Purpose
The purpose of this Business Process Procedure is to explain how to process a New Hire Action in the Integrated HR-Payroll System.
Trigger
There is a need to process a New Hire Action for one of the reasons listed in the Business Process Procedure Overview section.
Business Process Procedure Overview
A New Hire action needs to be initiated when a Supervisor/Manager notifies HR of the initial employment of an individual to a position. This New Hire action form will be completed and submitted via workflow and will be assigned a PCR number (personnel change request number). This PCR will proceed through the workflow approval levels as defined by the business process, and when complete, will come back to the Initiator's inbox for processing. The Initiator will open the approved New Hire PCR request, process the New Hire action, and when completed with all infotypes, click Complete on the PCR request.
As the initiator, you will use the Employee Request Form to create a New Hire Action workflow request for an employee. You will review the workflow item and use the standard workflow functions as appropriate to:
- View the workflow log
- View the workflow tracker
- View the workflow header
- View the priority classification
Once the PCR request has been approved, the initiator/requestor will process the New Hire action, which begins from the approved PCR item in the SAP inbox.
The new hire action is executed after several steps have been completed and appropriate authorization has been received. When a vacancy of an existing position has occurred or a new position has been approved and established by the State and the vacancy has been posted in accordance with state policy, interviews with all qualified candidates will be completed. The State then completes and approves a recommendation package. The candidate receives and accepts an offer. The HR Administrator gathers the necessary employee data (from employee application and other documents gathered such as Employee Name, Work Schedule, Salary, Position Number, and Effective Date) and initiates the New Hire Action Personnel Change Request (PCR) form within workflow using transaction ZPAA076.
The New Hire action is used to generate a Personnel No and HR Master Data for:
- A new employee who has not worked for the State of North Carolina. In this situation the Reason for Action is 01 – New Hire.
- Perform the New Hire Action when an ‘Approved Recommendation Package’ is received from the department to hire a person.
Note: There is an additional reason for New Hire, 02 National Guard. This reason will be addressed in a separate Job Aid, since there are less infotypes available for this reason.
Procedure
There are 19 steps to complete this process.
Step 1. From the SAP Easy Access page, select transaction code ZPAA076.
Step 2. On the Employee Action Request screen, complete the Last 4 digits (SSN) field. This is the last four digits of the new hire’s social security number.
Step 3. Complete the First and Last fields with the new hire’s first and last name.
Step 4. Select the matchcode in the Action Type field and double click New Hire from the list.
Step 5. Select the matchcode in the Reason field and double click the appropriate reason for the New Hire action.
Note: Leave the Existing PCR No. field blank if you are creating a new PCR.
Step 6. Select Enter on the keyboard and choose the Create button.
Step 7. OSC recommends entering the EE Position number in first, so the Personnel Area, Personnel Subarea, Employee Group, Employee Subgroup and Pay information pre-populate based on the position number entered. If you do not enter the position number first, the pre-population of data based on the position number may not work properly.
Complete the EE Position field and choose Enter on the keyboard.
Step 8. Update the EE Subgrp field if needed and choose Enter on the keyboard.
Step 9. Enter the salary information in the Annual Salary field.
Make sure the Level field represents the level associated with the range of the salary. Choose the matchcode to find the correct level.
Note: Update the following field (only if hiring a Temporary employee):
- Pay Scale Area
- A pay scale area is a special area in which a collective agreement is valid.
- Hourly salary is used only for Temporary employees. You will need to change the Pay Scale Area to Hourly if using this field.
- Hourly Salary
- The hourly rate
Step 10. Choose Enter on the keyboard and Save.
Tip: Click Enter after entering the Salary or Hourly rate, and additional fields will be validated and pre-populated.
Step 11. You can save this information as many times as you like. Each time you will receive a confirmation of the save. Choose the green check in the bottom right of the pop-up.
Note: You will not be able to create a note attachment until you have saved it at least once. If you have submitted the PCR to workflow already, you will not be able to change the details, nor save any new information, only display the existing details.
Step 12. Select the Services for Object button in the upper right corner.
Step 13. Hover over Create and choose Create note from the drop-down menu.
Step 14. Update the Title of note field and the body of the note.
The note is a required part of the request creation process. Notes entered during PA workflow must follow OSHR’s action notes template: PA Action Notes Template
Choose the green check button in bottom right of note pop-up.
Step 15. Choose Save.
Step 16. Select the green check button in bottom right of Information pop-up.
Step 17. Choose the Initiate WF button.
Select the Initiate Workflow button to send the Reinstatement Action through the approval process. No changes can be made after the PCR has been submitted for approval, unless the PCR is rejected at any stage and sent back to you (the initiator/requestor).
Step 18. Select the green check button in bottom right of the Information pop-up.
Step 19. Choose the green Back button.
The New Hire request is complete.
After Workflow Approvals have been received, proceed with the New Hire Action process.
Instructions for Completing the Action
There are 54 steps to complete this process.
Note: These instructions assume you have initiated the New Hire Personnel Change Request (PCR) in workflow, and you have an approved PCR ready to be processed in the system.
Step 1. Choose the SAP Business Workplace button from the SAP Easy Access page.
Step 2. Expand the Inbox using the expand node.
Note: Failure to complete this step could cause some functions to be unavailable on the secondary button ribbon in the subfolders.
Step 3. Select the Workflow subfolder.
Step 4. Access the Environment button on the secondary button ribbon to retrieve a copy of the note. Access PER-57 Copying Notes from the PCR to Infotypes for steps on retrieving the note.
Step 5. Double click the PCR to begin the action.
Step 6. On the Hiring Action screen, complete the SSN field (full social security number with dashes), Date of Birth, and Gender fields.
Note: The last 4 digits of the Social Security number must match the numbers entered when initiating the PCR. If they do not match, the system will notify you that you do not have a valid, approved PCR and will not let you process the New Hire action.
Note: You cannot enter a dummy/temporary social security number. Once infotype 0002 is saved you must contact BEST HR to be maintained.
Step 7. Choose Execute.
Step 8. Enter the effective date in the From field. This must match the effective date used to create the request.
Note: Notice that the Personnel Number has pre-populated here. This is the employee's Personnel Number, generated as a unique number from the Orbit retirement system.
Step 9. Highlight New Hire by selecting the gray box at the beginning of the New Hire row.
Step 10. Choose the Execute button.
Step 11. On Create Actions (0000), choose the Menu button.
Step 12. Hover over Edit and choose Maintain text (F9) from the pop-out menu.
Step 13. On the Text screen, insert your note and choose Save.
Note: If the text screen does not display, try carefully selecting Enter on the keyboard to display the screen.
Step 14. Back on the Create Actions (0000) screen, choose Enter on the keyboard.
Step 15. Some items may turn red and there may be a yellow warning message in the bottom left stating that person and position have different employee groups/subgroups. This is expected behavior.
Choose Save.
Step 16. On the Create Personal Data screen, use the drop-down to update the Marital status field.
Step 17. Enter and Save.
Step 18. On Create Organizational Assignment (0001), select Enter on the keyboard and Save.
Step 19. On the Delimit Vacancy pop-up, select Yes in the bottom right.
Step 20. On Create Date Specifications (0041), choose Enter on the keyboard and Save.
Step 21. On Create Related Experience (9822), update Related Work Experience and Related Education as needed. Enter and Save.
Step 22. On Create Addresses (0006), update the Permanent residence information including the Telephone Number field.
Step 23. Enter and Save.
Step 24. Accept the defaulted information on Create Residence Tax Area (0207). Enter and Save.
Step 25. Accept the defaulted information on Create Work Tax Area (0208).
The Predominant Tax Area field is used only for employees who work in and are taxed by multiple locations within Pennsylvania. This field will default to No and should not be altered.
Enter and Save.
Step 26. Accept the defaulted information on Create Unemployment State (0209). Enter and Save.
Step 27. On Create Withholding Info W4/W5 US (210), it is best practice is to enter any data as appropriate from the withholding form, review all data, and click Enter to allow the system to validate the data.
The default will be 03/Single or Married Filing Separately for the Filing Status field.
Employees with ESS (Employee Self-Service) access will be able to update their Withholding Information W4 via ESS.
Once updated, Enter and Save.
Step 28. On the next Create Withholding Info W4/W5 US (0210) screen, it is best practice is to enter any data as appropriate from the withholding form, review all data, and click Enter to allow the system to validate the data.
The default will be 01/Single or Married Filing Separately for the Filing Status field.
Once updated, Enter and Save.
Step 29. Update Create Addresses (0006) with Emergency contact information.
Enter and Save.
Step 30. Update the mailing address information.
Enter and Save.
Step 31. Enter a reminder through the Monitoring of Tasks screen as appropriate.
Insert any notes or comments pertaining to the task. To view these task reminders, you can run the BOBJ Report – B0099 – Employee Deadline Dates. Managers can view for their employees via MSS.
A common task type would be End of probation.
Best Practice: Enter the date to remind the supervisor to review the appointment change (end of probation or other). If no data entry is required, move to the next infotype screen by clicking the Next Screen button.
Enter and Save.
Step 32. Select the appropriate Residence status from the drop-down menu. The only required field is Residence status. The remaining fields are optional.
If a residence type other than Citizen is chosen, an additional screen will display containing infotype 0048 information to enter Residence Status details (such as permission number, expiration date, date of issue, etc.). In this example we have chosen Citizen.
When hiring someone who is a Non-Resident Alien, you will choose non-resident alien on IT0094. IT0048 will come up with US01 or US02 as the choices. When you save IT0094 with the non-resident alien choice, then IT0048 with Subtype US01 will come up. The dynamic action brings up IT0048 subtype US01 first, so if you don't want that one, click the YELLOW arrow past that infotype and IT0048 subtype US02 will come up.
Enter and Save.
Step 33. On the Create Communication (0105) screen, update the Telephone field. This the employee’s first telephone number at work.
Enter and Save.
Step 34. Enter the number of hours this individual will work per week and click Enter to have the system validate the details.
The Work Schedule Rule and Time Mgmt status defaults from the employee's enterprise structure. It is critical that you review for correctness (including the working week) and change the work schedule as appropriate for the employee if it is different from the one that defaults.
If the individual is part-time, be sure to check the Part-time employee box.
The defaulted work schedule is based on information provided by the various agencies and the Integrated HR-Payroll System team members.
Subject employees must be positive time. Employment Percent should always be 100.
Once updated, Enter and Save.
Step 35. On Basic Pay (0008), the pay scale values (pay scale type, pay scale area, pay scale group and level) have been designed to default based on the rules assigned to the employee's position. If the pay scale values do not default, please contact BEST Shared Services or your BEST HR Specialist.
Enter the Reason for the action (in the case of a New Hire there is only 1 reason), and the person's Amount if hourly. Click Enter and the system will validate the salary and provide the hourly rate.
Note: If the person is on an hourly position, enter their HOURLY rate, and the system will calculate their salary.
- Reason - enter or select from the drop-down menu
- Next increase - this field is blank except for the Judicial Branch, which uses it to track the next increase
- Annual Salary - populates from the workflow, verify this field for accuracy
- Amount - will be blank; if the employee is paid hourly instead of annually, enter the hourly amount in the Amount field
- Number/Unit - will be blank
- Unit - will be blank
Note: Employees can be different from the position. For example, the position may be annual salary and the employee may be hourly.
Once updated, Enter and Save.
Step 36. On the Possible subsequent activities pop-up, choose the green check in the bottom right.
Note: This is the Retirement Enrollment for the employee.
Step 37. Double-click Automatic offer.
Step 38. Choose Enroll under Automatic offer.
Step 39. On the Confirmation of Selected Actions pop-up, choose Enroll in the bottom right.
Step 40. On the Enrollment pop-up, select Continue in the bottom right.
Step 41. Back on the Enrollment screen, choose the green Back button.
Step 42. Back on the Possible subsequent activities pop-up, choose the little X in the upper right to close the pop-up.
Step 43. The completion of the Bank Details infotype (IT0009) must be entered for payroll to run on the new employee. If the bank details are not available at the time of the data entry, set up a paper check. It is your responsibility to obtain that information and enter the infotype before the system is closed for payroll processing. Even if you have instructed the employee to enter the data in ESS, you still must follow up with the employee to ensure he or she makes the entry prior to payroll closing. You must obtain high level approval before you can change the field from “direct deposit” to “check.”
Once updated, Enter and Save.
Step 44. On Create Additional Personal Data (0077), update Military status, Disability status, and Ethnic origin fields.
Resources: PER-49 Veteran and Military Status (IT0077)
Once updated, Enter and Save.
Step 45. On the Subtypes for infotype “Education” (1) pop-up, double-click the level of education to document for the new hire.
Step 46. On the Create Education (0022) screen, update the appropriate fields.
Note: The Start and to fields represent the beginning and ending of the time the new hire spent obtaining their education.
Once updated, Enter and Save.
Step 47. Enter a reminder through the Monitoring of Tasks screen as appropriate.
Insert any notes or comments pertaining to the task. To view these task reminders, you can run the BOBJ Report – B0099 – Employee Deadline Dates. Managers can view for their employees via MSS.
A common task type would be End of probation.
Best Practice: Enter the date to remind the supervisor to review the appointment change (end of probation or other). If no data entry is required, move to the next infotype screen by clicking the Next Screen button.
Enter and Save.
Step 48. On the Certification and Licensing pop-up, double-click the certificate or license held by the new hire. This infotype is used when the position requires a specific certificate or license. If this is not needed, simply use the X in the upper right to close the pop-up. If it is needed, once you double-click the certificate/license, it will take you to a screen to enter information.
Step 49. Update the necessary fields on Create Certification and Licensing (0795).
Enter and Save.
Step 50. Create Objects on Loan (0040) can be used to document items loaned to an employee. It is not a required infotype and not all agencies choose to use this method.
Note: If the employee receives more than one item on loan, process a PA30 transaction in order to add the additional items to infotype 0040.
Once updated, choose Enter and Save. (Or choose Next Record if your agency does not use this infotype.)
Step 51. Back at the Personnel Actions screen, select the Green Arrow Back button.
Step 52. On the pop-up, select Complete Work Item. (It has a green check beside it.)
Step 53. At the Decision Step in Workflow pop-up, choose PA Action Completed.
Step 54. From the Business Workplace screen, select the Green Arrow Back button to return to the SAP Easy Access screen.
Note: The New Hire Action is complete, but we recommend reviewing via PA20 all infotypes that have been processed.