Purpose
The purpose of this Business Process Procedure is to explain how to reinstate/reemploy National Guard members in the Integrated HR-Payroll System.
Trigger
There is a need to process a Reinstatement/Reemployment for National Guard. This is to be used by Department of Public Safety only.
Business Process Procedure Overview
Note: For reinstatement/reemployment of National Guard only.
Reinstatement/Reemployment - the reinstatement of a former National Guard or separated employee returning to National Guard.
Note: This pertains to employees who have been in the Integrated HR-Payroll System before.
29 - Return to National Guard – returns National Guard Temps to active status. This is to be used by DPS only.
Tips and 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’s 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.
Access Transaction Via Transaction Code: ZPAA076
Procedure
There are 68 steps to complete this process.
Step 1. In the Command field, type transaction code ZPAA076.
Step 2. Click Enter.
Step 3. Update the following fields:
- Personnel No.
- Effective On
- Action Type: Reinstatement/Reemployment
- Reason: 29 Return to National Guard
Step 4. Click the Enter button.
Enter the Personnel Number of the individual to be reinstated/reemployed. Click Enter to retrieve the name of the individual and verify you have the correct Personnel Number.
Note: Enter the SSN and name for New Hires only.
If you need to look up the personnel number, click your cursor in the field and click on the matchcode search button to the right of the field for search options.
The system defaults the current date, but you may change the date to a day in the past or in the future.
Click Enter and verify the information is correct before proceeding.
Step 5. Click the Create (F5) button.
If the information is correct, click Create to begin the process.
Leave the Existing PCR No. field blank if you are creating a new PCR.
Several fields on this screen are mandatory. The system will not let you continue if you have not provided data for the mandatory fields. If you are unsure which fields are mandatory, click Enter, and the system will prompt you for information in the mandatory fields.
Step 6. Update the following fields:
- EE Position (Position number assigned to the employee. Example: 60097844)
- Enter the position number TO which you are reinstating the person, then click Enter. This will process a system validation.
- Annual Salary (Employee’s annual basis pay. Enter Value in Hourly Salary Example 1.00)
- If the employee is an hourly employee, enter the hourly amount. The annual amount doesn’t populate for hourly/salary employees. The system will calculate on IT0008 Basis Pay when created.
Step 7. Click the Enter button.
Verify the populated information is correct Personnel Subarea, Employee Group, Employee Subgroup, pay information (other than hourly salary amount) should be populated from position.
Step 8. Click the Save (Ctrl+S) button.
Click Save to save the data and receive a PCR number. The PCR has not been submitted to workflow yet.
Step 9. Click the Enter button.
You can save this information as many times as you like. Each time you will receive a 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. In the top right corner of the screen, click the Services for Objects button.
Step 11. Click Create > Create note from the drop-down list on the menu.
You can enter any information that would be useful to the approvers downstream using the notes area, or attachment area. If you just need to type some information in, or copy and paste from an email, create a note. If you want to add a document as an attachment, use the attachment area.
This note and attachment area get attached to this specific PCR only. It will follow the PCR through the approval/rejection process and live with the PCR into the future. When the PCR has been approved, and you are processing the Action (such as a New Hire action), you will need to recreate any notes or attachments if they need to be attached to the Action record as well.
*Notes entered during PA Workflow must follow OSHR’s Action Notes Template.
Step 12. Click the Enter button.
You will see a message at the bottom of the screen indicating that your note was successfully created.
Step 13. Click the Save (Ctrl+S) button.
Step 14. Click 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 15. Click the Enter button.
Step 16. Click the Back (F3) button.
Step 17. The Initiate Reinstatement/Reemployment Action is complete.
After Workflow Approvals have been received, proceed with the Complete Reinstatement/Reemployment Action process.
Instructions for Completing the Action
Access Transaction:
Via Transaction Code: SBWP, PA40
Procedure
Step 18. Click the SAP Business Workplace (Ctrl+F12) button.
These instructions assume you have initiated the Reinstatement/Reemployment Personnel Change Request (PCR) in workflow already, and you have an approved PCR ready to be processed as a Reinstatement/Reemployment in the system.
Step 19. Select Inbox >> Workflow.
Step 20. The approved PCR will appear in the workspace. Before processing the Action, you must have a copy of the note that you created when you initiated workflow. For directions on how to get a copy of this note, refer to the help doc, Copying Notes from the PCR to Infotypes PER-57.
Step 21. Double-click the row with your approved PCR.
Step 22. On the Personnel Actions screen, enter the From Date. This is the Effective date of the personnel action that you used during workflow.
Step 23. Highlight Reinstatement/Reemployment (NC) action type.
Step 24. Click the Execute (F8) button.
Step 25. Click the Enter button.
The system will provide a yellow warning message informing you the existing record will be delimited. Click Enter past this warning message.
Notice at the top of this screen the title includes the word “Copy.” This action takes the original action and makes a copy of it, delimiting the previous record and saving the new record. The word “Create” in the title indicates that this infotype is being created on this person's record for the first time.
Best practice is to review all data and click Enter to allow the system to validate the data.
When the employee subgroup is different from the position employee subgroup you will receive a warning message. Click Enter to continue.
Click the Save (Ctrl+S) button.
Step 26. Add a copy of your Note by selecting Menu > Edit > Maintain text.
Step 27. Paste your note. Click Save.
Step 28. Click Save on the Copy Actions (0000) screen.
Step 29. Click the Enter button.
Step 30. Enter the Contract if required.
Step 31. Click the Save (Ctrl+S) button.
Note: You should not receive the above pop-up. The vacancy infotype has been maintained as filled, so this position isn’t submitted to Workday. Also, when you separate a National Guard employee, click No on your Create Vacancy so the position continues to look filled so it does not submit to NEOGOV.
Copy Personal Data (0002)
Step 32. Verify the information for correctness and update as required.
Choose the Marital Status, and if appropriate, enter the number of Dependents this person has. If you enter one or more dependents, the system will bring you to a separate screen per dependent to enter their personal information.
Step 33. Click the Enter button.
Step 34. Click the Save (Ctrl+S) button.
Create Cost Distribution (0027)
Step 35. select the Next Record button to skip.
Copy Addresses (0006)
Step 36. Verify the information for correctness and update as needed.
The various communication fields are optional. You can use the Tab key to tab through the fields.
Step 37. Click the Enter button.
Step 38. Click the Save (Ctrl+S) button.
Create Residence Tax Area (0207)
Step 39. Click the Enter button.
If the employee resides in another state, that state should default from IT0006 here.
Always verify that the default information on the Create Residence Tax Area infotype is correct before saving.
Step 40. Click the Save (Ctrl+S) button.
Step 41. Click the Enter button.
Always verify that the default information on the Create Work Tax Area infotype is correct before saving.
Step 42. Click the Save (Ctrl+S) button.
Create Unemployment State (0209)
Step 43. Update the fields as required.
Step 44. Click the Save (Ctrl+S) button.
Create Withholding Info W4/W5 US (0210)
45. Update fields as required. The default will be single for the Filing Status field. If the individual has requested additional allowances or additional withholding to be taken, enter the data here.
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.
Step 46. Click the Save (Ctrl+S) button.
Step 47. Create Withholding Info W4/W5 US (0210): Update fields as required.
Step 48. Click the Enter button.
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.
Step 49. Click the Save (Ctrl+S) button.
Copy I-9 Residence Status (0094)
Step 50. 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 IT0048 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 that is a Non-Resident Alien, you will choose non-resident alien on IT0094. IT0048 will display with US01 or US02 as the choices. When you save IT0094 with the non-resident alien choice, the IT0048 with Subtype US01 will display. The dynamic action brings up IT0048 subtype US01 first, so, if you don't want that record, click the YELLOW arrow past that infotype and IT0048 subtype US02 will display.
Step 51. Click Enter.
Step 52. Click the Save (Ctrl+S) button.
Copy Planned Working Time (007)
Step 53. Click the Enter button.
Note: The Time Management Status will always be “No time evaluation.”
Step 54. Click the Save (Ctrl+S) button.
The defaulted work schedule is based on information provided by the various agencies and the Integrated HR-Payroll System team members.
Create Basic Pay (0008)
Step 55. Update the following fields:
- Reason: The Reason for the Action, such as Reinstatement
- Amount: Hourly Rate
Step 56. Click the Enter button.
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 (the Action type, or Z2 for Reinstatement/Reemployment), and the person's hourly rate in amount.
Note: When you enter the HOURLY rate, the system will calculate their salary. The National Guard will always be $1.00.
Step 57. Click the Save (Ctrl+S) button.
Copy Bank Details
Step 58. Verify the data is set to C. National Guard are approved to be set to Check.
Step 59. Click the Enter button.
Step 60. Click the Save (Ctrl+S) button.
Create Related Work Experience (9822)
Step 61. Click the Enter button.
Best practice is to enter any data as appropriate, review all data, and click Enter to allow the system to validate the data.
Agency representative will need to enter the following fields:
- Related Work Experience
- Related Education Months
Step 62. Click the Save (Ctrl+S) button.
Objects on Loan (0040)
Step 63. Enter the object on loan that will be issued to the individual. When the individual separated, the various objects on loan were delimited. Here you will reassign or add new ones.
Comments may be entered on lines 1, 2, and 3 if appropriate for your business policy.
Note: If the employee receives more than one item on loan, you will need to process a PA30 transaction in order to add the additional line items to IT0040.
Update the following fields: (Skip if not maintaining this data)
- Object on Loan: Enter the key of the object the employee has borrowed from the company.
- Number/Unit: Enter number/unit of items out on a loan.
- Loan Object Number: Identification or reference number of the object (if available).
Step 64. Click the Enter button.
Step 65. Click the Save (Ctrl+S) button.
Personnel Actions
When you reach the Personnel Actions screen again, the system has processed all appropriate infotypes for the action you are creating. Now the action has been successfully processed, and you can complete the workflow.
Step 66. Click the Back (F3) button.
Step 67. Click the Complete Work Item button.
Step 68. Click the Back (F3) button.
You can remain in this SAP Business Workplace and process additional PCRs, or click the Back to return to the main SAP screen.
The Reinstatement/Reemployment Action is complete, but we recommend reviewing via PA20 all infotypes that have been processed.