An employee separation needs to be processed in the system prior to the Payroll deadline. This transaction is used for all employees who do not qualify under the Separation with Pay Continuation action once approval received from Workflow.
Business Process Procedure Overview |
There are two actions that involve employee separation, Separation and Separation Pay Continuation. It is important to determine which Separation action is appropriate for the specific employee situation. Separation from state service occurs when an employee leaves the State (see the matchcode list within the system for the list of reasons). The HR Administrator gathers the necessary remaining employee data (from employee documents gathered) and executes the Workflow to receive approval to process action. Note: Separation with Pay Continuation is used only for: · Retirement (Law Enforcement Supplement) · Reduction in Force (RIF) - Severance · RIF - Discontinued Service Retirement · Separation Short-Term Disability All others should follow the steps in the Separation Action noted in this document. |
Tips and Tricks
· Prior to starting the workflow, display time to ensure supervisor approval of leave quotas.
· Numbers can be entered without hypens.
· Best Practice - write personnel number and PCR# on package or form for reference
· Personnel actions are date sensitive. Dates can be entered for an event in the future and will not take effect until that date. But it will show up 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).
· Verify time entered through last day worked to ensure correct payout.
· Print list of objects on loan to ensure supervisor collects before you delimit.
· Explanations:
Green check mark - This is called the Enter button. Click the Enter button to validate the data before saving.
Execute - The execute button starts the processing of the infotype chosen on the Personnel Action screen.
Save - Make sure you click the Save button before exiting the system to ensure edits/changes to data have been incorporated in the system.
Via Menu Path |
Menu path is not applicable for this transaction. Click on approval message in SAP Inbox which takes you directly to Personnel Actions screen (PA40) |
Via Transaction Code |
PA40 |
SAP Easy Access - User menu for ZWFPA02
1. Click SAP Business Workplace (Ctrl+F12) 
button.
Information: As the Initiator, you will go into your Inbox to view execute the action via the workflow process.
Business Workplace of ZWFPA02
Critical: Assume you have already initiated Employee Action Request, transaction code ZPAA076 (Initiate Workflow), and that you have received approval. After you have received final approval you will automatically return to the Personnel Actions screen. Select appropriate Action from the Action Type list.
3. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
From |
Effective date of the personnel action |
R |
Enter value in From. Example: 10/15/2007 |
Information: The effective date is the last working day. SAP addes a day to the date entered. For example, if my last day worked was 6/7/07, the date entered would be 6/7/07. The Personnel no. is populated from the Workflow.
4. Click Separation (NC) 
button.
Information: On the personnel actions screen select the action type. The personnel number will populate from the Workflow. Enter the effective date in the From field. Once the action type and date are complete, click on the Execute button.
5. Click Execute (F8) 
button.
6. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
Reason for Action |
Identifies the reason for the personnel action |
R |
Enter value in Reason for Action. Example: 01 |
Information: The action infotype will populate from workflow.
The header date may be different than the date within the body of the action. The header date reflects the information as the system knows it before the new action has been saved, and the body date reflects the new date (to take effect once the action has been saved).
7. Click Save (Ctrl+S) 
button.
Information: 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.
Employment status should always be withdrawn.
8. Click Save (Ctrl+S) 
button.
Information: Employment status should always be withdrawn.
9. Click Yes 
button.
Information: Position number will always default to 9's.
Copy Organizational Assignment (0001)
10. Click Save (Ctrl+S) 
button.
Information: Cost Center, fund and functional are populated with default value and grayed out.
Change Date Specifications (0041)
11. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
Last Day Worked |
Employee's last day of work |
R |
Enter value in Last Day Worked. Example: 10/14/2007 |
12. Click Enter 
button.
13. Click Save (Ctrl+S) 
button.
Create Cost Distribution (0027)
14. Click Save (Ctrl+S) 
button.
Information: The Cost Distribution (0027) screen is prepopulated. Only need to click Save button.
Subtypes for infotype "Time Quota Compensation"
15. Click 
.
Create Time Quota Compensation (0416)
Information: This employee has no vacation to payout. If the employee had vacation to payout you would populate the No. to compensate field with the number of hours from the Rem. column.
Create Time Quota Compensation (0416)
16. Click Next record (Shift+F7) 
button.
17. Select the row.
Delimit Objects on Loan (0040)
18. Click Delimit (Shift+F1) 
button.
Information: If items haven't been collected skip infotype and delimit when collected through PA30 Action.
19. Click Status Bar 
.
Information: A system message appears stating "Records delimited".
20. Click Back (F3) 
button.
21. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
From |
Effective date of the personnel action |
R |
Enter value in From. Example: 10 |
Information: Highlight the line or lines to delimit.
22. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
From |
Effective date of the personnel action |
R |
Enter value in From. Example: 06/08/2007 |
Information: The effective date is the next day after the last working day. For example, if my last day worked was 6/7/07, the date entered would be 6/8/07.
23. Click Enter 
button.
24. Click Separation (NC) 
button.
Information: On the personnel actions screen select the action type. Enter the personnel number in the Personnel Number field. If the personnel number is not known, use the matchcode drop-down search to search by name. Enter the effective date in the From field. Once the action type and date are complete, click on the Execute button.
25. Click Execute (F8) 
button.
26. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
Reason for Action |
Identifies the reason for the personnel action |
R |
Enter value in Reason for Action. Example: 01 |
Information: The action infotype will be displayed. Select the correct reason by typing it into the Reason for Action field, or use the matchcode search to see possible options. Click the Enter button to validate the data before saving.
The header date may be different than the date within the body of the action. The header date reflects the information as the system knows it before the new action has been saved, and the body date reflects the new date (to take effect once the action has been saved).
27. Click Enter 
button.
Information: 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.
28. Click Save (Ctrl+S) 
button.
Information: Employment should always be withdrawn.
29. Click Yes 
button.
Copy Organizational Assignment (0001)
30. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
Fund |
Fund is a strategic organizational unit for identifying the origin or source of funds in the SAP system. |
R |
Enter value in Fund. Example: HF01 |
31. Click Save (Ctrl+S) 
button.
Information: The functional area will default from the Fund.
Create Cost Distribution (0027)
32. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
Distrib. |
Condition determining parameters |
R |
Enter value in Distrib.. Example: 01 |
CoCd |
Code identifying a legal entity for accounting and reporting purposes. (NC01 for all NCAS agencies & NC02 for DOT and ESC) |
R |
Enter value in Column CoCd. Example: NC02 |
Cost ctr |
Assigned accounting object type in the work center hierarchy |
R |
Enter value in Column Cost ctr. Example: 0000150001 |
Pct. |
Percent |
R |
Enter value in Column Pct.. Example: 100 |
Create Cost Distribution (0027)
33. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
Fund |
Fund is a strategic organizational unit for identifying the origin or source of funds in the SAP system. |
R |
Enter value in Column Fund. Example: HF01 |
34. Click Enter 
button.
Information: After entering the Fund and clicking Enter, the Fund Center should automatically populate.
Create Cost Distribution (0027)
35. Click Save (Ctrl+S) 
button.
Delimit Bank Details (0009)
36. Click Delimit (Shift+F1) 
button.
Information: Highlight the line or lines to delimit.
Delimit Objects on Loan (0040)
37. Click Delimit (Shift+F1) 
button.
Information: Highlight the line or lines to delimit.
38. Click Back (F3) 
button.
39. The system task is complete.
