1. Procedures
  2. Personnel Administration
  3. New Hire Action (PA)
  4. New Hire Action (PA) - Change Hire Date After Day 4

New Hire Action (PA) - Change Hire Date After Day 4

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Procedure Updated: 
08/09/2022

Use this procedure to change an employee’s start date after the new hire action has been completed and payroll has stored for the pay period.

Do not use this procedure if the employee’s Payroll Results are from the current period and it is prior to Payroll Day 3 finalizing. Follow the New Hire Action (PA) - Change Hire Date Before Payroll Day 4 procedure instead.

Tips: 

You can check for Stored Payroll Results by following the Payroll Results Table Reports procedure.

You cannot change the start date of an employee on Actions (0000) infotype after payroll has exited. You will receive the message “personnel number was already accounted do not change entry date.”

Do not delete the New Hire action after Payroll Day 3.

Work with your payroll processor and time and attendance processor to correct any wage types and/or absence types that need to be adjusted to accurately reflect hours worked.

Work with your benefits processor to make any necessary corrections in Pay1 and ERA; corrections to benefits infotype start dates in HRMS are not required. Manual wage type adjustments may be necessary; benefits and payroll processors should work together as needed.

If the correct start date is after the original start date entered and you paid the employee for hours they didn’t actually work, work closely with your payroll office regarding the overpayment. The following resources will be helpful when correcting the overpayment:

  1. Step 1

    Enter transaction code PA30 in the command field and click the Enter button.

    Command field with transaction code PA30.

  2. Step 2

    Complete the following fields:

    • Personnel no.

    Personnel no. field selected.

  3. Step 3

    Click the Enter button to validate the information.

  4. Step 4

    On the Basic Personal Data tab, select the Actions radio button.

    Basic Personal Data tab with Actions selected.

  5. Step 5

    Click the Overview button.

  6. Step 6

    Select the New Hire Action with the incorrect Start Date radio button.

    New Hire Action record to correct selected.

  7. Step 7

    Click the Change button.

  8. Step 8

    Select Edit from the menu bar.

    Menu bar Edit selected.

  9. Step 9

    Select Maintain text.

    Edit, Maintain text from menu bar selected.

  10. Step 10

    Enter a note explaining the correction to the employee’s hire date in the Maintain text window.

    Main text window with note selected.

    TIPS:

    • There is currently no spell check or specified format for entering your message. As a suggestion, we recommend starting the message with the date and user’s personnel number or name.

  11. Step 11

    Click the Save button.

    TIPS:

    • The system will direct you back to the Action screen and a Note Icon will have populated.

  12. Step 12

    Click the Enter button to validate the information.

  13. Step 13

    Click the Save button.

  14. Step 14

    On the Basic Personal Data tab, select the Date Specifications radio button.

    Basic Personal Data tab with Data Specifications selected.

  15. Step 15

    Click the Overview button.

  16. Step 16

    Select the record to be corrected.

    Record to be corrected selected.

    TIPS:

    • Repeat this process if multiple date specifications records exist and need to be corrected.

    • The current record will have a “To” date of 12/31/9999.

  17. Step 17

    Click the Change button.

  18. Step 18

    Correct all necessary Date Types and Dates.

    The following fields will require corrections:

    Date Specifications record selected.

    TIPS:

    • The Start date of the original record will remain the original Start date. Only Date Type dates should be adjusted.

    • If any additional Date Types were added during the new hire action, then update those as appropriate.

  19. Step 19

    Select Edit from the menu bar.

    Edit from the Menu bar selected.

  20. Step 20

    Select Maintain text.

    Maintain text from the Edit Menu bar selected.

  21. Step 21

    Enter a note explaining the correction to the employee’s hire date in the Maintain text window.

    Maintain text window with note selected.

    TIPS:

    • There is currently no spell check or specified format for entering your message. As a suggestion, we recommend starting the message with the date and user’s personnel number or name.

  22. Step 22

    Click the Save button.

    TIPS:

    • The system will direct you back to the Date Specification Record screen and a Note Icon will have populated.

  23. Step 23

    Click the Enter button to validate the information.

  24. Step 24

    Click the Save button.

    TIPS:

    • Wage types and/or absence types will need to be adjusted to accurately reflect hours worked.

    • Enter or correct the Next Increase Date on the Basic Pay (0008) infotype to ensure the employee receives their scheduled increase on the correct date. Refer to the Basic Pay - Add Next Increase Date procedure.

    • Correct any applicable Date of Tasks and Reminder Dates on the Monitoring of Tasks (0019) infotype. Refer to the Monitoring of Tasks - Update Status or Extend Record procedure.

    Stop:

    • This will mark the end of the action. After saving, click the Exit button. Communicate with your payroll, benefits, and time and attendance processors regarding the incorrect hire date because they may need to make corrections as well.