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Maintain Employee Name or Social Security Number · Web viewResult You have updated an employee’s...
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Work Instruction Functional Area: Personnel Administration Maintain Employee Name or Social Security Number Purpose Use this procedure to change an Employee’s name and/or Social Security Number. Trigger Perform this procedure when a change to an employee’s name and/or social security number is necessary. This is usually initiated by the employee. Prerequisites An employee must exist in the system. Menu Path Use the following menu path to begin this transaction: Select Human Resources Personnel Management Administration HR Master Data Maintain to go to the Maintain HR Master Data(UC Basic Personnel Data tab) screen. Transaction Code PA30 Business Process Information This transaction is used when an employee has a name change or a correction to a name, or a social security number change or correction to the social security number. This information is usually initiated by the employee, or a department may submit this information on behalf of the employee. Helpful Hints The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C). On certain screens you may have to scroll to view some data entry fields. There are various system warning messages that may appear depending on the employee being processed. Review the messages and click to acknowledge and bypass the messages.
Transcript of Maintain Employee Name or Social Security Number · Web viewResult You have updated an employee’s...
Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
Purpose
Use this procedure to change an Employee’s name and/or Social Security Number.
Trigger
Perform this procedure when a change to an employee’s name and/or social security number is necessary. This is usually initiated by the employee.
Prerequisites
An employee must exist in the system.
Menu Path
Use the following menu path to begin this transaction:
Select Human Resources Personnel Management Administration HR Master Data Maintain to go to the Maintain HR Master Data(UC Basic Personnel Data tab) screen.
Transaction Code
PA30
Business Process Information
This transaction is used when an employee has a name change or a correction to a name, or a social security number change or correction to the social security number. This information is usually initiated by the employee, or a department may submit this information on behalf of the employee.
Helpful Hints
The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
On certain screens you may have to scroll to view some data entry fields. There are various system warning messages that may appear depending on the employee
being processed. Review the messages and click to acknowledge and bypass the messages.
Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
Procedure
1. Start the transaction using the menu path or transaction code.
Maintain HR Master Data (UC Basic Personnel Data tab)
2. As required, complete/review the following fields:
Field R/O/C Description
Person ID Required Unique Employee Identification number
Example:10000311
3.Click .
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Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
Maintain HR Master Data (UC Basic Personnel Data tab) (2)
4. Perform one of the following:If The Then
Pers.Assgn field is white (open for input)
1. Click the drop-down icon to view the employee’s personnel assignments.
2. Select the personnel assignment to be processed.
Pers.Assgn field is grayed out (display only) --
The employee’s information is now displayed on the screen. Infotypes created for the
employee have a displayed to the right of the Infotype text field.
You can click the Personnel Assignment Overview icon to display all of the personnel assignments associated with this employee.
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Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
5. Perform one of the following:If You Go ToKnow the infotype number or name Step 6Do not know the infortype number or name Step 8
6. As required, complete/review the following fields:
Field R/O/C Description
Infotype Required Screen(s) in SAP HR that store HR data; Identified by a name and four-digit number
Example:0002
You can also enter the name of the infotype (Personal Data).
7. Go to Step 9.
8.Click to the left of Personal Data.
9. Perform one of the following:If You Need To Then Go ToUpdate an Employee’s name and/or Social Security Number Click . Step 10
Correct an Employee’s name and/or Social Security Number that was entered incorrectly
Click . Step 14
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Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
Copy Personal Data (0002)
10. As required, complete/review the following fields:
Field R/O/C Description
Start Required Date and/or time when operation commences
Example:01/12/2006
Last name Optional Last name
Example:Spears
Birth name Optional Description of the Birth name.
Example:Sue
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Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
Field R/O/C Description
First name Optional First name of the person
Example:Cindy
Middle name Optional Middle name used by the employeeExample:Ann
Suffix Optional Title following an employee's last name, such as Jr., Sr.Example:
Use the drop-down menu to select the appropriate suffix.
SSN Optional A number given to an individual by the U.S. government program financed by employer and employee payments that provides retirement insurance, disability benefits, and unemployment compensation
Example:333-29-1829
If the employee had a temporary Social Security Number, for example, 999-99-9999, and receives a permanent Social Security Number, change the SSN field to show the permanent number.
Enter the permanent Social Security Number in the SSN field.
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Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
Field R/O/C Description
UniverSIS ID Conditional ID used in UniverSIS (Computerized system that consolidates all UC student databases and streamlines record-keeping and student support operations)Example:111222
When an employee has a temporary Social Security Number, enter the temporary number in the Universys ID field. In the SSN field change the temporary number (000-xx-xxxx) to a number beginning with (999-xx-xxxx).
Delete the number that defaults in the Universys ID field once you enter the permanent Social Security Number.
11.Click .
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Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
Copy Personal Data (0002) (2)
12.Click .
The system displays the message, “Save your entries.”
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Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
Maintain HR Master Data (UC Basic Personnel Data tab) (3)
13. Go to Step 17.
The system displays the message, “Record created”.
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Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
Change Personal Data (0002)
14. As required, complete/review the following fields:
Field R/O/C Description
Start Required Date and/or time when operation commences
Example:01/12/2006
Last name Optional Last name
Example:Johnson
The name is updated due to a typing error.
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Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
Field R/O/C Description
Birth name Optional Description of the Birth name.
Example:Sue
First name Optional First name of the person
Example:Cindy
Middle name Optional Middle name used by the employeeExample:Ann
Suffix Optional Title following an employee's last name, such as Jr., Sr.Example:
Use the drop-down menu to select the appropriate suffix.
SSN Optional A number given to an individual by the U.S. government program financed by employer and employee payments that provides retirement insurance, disability benefits, and unemployment compensation
Example:333-29-1829
Do not make any updates to the SSN field using the change icon.
UniverSIS ID Conditional ID used in UniverSIS (Computerized system that consolidates all UC student databases and streamlines record-keeping and student support operations)Example:111222
Do not make any updates to the Universys ID field using the change icon.
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Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
15.Click .
Change Personal Data (0002) (2)
16.Click .
The system displays the message, “Save your entries.”
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Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
Maintain HR Master Data (UC Basic Personnel Data tab) (4)
17.Click until you return to the SAP Easy Access screen.
The system displays the message, “Record changed.”
18. You have completed this transaction.
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Work InstructionFunctional Area: Personnel Administration
Maintain Employee Name or Social Security Number
Result
You have updated an employee’s name or social security number.
Comments
None
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