Purpose
The purpose of this Business Process Procedure is to explain how to process a Reinstatement/Reemployment action from Separation in the Integrated HR-Payroll System.
Trigger
There is a need to process a Reinstatement/Reemployment for one of the reasons listed in the Business Process Procedure Overview section.
Business Process Procedure Overview
For Reinstatement/Reemployment from Separation only.
Reinstatement/Reemployment - the reemployment of a former employee after a break in service; or is the reemployment of an employee from leave without pay; or is the return to a non-policy making position of an employee who transferred to or occupied a position designated as policy-making exempt.
Note: This pertains to employees who have been in the Integrated HR-Payroll system before. If they are returning to work from a non-BEACON Agency, process a Non-BEACON to BEACON transfer.
- 01 - Return to State within 12 months (same salary grade) – employee returns to employment in less than 12 months to the same salary grade.
- 02 - Return to State within 12 months (higher salary grade) - employee returns to employment in less than 12 months to a higher salary grade.
- 03 - Return to State within 12 months (lower salary grade) - employee returns to employment in less than 12 months to a lower salary grade.
- 04 - Return to State within 5 years – employee returns to employment within 5 years (check reinstate sick leave if eligible).
- 05 - Return to State after 5 years – employee returns after 5 years.
- 19 - Return to Supplemental – return to work.
See Reinstatement/Reemployment from LOA BPP for the following reasons:
- 06 - Return from Short-Term Disability Trial Rehab – return to service in the same capacity that existed prior to the disability. Based on doctor’s note.
- 20 – Rtn from STD with Restrictions – return to service with restrictions such as physical restrictions (lifting, standing, driving, etc.) or time limit restrictions limiting the number of hours the employee can work.
- 07 - Return from Short-Term Disability Complete – returning to work per doctor’s note.
- 08 - Return from Long-Term Disability – returning to work per doctor’s note.
- 09 - Return from Disciplinary Suspension – returning to work.
- 10 - Return from investigatory Placement Leave – returning to work.
- 11 - Return from Military Leave – returning to work.
- 12 - Return from Worker’s Comp Trial Rehab - return to service in the same capacity that existed prior to the WC Leave. Based on doctor’s note.
- 13 - Return from Worker’s Comp Complete – return to work.
- 14 - Return from Educational Leave – return to work.
- 15 - Return from FMLA – return to work.
- 16 - Return from Family Illness - return to work.
- 17 - Return from Parental – return to work.
- 18 - Return from Other Leave - return to work.
Note: If this reinstatement is for an individual who is eligible for Longevity and was paid out for some of the months upon separation, additional steps are required. Use PA30 to create Infotype 2012, subtype Z033 (% Longevity Paid) valid for a year from the date of reinstatement. Include in the Hours field the percentage of longevity for which the employee has already received payment. For example, if an employee had received a prorated longevity payment for four months, this would be represented by the value 33.33 in the Hours field (4 months divided by a total of 12 = .3333 or 33.33%). When the employee's next longevity payment is generated, the Integrated HR-Payroll System automatically subtracts the remaining percentage in IT2012, subtype Z033 from 100 % to give the percentage for the employee's first payment.
Example
Sandy had 127 months of service when she separated on 1/31/09. She was paid a partial longevity payment for 7 months of longevity when she separated. This payment represented 58.33% of her normal longevity payment due to only completing 7 months of her 11th year (7 divided by 12 = 58.33%).
Sandy was reinstated on 6/1/09. An IT2012, subtype Z033 should be created beginning effective date 6/1/09 and to date 5/31/2010 with 58.33 in the Hours field. When the system recognizes Sandy's achievement of 132 months in October, a longevity payment will be triggered. Due to the existence of the 2012, the percentage amount on the 2012 (58.33) will be subtracted from 100 % automatically, and Sandy will be paid 41.76% of her longevity.
In the end, Sandy received the equivalent of a full payment between the prorated separation payment and the first payment triggered in the system.
Refer to IT2012 STy Z033 % Longevity Paid Job Aid for details. See link at the end of this BPP.
Tips and Tricks
See the PA Tips and Tricks Job Aid for an expanded listing of Best Practices and Tips & Tricks.
- Prior to initiating any workflow, ensure the data being used is valid and appropriate. For example, if working with a Reinstatement/Reemployment action, ensure the individual is currently listed as Separated.
- It is imperative to Save each infotype, even if you are not entering any new data. The system may pre-populate some infotypes based on previous choices. Other infotypes will display dynamically based on which infotypes have been saved. If you click “Next” through an infotype, the record is not saved, and background processing may not work correctly.
Procedure
There are 18 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 Personnel No. field and select Enter on the keyboard.
Step 3. In the Effective on field, input the correct effective date.
Step 4. Select the Action Type field and access the matchcode. Double click Z2 Reinstatement/Reemployment (NC) from the list.
Step 5. Select the Reason field and access the matchcode. Double click the appropriate reason from the list.
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. 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.
Step 9. Choose Enter on the keyboard and Save.
Step 10. 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 11. Select the Services for Object button in the upper right corner.
Step 12. Hover over Create and choose Create note from the drop-down menu.
Step 13. 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 14. Choose Save.
Step 15. Select the green check button in bottom right of Information pop-up.
Step 16. 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 17. Select the green check button in bottom right of the Information pop-up.
Step 18. Choose the green Back button.
After Workflow Approvals have been received, proceed with the Complete Reinstatement/Reemployment Action process.
Instructions for Completing the Action
There are 51 steps to complete this process.
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 Personnel Actions screen, enter the effective date in the From field. This must match the effective date used to create the request.
Step 7. Highlight Reinstatement/Reemployment by selecting the gray box at the beginning of the row.
Step 8. Choose the Execute button.
Step 9. On Copy Actions (0000), choose the Menu button.
Step 10. Hover over Edit and choose Maintain text (F9) from the pop-out menu.
Step 11. 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 12. Back on the Copy Actions (0000) screen, choose Enter on the keyboard.
Step 13. Some items may turn red and there may be a yellow warning message in the bottom left stating that a record will be delimited. This is expected behavior. Choose Save.
Step 14. Create Organizational Assignment (0001) will populate. There are no changes needed to this infotype. Select 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 a record will be delimited. This is expected behavior. Choose Save.
Step 16. On the Delimit Vacancy pop-up, select Yes in the bottom right.
Step 17. Check the HR data section of Copy Personal Data (0002) for accuracy. Select Enter and Save.
Some items may turn red and there may be a yellow warning message in the bottom left stating that a record will be delimited.
Step 18. On Create Addresses (0006), update the Permanent residence information including the Telephone Number field. Select Enter and Save.
Some items may turn red and there may be a yellow warning message in the bottom left stating that a record will be delimited.
Step 19. On Create Residence Tax Area (0207), verify the default information is correct. Enter and Save.
If the employee resides in another state, that state should default from infotype 0006 here.
Step 20. If you receive a Display Messages pop-up, choose the green check and then choose Enter and/or Save to progress to the next infotype.
Step 21. On Create Work Tax Area (0208), Enter and Save.
Always verify that the default information on the Create Work Tax Area infotype is correct before saving.
The Predominant Tax Area field is only used for employees who work in and are taxed by multiple locations within Pennsylvania. This field will default to No and should not be altered.
Step 22. On Create Unemployment State (0209), choose Enter and Save.
If you receive a Display Messages pop-up, choose the green check and then choose Enter and/or Save to progress to the next infotype.
Step 23. 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 24. 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 25. Update Copy Addresses (0006) with Emergency contact information.
Enter and Save.
Step 26. Update the mailing address information.
Enter and Save.
Step 27. 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.
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 28. On Copy I-9 Residence Status (0094), select the appropriate Residence status from the drop-down menu. The only required field is Residence status.
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 29. On the Create Communication (0105) screen, update the Telephone field. This the employee’s first telephone number at work.
Enter and Save.
Step 30. On Copy Planned Working Time (0007), 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.
IT0007 - Planned Working Time date will change to first of the month the employee is being reinstated in unless separation/reinstatement is in the same month. This only applies to monthly employees returning from separation. This does not apply to Return from LOAs.
Subject employees must be positive time. Employment percent should always be 100.
Once updated, Enter and Save.
Step 31. 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 32. 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 33. Double-click Automatic offer.
Step 34. Choose Enroll under Automatic offer.
Step 35. On the Confirmation of Selected Actions pop-up, choose Enroll in the bottom right.
Step 36. On the Enrollment pop-up, select Continue in the bottom right.
Step 37. Back on the Enrollment screen, choose the green Back button.
Step 38. Back on the Possible subsequent activities pop-up, choose the little X in the upper right to close the pop-up.
Step 39. 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.”
Entering the Bank control key field is critical. [01] is for checking, and [02] is for savings. If Payroll Direct Deposit (ACH) is selected, this field must be populated with the bank key information for the new employee.
The Payment method field will default to [P] for direct deposit, but you can change it to [C] for a printed check, if the employee is not set up for direct deposit yet. The State recommends direct deposit.
If Payroll Direct Deposit (ACH) is selected, the Bank Account field must be populated with the bank account number of the new employee.
The Purpose field may be left blank. The employee will manage through ESS (Employee Self-Service) or by sending a form to BEST Shared Services for changes.
Note: The Bank Control Key and choice of Direct Deposit or Check is MANDATORY, and payroll will not process for this individual without these fields completed. If you don’t have the bank details, please SAVE with ‘C’ and the employee can enter direct deposit via ESS or HR when the information is received. Employees must use direct deposit unless an exception is granted by the State Controller.
Update the information. Enter and Save.
Step 40. On Copy Additional Personal Data (0077), update Military status, Disability status, and Ethnic origin fields.
Resources: PER-49 Veteran and Military Status (IT0077)
Verify the data on this infotype is still correct and make changes as appropriate.
Enter information as appropriate and available on this screen. If the Veteran Status choice is left blank, the system will notify you that it will be recorded as "undisclosed."
The Military status field should be left blank unless the employee has a designated military status. If you choose Reserve, infotype 2013 will appear, where you will enter 120 hours of military leave.
Once updated, Enter and Save.
Step 41. On the Subtypes for infotype “Education” (1) pop-up, double-click the level of education to document.
Step 42. 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 43. 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.
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 44. 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 45. On Copy Date Specifications (0041), delete the date type 03 Last Day Worked and the associated date.
Step 46. Enter and Save.
Step 47. Update Create Related Experience (9822). Choose Enter on the keyboard and select Save.
Step 48. 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 49. Back at the Personnel Actions screen, select the Green Arrow Back button.
Step 50. On the pop-up, select Complete Work Item. (It has a green check beside it.)
Step 51. From the Business Workplace screen, select the Green Arrow Back button to return to the SAP Easy Access screen.
The Reinstatement/Reemployment Action is complete, but we recommend reviewing via PA20 all infotypes that have been processed.
Check the Leave balances to ensure that they are correct upon the Reinstatement/Reemployment Action.
- For example, those employees who leave and reinstate within the same calendar year, the system grants pro-rated Community Service Leave on top of what the employee may have already. The system is hard coded in the background to allow the consumption of 24 hours of CSL only, therefore, it will display incorrectly.
- If a Holiday which the employee was not eligible to have upon Separation was not reduced at Separation, it will move to Holiday Comp upon Reinstatement--giving the employee an overstated Leave balance.