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PERSONNELADMINISTRATIONACTIONSsection 004
PERSONNELADMINISTRATIONACTIONSsection 004
Overview Tips and Reminders HR Cost Objects and Cost Distribution Information Instructions for Hiring Actions (PA40) Main Campus Create Assignment Hospital Create Assignment New Faculty Hire Instructions for Payroll Authorization Records (ZHR_PAR) Instructions for Rehire/Reinstate
Concurrent Employment (Additional Assignments and Overloads) Instructions for Creating Additional Assignments Instructions for Ending Additional Assignments
Position Changes and Updates Instructions for Transfer/Position Change Instructions for Position Updates Instructions for Change in Base Pay Instructions for Change in FTE Leaves Instructions for Leave without Pay Instructions for Leave with Pay Other Leave Information Separation Retirement
Overview
Business officers and personnel administrators use the Personnel Administration Actions (PA40) functionality to carry out a variety of required processes at UK. More specifically, these users select Actions via PA40 to carry out hiring and rehiring, transfers, additional assignments, separations, and other processes that change individual assignments. Users can think of PA40 Actions as the means for connecting a person (employee) to a specific position. Because of the built-in relationships, the position is tied to a specific employee group and subgroup and is described by a job. Too, the position belongs to a particular organizational unit. Regardless of the Action selected, the user will follow a general process or pattern for PA40. Actions are carried out through a series of Infotypes, screens that display for user review and data entry. These Infotypes appear in a logical order, prompting the user to enter data as required and save. Infotypes that appear in Actions cover personal data, payroll data, organizational assignments, dates, work schedules, and address information. Additional Infotypes are included for faculty members and hospital hires. Other background Infotypes are created in the Actions process.
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Only active employee records were converted from HRS to IRIS-HR/Payroll. The Business Officer role includes the ability to create and maintain cost distribution (0027) for staff and student employees, as well as part-time faculty members. Cost distribution records for the full-time faculty are updated by FES processes.
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If payroll processed at this point, the 0027 would override the 1018 cost centers, and cost would be charged 60% to CC 1055555555 and 40% to CC 1044444444. John Doe has an Additional Payment of $1,000. This payment is charged to Cost Center 1022222222. IT 0027 still exists. If payroll processed at this point, the $1,000 payment would be charged to Cost Center 1022222222. All other costs would follow what is on 0027 which would be 60% to CC 1055555555 and 40% to CC 1044444444. Note that the progression of overrides will hold true with any combination of the above.
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Complete the following fields: Last Name First Name Date of Birth Gender Social Security Number Hint: Social Security Number can be used alone for a more accurate search. 6. Click in the bottom left corner of the pop up screen.
7. If the search did not yield a match, the Query screen will appear next.
8. Click
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10. The Pers No. field will be highlighted. Do not enter anything in this field! The Personnel Number will be automatically generated by the Hiring Action. Press the tab key. 11. Click the appear. button to the right of the Reason for Action field. The following screen will
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12. Double-click on the appropriate Reason for Action code. The Create Actions Infotype will display the numeric code in the Reason for Action field.
13. Tab to the Position field and enter the position number, if known.
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Click
16. The remaining fields will be populated with default values. A message will also appear at the bottom of the screen prompting the user to save entries.
17. Click at the top of the screen. This will save the record and bring up the next InfotypeCreate Personal Data. A message will appear at the bottom of Create Personal Data to indicate that a new record has been created.
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18. If the initial search was completed by using only the Social Security Number, that field will be populated. The remaining fields should be completed: Last name First name Middle name (if known) Suffix (optional) Birth date Gender Marital Status (if available) Be sure to properly format the employees name (The system is case-sensitive.). Enter and save. NOTE: The system checks to determine if the new hire has an existing student record. If an exact match exits, a pop-up will prompt you to select the student. The selection ensures that the same ID number (student) will be used for the employees Person ID. If there is a partial match, you must examine the data carefully and decide to either use the same number or create a new one. Careful attention will help to avoid the creation of duplicate IDs.
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19. When all information has been entered, click at the top of the screen. This will save the records and bring up the next Infotype - Create Organizational Assignment. A message will appear at the bottom of Create Organizational Assignment to indicate that a new record has been created.
20. Press Enter. Default values will populate the remaining fields. A message will also appear at the bottom of the screen prompting the user to save entries. NOTE: If message Additional Relationship needed appears, contact the Compensation Office for assistance. (This is an additional relationship required to correct the mapping to GL Accounts in FI.)
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21. Click at the top of the screen. This will save the record and bring up the next Infotype Create Addresses. A message will appear at the bottom of the Create Addresses to indicate that a new record has been created. 22. Complete the following fields: Address Line 1 City/County (DO NOT ENTER THE COUNTY) State/Zip Code
button to the right of the County field to search for the county of residence. Click the This code is used for health insurance purposes and must be accurate. Check to see that the Mail Code (org unit) field is correct. The employees the pay statement will be delivered to the org unit listed. 23. When all required fields are completed, click at the top of the screen.
A message will appear at the bottom of the next screen to indicate that a new record has been created.
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24. Create Planned Working Time Infotype follows. Enter the Employment percent (FTE). Also verify the information in the Work schedule rule and Working time boxes. Changes to the work schedule should be made here. Enter and save.
The Employment percent is the FTE of the employee. It is directly tied to the Personnel Subarea field and can only be entered for valid ranges. See table below for valid combinations
PSA Code 0001 0002 0003 0004 0005 0006 0007 0011 0012 0013 PSA Text Reg FT Reg PT-Faculty Reg PT >.74 Reg PT .50-.74 Reg PT .20-.49 Temp FT Temp PT >.20 Unpaid Non-Service Temp PT <.20 Min 100 20 75 50 20 100 20 0.07 0.07 0.07 Max 100 99.99 99.99 74.99 49.99 100 99.99 100 100 19.99
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25. Create Basic Pay Infotype appears next. The hourly/monthly pay amount must be entered from the approved Salary Recommendation Form. After entering the pay amount, press the Enter key to populate the annual salary field. If you receive an error/warning, verify that the pay amount entered is correct. If the pay is outside of the range for the grade level of the position, double-check the pay rate. If the pay is correct, enter past the record and save the Infotype. If the amount is incorrect, press enter, and then re-enter the pay amount. For exempt monthly assignments, the pay rate must be entered as a monthly amount. For non-exempt biweekly assignments, the pay rate must be entered as an hourly rate. For Graduate Student assignments, the pay rate must be entered as a biweekly pay amount. In some instances the Base Pay should be $0. For example, Fellowships and Faculty with Summer Assignments should have $0 for Base Pay. Save the 0008 record with 0. Then enter the amount the employee should receive, using IT0014 Recurring Payments or IT0015 Additional Payments. Verify information and save.
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26. The next Infotype - Change Date Specifications - will appear. The dates listed are default dates and should not be changed. Click to save.
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27. Next the Create Additional Personal Data Infotype will appear. Record the Ethnic Origin. Press Enter and save.
28. This completes the New Hire Action. The Personnel Actions screen will appear with a message at the bottom of the screen indicating that the record has been created.
29. Use ZHR_PAR to create the PAR, obtain required signatures, and forward PAR and all other required documents to Compensation.
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5. Follow the same steps through all Infotypes as described for Main Campus Create Assignment. 6. An additional Infotype - Hospital Salary - will appear. In the Employee Experience As of month/yr field, enter the number of months/years of experience. In the Education (for nurses only) field, select correct degree choice, and then save. 7. The Person: Change Profile Infotype will appear. Click on the icon.
8. Work through remaining Infotypes, verifying and saving information. After entering the employees ethnic origin on Additional Personal Data (final Infotype), save. This completes the New Hire Action. The Personnel Actions screen will appear with a message that the record has been created. 9. Use ZHR_PAR to create the PAR, obtain required signatures, and forward PAR and all other required documents to Compensation.
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6. In the Query box, choose New Employee. 7. On Actions (0000), enter Faculty Hire as the Reason for Action. 8. Enter the position number and press Enter. Click the continue Pop-up Box, if it appears, and save icon on the Default Value
9. Continue to enter and save through each Infotype as it is called and note the following information for faculty hires. 10. Enter marital status if known on Create Personal Data (0002). 11. On Organizational Assignment (0001), verify that the Contract field value is Faculty. 12. On Create Addresses (0006), remember to enter the County field and check the Mail Code (org unit) field. 13. On Basic Pay (0008), enter correct Wage Type: If receiving a new administrative stipend that is part of base pay, use 1110; other salary is included in 1010; Enter 1210 if the new faculty hire is part-time (without benefits); Use 1010 with an Amount of zero, when the hire is VA faculty receiving all salary from VA. 14. On Basic Pay (0008), enter the monthly salary in the Amount field and save. Deferred Pay Reminders: For a nine-month appointment, the amount is calculated by dividing the contracted salary by 9. For example, $90,000/9 = $10,000. For a ten-month appointment, the amount is calculated by dividing the contracted salary by 10. For example, $90,000/10 = $9,000. ____________________________________________________
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Note that the Annual Salary will appear overstated. The True Annual Salary will be calculated.
15. Continue to verify and save each Infotype as it is called. 16. For nine-month faculty hires, the Action Start date must be 08/01/2006. If the true hire date is 08/15, however, adjust on Change Date Specifications (0041).
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17. The final Infotype is Create Contract Elements (016). Select the correct contract type and save. This completes the Action.
18. After completing the PA40 Action, use ZHR_PAR to create the PAR and obtain required signatures. Forward PAR and all other required documents to Compensation.
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Key Date field. Be sure that the date entered correlates to the Start date of an Action or effective date for other data entered against the employee.
3. Next enter the Personnel Number and click the Execute appear.
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4. Be sure to click the Print Immediately checkbox. Then click the PAR to your default printer.
5. To preview the PAR before printing, select the display for review.
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Rehire/Reinstate (PA40)
Business officers and personnel administrators who are responsible for rehiring/reinstating former UK employees must be mindful of the following: At the time of the IRIS HR/Payroll implementation, only the records of active employees (those paid in 2006) were converted. The following step-by-step instructions assume that the rehired/reinstated employee has an existing record in the system. In the event that no record is found, proceed with the Action as though the individual is a new employee. In the ZHR_PAR transaction, note prior employment in the Comments line. To rehire/reinstate a former UK employee: 1. Enter PA40 in the Command field of the SAP Easy Access screen. 2. On PA40, make sure the Person ID field is blank. 3. In the Start Date field, enter the date of the returning employee is being brought back to UK. 4. Select the appropriate Action Main Campus Create Assignment or Hospital Create Assignment and click on the selection button to the left of the chosen Action. Click on Execute icon. 5. The Employee Recognition box will appear.
Complete the following fields: Last Name First Name Date of Birth Gender Social Security Number ** Not all fields have to be entered. If you want to search by Last Name or SSN only, just enter those values. SSN is the most effective search with no other fields entered. **
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icon.
icon.
7. The system will then prompt you for the type of Action you are trying to accomplish. Select the Rehiring of Employee option.
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8.
Copy Actions (Infotype 0000) will then be called. Note that the Action Type Rehire/Reinstate will appear, as illustrated in the example below.
9. Select the correct Reason for Action code, based on determination of re-hire or reinstate.
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10. Next change the position to the correct position number for the rehired employee. screen and continue the Action like all others. 0002 0001 0006 0007 0008 0041 Personal Data Organizational Assignment Addresses Planned Working Time Basic Pay Date Specifications
Save this
11. Continue the Rehire process. The following Infotypes will be called during the Action:
Faculty Rehires will also have the following Infotype: 0016 Contract Elements
Hospital Hires will also have the following Infotypes: 9002 0024 Hospital Salary Skills
11. Use ZHR_PAR to create the PAR. Record appropriate Comment about employee being a rehire, and print two copies. Obtain signatures, and attach all necessary documentation before submitting to Compensation.
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Departments must communicate carefully when creating and ending assignments to cover additional assignments or overloads. Approvals for overloads come before any Actions! Staff overload forms must be completed and submitted to Compensation before any Action in IRIS HR/Payroll. Faculty overloads must be completed and approved per each colleges procedure, but do not need to be sent to Compensation. Validity dates cover the entire month, when assignments are created and ended for overloads (exempt staff and faculty). Use the Overview icon to review an employees assignment information and select the correct Personnel Number when ending an assignment.
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icon.
7. When the Employees with Identical Data box appears, click once on the employee name and
click the Continue icon.
8. The system will then prompt you for the type of Action you are trying to accomplish. Choose
and continue
9. Create Actions (0000) will then be called. Note that the Action Type is Additional Assignment. Enter the Reason for Action (Main Campus Additional Assign or
10. Enter the Position number allow the system to complete the information.
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11.
12.
Save this screen and proceed as with all other Actions. Be sure to: Verify Payroll area on 0001; Change Employee Percentage (FTE) on 0007, if needed; Enter appropriate basic pay information on 0008 (hourly rate, monthly salary, or biweekly salary).
13. 14.
After verifying and saving all Infotypes, use ZHR_PAR to create the PAR and obtain signatures. Complete any necessary departmental required forms. Send package to Compensation.
NOTE: When an Additional Assignment is created in the wrong Payroll area, the system offers an alert:
Back out of the Action completely and start it again, making sure that the additional assignment is in the same Payroll area as existing assignments. Check the Payroll area of other assignments by looking at the Assignment Details on PA40 and opening the Payroll folder:
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3. Click on the Assignment list located to the right of the Personnel Assignment field. 4. Select the appropriate PerNr (Personnel Number) for the employee and press Enter. This is the most important part of the process. Double-check the Pers.Assgn before you start the Action and make sure it is the assignment in your area. 5. Enter the Start Date. If the employee is non-exempt or exempt [not being paid a salaried amount on Basic Pay (0008)], enter the day after the last day worked. If the employee is exempt, enter the day after the last day of the last month in which the employee works, if the employee was paid a salaried amount on Basic Pay (0008). 6. Then select End of Additional Assignment and execute .
7. On Actions (0000), enter the Reason for Action: End of Additional Assignment and enter. 8. Enter through the system message and save .
9. Verify that position has defaulted to 99999999 on Organization Assignment (0001). 10. Use ZHR_PAR to create the PAR, obtain required signatures, attach any required documentation, and send to Compensation.
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Position Changes/Transfers/Updates
Business officers and personnel administrators will use PA40 to handle various position situations for employees. The Action taken on PA40 will depend upon whether the situation involves a position change or position update. Position changes include transfers and other changes wherein the employees position number changes, i.e., the employee is moving from one position to another. All position changes are handled with the Main Campus Create Assignment or Hospital Create Assignment. Position updates, on the other hand, involve changes in the values or attributes of positions. When an employee occupies a position that is changed, the Position Update Action must be executed on PA40. The employee remains in the same position, but the affected attributes are updated on the employees record.
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When an employee is transferring to another position, the business officer or personnel administrator in the receiving department should follow these steps: 1. Enter PA40 in the Command field of the SAP Easy Access screen. Make sure the Person ID field is clear when PA40 appears. 2. Select Main Campus Create Assignment or Hospital Create Assignment in the Actions list and enter the Start Date. Click the execute icon. .
3. Enter the employees information in the Employee Recognition box and continue
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6. The system will then prompt for the type of Action you are trying to accomplish. Select the Change of Organizational Assignment option.
7. Copy Actions (Infotype 0000) will then be called and appear as follows:
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8. Select the appropriate Reason for Action: Promotion Demotion Lateral Reduce Hours Temp/Student to Regular Regular to Temp Student to Temp
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9. Be sure to change the position to the number of the employees new position. Note that the Personnel Number does not change. 10. Save and continue, as with all other Actions. The following Infotypes will be called during the Action: Organizational Assignment 0008 Basic Pay 0014 Recurring Payments/Deductions
11. For staff and part-time faculty position changes, remember to delimit the Cost Distribution (0027). Click on the Delimit
icon.
Highlight the appropriate record to be ended. Enter the end date in the Delimit Date field. This date should be the day after the true end date. For example, if the end date is 06/30/2006, use 07/01/2006 as the delimit date.
icon.
13. Hospital Position Changes will also have the following Infotypes: 9002 0024 Hospital Salary Skills
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To carry out the Position Update Action: 1. Enter PA40 in the Command field of the SAP Easy Access screen. 2. Make sure the Person ID field is clear when PA40 appears. 3. Select Position Update or Hospital Position Update in the Actions list and enter the Start Date. Click the execute icon.
4. Enter the Person ID or search for employee and then press Enter. 5. Copy Actions (Infotype 0000) will then be called. 6. Record the Reason for Action: Reclassification Title Change Change in weekly hours
7. On Copy Actions (0000), be sure to delete the position from the position field, hit enter, then re-enter the position. This allows the new attributes of the position to default correctly to the employee. 8. Save and continue, as with all other Actions.
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To carry out the Change in Base Pay Action: 1. Enter PA40 in the Command field of the SAP Easy Access screen. 2. Enter the employees Person ID. 3. Enter the Start Date for the change in base pay. 4. Select Change in Base Pay in the Actions and click the execute 5. Copy Actions (Infotype 0000) will then be called. 6. Record the Reason for Action: Equity Adjustment Market Adjustment Mid-year Adjustment Sal-Pro Override Fiscal Year Increase icon.
7. Enter through system messages and save. 8. Enter the new base pay (hourly rate, biweekly salary, or monthly salary) for the employee and press Enter. 9. Enter through system messages and save. 10. Use ZHR_PAR to create the PAR, obtain signatures, and forward to Compensation.
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To carry out the Change in FTE Action: 1. Enter PA40 in the Command field of the SAP Easy Access screen. 2. Enter the employees Person ID. 3. Enter the Start Date for the change in base pay. 4. Select FTE Change and click the execute icon.
5. Copy Actions (Infotype 0000) will then be called. 6. Record the Reason for Action as FTE Change. 1. Enter through system messages and save. 2. On Planned Working Time (0007), enter the new FTE for the employee, checking to ensure it is consistent with the Personnel Subarea. 3. Enter through system messages and save .
4. On Basic Pay (0008), remember to enter the hourly or monthly rate and save . The hourly rate must be entered, even if there is not change. For salaried employees, you must enter a new salary amount to match the new FTE. 5. Use ZHR_PAR to create the PAR, obtain signatures, and forward to Compensation.
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Leaves
Business officers and personnel administrators are responsible for Actions associated with placing an employee on leave with or without pay. When the leave period ends, they must take Action to return to employee from the leave. Additionally, they must work with employees who are taking Family Medical Leave (FML).
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7. Use ZHR_PAR to create the PAR and print two copies. Obtain signatures, attach any necessary documentation, and forward to Compensation.
To return an employee from Leave without Pay, do the following: 1. Enter PA40 in the Command field of the SAP Easy Access menu. 2. Make sure the Person ID field is clear when PA40 appears. 3. Enter the Person ID or search for employee and then press Enter. 4. Enter the Start Date. Select Return from Leave without Pay from the Actions list and execute .
5. Record the Reason for Action 6. Press through the system message and save.
and enter.
7. Click the Next Record icon to examine and work through Infotypes 0001, 0007, and 0008 (change Wage Amount if required). 8. Use ZHR_PAR to create the PAR and print two copies. Obtain signatures, attach any necessary documentation, and forward to Compensation.
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1. Enter PA40 in the Command field of the SAP Easy Access screen. 2. Make sure the Person ID field is clear when PA40 appears. 3. Enter the Person ID or search for employee and then press Enter. 4. Enter the Start Date. Select Leave with Pay from the Actions list and click the execute icon.
5. Choose the Reason for Action and press Enter. Then press through the system messages and save. 6. Click the Next Record icon to work through Infotypes 0001and 0008. On 0008 change Amount field as needed and save. 7. Use ZHR_PAR to create the PAR and print two copies. Obtain signatures, attach any necessary documentation, and forward to Compensation.
To return an employee from Leave with Pay, do the following:
1. Enter PA40 in the Command field of the SAP Easy Access menu. 2. Make sure the Person ID field is clear when PA40 appears. 3. Enter the Person ID or search for employee and then press Enter. 4. Enter the Start Date. Select Leave without Pay from the Actions list and click the execute icon.
5. Record the Reason for Action enter. 6 Press through the system message and save. 7. Click the Next Record icon to examine and work through Infotypes 0001, 0007, and 0008. Change Wage Amount on 0008 if required and save.
and
8. Use ZHR_PAR to create the PAR and print two copies. Obtain signatures, attach any necessary documentation, and forward to Compensation.
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Workers Compensation
This Action should only be used when an employee is off work due to Workers Compensation. The Reason for Action is Workers Compensation. Time Sheets: Time sheets will need to be maintained for all employees, biweekly and monthly, during their time on Workers Compensation. Employees receive their pay through the Workers Compensation TPA, so timesheets will need to be processed using the Unpaid Leave time type. However, employees are eligible to supplement 1/3 of their time, using TDL or vacation leave.
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Separation Information
When UK employees leave the institution, business officers and personnel administrators must separate them with a PA40 Action. Separation is required for various reasons, ranging from employee resignation to involuntary discharge. Any break in service should result in a Separation. For example, separation is required for students who leave positions after the spring semester (return in fall is uncertain). Likewise, instructors who teach in the spring semester only must be separated when their spring assignments conclude.
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6. When Organizational Assignment (0001) is called, verify that the position number has defaulted to 99999999. Press Enter and save .
7. When Addresses (0006) is called, enter any new (forwarding) address and phone information, if known, and save .
8. Recurring Payments/Deductions (0014) will appear if there are payments that should be delimited. Save . icon.
9. Delimit Cost Distribution (0027). Click on the Delimit Highlight the appropriate record to be ended.
Enter the end date in the Delimit Date field. This date should be the day after the true end date. For example, if the end date is 06/30/2006, use 07/01/2006 as the delimit date.
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icon.
11. Submit separation form and any other documentation to Compensation. 12. One day after completing the Separation Action, create any required quota compensation payouts. Create any required quota compensation payouts (Infotype 0416) for staff members in accordance with UK policy and procedure. (See instructions in Time Management section.) Create any required terminal vacation payouts for 11- and 12-month faculty members and post-doctoral scholars (Infotype 2010). (See instructions in Faculty Specifics section.)
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Retirement Information
The Benefits Office in Human Resources processes all retirements. Departmental personnel should notify Benefits when employees announce their intended retirement plans.
Business officers and personnel administrators occasionally rehire a retiree and assist with postretirement appointments. They should work with the Benefits Office on any retiree rehire situation.
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