Purpose
The purpose of this Business Process Procedure is to explain how to process a separation with pay continuation action in the Integrated HR-Payroll System.
Business Process Procedure Overview
Separation with Pay Continuation from state service occurs when an employee Retires as a Law Enforcement Officer that qualifies for LEO Retirement supplement, or when a reduction in Force with severance has occurred. The HR Administrator gathers the approved employee data and executes the Separation Pay Continuation Action Personnel Change Request (PCR) form within workflow using transaction ZPAA076.
- 01- Retirement (Law Enforcement Supplement) – paid to eligible LEOs until they reach 62nd birthday. (Only for eligible LEOs who are currently contributing to the LEO Retirement system.)
NOTE: Create the Separation Action the next business day after you have completed the Separation Pay Continuation Action.
- 02 - Reduction in Force Severance and/or Health Insurance – employee is reduced in force for reasons of shortage of funds or work, abolishment of a position, or other material changes in duties or organization; the Office of State Budget has determined that the employee is eligible for severance (Requires OSHR approval). This action and reason will be used for paying severance; action and reason also used for employee until he or she is no longer eligible for health insurance (normally 12 months unless the employee is provided health coverage on a non-contributory basis by a subsequent employer). The agency will separate the employee after the 12 months
(ZG-Separation), but they must coordinate with BEST HR/Benefits prior to processing the Action.
- 04 - Separation – Short-Term Disability – employee is separated but still receiving Short-Term Disability benefits.
Note The following are the current comment requirements for RIF Separation Actions:
- If the agency is requesting approval to pay either of the severances to an employee, the PCR for Separation Pay Continuation Action must include calculations for each payment type and a statement that reemployment for the employee that would satisfy the State’s obligation to pay severance is not available.
- If the position occupied by the employee being separated is being abolished, the PCR for Separation Pay Continuation Action must include a statement to that effect. If a position other than the position occupied by the employee is being abolished, the PCR for Separation Pay Continuation Action must include the position number, including the position’s classification and salary grade. If severance is being requested for the employee and no position is being abolished, the PCR for Separation Pay Continuation Action must include an explanation as to how “economies in the State Budget” are being achieved.
- The PCR for Separation Pay Continuation Action must also include a statement that “adequate funding is budgeted in appropriate line item for cost of severance. Reference 606# ________. This request submitted consistent with GS 143-27.2.”
Tips and Tricks
- Notes can be attached to the PCR to aid in the approval decisions by those in the approval workflow chain. These notes will not transfer to the Action but can be copied and pasted into new notes within the Action.
- Personnel actions are date sensitive. Dates can be entered for an event in the future and will not take effect until that date, but will show in the system as soon as they are entered (for future-dated actions you will not be able to see the action unless you search within that date range – the default date range for searches is the current date).
Note: Please review the employee’s action history prior to creating the Separation PCR to ensure the Action/Reasons below have been canceled:
- ZC – Salary Adjustment / 07 – Acting Pay
- ZC – Salary Adjustment / 04 Temp In-Range for Job Change
- Z1 – Promotion / 03 – Acting Promotion
Procedure
There are 17 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 ZF SeparationPayContinuation(NC) from the list.
Step 5. Select the Reason field and access the matchcode. Double click the appropriate reason from the list.
Step 6. Choose Enter on the keyboard and select the Create button.
Step 7. Update the Last day worked field and select Enter on the keyboard.
Step 8. Select Save.
Step 9. The action request will be assigned a PCR number. Choose the green check button from the pop-up.
Note: You can save this information as much as you like. Each time you will receive confirmation of the save. 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 10. Select the Services for Object button in the upper right corner.
Step 11. Hover over Create and choose Create note from the drop-down menu.
Step 12. 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 13. Choose Save.
Step 14. Select the green check button in bottom right of Information pop-up.
Step 15. 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 16. Select the green check button in bottom right of the Information pop-up.
Step 17. Choose the Back button.
The Separation Pay Continuation request is complete.
After Workflow Approvals have been received, proceed with the complete action process.
Instructions for Completing the Action
There are 28 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.
Note: The effective date must match the date used to create the request.
The effective date is the last day worked. The SAP system will automatically add a day to your date.
When you have received approval to process the action, you will enter the effective date on the first Personnel Actions screen. The next screen, IT0000 defaults one day after. This date should not be changed except for IT0416 (Time Quota Compensation), which should be changed to effective date of the action. If the date is changed for any other infotype, the employee will not receive the last day of pay.
Step 7. Select the gray box to the left of SeparationPayContinuation(NC) to highlight that action.
Step 8. Select Execute.
Step 9. On the Copy Actions (0000) screen, select 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.
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. On Copy Organizational Assignment (0001), select the Assignment button.
Step 15. On the Copy Organizational Assignment (0001) pop-up, select the radio button beside Organizational unit and update the Org unit number in the associated field.
You can type the appropriate organizational unit code for the Agency in the field, or click on the matchcode search button and choose the Structure search tab to locate the appropriate organizational unit code for the Agency.
Select the Continue button.
Note: For record purposes, when processing a Separation Pay Continuation action, the employee and position will be attached to the existing organizational unit or special created org unit within the Agency.
Do not click the No Assignment button.
Step 16. The system changes the Position to 99999999 (eight 9s).
Select Enter on the keyboard and then click Save.
Step 17. On the Create Vacancy pop-up, choose Yes in the lower right.
Step 18. On Copy Date Specifications (0041), the Last Day Worked field should fill in by default. If not, enter the type 03 for the Last Day Worked and enter the date of the last day worked.
Note for RIF: For RIF, create an infotype 0041 for RIF notification if this was not already done. Also create infotype 0019, subtype #22 RIF Eligibility ends.
Once updated, choose Enter on the keyboard.
Step 19. Select the Save button.
Step 20. Choose the green check button on the Information pop-up.
Step 21. The information on Create Cost Distribution (0027) is copied from IT1018 automatically. No entry is required here. This information is required for Payroll to have the necessary information if they need to generate a check after the employee has separated. Even though the system defaults the entry from IT1018, it is critical that you save the infotype again.
Choose Enter on the keyboard and Save.
Step 22. Choose the type of leave to compensate from the Time Quota Compensation pop-up.
On the Create Time Quota Compensation (0416) screen, the system will show you the number of hours per quota type available for compensation. Enter the total number of hours to be paid out for the quota type chosen. Time evaluation is run nightly, so the balances should be current each day.
The balances are current based on the time the Time Supervisor has approved.
Step 23. You will need to change the date to the effective date of separation, otherwise the system will not pay-out the vacation since the person is no longer active.
Change the effective date to the original date used to create the request.
Choose Enter on the keyboard and then click Save.
Step 24. On the Delimit Objects on Loan (0040) screen, choose the gray box next to the item you wish to delimit. Select the Delimit button.
Step 25. On the Delimit Related Experience (9822) screen, choose the gray box next to the current (12/31/99) line item. Select the Delimit button.
Step 26. Back at the Personnel Actions screen, select the Green Arrow Back button.
Step 27. On the pop-up, select Complete Work Item, it has a green check beside it.
Step 28. From the Business Workplace screen, select the Green Arrow Back button to return to the SAP Easy Access screen.
Note: The Separation Pay Continuation 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.