Work Instruction
Functional Area: Personnel Administration / Process Additional Personnel Assignment
Purpose
Use this procedure to add an additional position to an employee record.
Trigger
Perform this procedure when the appropriate form is submitted to the HRSC to add a new position to an employee record.
Prerequisites
None
Menu Path
Use the following menu path to begin this transaction:
  • Select Human ResourcesPersonnel ManagementAdministrationHR Master DataPersonnel Actions to go the Personnel Actions screen.
Transaction Code
PA40
Business Process Information
This action is performed when the appropriate form is submitted by the department to add the new position to the employee. The HRSC will process the transaction to create the new position.
Helpful Hints
  • The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
  • On certain screens you may have to scroll to view some data entry fields.
  • Review the information that was supplied to you from the Department. This saves time when entering information into the system.
  • The department must have a position number filled out on the form. If incomplete, the department must be contacted.
  • For Adjuncts and Students, notify the Department to submit the form for Recurring Payments and Deductions.
  • There are various system warning messages that may appear depending on the employee being processed. Review the messages and click to acknowledge and bypass the messages.
  • To show the Object Manager, select SettingsShow Object Manager.
  • To hide the Object Manager, selectSettingHide Object Manager.

Work Instruction
Functional Area: Personnel Administration / Process Additional Personnel Assignment
Procedure
1. / Start the transaction using the menu path or transaction code.
Personnel Actions

2. / Select Settings Show Object Manager.
Personnel Actions (2)

3. / Click on Collective search help.
Personnel Actions (2)

4. / Click the tab.
Restrict Value Range (1) (Personnel ID Number tab)

5. / As required, complete/review the following fields:
Field / R/O/C / Description
ID number / Required / Identification
Example:
555226666
Enter the employee’s social security number without dashes.
Personnel Actions (3)

6. / Double-click on the Personnel number to process.
/ If “No values for this selection” appears on the bottom of the screen, it means there is no employee in the system. Advise the Department to submit the New Hire Form because the employee doesn’t exist in the UC Flex System. If the search comes back with a Personnel Number in the left hand column, please check to verify that the employee is active. If they are not active, contact the Department to submit the appropriate form. If they are active, proceed with the document and add the new position.
Personnel Actions (4)

7. / Perform one of the following:
If You Want To / Then
Leave the Object Manager open / --
Close the Object Manager / Select SettingsHide Object Manager.
8. / As required, complete/review the following fields:
Field / R/O/C / Description
Start / Required /
Example:
02/22/2006
9. / Click to the left of Additional pers.assignment.
10. / Click .
Create Actions (0000)

11. / As required, complete/review the following fields:
Field / R/O/C / Description
Start / Required /
Example:
02/22/2006
This should automatically default if entered on the Personnel Actions (4) screen.
Action Type / Required / Most recent action taken with an employee
Example:
Additional pers.assignment
This should automatically default.
Reason for Action / Required / Whenever a personnel action is run, it must be described by a reason
Example:
01 Additional assignment
Position / Required / Associated with a specific set of responsibilities within an organizational unit and normally occupied by a person (e.g. Director of Human Resources, Associate Professor)
Example:
00000060
This information should be provided on the form.
12. / Click .
Information

13. / Click .
Create Actions (0000) (2)

14. / Click .
/ The system displays the message, “Save your entries.”
/ The Personnel area, Employee group , and Employee subgroup fields are automatically populated.
Create Organizational Assignment (0001)

15. / As required, complete/review the following fields:
Field / R/O/C / Description
Contract / Required / FTE percentage for benefits eligibility
Example:
0 – 19% FTE
The information for this field will be listed on the form.
Job Type / Required / Identifies the job type
Example:
R Regular
The information for this field will be listed on the form.
/ The system displays the message, “Record created.”
16. / Click .
Create Organizational Assignment (0001) (2)

17. / Click .
/ The system displays the message, “Save your entries.”
Delimit Vacancy

18. / As required, complete/review the following fields:
Field / R/O/C / Description
Delimit on / Required / Date the vacancy is filled
Example:
02/21/2006
This field will automatically default to the day prior to the Start date.
19. / Click .
Create Cost Distribution (0027)

20. / Click .
/ The system displays the message, “Record created.”
/ The information on this screen will be automatically populated from the assigned position.
/ A variant has been created to make the data entry easier. The fields are displayed in the following order: Pct,Fund , Cost ctr , Functional Area , Grant , Order , WBS element , BusA, and CoCd.
Create Cost Distribution (0027) (2)

21. / Click .
/ The system displays the message, “Save your entries.”
Create Planned Working Time (0007)

22. / As required, complete/review the following fields:
Field / R/O/C / Description
Employment percent / Required / Employee's employment status as of this action
Example:
19.00
This field will represent the true FTE percent. The FTE information will be provided on the form.
/ The system displays the message, “Record created.”
23. / Click .
Create Planned Working Time (0007) (2)

24. / Click .
/ The system displays the message, “Employment percentage < 100 % (part-time work/dyn.work schedule?).”
Create Planned Working Time (0007) (3)

25. / Click .
Create Basic Pay (0008)

26. / As required, complete/review the following fields:
Field / R/O/C / Description
PS group / Required / Group based on the employee's job
Example:
00
Click to search for the appropriate group.
Level / Conditional / Hierarchical level of element in the WBS
Example:
This field is only required when tied to the PS group field.
Annual salary / Conditional / Employee's annual salary
Example:
24000.00
This field may not be required for adjunct faculty members.
/ The system displays the message, “New default for work schedule rule: XXXX.”
/ The PS Group, Level, and Annual Salary will be provided on the form. To enter the actual salary for Students and Adjuncts, notify the department to submit a Recurring Payment and Deduction form.
27. / Click .
Create Basic Pay (0008) (2)

28. / Click .
/ The system displays the message, “Save your entries.”
29. / Perform one of the following:
If The / Go To
Create Recurring Payments/Deductions (0014) screen appears / Step 30
Create Recurring Payments/Deductions (0014) screen does not appear / Step 33
Create Recurring Payments/Deductions (0014)

30. / As required, complete/review the following fields:
Field / R/O/C / Description
to / Optional / End value when specifying a range of values, dates and/or times
Example:
08/31/2006
Wage type / Required / Represents various types of payments and deductions
Example:
0ADJ
Amount / Required / Amount to be processed
Example:
1000
/ The system displays the message, “Record created.”
31. / Click .
Create Recurring Payments/Deductions (2)

32. / Click .
/ The system displays the message, “Save your entries.”
Benefit data of other personnel assignments

33. / Click .
/ When saving Infotype 0171 for a person with more than one assignment, an additional screen will appear regarding the Concurrent Employment Workbench.
Concurrent Employment Benefit Workbench

34. / Right-click on the assignment to process.
/ All the Personnel Assignments are listed on the left side of the screen. The position for the main assignment for benefits is indicated by to the left of Main. In order to move the assignment, click and hold the new assignment and drag to the new assignment to the Personnel Assignments Benefit Area – University of Cincinnati and then release the mouse button.
Concurrent Employment Benefit Workbench (2)

35. / Click Change.
Change Benefit Data for Personnel Assignment

36. / Select to the left of Change Benefit Area to.
/ This will automatically default as selected.
37. / Click .
Concurrent Employment Benefit Workbench (3)

38. / Click .
Confirmation of Changes To Be Carried Out

39. / Click .
Concurrent Employment Benefit Workbench (4)

40. / Click .
/ The system displays the message, “All changes were successfully saved.”
Personnel Actions (5)

41. / Click until you return to the SAP Easy Access screen.
42. / You have completed this transaction.
8/13/2017
Ver: / 04_PA_PA40_Proc Add Pers Assign_PA2_0.udc
© University of Cincinnati / 1/29
Work Instruction
Functional Area: Personnel Administration / Process Additional Personnel Assignment
Result
You have entered an additional personnel assignment for an employee.
Comments
None
8/13/2017
Ver: / 04_PA_PA40_Proc Add Pers Assign_PA2_0.udc
© University of Cincinnati / 1/29