Transcript HR_PA_310 Actions - University of Kentucky

Personnel Administration
Actions
HR_PA_310
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Prerequisites and Roles
•Prerequisites
 UK_100 IRIS Awareness & Navigation
 HR_200 Human Resources Overview
 HR_PA_300 Personnel Administration
•Roles
 Business Officers
 Personnel Administrators
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Course Content
• Unit 1 – Overview
• Unit 2 – Hiring
• Unit 3 – Additional Assignment
• Unit 4 – Change of Assignment
• Unit 5 - Leave of Absence
• Unit 6 – Change in Base Pay
• Unit 7 – Workers Compensation
• Unit 8 – Separation & Retirement
• Help Resources
• Course Summary
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Course Learning Objectives
• Review terms associated with Personnel Administration
Actions as related to the University of Kentucky
• Gain an understand of and be able to perform various
Personnel Actions in IRIS
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Unit 1
Overview
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Security in IRIS-HR
• HR security roles in Production allow you to view HR data
within your area of responsibility only.
• Access is limited to infotypes needed to fulfill your role.
 Example: You may have access to an employee’s HR Master
Record within your organizational unit, but not to certain
Benefits or Payroll infotypes, such as Health Plans (0167) or
Bank Details (0009).
 Access also may be limited to Display Only, such as
Residence Status (0094).
 In the Training Sandbox, you may be able to view more
infotypes than you will in Production.
• You can search for any employee in IRIS if you are hiring,
such as for an additional assignment.
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Key Terminology
Terminology
Definition
Infotype
A screen that is used to store data related
to IRIS-HR, such as the Organizational
Assignment (0001) or Basic Pay (0008).
Action
A series of infotypes that automatically
appear in the correct sequence for data
entry, to complete an HR process.
Delimit
To End (but NOT delete) a record by
shortening its validity period.
Payroll
Authorization
Record (PAR)
The paperwork describing an action that
has been entered in an employee’s Master
Record in IRIS. After obtaining the
authorization signatures and attaching
appropriate documentation, 2 copies of the
PAR must be sent to HR Compensation.
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Key Terminology
Terminology
Definition
Payroll Area
Used to group employees with the same
payroll cycle and to determine payroll
periods. Also defines the frequency with
which an employee is paid.
(Monthly or Biweekly)
Personnel Area
Area where employed within the University.
(Ex: Main Campus, Hospital)
Personnel Subarea
Further division of the Personnel Area.
(Ex: Regular FT, Regular PT, Temp PT <. 20)
Employee Group
Type of employee in the organization.
(Ex: Staff, Faculty, Student)
Employee
Subgroup
Further division of the Employee Group.
(Ex: Exempt Monthly, Non-Exempt 40 hour)
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Key Terminology
Terminology
Definition
Person ID
The unique eight-digit number assigned to
an employee by IRIS during the New Hire
action. To be used for identification
purposes instead of the Social Security
Number (although a search using the SSN is
still possible).
(PID)
 This number will NOT change.
Personnel Number
(PerNr)
Each personnel assignment is uniquely
identified in IRIS by the PerNr (pronounced
PerNer). Generally, the same PerNr is
retained when employees change
assignments, but another PerNr is
established for each additional assignment.
 This number MAY change.
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Person ID and Personnel Number
• If an employee’s records were converted to IRIS when the
HR module went live (April 1, 2006),
 the Person ID will begin with a zero (0), and
 the PerNr will be the same as the Person ID.
 Example: George Smithfield – Person ID=00012879 and
PerNr=00012879
• Any employee hired after go-live will have:
 a Person ID that begins with a one (1), and
 a PerNr that begins with a one (1), but it will not be the same
as the Person ID.
 Example:
Agnes Witherspoon – Person ID=10025645 and
PerNr=10011498
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Person ID and Personnel Number
Person ID
(unique; number
does not change)
Personnel Number (PerNr)
(related to assignment;
one PerNr per assignment
Position Number
(starts with a 5)
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Personnel Actions Screen – PA40
Person ID
Start date
Object
Manager
Action Types
DO NOT
USE!
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PA40 Tips
• Always start with a clear screen.
 If an employee’s information is seen in the top portion of the
screen, delete the Person ID and press the Enter key to clear
the information before beginning work on another
employee’s action.
• Enter the Start date of the action BEFORE selecting the
Action Type.
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PA40 Tips
• Do NOT enter anything in the Person ID field when
executing the Main Campus Create Assignment or Hospital
Create Assignment action for a:
 New Hire
 Rehire/Reinstate
 Position Change (Promotion, Transfer, etc.)
 Additional Assignment
• Do NOT use the Back icon
while working on an action.
Using the Back icon will leave the action unfinished.
• After completing each infotype, always press the Enter key
and check the Status Bar for any system messages.
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Payroll Schedule
• The Payroll Schedule will be needed in order to create
some personnel actions for an employee.
• The Payroll Schedule can be found on Payroll’s website:
http://www.uky.edu/EVPFA/Controller/payroll.htm
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Validity Dates
• Each infotype has a begin and end date to identify a
validity period.
 Records are often identified with an end date of
12/31/9999 – often referred to as the “high date”.
• Some actions produce yellow, warning system messages
informing you that records are being delimited (ended).
• To move through a warning system message, simply
press the Enter key.
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Delimiting Infotypes
• When processing an Action Type that is ending a current
assignment, there are two additional Infotypes which may
appear:
 Delimit Recurring Payments/Deducts (0014)
 Delimit Cost Distribution (0027)
• The primary Action Types involved are:
 Position Change (Main Campus/Hospital Create Assignment)
 LOA without Pay
 Separation
 Retirement (Processed by HR Benefits)
• If appropriate, to not delimit any items and skip past an
Infotype, click on the Next record icon
Application Toolbar.
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Delimit Recurring Payments/Deducts (0014)
• This Infotype will list two different Wage types:
 2xxx – Recurring payments made by the employee’s
department, which can be delimited here; and
 4xxx – Recurring deductions processed from outside the
employee’s department (E permit, United Way, UKFCU, etc.).
 Delimit the 4xxx wage types only when processing a Separation
action! Otherwise, they will continue to run through payroll
when they shouldn’t.
1. Click on gray box to
select line(s); then
2. Click on Delimit icon.
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Cost Distribution (0027)
• This Infotype lists the Cost Object(s) an employee is paid
from each pay period.
• This should come up to delimit during the Separation
action, but you will need to delimit manually (via PA30)
when you process an End of Additional Assignment action.
• To delimit the record(s):
1. Click on the gray box to the left of the line(s) to select; and
2. Click on the Delimit icon in the Application Toolbar.
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Unit 2
Hiring
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Unit 2 Topics
• New Hire Action
• Payroll Authorization Record (PAR)
 Generating a PAR
 Printing a PAR
 Saving a PAR
• Re-executing a New Hire Action
• Rehire/Reinstate
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New Hire Process
• An employee must have completed and signed the I-9
form ON or BEFORE their first day of work, and it must be
received by the Personnel Administrator BEFORE entering
the employee into the system using the Main Campus or
Hospital Create Assignment action.
• The system will automatically display the necessary
infotypes in the correct sequence for data entry.
• After completing the hiring action, the Payroll
Authorization Record (PAR) must be created,
printed (two copies), signed by the authorizing hiring
official in the department, attached to any other
appropriate documentation, and sent to HR
Compensation.
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New Hire Documentation
• The original copy of certain documents listed below
should be attached to one of the two PARs and sent to
HR Compensation, who will forward the information to
Payroll also. Documents include:
 Original, signed I-9
 Race/ethnicity disclosure form
 Signed Consent form from the Online Employment System
 W4/K4
 Earned Income Credit (W5/K4E) form, if applicable
 Local/City Tax form, if employee either lives outside



Fayette County or will work outside Fayette County
Direct Deposit form
Signed Drug Free Workplace form
For faculty, any other forms required by the Provost/Dean’s
office
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New Hire Benefits Enrollment
• New faculty and staff have 30 days from their hire date to
elect their University benefits.
• Human Resources offers the convenience of on-line
benefits enrollment through myUK Employee Self-Service.
• Thus, in order to facilitate the on-line benefits enrollment,
new employees should, in all cases, be entered in IRIS as
soon as possible – prior to, or no later than their official
start date.
 Delays, such as opting to input the data just prior to payroll
deadlines, could impede benefits enrollment for the new
faculty and staff, or prevent enrollment entirely.
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New Hire Action
1. Enter the transaction code PA40
2. Enter the Start date that the new hire begins in the
position
3. Click on the gray select box to the left of the appropriate
Create Assignment Action Type
4. Click on the Execute icon in the Application Toolbar
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Employee Recognition
5. Enter the employee’s Last Name and First Name in the
Employee Recognition window (Do not use SSN)
6. Click on the green Continue icon or press the Enter key
7. Click on New Employee
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Employee Recognition
• Q.
• A.
Why begin with a search for an employee?
Based on the search results, the system will
prompt you for the appropriate action.
 If you search for the employee and they are not found, the
system will guide you through the New Hire process.
 If you search for the employee and they are Active, the
system will ask if you want to Create New Assignment or
Change the employee position.
 If you search for the employee and they are found to be
separated (Withdrawn) from the University, the system will
guide you through the Rehire process.
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Actions (0000)
• The infotypes start to appear in the correct sequence.
• The first infotype is Actions (0000).
Once you are into the
infotypes, DO NOT change the
Start/to dates at the top.
Although the cursor
appears here by default,
DO NOT enter anything in
the Pers.No. field. The
PerNr will be generated
by IRIS as you move
through the action.
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Actions (0000)
• It is VERY important to select the appropriate Reason for
Action. The system’s remaining responses are based on
this selection.
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Actions (0000)
• Enter the correct Position number
 If you use the Possible Entries icon to do a Structure Search,
you will see only the position numbers you are authorized to
see. Double-click to select.
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Actions (0000)
• Press the Enter key
• Click on the green Continue icon in the Information
window or press the Enter key
 This will bring in default attributes pertaining to this
position.
• Check the Status Bar for any system messages.
Once it
says “Save your entries”, click on the Save icon
to
complete this infotype and continue.
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Personal Data (0002)
• Verify the name information, which should be entered
exactly as it is seen on the employee’s Social Security
Card!
• Enter the SSN, Birth
and Gender
date,
• The required fields
contain the checked
checkbox icon
.
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Personal Data (0002)
• Specify the Marital Status (if known)
 If you choose “Married”, the system will display the Family
Member/Dependents (0021) infotype. (See next slide for
more on this infotype.)
• Press the Enter key and check the Status Bar for any
system messages. Once it says “Save your entries”, click
on the Save icon
to complete this infotype and
continue.
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Family Member/Dependents (0021)
• Enter the Spouse information (if known)
 The Last name will default to the same as the employee, but
may be changed if necessary.
• Click on the Save icon
to
complete this infotype and
continue
• Note:
If this information is
not known, click on the Next
Record icon
to skip this
infotype and move on.
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List of Students matching employee Data
• This window will appear upon saving the Personal Data
infotype. The system is checking the SLCM module of IRIS
to see if there is an existing student with identical
personal data.
• DO NOT CLOSE THIS WINDOW by clicking on the X in the
upper-right corner! Doing so will give the employee an
invalid Person ID (i.e. ?_11046666).
 If this happens, contact HR Compensation to have the action
deleted, then process the entire action again.
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List of Students matching employee Data
• If any Matching Students are found and your employee is
listed, double-click on their Student ID (StudentNo.) and
the system will assign that as their
Person ID in HR.
• If any Matching Students are found but your employee is
NOT listed,
 click on the New Student button
 click on the Search Student button
; or
if you know
there should be a student record listed, change the search
criteria, and click on
the Find icon.
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List of Students matching employee Data
• If no Matching Students are found, you will still get this
window.
 Click on New Student if you’re confident the employee is not
already a student in SLCM; or
 Click on Search Student if you know there should be a
student record listed, change the search criteria, and click on
the Find icon.
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Organizational Assignment (0001)
• Press Enter (The system will populate the values in this
infotype based on the Position number.)
• Click on the Save icon
to complete this infotype
and continue
• Note:
Do not change the
Percentage value here.
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Addresses (0006) – Permanent Residence
• Enter the home address information, County of residence
and any other known information
• The Mail code indicates where the employee’s pay stub will
be directed to.
• The Privacy Flag, if checked,
prevents the address from
being published in the
University directory.
• The County of Employment is
Enter the
City only.
used for College of Agriculture
employees.
• Click on the Save icon
to complete this infotype and
continue
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Addresses (0006) – Work Address
• Enter the employee’s work address information
• Click on the Save icon
continue
to complete this infotype and
• Note:
The employee can maintain this address through
the myUK Employee Self-Service tab, but this will create a
starting record.
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Planned Working Time (0007)
• Press Enter to populate the values in this infotype
• Verify the data (see the next slide for more information)
• Click on the Save icon to complete this infotype and
continue
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Planned Working Time (0007)
• The Employee’s Personnel Subarea must be consistent
with the Employment percent or an error message will
appear.
• The Employment percent always defaults to 100.00 when
the Enter key is pressed. This can be changed though in
order to fall within the
required employment
percentage range stated
in the error message.
(See next slide for chart.)
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Employment Percentage Chart
• This chart
shows the
allowed Full
Time
Employment
(FTE)
percentages for
each Personnel
Subarea (PSA).
• FTE =
Employment
Percentage
PSA Code
PSA Text
Allowed FTE
0001
Reg FT
1.0
0002
Reg PT (Faculty)
.20 - .99
0003
Reg PT >.74
.75 - .99
0004
Reg PT .5 to .74
.50 - .74
0005
Reg PT .2 to .49
.20 - .49
0006
Temp FT
1.0
0007
Temp PT >.20
.20 - .99
0013
Temp PT <.20
< .20
0008
WEPP
Always .60
0009
Reg On Call
Always .20
0010
Prem On Call
Always .20
0011
Unpaid
n/a
0012
Non-Service
n/a
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Basic Pay (0008)
• Enter the Amount
(Hourly Pay Rate,
Monthly Salary, or
Biweekly Salary)
• Press the Enter key
to populate the
Annual Salary field
• Click on the Save
icon
to complete
this infotype and
continue
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Basic Pay (0008) – Override Salary Field
• This field is used in one of two ways:
 If an employee is in an “acting” position and the department
is not paying benefits on the additional acting money, they
can enter an Override Salary amount to bring it back down to
the “pre-acting” pay; or
 If an employee is in a flex leave position and does not work
during the summer months, the Override Salary may be used
to reduce the annual salary that is reflected.
• The impact is on basic and optional life insurance
coverage.
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Date Specifications (0041)
• Verify that the information on this infotype is correct and
click on the Save icon
to continue
• If the information is incorrect, contact HR Compensation.
Do not change it yourself please!
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Additional Personal Data (0077)
• Select the employee’s
Ethnicity
• Click in the checkbox
next to the appropriate
Race Category (Multiple
race categories may be
selected as appropriate!)
• Complete the Veteran
Status section, if known
• Click on the Save icon
to complete this infotype
and continue
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Additional Personal Data (0077)
• If the Veteran Status section is not completed, the
following message will appear. Click on the green
checkmark to accept and continue.
• Note:
This infotype is required and must be completed. If
the record is missing or incomplete, the employee’s record
will not be unlocked for payroll processing until it has
been completed!
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Contract Elements (0016) – Faculty Only
• This infotype will appear for faculty only.
• Select the appropriate Contract Type
• Click on the Save icon
continue
to complete this infotype and
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Hospital Salary (9002) – Hospital Hire Only
• This infotype will appear for Hospital hires only.
• Enter the Employee experience in the As of date field and
select the appropriate Education degree for nurses only
• Click on the Save icon
continue
to complete this infotype and
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Person: Change Profile - Hospital Hire Only
• This screen will appear for Hospital hires only.
• Click on the Back icon
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New Hire Action Completed
• Upon completing and saving the last infotype in the new
hire action, the system will return to the Personnel Actions
screen with some of the employee’s information displayed
at the top.
• Write down the employee’s Personnel Number and the
Start date! You will need this information for generating
their PAR, which is the next step in the process.
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Generating a PAR
1. Enter the transaction code ZHR_PAR
2. Enter the Key Date (MUST be the same as the Start
date entered in PA40)
3. Enter the employee’s Personnel Number (PerNr)
4. Enter your contact information and any other
Comments as needed (This does print on the PAR!)
5. Click the
Execute icon
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Printing a PAR
• To print the PAR from this window, follow steps 6-8
6. Make
sure Print
Immediately
is checked.
7. Change
Number of
Copies to 2.
8. Click the
Print button.
• To preview the PAR before printing, click on the Print
preview button
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Printing a PAR from Print Preview
• After previewing
the PAR for
accuracy, click
on the Print icon
to print
• You will receive
a similar
message in the
Status Bar:
This PAR is an example
only, not a real employee.
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Saving a PAR (Optional)
• Although you can always view/print a PAR at any time
using the ZHR_PAR transaction, you can save it to your
computer if desired as follows:
1. Use the ZHR_PAR transaction and do a Print preview
2. Select Goto  List Display from the Menu Bar
(The PAR will change to a different format.)
Do not print and send
this format of the PAR
to HR Compensation!
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Saving a PAR (Optional)
3. Select System  List  Save  Local File from the Menu Bar
4. Select the unconverted format
(system default), then click on the
green, Continue icon
(The HTML Format would save it as
an Adobe/PDF file.)
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Saving a PAR (Optional)
5. To change the Directory location, click on the Possible
Entries icon to the right of this field
6. Select the desired location
in the Save in field
7. Enter a File name
8. Click on the Save button
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Saving a PAR (Optional)
9. Click on the Generate button
• The system will display a similar message in the Status
Bar, confirming the saving of the PAR.
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Exercise 2.1, 2.2
Go to the
Exercise Guide
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Re-executing a New Hire Action
• If you are interrupted in the middle of processing a new
hire action or you accidentally click on the Back icon and
get kicked out of an action (and thus returned to the
initial Personal Actions screen), YOU can recover IF the
Actions (0000), Personal Data (0002), and Organizational
Assignment (0001) infotypes were completed and saved.
• If only part of these three infotypes were completed and
saved, contact HR Compensation for directions on how to
proceed.
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Re-executing a New Hire Action
• If you completed and saved the first three infotypes:
1. In PA40, enter the employee’s Person ID and press Enter
(use the Possible Entries icon to search, if unknown)
2. Enter the same Start date used previously
3. Select the same Action Type used previously
4. Click on the Execute icon
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Re-executing a New Hire Action
• The Copy Actions (0000) infotype will appear.
5. Click on the Execute Info Group button in the Application
Toolbar
• If this Information window appears, click on the Continue
icon.
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Re-executing a New Hire Action
6. Click on the Continue button on the Execute info group
pop-up window
• The Change Personal Data (0002) infotype will appear.
7. Click on the Next Record icon
infotype where you left off
until you reach the
 If you make any changes on an infotype that was previously
completed, be sure to click on the Save icon (instead of the Next
Record icon)!
8. Complete the remaining infotypes as instructed originally
until you finish the action
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Exercise 2.3
Go to the
Exercise Guide
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Rehire/Reinstate
• Rehire/Reinstate is used when a former UK employee
returns to a position at the University.
 Rehire is used if they’ve been gone more than one year.
 Reinstate is used when it’s been less than a year.
 Contact HR Compensation if you need assistance determining
whether an employee is a rehire or a reinstate.
• Non-US citizens need to complete a new I-9 when they
return to work at the University, regardless of the length of
time away from the University.
• US citizens who have been away from the University for
more than one year also need to complete a new I-9.
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Rehire/Reinstate and PerNrs
• When a former employee returns to UK as a rehire or
reinstate, the employee retains their previous Personnel
Number (PerNr), even if the employee’s Position Number
has changed.
 For Example, in the Personnel Assignment field:
 Todd’s information in his previous position was:
00001298 50106987 00001298 (Active)
 When he was separated, the information became:
00001298 99999999 00001298 (Withdrawn)
 When he was rehired/reinstated, the information became:
00001298 50112548 00001298 (Active)
 The PerNr is still 00001298.
 The only difference is the Position Number change.
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Rehire/Reinstate – PA40
1. Delete any number in the Person ID field, then
press Enter
2. Enter the first day of work as the Start date
3. Select the Main Campus Create Assignment
or Hospital Create Assignment Action Type
4. Click on the Execute icon
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Rehire/Reinstate – PA40
5. The Employee Recognition box will appear.


Enter the employee’s Last Name and First Name

Please do not use the SSN field
Click on the Continue icon or press Enter
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Rehire/Reinstate – PA40
6. The Employees with Identical Data box will appear.

Double-click on the employee name
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Rehire/Reinstate – PA40
7. The New Work Relationship box will appear.


Select Rehiring of Employee
Click on the Continue icon or press Enter
8. The infotypes will appear in the correct sequence.
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Rehire/Reinstate Infotypes
•Actions (0000)
 Select the correct
Reason for Action
 Enter the Position
number
 Press Enter
Be sure to change
the Position
number!
HR_PA_310 Personnel Administration Actions - V12
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messages until
prompted to Save
your entries
 Click on Save
72
Rehire/Reinstate Infotypes
Infotype
Personal Data
(0002)
What You Do
• Verify the data
• If it is correct, click on Next Record
• If you make changes, click on Save
Organizational
Assignment
(0001)
• Press Enter to populate the fields
Addresses
(0006)
• Verify the data
• Press Enter to accept the Delimit message
• Click on Save
• If it is correct, click on Next Record
• If you make changes, click on Save
Planned Working • Press Enter to populate the fields
Time
• Change Employment percent, if needed
(0007)
• Click on Save
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Rehire/Reinstate Infotypes
Infotype
What You Do
Basic Pay
(0008)
• Enter the Hourly Rate, Monthly Salary, or
Biweekly Salary
• Press Enter to populate the fields
• Click on Save
Date
Specifications
(0041)
• Verify the data
Additional
Personal Data
(0077)
• Select Ethnicity and appropriate Race(s)
T-Code
• Click on Save
• Indicate Veteran Status, if known
• Click on Save
What You Do
Use ZHR_PAR
• Obtain authorization signatures
to print 2 copies • Attach necessary paperwork
of the PAR
• Send to HR Compensation
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Unit 2 Summary
Any questions related to:
• New Hire Action
• Payroll Authorization Record (PAR)
• Re-executing a New Hire Action
• Rehire/Reinstate
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Unit 3
Additional
Assignments
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Unit 3 Topics
• Concurrent Employment
 Overload Assignments
 Additional Assignments
• End of Additional Assignment
• Reactivate Additional Assignment
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Concurrent Employment
• Concurrent employment is:
 when an employee has more than one personnel assignment;
 used to assign a UK employee to an additional assignment
(non-exempt employee) or an overload assignment (exempt
employee).
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Concurrent Employment
• To view detailed assignment information for an employee,
such as the Organizational Unit for each assignment, click
on the Assignment Overview icon to the right of the
Pers.Assgn field.
• The Personnel assignment overview window will appear.
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Concurrent Employment
• When processing additional/overload assignments in IRIS,
employees MUST be set up in the SAME Payroll Area for
ALL assignments:
 B1 – Biweekly or M1 – Monthly
• The Main Assignment will drive the Payroll Area.
• Departments may need to communicate to determine
which department will be the Main Assignment or contact
HR Compensation.
• The Main Assignment Indicator drives many rules
including:
 OT (Overtime) cost distribution
 Benefit eligibility
 Vacation accruals
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Concurrent Employment Validity Dates
• Creating and ending an additional/overload assignment is
a two-action process:
 The assignment is created with the Main Campus (or
Hospital) Create Assignment Action Type; then
 The assignment is ended using the End of Additional
Assignment Action Type.
• Do not change the end date when initially creating the
assignment!
• Process the End of Additional Assignment Action Type
closer to the date in which the assignment will be ending.
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Overload Assignment
• Overload assignments need to be approved as follows,
BEFORE data is entered into IRIS:
 Staff must complete the Staff Overload Form and send it to
HR Compensation for approval, and then enter the action.
(http://www.uky.edu/eForms/alphaindex.php?startswith=S)
 Faculty must complete the Faculty Overload Form and get it
approved; HR Compensation does not approve Faculty
Overloads.
(http://www.uky.edu/eForms/alphaindex.php?startswith=F)
• Make sure the validity dates cover entire months.
 Example: Sally will be working an overload April 4 through
May 20. The Start date of the overload assignment should
be April 1. When the End of Additional Assignment action
is entered, that Start date will be June 1.
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Additional Assignment Tip
• If you are creating an additional assignment that does not
start at the beginning of a pay period, there will be issues
with the time evaluation process on the employee.
• All or part of the hours on one assignment will not be
picked up during the payroll process.
• Contact the IRIS HR Team to ensure that the time
evaluation process is adjusted to capture all the hours.
 Michelle Bliffen – 257-5962
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Additional Assignment – PA40
1. Delete any number in the Person ID field, then press
Enter
2. Enter the Start date
If the employee is non-exempt and not being paid a
salaried amount on Basic Pay (0008), enter the first day the
employee will be attached to the new position.
If the employee is exempt and being paid a salaried amount
on Basic Pay (0008), enter the first day of the month.
3. Select Main Campus Create Assignment
or Hospital Create Assignment Action Type
4. Click Execute icon
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Additional Assignment – PA40
5. Employee Recognition box:


Enter the employee’s Last Name and First Name
Click on the Continue icon or press Enter
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Additional Assignment – PA40
6. Employees with Identical Data box:

Double-click on the employee’s Name
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Additional Assignment – PA40
7. New Work Relationship box:


Select New Personnel Assignment for Employee
Click on the Continue icon or press Enter
8. The infotypes will appear in the correct sequence.
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Additional Assignment Infotypes
Infotype
Actions
(0000)
What You Do
• Enter the Reason
for Action
• Enter the Position number
• Press Enter to validate your entries
• Click on Save
Organizational
Assignment
(0001)
• Press Enter
• Make sure all assignments are in the SAME
Payroll Area
• If not, change the Payroll Area from the
default value for the position to match the
Payroll Area on the Main position
• Click on Save
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Additional Assignment Infotypes
Infotype
What You Do
Addresses
(0006)
• Verify the data
Permanent &
Work
• If you make changes, click on Save
• If it is correct, click on Next Record
Planned Working • Press Enter
Time
• Verify or change Employment Percent
(0007)
• Click on Save
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Additional Assignment Infotypes
T-Code
Basic Pay
(0008)
What You Do
•Enter the Hourly Rate, Monthly Salary, or
Biweekly Salary
•For temporary salaried employees, make sure
Wage Type 1210 is being used. If not, change!
•Press Enter
•Click on Save
Use ZHR_PAR
to print 2 copies
of the PAR
• Obtain authorization signatures
• Attach necessary paperwork
• Send to HR Compensation
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End of Additional Assignment – PA40
• In many cases, an additional assignment will not be the
employee’s Main (prime) assignment.
• If necessary, communicate with any other department in
which the employee will remain working to determine
which assignment is Main.
• Reminder: if the assignment is an overload for an exempt
employee, make sure the validity dates cover whole
months.
• Check to make sure the employee is not leaving all
employment at the University.
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End of Additional Assignment – PA40
1. Enter the Person ID, or use the Possible Entries icon to
find the employee in the system
2. Press Enter to populate the employee information
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End of Additional Assignment – PA40
• It is important to know the correct Personnel Number for
the assignment that is being ended.
• To determine the correct Personnel Number, use the
Assignment Overview icon
located to the right of
the Personnel Assignment field.
• Close the overview window once the correct
Personnel Number has been determined.
Personnel
Numbers
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End of Additional Assignment – PA40
3. Click on the drop-down icon located to the right of
the Personnel Assignment field
4. Click on the correct Personnel Assignment data for the
assignment that is ending
5. Press Enter to “load” all the data associated with that
assignment
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End of Additional Assignment – PA40
6. Enter the Start date

If the employee is non-exempt and not paid a salaried
amount on Basic Pay (0008), enter the day AFTER the last
day worked.

If the employee is exempt and paid a salaried amount on
Basic Pay (0008), enter the day AFTER the last day of the
last month in which the employee worked.
7. Select the End of Additional Assignment Action Type
8. Click Execute
9. The infotypes appear in the correct sequence.
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End of Additional Assignment Infotypes
Infotype
Actions
(0000)
What You Do
• Enter the Reason for Action
• Press Enter through system message(s)
• Click on Save
Organizational
Assignment
(0001)
• Press Enter
• Verify that the
Position number
has defaulted
to 99999999
• Click on Save
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End of Additional Assignment Infotypes
T-Code
Use ZHR_PAR
to print 2 copies
of the PAR
What You Do
• Obtain authorization signatures
• Attach necessary paperwork
• Send to HR Compensation
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Reactivate Additional Assignment – PA40
• This action is used to reactivate an additional assignment
that has been previously ended (“Withdrawn” status).
• If the employee only has one, currently Active Personnel
Assignment, follow the normal procedure for creating an
additional assignment.
• If the employee has one or more Personnel Assignments
and all of the assignments have been ended (Withdrawn),
use the Main Campus (or Hospital) Create Assignment –
Rehire/Reinstate Action Type.
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Reactivate Additional Assignment – PA40
Example of when to use this action:
• A faculty member has a normal 9-month assignment
(PerNr #1).
• They also have a summer session assignment (PerNr #2).
• After the summer session, PerNr #2 is delimited using
the End of Additional Assignment action.
• The next summer arrives, and the faculty member will be
teaching the summer session again. Use the Reactivate
Additional Assignment Action Type to reactivate the
additional assignment (PerNr #2).
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Reactivate Additional Assignment – PA40
1. Enter the employee’s Person ID
2. Press Enter to populate the fields
3. Select the correct assignment in the Pers. Assign field
4. Enter the Start date of the assignment
5. Select the Reactivate Add Assignment Action Type
6. Click on the Execute icon
7. The infotypes appear in the correct sequence.
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Reactivate Additional Assignment Infotypes
Infotype
Actions
(0000)
What You Do
• Enter the Reason for Action
• Enter the Position number
• Press Enter through the system messages
• Click on Save
Organizational
Assignment
(0001)
• Press Enter
• Make sure all assignments are in the SAME
Payroll Area
• If not, change the Payroll Area from the
default value for the position to match the
Payroll Area on the Main position
• Click on Save
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Reactivate Additional Assignment Infotypes
Infotype
What You Do
Planned
Working Time
(0007)
• Press Enter
Basic Pay
(0008)
• Enter the Hourly Rate, Monthly Salary, or
Biweekly Salary
• Verify or change Employment Percent
• Click on Save
• Press Enter
• Click on Save
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Reactivate Additional Assignment Infotypes
Infotype
Date
Specifications
(0041)
T-Code
Use ZHR_PAR
to print 2 copies
of the PAR
What You Do
• Verify the data
• Click on Next Record
What You Do
• Obtain authorization signatures
• Attach necessary paperwork
• Send to HR Compensation
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Exercises 3.1, 3.2
Go to the
Exercise Guide
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Unit 3 Summary
Any questions related to:
• Concurrent Employment
 Overload Assignments
 Additional Assignments
• End of Additional Assignment
• Reactivate Additional Assignment
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Unit 4
Change of
Assignment
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Unit 4 Topics
• Position Change
• Position Update
• Change in Status
• FTE Change
• Long Term Disability I & II
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Position Change
• This action is used when an employee in any position
(Main Campus or Hospital) is moving to a Main Campus
position (for example, promotions, demotions, transfers).
• This is a one-step process completed by the receiving
(new) department.
• Communication between the employee’s previous and
new department is very important during this process.
• HR Benefits office will be responsible for changing the
“Main” indicator, if necessary.
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Position Change - Start Dates
• Changes of positions may be made at any time except if
the employee is changing Payroll Areas, such as Biweekly
to Monthly or Monthly to Biweekly.
• As for the Start date,
 If the employee’s current (sending) position is Biweekly, use
the first day of the next Biweekly pay period.
 If the employee’s current (sending) position is Monthly, use
the first day of the next Monthly pay period.
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Position Change
1. Delete any number in the Person ID field, then press
Enter
2. Enter the Start date

If the employee is NOT changing Payroll Areas, the start
date is the first day the employee is in the new position.

If the employee IS changing Payroll Areas, the start date is
the first day of the payroll period the employee is leaving.
3. Select Main Campus Create Assignment
or Hospital Create Assignment
4. Click Execute
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Position Change
5. Employee Recognition window


Enter the employee’s Last Name and First Name
Click on the Continue icon or press Enter
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Position Change
6. Employees with Identical Data window

Double-click on the employee’s name
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Position Change
7. New Work Relationship window


Select Change of Organizational Assignment
Click on the Continue icon or press Enter
8. The infotypes will appear in the correct sequence.
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Position Change Infotypes
Infotype
Actions
(0000)
What You Do
• Select the Reason for Action
• Enter the Position number
• Press Enter
• Click on Save
Organizational
Assignment
(0001)
• Press Enter and verify the data
Addresses
(0006)
• Enter the Work Address
• Press Enter through any system messages
• Click on Save
• Click on Save
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Position Change Infotypes
Infotype
What You Do
Planned Working • Press Enter and verify the data
Time
• Press Enter through any system messages
(0007)
• Click on Save
Basic Pay
(0008)
• Enter the Hourly Rate, Monthly Salary, or
Biweekly Salary
• Press Enter to populate the Annual Salary
• Press Enter through any system messages
• Click on Save
T-Code
What You Do
Use ZHR_PAR
• Obtain authorization signatures
to print 2 copies • Attach necessary paperwork
of the PAR
• Send to HR Compensation
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Position Change – Special Situation
• Transfer of an employee in the Biweekly Payroll Area to a
position in the Monthly Payroll Area AFTER the Monthly
Payroll has completed will produce an Error Message.
• For assistance with this process, please contact HR
Compensation.
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Exercise 4.1
Go to the
Exercise Guide
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Position Update – PA40
• The Position Update Action Type is used when an
employee is staying in the same position, but something
about the position itself is changing.
• A few of the Reasons for Action:
 Reclassification/Re-evaluation
 Title Change
 Change in weekly hours
 Change in Title Series or Rank
 Summer Hours
• All approvals must be obtained and the necessary
changes made in PP01 prior to processing this action.
• Benefits will be responsible for changing the “Main”
indicator, if necessary.
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Position Update – PA40
1. Enter the Person ID or use the Possible Entries icon to
find the employee
2. Press Enter to populate the employee’s information
3. Enter the Start Date (the first day the employee will be
attached to the new position)
4. Select Position Update
or Hospital Position Update
5. Click Execute
6. The Infotypes will appear in the correct sequence.
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Position Update Infotypes
Infotype
Actions
(0000)
What You Do
• Select the Reason
for Action
• Highlight the Position number
• Press Delete
• Press Enter
• Re-enter the Position number
• Press Enter through the system messages
• Click on Save
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Position Update Infotypes
Infotype
What You Do
Organizational
Assignment
(0001)
• Press Enter and verify the data
Addresses
(0006)
• Review the Mail Code entry
• Press Enter through the system messages
• Click on Save
• If it is incorrect - Change it, press Enter,
and click on Save
• If it is correct – Press Enter and click on
Next Record
Planned
Working Time
(0007)
• Press Enter and verify the data
• Click on Save
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Position Update Infotypes
Infotype
Basic Pay
(0008)
What You Do
• Enter the Hourly Rate, Monthly Salary, or
Biweekly Salary
• Press Enter to populate the Annual Salary
field
• Press Enter through the system messages
• Click on Save
Additional
Personal Data
(0077)
T-Code
• Verify the data
• Click on Next Record
What You Do
Use ZHR_PAR
• Obtain authorization signatures
to print 2 copies • Attach necessary paperwork
of the PAR
• Send to HR Compensation
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Change In Status – PA40
• This Action Type is used to change an employee’s
employment status (for example, from Full Time to Part
Time), and they are remaining in their current position.
• This Action Type would at least change the Personnel
Subarea; as a result, Employment Percent would change.
• If only the Employment Percent is changing, use the FTE
Change Action Type.
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Change In Status – PA40
• Important:
Before performing this action, certain
attributes of the employee’s position (such as Personnel
Subarea) might need to be changed first. If the position’s
attributes should be changed but have not been, the
correct information will not default from the position to
the employee.
• If you are not sure whether a regular staff position has
been changed, contact HR Compensation; for student,
temporary, or faculty positions, contact your Business
Officer.
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Change in Status – PA40
• Example:
The Personnel Subarea is changing from Temp
PT >.20 to Reg FT, and the FTE is changing from .50 to
1.0.
Allowed FTE
PSA Code
PSA Text
0001
Reg FT
1.0
0002
Reg PT (Faculty)
.20 - .99
0003
Reg PT >.74
.75 - .99
0004
Reg PT .5 to .74
.50 - .74
0005
Reg PT .2 to .49
.20 - .49
0006
Temp FT
1.0
0007
Temp PT >.20
.20 - .99
0013
Temp PT <.20
< .20
0008
WEPP
Always .60
0009
Reg On Call
Always .20
0010
Prem On Call
Always .20
0011
Unpaid
n/a
0012
Non-Service
n/a
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Change in Status – PA40
The employee’s Personnel Subarea must be consistent
with the Employment Percent or an error message will
occur.
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Change In Status – PA40
1. Enter the Person ID or use the Possible Entries icon to
find the employee
2. Press Enter to populate the employee’s information
3. Enter the Start date
4. Select Change in Status
5. Click Execute
6. The infotypes will appear in the correct sequence.
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Change in Status Infotypes
Infotype
Actions
(0000)
What You Do
• Select Reason for Action
• Delete, press Enter, and
re-enter Position number
• Press Enter
• Press Enter through the system message
• Click on Save
Organizational
Assignment
(0001)
• The new Personnel Subarea value should
default from the position; if it does not,
click in the Subarea field and select the
appropriate subarea
• Press Enter
• Press Enter through the system message
• Click on Save
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Change in Status Infotypes
Infotype
Planned
Working Time
(0007)
What You Do
• Press Enter to populate the fields
• Change the Employment Percent to the
new percentage
• Press Enter through the system messages
• Click on Save
Basic Pay
(0008)
• Verify the Hourly Rate, Biweekly Salary, or
Monthly Salary, and change as needed
• Press Enter to populate the Annual Salary
• Press Enter through the system message
• Click on Save
Use ZHR_PAR
• Obtain authorization signatures
to print 2 copies • Attach necessary paperwork
of the PAR
• Send to HR Compensation
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Change in Status - Phased Retirement
Step 1
The position that the employee is in must be updated with
the new Personnel Subarea of Phased Retiree (0014).
Work with HR Compensation to have the attributes of the
position changed.
Step 2
After the position has been updated by HR Compensation
to reflect the Phased Retiree Personnel Subarea, go to
PA40, bring up the employee’s information, and execute
the Change in Status action.
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Change in Status - Phased Retirement
Infotype
Actions
(0000)
What You Do
• Select the Reason
for Action
• Highlight the
Position number
• Press Delete
• Press Enter
• Re-enter the Position number to bring in
the new attributes
• Press Enter through the system messages
• Click on Save
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Change in Status - Phased Retirement
Infotype
Organizational
Assignment
(0001)
What You Do
• Be sure the Personnel Subarea shows the
Phased Retiree value
•Press Enter
•Press Enter through the system messages
• Click on Save
Planned
Working Time
(0007)
• Change the FTE to 50% (If you leave it at
100%, you will get an error message.)
• Click on Save
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Change in Status - Phased Retirement
Infotype
Basic Pay
(0008)
What You Do
• If the employee is paid a salary, you must
change the salary to reflect the 50% pay.
If the employee is paid an hourly rate,
enter that same hourly rate.
• Press Enter to populate the Annual Salary
field
• Press Enter through the system messages
• Click on Save
T-Code
What You Do
Use ZHR_PAR
• Obtain authorization signatures
to print 2 copies • Attach necessary paperwork
of the PAR
• Send to HR Compensation
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FTE Change – PA40
• Used when an employee’s FTE (Employment Percent) is
changed within the same Personnel Subarea.
• The FTE change primarily affects the employee’s vacation
accrual rate.
• Note:
This action is also used for HR Timekeepers who
need to change an employee’s Work Schedule Rule on the
Planned Working Infotype (0007).
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FTE Change – PA40
• Example:
The Personnel Subarea is remaining Temp PT
>.20, but the FTE is changing from .50 to .75.
PSA Code
PSA Text
Allowed FTE
0001
Reg FT
1.0
0002
Reg PT (Faculty)
.20 - .99
0003
Reg PT >.74
.75 - .99
0004
Reg PT .5 to .74
.50 - .74
0005
Reg PT .2 to .49
.20 - .49
0006
Temp FT
1.0
0007
Temp PT >.20
.20 - .99
0013
Temp PT <.20
< .20
0008
WEPP
Always .60
0009
Reg On Call
Always .20
0010
Prem On Call
Always .20
0011
Unpaid
n/a
0012
Non-Service
n/a
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FTE Change – PA40
1. Enter the Person ID or use the Possible Entries icon to
find the employee’s record
2. Press Enter to populate the employee’s information
3. Enter the Start date
4. Select FTE Change
5. Click Execute
6. The infotypes will appear in the correct sequence.
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FTE Change Infotypes
Infotype
Actions
(0000)
What You Do
• Select the Reason for Action
• Press Enter
• Click on Save
Planned
Working Time
(0007)
• Change the Employment Percent to the
new FTE
• Press Enter to populate the fields
• Press Enter through the system messages
• Click on Save
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FTE Change Infotypes
Infotype
Basic Pay
(0008)
What You Do
• Verify and/or change the Hourly Rate,
Biweekly Salary, or Monthly Salary, and
change as needed
• Press Enter to populate the Annual Salary
• Click on Save
T-Code
Use ZHR_PAR
to print 2 copies
of the PAR
What You Do
• Obtain authorization signatures
• Attach necessary paperwork
• Send to HR Compensation
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Long Term Disability I
• Used primarily to change the Employee Group
(EE Group) to M – Long Term Disability
• Employee will stay in his/her original department and
position for 6 months
• Also provides the ability to cancel any Recurring
Payments/Deductions
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Long Term Disability I
1. Enter the Person ID or use the Possible Entries icon to
find the Person ID
2. Press Enter to populate the employee’s data
3. Enter the Start Date
4. Select Long Term Disability I
5. Click Execute
6. The infotypes will appear in the correct sequence.
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Long Term Disability I Infotypes
Infotype
Actions
(0000)
What You Do
• Enter the Reason for Action
• Change the
Employee Group
to M for Long
Term Disability
• Press Enter through the system message
• Click on Save
Organizational
Assignment
(0001)
• Press Enter to populate the fields
• Press Enter through the system message
• Click on Save
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Long Term Disability I Infotypes
Infotype
What You Do
Planned
Working Time
(0007)
• Press Enter
Basic Pay
(0008)
• Set the Amount to a SALARY amount;
Monthly salary for monthly employees,
Biweekly salary for biweekly employees.
• Press Enter through the system messages
• Click on Save
• Press Enter to populate the Annual Salary
• Press Enter through the system message
• Click on Save
T-Code
What You Do
Use ZHR_PAR
• Obtain authorization signatures
to print 2 copies • Attach necessary paperwork
of the PAR
• Send to HR Compensation
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Long Term Disability II
• LTD II is completed by Human Resources.
• This Action transfers the employee from the department to
the Long Term Disability department in Benefits.
• HR will use ZHR_PAR to print the PAR report.
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Unit 4 Summary
Any questions related to:
• Position Change
• Position Update
• Change in Status
• FTE Change
• Long Term Disability I & II
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Unit 5
Leave of Absence
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Unit 5 Topics
• LOA Without Pay
• Return from Leave Without Pay
• LOA With Pay
• Return from Leave With Pay
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LOA Without Pay – PA40
• This action is used to place a UK employee on leave
without pay.
• The employee is still linked to the University, but their
employment status in IRIS changes to “Inactive”.
• Although rare, the inactive status will still allow the
employee to get paid through a Recurring Payment record
and to be enrolled in Benefit plans.
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LOA Without Pay – PA40
1. Enter the Person ID or use the Possible Entries icon to
find the employee
2. Press Enter
3. Enter the Start date (the date the Leave begins)
4. Select LOA Without Pay
5. Click Execute
6. The infotypes will appear in the correct sequence.
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LOA Without Pay Infotypes
Infotype
Actions
(0000)
What You Do
• Select the Reason
for Action
• Press Enter
• Press Enter through the system message
• Click on Save
Organizational
Assignment
(0001)
• Presented in Display mode
• Review the data and click on the Next
Record icon
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LOA Without Pay Infotypes
Infotype
What You Do
Basic Pay
(0008)
• Presented in Display mode
Delimit
Recurring
Payments/
Deductions
(0014)
• Appears only if this data exists
T-Code
• Review the data and click on the Next
Record icon
What You Do
Use ZHR_PAR
• Obtain authorization signatures
to print 2 copies • Attach necessary paperwork
of the PAR
• Send to HR Compensation
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Return From Leave Without Pay – PA40
• Used to return an UK employee from leave without pay
• The process brings the employee back to an active status.
• If the Base Pay Amount should change, the action allows
you to enter the new value.
• All other infotypes are presented in Display mode for
information purposes only.
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Return From Leave Without Pay – PA40
1. Enter the Person ID or use the Possible Entries icon to
find the employee
2. Press Enter to populate the employee fields
3. Enter the Start date (the date the employee returns)
4. Select Return From Leave without Pay
5. Click Execute
6. The infotypes will appear in the correct sequence.
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Return From Leave Without Pay Infotypes
Infotype
Actions
(0000)
What You Do
• Select the Reason for Action
• Press Enter
• Press Enter through the system message
• Click on Save
Organizational
Assignment
(0001)
• Verify the data and click on the Next
Record icon
Planned
Working Time
(0007)
•Verify the data and click on the Next
Record icon
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Return From Leave Without Pay Infotypes
Infotype
Basic Pay
(0008)
What You Do
• If Wage Amount is correct, click on the
Next Record icon
• If Wage Amount needs to be changed,
1) Make the change
2) Press Enter to populate the new Annual
Salary
3) Click on Save
T-Code
Use ZHR_PAR
to print 2 copies
of the PAR
What You Do
• Obtain authorization signatures
• Attach necessary paperwork
• Send to HR Compensation
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LOA With Pay – PA40
• Used to place an employee on Leave of Absence With Pay
• Reasons for LOA With Pay include the following:
 Educational
 Scholarly
 Sabbatical
 Sabbatical Half Pay
 Special Leave with Pay
 Educational Leave Half Pay
 Faculty FML
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LOA With Pay – PA40
1. Enter the Person ID or use the Possible Entries icon to
find the employee
2. Press Enter to populate the employee fields
3. Enter the Start Date (date the leave begins)
4. Select LOA With Pay
5. Click Execute
6. The infotypes will appear in the correct sequence.
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LOA With Pay Infotypes
Infotype
Actions
(0000)
What You Do
• Select the
Reason for Action
•Press Enter
•Press Enter through the system message
• Click on Save
Organizational
Assignment
(0001)
• Verify the data and click on the Next
Record icon
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LOA With Pay Infotypes
Infotype
Basic Pay
(0008)
What You Do
• If Wage Amount is accurate, click on the
Next Record icon
• If Wage Amount needs to be changed
1) Make the change
2) Press Enter to populate the new Annual
Salary
3) Click on Save
T-Code
Use ZHR_PAR
to print 2 copies
of the PAR
What You Do
• Obtain authorization signatures
• Attach necessary paperwork
• Send to HR Compensation
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LOA with Pay – Faculty Salaries (9017)Infotype
• This infotype will appear when processing a LOA with Pay
action to capture the “original base” salary of faculty
members who are going on a leave of absence with partial
pay.
• Enter the faculty member’s annual salary that was effective
prior to their leave of absence, then click on the Save icon.
• This infotype will not drive any payroll information, but
will be used for Integrated Postsecondary Education Data
System (IPEDS) reporting.
• NOTE:
When processing the Return From Leave with Pay
action, this infotype will be presented during the action to
be delimited.
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Return From Leave With Pay – PA40
This is used to return a UK employee from leave with pay.
1. Enter the Person ID or use the Possible Entries icon to
find the employee
2. Press Enter to populate the employee fields
3. Enter the Start date (date the employee returns)
4. Select Return From Leave With Pay
5. Click Execute
6. The infotypes will appear in the correct sequence.
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Return from Leave With Pay Infotypes
Infotype
Actions
(0000)
What You Do
• Select the Reason for Action
• Press Enter through the system message
• Click on Save
Organizational
Assignment
(0001)
• Verify data and then click on
Next Record
Planned
Working Time
(0007)
• Verify data and then click on
Next Record
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Return from Leave With Pay Infotypes
Infotype
Basic Pay
(0008)
What You Do
• If Wage Amount is accurate, click on the
Next Record icon
• If Wage Amount needs to be changed,
1) Make the change
2) Press Enter to populate the new Annual
Salary
3) Click on Save
T-Code
Use ZHR_PAR
to print 2 copies
of the PAR
What You Do
• Obtain authorization signatures
• Attach necessary paperwork
• Send to HR Compensation
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Exercises 5.1, 5.2
Go to the
Exercise Guide
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Unit 5 Summary
Any questions related to:
• LOA Without Pay
• Return from Leave Without Pay
• LOA With Pay
• Return from Leave With Pay
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Unit 6
Change in Base Pay
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Change in Base Pay – PA40
• Used to change a UK employee’s pay rate in IRIS
• All necessary authorizations and approvals for this change
in pay must occur BEFORE using the transaction.
• Pay change reasons include:
 (Increase) To KY Minimum Wage
 Equity Adjustment
 Market Adjustment
 Mid-Year Adjustment
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Change in Base Pay – PA40
1. Enter the Person ID or use the Possible Entries icon to
find the employee
2. Press Enter to populate the employee fields
3. Enter the Start date (date the new pay rate takes
effect)
4. Select Change in Base Pay
5. Click Execute
6. The infotypes will appear in the correct sequence.
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Change in Base Pay Infotypes
Infotype
Actions
(0000)
What You Do
• Select the Reason for Action
• Press Enter
• Click on Save
Basic Pay
(0008)
• Enter new Hourly Rate, Monthly Salary, or
Biweekly Salary
• Press Enter to validate the data entry
T-Code
Use ZHR_PAR
to print 2 copies
of the PAR
What You Do
• Obtain authorization signatures
• Attach necessary paperwork
• Send to HR Compensation
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Unit 6 Summary
Any questions related to:
• Change in Base Pay
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Unit 7
Workers
Compensation
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Workers Compensation – PA40
• The work related injury MUST be reported to UK Worker’s
Care at 1-800-440-6285.
• The Workers Compensation action is processed when an
employee goes on leave and should no longer receive
base pay.
• The employee must be off work completely in all
assignments due to a work related injury.
 If the employee has multiple assignments, all will require
the Workers Compensation action.
 Contact the other departments immediately so they can
enter this data in a timely manner.
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Workers Compensation – PA40
1. Enter the Person ID or use the Possible Entries icon to
find the employee
2. Press Enter to populate the employee fields
3. Enter the Start date (Enter the first day the employee
goes on Workers Compensation after the first 7
calendar days)
4. Select Workers Compensation action
5. Click on Execute
6. The infotypes will appear in the correct sequence.
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Workers Compensation Infotypes
Infotype
Actions
(0000)
What You Do
• Select the Reason for Action
• Press Enter
• Click on Save
Organizational
Assignment
(0001)
• Verify the data
Planned
Working Time
(0007)
• Press Enter and verify the data
• Click on Next Record
• Click on Save
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Workers Compensation Infotypes
Infotype
What You Do
Basic Pay
(0008)
• Press Enter to validate the data entry
Delimit
Recurring
Payments
/Deductions
(0014)
• Delimit departmental items as needed
T-Code
• Click on Save
What You Do
Use ZHR_PAR
• Obtain authorization signatures
to print 2 copies • Attach necessary paperwork
of the PAR
• Send to HR Compensation
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Workers Compensation – PA40
• When the employee returns from Workers Compensation,
use the Return From Leave Without Pay action.
• Be sure to set the Hourly Rate, Monthly Salary, or Biweekly
Salary back to the normal rate!
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Unit 7 Summary
Any questions related to:
• Workers Compensation
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Unit 8
Separation &
Retirement
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Unit 8 Topics
• Separation
• Retirement
• Retiree Rehire
• Retiree Set Back to Inactive
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Separation – PA40
• Use this action when an employee is LEAVING the
University. This includes the following:
 Students who work in the spring and may or may not
return in the fall, and
 Part-time instructors who teach in the spring and may or
may not come back to teach the following spring.
• Check to make sure the employee does not have any
other active assignments.
• If an employee is leaving a position in your area and
working in a new position across campus, this is NOT a
Separation.
• If funding is available, you can overlap the separating
employee and the new employee.
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Separation – PA40
1. Enter the Person ID or use the Possible Entries icon to
find the employee
2. Press Enter to populate the employee fields
3. Enter the Start date (the day AFTER the last day
worked)
4. Select the Separation action
5. Click Execute
6. The infotypes will appear in the correct sequence.
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Separation Infotypes
• Actions (0000)
 Select the Reason for Action
 Press Enter through the system
message
 Click on Save
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Separation Infotypes
• Organizational Assignment (0001)
 Verify that the position number has defaulted to
99999999
 Press Enter
 Click on Save
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Separation Infotypes
• Addresses (0006)
 Enter the forwarding address and phone number, if
different from current address
 Save
• Delimit Recurring Payments/Deductions (0014)
 This infotype may or may not appear.
 Delimit any departmental payments
• Documentation
 Complete the Separation form
 Obtain the authorization signatures
 Attach all necessary paperwork
 Send to HR Compensation
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Exercise 8.1
Go to the
Exercise Guide
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Retirement
• HR Benefits will process all retirements.
• Contact HR Benefits office if you have a pending
retirement action, so they can process it for you.
• If funding is available, you can overlap the retiring
employee and the new employee using the same position.
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Retiree Rehire – PA40
• Used when a retired employee returns to work at the
University
• Also used for Post-Retirement appointments
• Since the individual was previously employed at UK,
some of the employee’s records may be accurate.
• Important: you will need to change the Employee Group
(EE Group) to put the working retiree in the correct
group. Valid groups include:
 G – Working Retired Staff < 15 years of service
 L – Working Retiree Staff > 15 years of service
 F – Working Retired Faculty < 15 years of service
 K – Working Retired Faculty > 15 years of service
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Retiree Rehire and I-9s
• Retirees who have been away from the University for
more than one year will need to complete an I-9.
• If needed, contact HR Compensation for more
information.
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Retiree Rehire – PA40
1. Enter the Person ID or use the Possible Entries icon to
find the employee
2. Press Enter to populate the employee fields
3. Enter the Start date
4. Select Retiree Rehire action
5. Click Execute
6. The infotypes will appear in the correct sequence.
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Retiree Rehire Infotypes
Infotype
Actions
(0000)
What You Do
• Select Reason for Action (Retiree Rehire)
• Enter the Position number
• Change the Employee Group
• Press Enter
• Press Enter through the system message
• Click on Save
Personal Data
(0002)
• Verify the data
• If no changes, click on Next Record
• If you make changes, click on Save
Organizational
Assignment
(0001)
• Verify the data
• Click on Save
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Retiree Rehire Infotypes
Infotype
Addresses
(0006)
What You Do
• Verify the data
• If no changes, click on Next Record
• If you make changes, click on Save
Planned
Working Time
(0007)
• Verify the data and change if needed
Basic Pay
(0008)
• Enter the Hourly Rate or Monthly Salary
• Press Enter
• Click on Save
• Press Enter
• Click on Save
Date
Specification
(0041)
• Verify the data
• Click on Save
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Retiree Rehire Infotypes
Infotype
Additional
Personal Data
(0077)
What You Do
• Verify data
• If no changes are needed, click on Next
Record
• If you make changes, click on Save
T-Code
Use ZHR_PAR
to print 2 copies
of the PAR
What You Do
• Obtain authorization signatures
• Attach necessary paperwork
• Send to HR Compensation
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Retiree Set Back to Inactive
• HR Benefits will process all retirements.
• Contact HR Benefits office if you have a pending
retirement action, so they can process it for you.
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Unit 8 Summary
Any questions related to:
• Separation
• Retirement
• Retiree Rehire
• Retiree Set Back to Inactive
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Help Resources
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myHelp Web Site
• http://myhelp.uky.edu/rwd/HTML/HR.html
• Scroll down the page to find this
section of Quick Reference Cards,
which are specific to the Personnel
Administration Actions.
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HR Resources
• Benefits:

257-9519, option 3
http://www.uky.edu/HR/benefits
• Compensation:

257-9555, option 6
http://www.uky.edu/HR/comp
• Employee Relations:

http://www.uky.edu/HR/emprel
• Employment:

257-2608
http://www.uky.edu/HR/employ
• Payroll:

257-8758
257-3946
http://www.uky.edu/EVPFA/Controller/payroll.htm
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Training Sandbox
• The Training Sandbox is available to practice the actions
you’ve learned, before entering real data into Production.
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Training Sandbox Refresh
• At the end of
every week,
the Training
Sandbox is
refreshed to
clear data
entered
during the
week.
• During this
This is the screen that will
appear should a user try to
access the Training
Sandbox during the
refresh process.
process, the
Sandbox is
unavailable.
• Try back at a
later time.
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Course Summary
You should now be able to:
• Discuss terms and concepts associated with UK
Personnel Administration Actions
• Understand the IRIS Actions process
• Perform various Personnel Actions in IRIS
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