Purpose
The purpose of this Business Process Procedure is to explain how to process a suspension in the Integrated HR-Payroll System.
Trigger
There is a need to process a Suspension for one of the reasons listed in the Business Process Procedure Overview section.
Business Process Procedure Overview
Suspension - the removal of an employee from work for disciplinary reasons without paying the employee.
Reasons:
- 01 – Conduct - an act that is:
- conduct for which no reasonable person should expect to receive prior warning; or
- job-related conduct which constitutes a violation of State or federal law; or
- conviction of a felony or an offense involving moral turpitude that is detrimental to or impacts the employee’s service to the State; or
- the willful violation of known or written work rules; or
- conduct unbecoming a State employee that is detrimental to State service; or the abuse of client(s), patient(s), student(s) or person(s) over whom the employee has charge or to whom the employee has a responsibility, or of an animal owned by the State; or
- absence from work after all authorized leave credits and benefits have been exhausted; or
- falsification of a State application or in other employment documentation.
- 02 - Unsatisfactory Performance - work-related performance that fails to satisfactorily meet job requirements as set out in the relevant job description, work plan, or as directed by the management of the work unit or agency.
- 03 – Gross inefficiency - Failure to satisfactorily perform job requirements as set out in the job description, work plan, or as directed by the management of the work unit or agency; and, the act or failure to act causes or results in:
- death or serious bodily injury or creates conditions that increase the chance for death or serious bodily injury to an employee(s) or to members of the public or to a person(s) for whom the employee has responsibility; or,
- the loss of or damage to state property or funds that results in a serious adverse impact on the State and/or work unit.
- 40 – 115C Pre-Disciplinary - Suspension without pay during period of pending disciplinary action of a teacher or school administrator who was hired in a position subject to the G.S. 115C public education human resources system
- 41 - 115C Disciplinary - Final decision to suspend a teacher or school administrator without pay for no more than 60 days under G.S. 115C 325(f)(2).
Procedure
There are 16 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, update the Personnel No. field and select Enter on the keyboard.
Step 3. Select the matchcode in the Action Type field and double click Suspension from the list.
Step 4. Select the matchcode in the Reason field and double click the appropriate reason for the Suspension action.
Step 5. Select Enter on the keyboard and choose the Create button.
Step 6. 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 7. Choose Enter on the keyboard and Save.
Step 8. 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 9. Select the Services for Object button in the upper right corner.
Step 10. Hover over Create and choose Create note from the drop-down menu.
Step 11. 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 12. Choose Save.
Step 13. Select the green check button in bottom right of Information pop-up.
Step 14. Choose the Initiate WF button.
Select the Initiate Workflow button to send the Suspension 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).
Note: The Suspension Action will only go to the Agency Approver Level (Funding approval is not required for this action).
Step 15. Select the green check button in bottom right of the Information pop-up.
Step 16. Choose the green Back button.
After Workflow Approvals have been received, proceed with the Complete Suspension Action process.
Instructions for Completing the Action
There are 18 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 Suspension 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.
Step 12. Back on the Copy Actions (0000) screen, choose Enter on the keyboard.
Some items may turn red and there may be a yellow warning message in the bottom left stating that a record is being delimited.
This is expected behavior. Choose Save.
Step 13. On Create Organizational Assignment (0001), select Enter on the keyboard.
Some items may turn red and there may be a yellow warning message in the bottom left stating that a record is being delimited. This is expected behavior. Choose Save.
Step 14. 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 via MSS.
Step 15. Delimit Objects on Loan (0040): Either skip or delimit depending upon whether or not (1) your agency uses this infotype, (2) your agency requires employees to return items while out on leave, or (3) the employee returned items if required to do so.
Step 16. Back at the Personnel Actions screen, select the Green Arrow Back button.
Step 17. On the pop-up, select Complete Work Item. (It has a green check beside it.)
Step 18. From the Business Workplace screen, select the Green Arrow Back button to return to the SAP Easy Access screen.
The Suspension action is complete, but we recommend reviewing via PA20 all infotypes that have been processed.
Note: Depending on the time of the month the Suspension Action is entered in the system, the employee may or may not receive LOS accrual or longevity. IT2012 will be on the employee’s record with the dates of the Suspension. You must verify.