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updated 5/15/09
Kate Bowman
Added note about IT2012
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 Pay Continuation. Perform this procedure when an employee resigns, is terminated, removed, laid off, or is deceased. It should also be used if an employee retires and is not taking retiree health insurance.
Business Process Procedure Overview |
Separation - from State service occurs when an employee leaves the payroll for the following reasons: resignation, voluntary resignation w/o notice, separation due to unavailability, retirement, reduction-in-force, dismissal, appointment ended, and death.
· An employee provides notice that they will be leaving the State of North Carolina employment or an appointing department issues a letter to an employee telling them they will no longer be employed and the reason why. · The appointing department will complete an on-line PO1 form with the necessary authorizations that will inform the Erie County Personnel Department about the reason for the action along with an effective date. · You must know before you start this transaction if an employee is eligible for any lump sum pay off in order to calculate the refill dates on a position vacancy. · NOTE: If the individual is retiring and has requested a 1-time deferral, the deferral MUST be processed after the separation action has been completely processed in the system, including all payouts. If it is processed prior to the separation process being active in the system, the deferral will be taken from their last check, and potentially the entire check will be sent to their retirement system. · NOTE: The employee's last check will be a paper check. · NOTE: IT0009 (Bank Details) is an automatic check in the background - you will not see the infotype screen appear during the action.
If the employee has already received his or her initial prorated payment in BEACON, then the IT2012 (Z033) is not relevant for the prorated separation payment and the infotype should be delimited to the day before the EE'S last day worked.
If the employee has not received his or her initial prorated payment in Beacon, then the IT2012 (Z033) is still relevant and does not need to be maintained. When the prorated payment is triggered on the employee's last day worked, then the percentage represented on the IT2012 will be subtracted from the prorated separation payment.
If the employee separates after the validity period of the IT2012(Z033), the IT2012 does not need to be maintained.
The following reasons for this action are available in the system: · 01 - Better Employment - accepted employment from private company. Withdrawn · 02 -Personal Reasons - leaving for personal reasons. · 03 - Involuntary Separation - (1) the employee's inability to return to all of his/her work schedule due to a medical condition or the vagueness of a medical prognosis; or (2) the employee and the agency cannot reach agreement on a return to work arrangement that meets both the operating needs of the agency and the employee's medical/health needs. · 04 - Did not Report - no show · 05 -Voluntary resigned without Notice - employee who is absent from work and does not contact the employer for three consecutive scheduled workdays may be separated from employment as a voluntary resignation. · 06 - Reduction in Force (RIF) - employee reduced in force for reasons of shortage of funds or work, abolishment of a position, or other material changes in duties or organization (Requires OSP approval). · 07 -No Reason Given - employee didn't give a reason. · 08 - Long-Term Disability - employee has exhausted short-term disability and been approved by the Retirement System to be separated to Long-Term Disability. · 09 - Retirement - The last day of work shall be the date separated, except in cases where an employee is exhausting leave prior to retirement. If the last day of work is the last workday in the month, the employee shall be paid for the full month. SEE NOTE ABOVE ABOUT DEFERRALS · 10 - Retirement Disability - employee receives disability until they meet retirement eligibility. · 11 - Contract Ended - end of contract. · 12 - Time Limited Appt. Term - end of time-limited appointment. (continued) · 13 - Supplemental Appt. Term - end of temporary appointment. · 14 - Appointment Ended - separation occurs when an employee is terminated for reasons other than just cause from one of the following positions: o exempt positions appointed by the Governor, o policy/making positions, o confidential assistants and secretaries, or o chief deputy or chief administrative assistant. · 15 - Not Re-Elected - employee wasn't re-elected. · 16 - Dismissed - Gross Inefficiency - separated for gross-inefficiency. · 17 - Dismissed - Conduct - separated for conduct. · 18 - Dismissed - Unsatisfactory Performance - separated for unsatisfactory performance. · 19 - RIF - Prior to achieving career status - employee hasn't reached career status and is being RIF'd (Requires OSP approval). · 20 - Prior to achieving perm status - employee is separated during probationary period. · 21 - Pay in lieu of notice - employee is paid for notice instead of working the notice (Requires OSP approval). · 22 - Death - The last day of work or the day of death shall be the date separated. If the last day of work is the last workday in the month, the employee shall be paid for the full month. · 23 - Other - no other reason is applicable. · 24 - Terminate while on FMLA - employee did not return from FMLA. · 25 - Beacon to Non-Beacon Agency - employee transfers to a Non-Beacon Agency. Separation - Reason Beacon to Non-Beacon Agency - IT2012 (Time Transfer Specifications) has been added so pro-rated longevity will not be paid. · 26 - Cancel Separation Pay Continuation - moves separated employee from inactive to withdrawn status and will no longer receive pay from BEACON.
Note: Separation with Pay Continuation (which these instructions are NOT for) is used only for: · Retirement (Law Enforcement Supplement) · Reduction in Force (RIF) - Severance · RIF - Discontinued Service Retirement · Separation Short-Term Disability
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Tips and Tricks
· These instructions guide the Initiator through completing the Separation Action, after all approvals have been received and the PCR has been returned to their inbox for processing. See the BPP for "Initiate Separation Action" for guidance on how to submit the approval form to begin the separation process.
· Prior to initiating any workflow, ensure the data being used is valid and appropriate. For example, if working with a Separation action, ensure the individual is currently listed as a valid employee (and not already separated).
· Numbers can be entered without hyphens, such as social security numbers and telephone numbers.
· 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).
· Notes may 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 may be copied and pasted into new notes within the Action.
· BEST PRACTICE: write the personnel number and PCR# on the package or form you're working with for reference.
· BEST PRACTICE: Click or Enter on the keyboard to validate data after entry. This is helpful prior to saving or moving to the next screen - the system will validate the entered data and provide information if any of the data is in an incorrect format or missing. The system will not validate whether you have entered the correct data from a business angle, such as which position entered - only that the position has the correct number of characters, etc.
· Execute: The execute button starts the processing of the transaction or report. Not all functionality requires the Execute button, some have the Enter or Continue button instead.
· Save: Before exiting the system make sure you click Save to validate and save all edits/changes you have made to the data. This will not only validate the data has been correctly entered (not that the correct number was chosen, but that it was entered in the correct format), but also save the data and incorporate it within the SAP system. SAP is a live system, the data is available to others as soon as it has been saved.
· CAUTION - PA Actions: You will always begin a Personnel Action by initiating transaction code ZPAA076 (Employee Action Request). The Employee Action Request can be thought of as a form which contains data to be approved. After completing and saving the Employee Action Request, you will receive a Personnel Change Request (PCR) number. This PCR can be modified until it has been submitted to workflow, at which point it is only able to be displayed. The PCR will then be routed through the workflow process based on the rules of the specific Action. When all approvals have been completed, the PCR will return to the inbox of the Initiator/Requestor to be executed. When executing, the system will automatically bring you to the Action screen, and take the data from the approved form and pre-fill the fields as appropriate in the Action screen. The Action can then be processed in SAP. Examples of Actions include New Hire, Separation, Transfer, etc.
· Recommendation - print a list of Objects on Loan to ensure collection of all items prior to processing the action. These instructions guide you through creating the request in workflow, not processing the action - that is accomplished once this PCR has been approved.
Procedure:
SAP Easy Access
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Critical: These instructions assume you have already initiated the Separation Personnel Change Request (PCR) in workflow, and you have an approved PCR ready to be processed as a Separation in the system. If you do not have an approved PCR, please follow the instructions to initiate a Separation action, "PA Workflow_ Initiate Separation Action".
You will always begin the Separation action by using transaction code [ZPAA076] (initiate PA workflow), which results in a Personnel Change Request (PCR) number. After all of the approvals have been completed, you will execute the PCR from the SAP inbox. Only the initiator of the Separation PCR will receive the PCR back in their inbox for further processing. When you process the approved PCR from your inbox, the system automatically takes you to the Separation Action screen.
Business Workplace of ZWFINIT02
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Business Workplace of ZWFINIT02
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Information: A list of your approved (or rejected) PCR's are listed on the right side of the screen. Select the PCR to be processed and click Execute (or double-click the PCR). You may view the PCR details and/or Workflow Tracker details prior to executing the PCR if desired. Once executing the PCR the Separation action will be launched.
If you are not able to complete the entire Separation action, you may complete the workflow or update single infotypes using PA30, but you must re-execute the action via transaction code [PA40] in the future to complete the remaining infotype screens, or some of the data will not have been created on their record.
PCR List:
· All columns can be sorted and adjusted based on your personal preference for viewing the data.
· Execute column - you may either click the Execute button to enter a PCR for processing, or double-click anywhere on the PCR line.
· Title column
o Agency
o Type of action (what it is requesting)
o REJECTED = this PCR has been rejected
o PCR #
o Personnel # (if applicable)
· Status column - contains the reserved box - if it's white, everyone within the approval bucket can view the PCR in their inbox; if it's gray/blue, you have reserved this PCR, and no one else can see it in their inbox (until you release it)
· Creation Date - the date the PCR was created
· Creation Time - the time of day the PCR was created
· Priority - the priority of the PCR set by the approvers. Initiators do not have the ability to set the priority unless it has returned to their inbox for further processing. Approvers can set priority for workflow items in their inbox. Once the priority is set, all approvers will see the priority assignment for a workflow item. By default, all workflow items are set to "5" Medium. Priorities are a global setting, and are denoted with a color ledger.
o 1 = Highest - Express
o 2 = Very high
o 3 = Higher
o 4 = High
o 5 = Medium
o 6 = Low
o 7 = Lower
o 8 = Very low
o 9 = Lowest
Personnel Actions
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Information: The effective date is the last day worked. The SAP system will automatically add a day to your date. For example: Employee is separating 3/25/2008. This is the date you enter. The system will add the one day to make it 3/26/2008.
When you have received approval to process the action, you will enter the effective date on the first Action screen IT0000. The next screen, IT0001 defaults 1 day after. This date should not be changed except for IT0416 (Time Quota Compensation), which should be changed to 12/31/2007. If the date is changed for any other infotype, the employee will not receive the last day of pay.
Copy Actions
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Information: Employment status should always be withdrawn.
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 enter any data as appropriate, review all data, and click Enter to allow the system to validate the data.
Create Vacancy
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Information: This will open the position as vacant when the Separation action is complete.
Copy Organizational Assignment
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Information: Notice that the Position number will change to all 9's.
Copy Organizational Assignment
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Information: The system will provide a yellow warning message informing you the existing record will be delimited. Click Save past this warning message.
Copy Date Specifications
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Information: 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.
Create Cost Distribution
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Information: This information is automatically copied from IT1018. No entry is required here.
Information
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Information: Indicates validity of Account Assignment. Don't worry about the end date being only through 2035 - this is the end validity date for all financial data in the system.
Subtypes for infotype "Time Quota Compensation"
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Information: Choose the appropriate type of leave to be paid out.
Create Time Quota Compensation
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Information: If the balances are not ready to payout, skip and create by using transaction code [PA30].
If employee has vacation, bonus or eligible for overtime payout you will prepare one payout here and when action is completed you will need to prepare the others using transaction code [PA30].
Always change the effective date to the effective date of the action.
Personnel Actions
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This Work Item Has To Be Completed Explicitly...
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Information: Only once all of the infotype screens within the action have been processed and the system has returned you to the main screen will this Complete button be visible. Now you may complete the PCR in workflow.
Only choose Complete Work Item if you have completed all steps of the Separation process, including additional payout types if appropriate. This will mark the Separation PCR as complete.
Business Workplace of ZWFINIT02
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Information: Since you initiated this workflow item, the PCR will be in your Started workflows folder, as well as your Work Items Executed by me folder.
Business Workplace of ZWFINIT02
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Business Workplace of ZWFINIT02
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Information: Notice the PCR now has the last step documented as Processed by you. The PCR is complete.
Business Workplace of ZWFINIT02
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Information: You may remain in this SAP Business Workplace and process additional PCR's, or click Back to return to the main SAP screen.
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