................................................................................................................................10

HRS APPROVER........................................................................................................................................................10

HR EXECUTIVE APPROVER......................................................................................................................................10QUERY RUNNER.......................................................................................................................................................10

QUERY WRITER........................................................................................................................................................10

DATA LINKS...............................................................................................................................................................10

APPENDIX A - PRIMARY APPOINTMENT...........................................................................................................12

APPENDIX B - PAYROLL AREA.............................................................................................................................13

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Overview of Personnel AdministrationThe Personnel Administration module of the new system is designed to maintain data aboutPersons. Persons are objects that hold positions within the organizational structure; therefore,

person objects are also known as employees.

Employee data may be maintained by processing personnel actions. The personnel actions arerelated to activities in an employee life cycle. Actions include hire, transfer, change in pay,

position reclassification, leave of absence, separation, etc.

Personnel Administration Concepts

Infotypes

In the new system, all employee

master data is stored on infotypes or

screens. Human Resource infotypesare logical groupings of data fields

that are usually entered at one time.

To the right is an example of

Infotype 0000, Actions. This is the

first data entry screen that isdisplayed when a user creates a new

hire in the system.

To learn more about infotypes andthe data collected through the

infotypes, please review the Data

Links section of this document.

Actions

To process a personnel action, the user must record all required data in the system. To facilitate

the data entry process, infotypes are linked together, forming an action.

Each action in the OnePurdue system is associated with a reason code. The actions and reason

codes track employee life cycle activities and provides data for analysis and reporting.

Each action is also associated with an employment status. To learn more about this topic, please

review the section of the document titled Employment Status.

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Examples of actions defined in the new system include the following:

1. New Hire

2. Quick Hire3. Rehire

4. Add Additional Appointment

5. New Hire non-pay6. Transfer

7. Change in Pay

8. Leave of Absence - Paid9. Leave of Absence - Unpaid

10. Separation

The actions created in the new system were a result of analyzing the many human resourceprocesses and determining the needed data to complete each process. The above list is only a

partial list of the actions that have been defined in the new system.

Employment StatusWhenever a personnel action is processed, an employment status code is automatically assigned

by the system. The table below contains the valid codes and descriptions for each status.

Employment

Status Code

Employment

Status

Description

Personnel

Action

Associated

with Status

Processing Impact

0 Withdrawn Separation

Employee does not run through time

processing (no accruals) or payroll.Deductions do not go into arrears.

1 Inactive LOA Unpaid

Employee does not run through timeprocessing (no accruals). Employee runsthrough payroll but does not receive basic

pay. Deductions go into arrears if not

prepaid.

2 Retiree N/A Purdue will not use this status.

3 Active

New Hire,

Transfer,

Change inPay, etc.

Employee runs through all normal processing

of time and payroll. Deductions go into

arrears if paycheck is not adequate to cover allamounts.

It is important to note that the new system will notallow two transactions to be processed in thesame day for the same employee with two different employment statuses. For instance, it is not

possible to hire an employee (active status) and separate the employee (withdrawn status) on the

same day.

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Below is a screen shot of the Employment Status field. It can be found on Infotype 0000,

Actions.

Effective Dates

The new OnePurdue system is date sensitive. When an action is processed, the user will need to

carefully enter the appropriate effective date for the transaction. After the user sets the initialeffective date for the transaction, all infotypes contained in the action will inherit the effective

dates.

To the left is a picture of the effective date

field. The effective date of the transaction

will be entered in the Start field. The enddate will automatically default to 12/31/9999.

Many system errors are created due to issues with effective dates for various objects in SAP. It

is critical that the user validate the dates being stored on each infotype to ensure data integrityand avoid errors.

Unique Identifiers for Employees

In the new system, there are multiple fields that can be used to identify employees and theirpositions. Following is a description of the identifiers that will be stored in the OnePurduesystem.

Person ID - The Person ID is an eight character number that is assigned by the system at the

time the person master data is established. Each person will have a unique Person ID. The

Person ID will be identical to the Personnel Number of the first position held by theemployee. If an employee transfers to another assignment, the Person ID will not change. If

an individual leaves the university and is later rehired, the original Person ID will be retained

for the employee. Personnel Number (PERNR) - A unique Personnel Number is assigned to each assignment

held by the employee. If an employee transfers to another assignment, the PERNR doesnt

change. PUID - This University established number will be stored in the OnePurdue system. It may

be used to validate an individual. Because the PUID is ten characters in length, the PUID

could not be used as the Person ID without customization of the system. Instead, the PUID

will be stored on infotype 32 and appear in selection lists as additional information to assurea correct match.

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Monitoring of Dates

The OnePurdue system will allow users to plan for future activities related to an employees life

cycle with the University. The user may establish specific dates in the system that will trigger anaction on the predetermined date. For example, a Notice for Provisional period review will be

triggered 90 days after the hire date.

Date Specifications

The Date Specifications infotype may be used to record dates related to certain events in the life

cycle of an employee. The dates stored on the infotype do not trigger an activity but may beused for reporting purposes. For instance, the infotype may be used to record information related

to Original Hire Date, Adjusted Service Date, Benefits Eligibility Date, etc. Various Payroll,

Time and Benefits processes also use these dates in automatic system calculations.

Addresses

The OnePurdue system will allow multiple addresses to be stored for an employee. TheAddresses infotype will store a home mailing address, an office mailing address with building,

and the ability to maintain other office locations. The other office locations will be maintained

by SMAS in an effort to track office space and room assignments.

Processing Personnel ActionsThe implementation of the OnePurdue system will require that all necessary data is gathered and

all approvals granted before an employee can be established in the system. The University will

no longer have the capability to process advance payroll changes.

Each action will require specific infotypes to be completed. As an example, here are the

infotypes required for the New Hire Action:

Infotype Title Data Collected

0000 Actions Assign the employee to a position in an

organizational unit. Validate the defaultedenterprise structure values, change if

necessary to ensure appropriate processing of

pay, time,, and benefits.

0001 Organizational Assignment Validate default funding information and

assign a Time Administrator to the employee.Validate the defaulted payroll area and

change if necessary.0002 Personal Data Enter the employee name, birth date, SSN,

etc.

0712 Main Personnel Assignment Select the main (primary) assignment for theemployee.

0007 Planned Working Time Validate or select the appropriate work schedule for the employee.

0050 Time Recording Infotype Enter the time recording information for Non

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Exempt staff only. Staff will need to enter

their PERNER.

0008 Basic Pay Establish the Capacity Utilization Level

(FTE), Annual Salary, Period Pay, and WageType assignments for the employee.

0009 Bank Details Defaulted information. The processor mayestablish the bank details on behalf of the

employee or the employee may update their

own bank details through Employee SelfService.

0017 Travel Privileges Defaulted information

0019 Monitoring of Dates Defaulted information

0041 Date Specifications Record adjusted service or other dates.

0027 Cost Distribution Establish the payroll cost distribution for the

employee.

0094 Residence Status Record Identification and Employment

Verification data.0006 Addresses The processor may establish the address

information on behalf of the employee or the

employee may update their own addressinformation through Employee Self Service.

0207 Residence Tax Area Defaulted information

0208 Work Tax Area Defaulted information

0209 Unemployment State Defaulted information

0210 - Federal Withholding Information Defaulted information. The processor mayestablish the withholding information on

behalf of the employee or the employee may

update their own withholding informationthrough Employee Self Service.

0210 - State Withholding Information Defaulted information. The processor may

establish the withholding information onbehalf of the employee or the employee may

update their own withholding information

through Employee Self Service.

0171 General Benefits Information The processor will validate or select the

appropriate benefit groupings for the

employee.

0378 Benefits Adjustment Reason Defaulted information

Because more information will be required initially, the processing staff will need to understand

a broad range of information related to human resource transactions.

To learn more about the infotypes required for each personnel action, please review the

information found in the Data Links section of this document.

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Concurrent EmploymentWhen an employee holds multiple positions at the University, the employee is considered to beconcurrently employed.

Examples of Concurrent Employment Employees holding multiple paying positions (ex: multiple Faculty positions). Employees holding multiple paying and non-paying positions (ex: A Faculty position and a

Courtesy position). Employees holding a combination of benefits eligible and non-benefits eligible positions (ex:

50% A/P and 50% Limited Term Lecturer).

Employees holding a combination of regular and temporary positions (ex: an

Admin/Professional position and a temporary Usher position).

Examples of Non-Concurrent Employment

Employees with Call Back Pay Employees with Unit Rates

Employees with a Shift Differential Employees with an Overload Payment

The OnePurdue system will allow employees to hold multiple positions at varying rates of pay.

The system will produce only one paycheck for these employees and merge their earnings for tax

reporting purposes.

While the system will merge the pay for the employee, the system will not allow certain other

types of processing to happen. For example, employees who hold multiple positions mustreceive all of their pay in one pay area.

Concurrently employed staff must be processed very deliberately in the new system. Because ofthe many complexities related to processing pay, time, and benefits for multiple assignments

held by one employee, processors of data must thoroughly understand all the impacts related to

concurrent employment. To learn more about concurrent employment, please review the Data

Links section of this document.

Primary Appointment

All employees must have a primary appointment (or main assignment) established in the new

system. For employees holding multiple appointments, the assignment of a primary appointment

will be especially critical. The primary appointment will be the assignment where theemployees benefits are stored. When the employee logs into the Employee Self Service system,

they will be able to update their personal information and benefits information based on theirprimary appointment.

To learn more about the selection of a primary appointment for concurrently employed staff,

please see Appendix A of this document.

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Payroll Area

In the new system, each employee may be paid in only one payroll area. The payroll area

assigned to the employee defines the specific dates for which the payroll runs, the earliest payrollperiod for which retroactive accounting is possible, and the periods for which the payroll runs.

In the new system, the following payroll areas have been established:

1. FY (Fiscal Year)

2. AY (Academic Year)

3. BW (Biweekly)

4. NP (Non Pay)

For concurrently employed staff, the selection of an appropriate payroll area is critical. To learn

more about the selection process for payroll areas, please see Appendix B of this document.

Personnel Administration RolesARole grants authorization to process specific transactions in the OnePurdue system. All roleswill be stored on positions. All employees who hold positions that carry the role will inherit the

authorization to process the specified transactions. One or multiple positions can carry the same

role. Also, one position can carry multiple roles.

The following roles have been established to manage Personnel Administration transactions:

HR Processor Role

The HR Processor role will have capabilities to display, create, change, or delete data for allPersonnel Actions. This role will have some reporting capability. Selected positions in HRShared Service organizations will hold this role.

HR Administrator Role

The HR Administrator role will have capabilities to display, create, change, or delete data for all

Personnel Actions. This role will have enhanced reporting capability and will ensure that all

transactions processed in the Shared Service organization are appropriately approved andaccurate. Selected positions in HR Shared Service organizations will hold this role.

HR Departmental Processor

The HR Departmental Processor role will have capabilities to display data for selected PersonnelActions. This role will have some reporting capability and will be mainly used to inquire into

the system. Selected positions in departmental business offices and other areas will hold thisrole.

Quick Hire Processor

The Quick Hire Processor role will have capabilities to display, create, change, or delete data for

the Quick Hire personnel action only. This action may be used specifically to establish

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undergraduate and graduate student appointments. Selected positions in departmental business

offices will hold this role.

Cost Distribution Administrator

The Cost Distribution Administrator role will have capabilities to display, create, change, or

delete specific data for Infotype 0027 - Cost Distribution only. This action may be usedspecifically to establish cost distribution for employees salary expenses. Selected positions in

departmental business offices will hold this role.

AAO Administrator

The AAO Administrator role will have capabilities to display, create, change, or delete data forInfotype 0077 - Additional Personal Data. This action may be used specifically for AAP

monitoring and reporting. Selected positions in the Affirmative Action Office will hold this role.

HR Department Approver

The HR Department Approver role will provide capabilities to trigger workflow routing for

Personnel Actions. Selected positions in departmental business offices will hold this role.

HR College Approver

The HR College Approver role will provide capabilities to trigger workflow routing forPersonnel Actions. Selected positions in college business offices will hold this role.

HRS Approver

The HRS Approver role will provide capabilities to trigger workflow routing for Personnel

Actions. Selected positions in Human Resource Services will hold this role.

HR Executive ApproverThe HR Executive Approver role will provide final approval for all Personnel Actions requiringexecutive approval. Selected executive positions will hold this role.

Query Runner

The Query Runner role will authorize the holder to process standard queries against the R3

database. Selected positions only will hold this role.

Query Writer

The Query Writer role will authorize the holder to create and process ad hoc queries against the

R3 database. Selected positions only will hold this role.

Data LinksThe HR OnePurdue team will continue to keep information about concepts, data values and

general education for the OnePurdue HR product at the following Web page:http://www.purdue.edu/onepurdue/resources/onepurdue_hr_concepts_education_datalinks.shtml

You will find:

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http://www.purdue.edu/onepurdue/resources/onepurdue_hr_concepts_education_datalinks.shtmlhttp://www.purdue.edu/onepurdue/resources/onepurdue_hr_concepts_education_datalinks.shtml


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Organization Unit Master List

Job Master List

Infotype ListInfotype Subtypes

Infotypes in Actions

ActionsAction Codes

Action Reason Codes

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Appendix A - Primary Appointment

Primary Appointment in SAP

BackgroundPrimary position in SAP indicates the position where the employees benefits will be stored.This is important for an employees Benefits open enrollment process. The employee will need

to know their primary position to participate in the open enrollment process.

In our current legacy systems, we have a home department field. The SAP primary positionshould not be confused with the home department. Today, home department can be used in the

following ways:

1. The home department indicates the department where the paycheck will be delivered. In

SAP, we will have delivery codes to determine where the paycheck should be delivered.

2. The home department is sometimes used to indicate the department where the salaryanalysis occurs during the annual budget process. Per the Budget Construction team,

they will no longer need a field similar to home department to determine where the

salary analysis occurs. Budget users will set the analysis flag to the appropriate

department during the budget construction process.

Decision ProcessWhen an employee holds multiple positions, it is necessary to determine the position where the

benefits will be stored.

The general rules for determining the primary position are as follows:

1. If all positions are non-benefits eligible, the first position held by the employee will beconsidered primary.

2. If all positions are benefits eligible and at least one is exempt, the exempt position will be

considered primary. This will be consistent with our practice of granting the highest

level of benefits available to the employee.3. If all positions are benefits eligible and have a consistent exemption status (either all

exempt or all non-exempt), the first position held by the employee will be considered

primary.

Primary Position Decision Chart - TBD

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Appendix B - Payroll Area

Pay Area Decisions in SAP

BackgroundPurdue will establish four payroll areas for implementation of the new system. Pay areas are asfollows:

Biweekly (BW): This pay area will process payrolls on a biweekly basis. In general, this

pay area will be used for positive pay (or non-exempt) staff.

Fiscal Year (FY): This pay area will process payrolls at the end of each month for the

entire fiscal year. In general, this pay are will be used for negative pay (exempt) staffpaid on the fiscal year calendar.

Academic Year (AY): This pay area will process payrolls at the end of each month for theacademic year only. In general, this pay area will be used for negative pay (exempt) staff

paid on the academic year calendar.

Non Pay (NP): This pay area will not process payrolls. In general, this pay area will beused for staff who do not receive pay.

As employees are assigned to positions, the enterprise structure values stored on the position willdefault the appropriate pay area. An employee will inherit the defaulted pay area unless the HR

Processor overrides the pay area.

In SAP, an employee can be paid in only one pay area. For staff with concurrent employment,the pay area selected for the employee must be consistent across all appointments held by the

employee. A decision process must be developed to ensure consistent pay area processing whenan employee holds multiple positions that are normally paid on varying pay areas.

Decision ProcessReview the benefits eligibility and exemption status for all positions held by the employee. Use

the attached chart to determine the appropriate pay area.

General Rules1. Any employee holding a non-exempt/benefits eligible position with any other type of

position will always be paid on the Biweekly pay area. This means that all other

positions must be reclassified as non-exempt with an hourly rate to facilitate payment on

the biweekly pay area.

Change Issue: Today, employees may receive their pay on both the biweekly and

monthly payrolls. In the future, employees holding any combination of a Non-

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Exempt/Benefits eligible position with a monthly position will have their pay moved

100% to the biweekly cycle. Their previously exempt position will now be subject to

hourly time entry and overtime. Employee impact & Department impact.

2. Any employee holding an academic year exempt appointment with a fiscal year exemptappointment will need to be paid on the Academic pay area.

Change Issue: Departments will need to understand this concept.

3. Any employee holding an exempt appointment with a non-benefits eligible/non-exempt

appointment will need to be paid on the monthly or academic pay area.

Change Issue: Today, employees may receive their pay on both the biweekly and

monthly payrolls. In the future, any employee holding an exempt appointment with a

temporary hourly appointment will receive 100% of their pay on the monthly or

academic pay area. Employee impact & Department impact.

Access to Pay Area Decision Chart - TDB

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