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updated 6/17/09
Vera E. Miller
Added notes for Leaving and Receiving Agencies.
Perform this action when moving an employee from one graded position to another or from one banded position to another within the present agency or between BEACON agencies without a break in service.
Business Process Procedure Overview |
A transfer is the movement of an employee from one position to another within the present agency or between agencies without a break in service. Normally a transfer between agencies results in an employee reporting to work in the receiving agency the first workday after the last day worked at the releasing agency.
The Leaving Agency and the Receiving Agency should communicate prior to any entry into SAP. This communication process is critical to ensure that the employee does not lose pay or benefits during the transfer.
When an employee indicates he or she is leaving the agency, the agency should inquire if the employee is going to another agency. If the employee is going to another agency, the Leaving Agency does not separate the employee. The Leaving Agency does not enter any actions in SAP because as soon as the Receiving Agency enters the Transfer action, the employee is automatically transferred out of the Leaving Agency. The Leaving Agency only: · ensures time has been entered, released and approved before time eval runs · delimits objects on loan (using PA30) that the employee returned (IT0040) · verifies accuracy of leave accruals · discusses overtime comp with the employee (only paid if S-FLSA-OT; otherwise lost if not used within the OT comp aging period) The Receiving Agency does not create a new hire for the employee. After communicating with the Leaving Agency, the Receiving Agency creates a Transfer action for the appropriate reason. The Receiving Agency should verify with the Leaving Agency that: · time has been entered, released and approved prior to time eval · objects on loan have been delimited for returned items · the start date is accurate · rollover accrual amounts have been verified · all applicable information has been entered the Action infotype notes · overtime comp has been discussed with the employee
The HR Administrator gathers the necessary approved employee data (from documents) and initiates the request for approval for the transfer using transaction code ZPAA076. Once approval has been obtained using the workflow system, the initiator processes the Transfer action. If the transfer occurs within the same agency and the initiator has security access to the "from" and "to" organizational units, the action can be processed directly from the approved PCR in workflow. If the transfer occurs between agencies, or between organizational units within the same agency, but the initiator does not have security access to the "from" organizational unit, follow these instructions exactly. Additional security checks are run which allow the "from" position to be posted as vacant when transferring the person out of the position.
Transfer NOTE: When processing a temporary to permanent or bi-weekly to monthly transfer, process the workflow as normal, but upon receiving the approved workflow, contact BEST Shared Service for them to process the action. · 01 - Agency to Agency Lateral o movement to a position assigned the same salary grade or o movement between positions from one career-banded class to another with the same journey market rate or o movement to a position within the same banded class within the same competency level · 02 - Agency to Agency Re-assignment o movement to a position assigned a lower salary grade or o movement between positions from one career-banded class to another with a lower journey market rate or o movement to a position within the same banded class with a lower competency level · 05 - Agency to Agency Promotion o movement to a position assigned a higher salary grade or o movement between positions from one career-banded class to another with a higher journey market rate or o movement to a position within the same banded class with a higher competency level If the move is within the Agency, and you do not have authority to process the transfer from the organizational unit the person is coming from, follow these same instructions (if you have security authorization to both organizational units, then you may process the entire transfer action at 1 time, you do not need to restart the process): · 06 - Within Agency Lateral o a change in status resulting from assignment to a position assigned a same salary grade or o movement between positions from one career-banded class to another with the same journey market rate · 07 - Within Agency Re-assignment o a change in status resulting from assignment to a position assigned a lower salary grade or o movement between positions from one career-banded class to another with a lower journey market rate · 08 - Grade Band Transfer o employee movement between banded and graded classes o banded to graded o graded to banded
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Tips and Tricks
· These instructions only bring the Initiator through creating a Transfer PCR, not through processing the Transfer action once the PCR has been approved. See the instructions for "Processing a Transfer action".
· Prior to initiating any workflow, ensure the data being used is valid and appropriate. For example, if working with a Transfer workflow, ensure the position is vacant that the person is being transferred to.
· 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.
· We recommend, on the Employee Action Request field, entering the EE Position # you're transferring the person to first then clicking Enter to request validation by SAP and the pre-filling of many of the fields. If other fields are entered prior to the position number, when SAP validates the position number, the fields may not validate properly.
· BEST PRACTICE: write the personnel number and PCR# on the package or form you're working with for reference.
· BEST PRACTICE: Click 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.
· CAUTION - PA Actions: When processing a PA Action in SAP (this means the PCR has gone through the approval process successfully, returned to the Initiators/Requestor's inbox, and been opened by the Initiator/Requestor), ensure you let the system guide you through ALL screens. Each Action will have a different number of screens, potentially in a different order. Each screen represents an infotype, such as address information, objects on loan, or benefits information. If you exit the Action prior to processing all of the screens SAP presents you with, you will not have entered and saved all data required for that Action. Let SAP bring you back to the front screen of the Action as a signal that you have entered all infotype data required by that Action, prior to clicking Complete on the PCR workflow item.
· CAUTION - PA Actions: When processing a PA Action in SAP, on each infotype screen the system presents to you, review the information for accuracy and click Save even if you have not changed any data. SAP will dynamically pre-fill data in some fields based on data entered on previous infotype screens (to reduce the amount of data you are required to enter), but this pre-filled data will not be saved if you simply move to the next screen using the Next Record button.
· CAUTION - PA Actions: When processing a PA Action in SAP, the header date may be different than the date within the body. 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.
· CAUTION - PA Actions: Observe the title at the top of any infotype screen. If the word Create is included in the title, the infotype is being created on this person's record for the first time. If the word Copy is included in the title, a copy has been made of the original Action record, delimiting the original or previous record and saving the new record. All historical records are saved within the system, with dates to reflect when they were active. Use the Overview button to display any historical records on an infotype. You may double-click or click Choose on any individual record to view the details.
This transaction code is not on the menu path. Enter the transaction code in the Command Field (white field in the upper left hand corner of the screen - if not visible, click the gray triangle in this area to display the Command Field). Click ENTER once the transaction code has been entered. | |
Via Transaction Code |
ZPAA076 |
Procedure:
SAP Easy Access
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1. Update the following required and optional fields:
Information: This transaction code is not on the menu path. Enter the transaction code in the Command Field (white field in the upper left hand corner of the screen - if not visible, click the gray triangle in this area to display the Command Field). Click ENTER once the transaction code has been entered.
You may want to enter this transaction code in your Favorites folder. Choose Favorites ==> Insert Favorites, and type in ZPAA076, then click Enter.
To see the transaction code displayed in front of the link in your favorites, choose Edit ==> Settings, put a check next to Display Technical Name, and click Enter.
Employee Action Request
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3. Update the following required and optional fields:
Information: Enter the Personnel Number of the individual to be transferred. Click Enter to retrieve the name of the individual and verify you have the correct Personnel Number.
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.
NOTE: If the employee is not available in your security access, use the BI report Cross Agency Verification to obtain the Personnel Number.
Employee Action Request
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5. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
R |
Enter value in Effective on. Example: 05/15/2008 | ||
R |
Enter value in Action Type. Example: Z8 | ||
R |
Enter value in Reason. Example: 01 |
Information: The system defaults the current date, but you may change the date to a day in the past or in the future.
There are several available Reasons to choose from. For specific information on each reason, view the business process overview section at the beginning of these instructions.
Click Enter to verify the information is correct before proceeding.
Employee Action Request
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Information: If the information is correct, click Create to being 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.
Employee Action Request
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8. Update the following required and optional fields:
Information: Enter the EE Position which you are transferring the person TO, then click Enter. This will process a system validation, and change the Personnel Area and Personnel Subarea to match the new position.
Employee Action Request
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10. Update the following required and optional fields:
Information: Enter the new salary/hourly information in the Annual Salary or Hourly Salary field. Click Enter to validate the data.
If the employee is an hourly employee, you will have to enter the hourly amount. It will calculate the annual amount.
Critical: You will notice as you're entering data that there is an order the system prefers to receive data in. If this is a Pay Grade to Banded transfer (or Banded to Pay Grade transfer), enter the Pay Scale type, Pay Scale Area and Pay Scale Group on the right side before clicking Enter. If you enter the Pay Scale type and Pay Scale Area and click Enter before entering the Pay Scale Group, the system will give you an error message stating "No entry in table T710 for the key XXXXX". This means that the combination of Pay Scale type and area don't match the Pay Scale Group, until you change to the new Pay Scale Group. Click Enter to pass by this message and complete all fields, or enter all fields prior to clicking Enter to avoid this message.
Employee Action Request
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Information: Review the data prior to saving. If the data is correct, click Save.
Information
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Information: You may 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 already submitted the PCR to workflow, you will not be able to change the details, nor save any new information, only display the existing details.
Employee Action Request
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Information: You may 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 only gets attached to this specific PCR. 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 Transfer action), you will need to recreate any notes or attachments if they need to be attached to the Action record as well.
Follow the OSP or Agency-specific guidelines on notes and attachments to be added.
Create note
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16. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
R |
Enter value in Title of note. Example: Reason for Transfer | ||
R |
Enter value in long text. Example: appropriate information |
Employee Action Request
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Information: Select the Initiate Workflow button to send the Transfer 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).
Information
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Information: The next steps bring you through displaying the data for any PCR, including notes and/or attachments. No changes can be processed on any PCR which is in the approval process, or has been approved.
Employee Action Request
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20. Update the following required and optional fields:
Field Name |
Description |
R/O/C |
Values |
R |
Enter value in Existing PCR No.. Example: 1000005156 |
Employee Action Request
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Information: Notice that you are not able to change a PCR if it has already been submitted to workflow via the Initiate Workflow button. Once the PCR has been submitted, you will only be able to display the data (including any notes and attachments which may have been saved on the PCR).
Employee Action Request
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Information: The PCR information is displayed. At any time, to display the notes/attachments on this PCR, choose the Services for Objects button and if the Attachments option is valid, there is at least 1 attachment available.
Service: Attachment list
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Information: If you receive a window requesting you to choose between PCR attachments, choose the attachment corresponding to the PCR number you're working with. This extra window does not normally appear.
If multiple notes and/or attachments have been added to this PCR, they will be listed here. This is where you would display and copy the data if you wanted to also attach the notes/attachments to the corresponding Action once approved.
Display note
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Information: Review the information as appropriate, and close the window when complete. This text may be copied using CTRL-C and pasted into another note attachment to an Action.
Service: Attachment list
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Employee Action Request
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