1. Procedures
  2. Personnel Administration
  3. Appointment Change Action (PA)
  4. Appointment Change Action (PA) - Transfer Same Agency

Appointment Change Action (PA) - Transfer Same Agency

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Procedure Updated: 
08/26/2024

Use this procedure to process an appointment change action for an employee who is moving to a different position within their current agency.

Tips: 

The employee must be active in HRMS and there must be a position to appoint the employee into.

This procedure may require hand-offs to other roles (payroll processor and/or benefits processor) depending on the structure of your agency and your role at your agency. The payroll processor should refer to the Appointment Change Action (PY) - Transfer Same Agency procedure and the benefits processor should refer to the Appointment Change Action (BN) – Transfer Same Agency procedure for their portions of the action.

Be sure to communicate with your payroll processor before entering a retroactive action.

  1. Step 1

    Enter transaction code PA40 in the command field and click the Enter button.

    Command field with transaction code PA40.

  2. Step 2

    Complete the following fields:

    • Personnel no.
    • From

    Personnel no. and From field selected.

    TIPS:

    • The From date should be the effective date of the employee’s appointment change.

  3. Step 3

    Click Enter to populate the employee information.

  4. Step 4

    Select the Appointment Change radio button.

    Personnel Actions tab with Appointment Change selected.

  5. Step 5

    Click the Execute button to begin the transaction.

  6. Step 6

    Complete the Actions (0000) infotype.

    The following fields are mandatory:

    The following fields will default:

    Actions infotype fields selected.

  7. Step 7

    Click the Enter button to validate the information.

  8. Step 8

    An information window will appear. Click the Continue button.

    Information pop up window Default values are used by the position selected.

    The following fields defaulted from the position. Confirm the defaulted fields are correct, or make necessary changes:

  9. Step 9

    Click the Enter button to validate the information.

  10. Step 10

    Click the Save button.

  11. Step 11

    Complete the Organizational Assignment (0001) infotype.

    Most fields will default based on the position's values.

    The following field is mandatory:

    Organizational Assignment infotype Personnel structure selected.

    The following fields are optional:

    • Time Administrator
    • Org. Key

    Organizational Assignment infotype Organizational plan selected.

    TIPS:

    • The Contract, Org. Key, and Time Administrator fields will carry over from the previous infotype record. Please review all fields and make applicable changes.

    • If the employee will be doing a different job than that assigned to their position (such as in-training or under fill appointments), notify your organizational management processor so they can create a Job to Person Relationship. Refer to the In-Training Appointments Coding Reference Guide for additional coding guidance.

  12. Step 12

    Click the Enter button to validate the information.

    The following fields will populate based on the position's Address (1028) infotype:

    • UFI
    • Address 1
    • Address 2
    • City
    • State
    • Zip Code
    • County
    • Country

    Address infotype

  13. Step 13

    Click the Save button.

  14. Step 14

    A Create Vacancy window may appear. Select the appropriate option for the position the employee left.

    Create Vacancy record selected.

    TIPS:

    • The Create Vacancy box will only appear if the position’s vacancy indicator is marked “Vacancy Filled”. Refer to the Vacancy Indicator Guide for tips on completing the “Create Vacancy” box.

  15. Step 15

    A Delimit Vacancy window may appear. Select the appropriate option for the position the employee is going into.

    Delimit Vacancy record selected.

    TIPS:

    • The Delimit Vacancy box will only appear if the position’s vacancy indicator is marked “Open”. Refer to the Vacancy Indicator Guide for tips on completing the “Delimit Vacancy” box.

  16. Step 16

    Complete the Contract Elements (0016) infotype.

    The following field is mandatory:

    The following field is optional:

    • Probationary Period

    Contract Elements infotype selected.

    TIPS:

    • If the Probationary Period field is left blank, the Create Monitoring of Tasks (0019) infotype is skipped. Go to step 22.

  17. Step 17

    Click the Enter button to validate the information.

  18. Step 18

    Click the Save button.

  19. Step 19

    Complete the Monitoring of Tasks (0019) infotype.

    The following fields will default: 

    • Task Type
    • Date of Task
    • Processing indicator

    The following fields are optional:

    • Reminder Date
    • Lead/follow-up time

    Monitoring of Tasks infotype selected.

    TIPS:

    • The Reminder Date field can be completed by one of the following:

      • Enter a Reminder Date, or
      • Enter the Lead/follow-up time. The Reminder Date field will populate based on what was entered in the Lead/follow-up time field, or
      • Leave the Reminder Date and Lead/follow-up time blank. The Reminder Date field will populate with a date two months prior to the Date of Task.

    • Run the Task Monitoring Report (S_PH0_48000450) to view the reminder dates and task dates for the tasks entered on this infotype.

    • Only one task can be entered during the appointment change action (PA40). If you have more than one task to create for the employee, follow the Monitoring of Tasks - Create New Record procedure.

  20. Step 20

    Click the Enter button to validate the information.

  21. Step 21

    Click the Save button.

  22. Step 22

    Complete the Communication (0105) infotype.

    The following field is mandatory:

    • System ID

    Communication infotype selected.

     

    TIPS:

    • If the employee's work email address has not changed, click the “Next Record” button to move to the next infotype and skip to Step 25.

  23. Step 23

    Click the Enter button to validate the information.

  24. Step 24

    Click the Save button.

  25. Step 25

    Complete the Planned Working Time (0007) infotype.

    The following fields are mandatory:

    The following fields will default:

    Planned Working Time infotype selected.

     

    TIPS:

    • The Work schedule rule will default based on the Employee Subgroup entered in the action. You will need to select the appropriate work schedule for the employee.

    • It is important to check the Part-time employee box for all part-time employees. This field will default, but please validate the default value is correct. Refer to the Part-time Employees Coding Reference Guide for more information on coding part-time employees.

    • The Additional time ID field defaults to blank, but should be changed if the employee is not eligible for normal vacation and sick leave accruals.

    • If the employee is changing from or to the 24/7 (R030) work schedule rule, additional action is needed so that HRMS can accurately calculate the proration of time for each schedule. When there is a mid-period change with a 24/7 (R030) work schedule rule, you should either start the work schedule on the first day of the period or create a schedule substitution that reflects the employees work hours. Refer to the Work Schedule Substitution procedure for more information.

    • The ACA Status Code is required for all new hires, rehires, and employees who have had a change in employment status. Do not leave the default code of “Not Assigned”. Please contact HCA through FUZE if you need assistance determining the correct ACA code.

    • The Time Type Override field is optional and only required if the agency needs to override the general timesheet requirements of an employee.

  26. Step 26

    Click the Enter button to validate the information.

  27. Step 27

    Click the Save button.

  28. Step 28

    Complete the Telework/Flex Work (Employee) (9106) infotype.

    The following fields are conditional:

    Telework/Flex Work (Employee) infotype.

    TIPS:

    • Employees should have an active Telework/Flex Work (Employee) record. Refer to the HRMS Data Definitions Resource Guide for more information on how this data is used.

    • Enter the employee's participation in the Telework (EE), Flextime (EE), and Compressed Workweek (EE) fields. Do not leave these fields blank. If the employee is not participating, then use the Not Participating (NP) selection value instead of blank.

    • Completing the Flex work hours is optional. HRMS automatically converts entries to the Flex work hours fields to “German Standard” Military Time. If you have someone whose start or end time is midnight, use “24:00:00” rather than 12:00 am. If 12:00 am is entered, it will default to 00:00:00 and you must overwrite the default value with “24:00:00”.

  29. Step 29

    Click the Enter button to validate the information.

  30. Step 30

    Click the Save button.

  31. Step 31

    Complete the Date Specifications (0041) infotype.

    Date types and corresponding dates will carry over from the previous infotype record. Review all fields and make applicable changes.

    Date Specifications infotype selected.

    TIPS:

    • This infotype is limited to 12 date types for each record.

  32. Step 32

    Click the Enter button to validate the information.

  33. Step 33

    Click the Save button.

  34. Step 34

    Complete the Basic Pay (0008) infotype.

    For employees who are indirectly valued, the following fields is mandatory:

    For employees who are directly valued, the following fields are mandatory:

    For all employees, the following fields will default. Ensure the default values are accurate and make changes if necessary:

    Basic Pay infotype.

    TIPS:

    • The employee's Cap.util.lvl and WkHrs/period fields will default based on the employee's Planned Working Time (0007) infotype.

    • The employee’s pay scale / pay grade fields will default based on the employee’s position Planned Compensation (1005) infotype. The PS group should match the Pay Scale Group or Pay Grade of the job the employee is assigned. If the employee’s job is different than the position’s job, such as an in-training appointment, then change the PS Group to match the Pay Scale Group or Pay Grade of the job they are assigned. For more information on coding in-training appointments, refer to the In-Training Appointments Coding Reference Guide.

    • Next inc. is the date an employee is scheduled to move to a higher salary step within the salary range of their current job class. This field is used as an override when there are exceptions to the rules built into the system, or if an agency prefers to manually enter this date. If no date is entered, the system will follow the Automated PID Process.

    • Manually enter the next increase date during the Appointment Change action if the employee is moving to a new salary range (PS group), to ensure the employee receives their periodic increment on the correct date.

    • Ind.val. indicates whether an employee’s pay is indirectly valued or directly valued.

      • Indirectly valued pay is derived from a salary schedule table and will automatically update when the salary schedule tables are changed. Enter the PS group and Level fields and the system will populate the wage type Amount and Ann.salary fields based on the salary schedule. 
      • Directly valued pay is manually entered into the wage type Amount (recommended) or Ann.salary fields.

    • The wage type will default based on the employee’s Employee Subgroup. Wage type 1003 is used for monthly, wage type 1001 is used for hourly, and wage type 1006 is used for daily. Enter the correct wage type if the field is blank. You can also enter wage types for additional pay, such as shift premium and assignment pay.

  35. Step 35

    Click the Enter button to validate the information.

  36. Step 36

    Click the Save button.

    TIPS:

    • After the Basic Pay (0008) infotype is saved, the Add. With. Info. US (0234) infotype will automatically populate. The personnel administration processor has inquiry only and does not have the ability to save this infotype.

      Add. With. Info. US infotype selected.

    Stop:

    • This marks the end of the Appointment Change action using PA 40. The remaining steps in this procedure will direct you to make additional updates if necessary.

  37. Step 37

    If the employee needs to have a Workday account set-up or ended, update their WD Financials Phase 1a Conversion (WD1A) record on the Communications (0105) infotype. Refer to the Communication user procedures to create or delimit the record as appropriate.

    Stop:

    • For the personnel administration processor, this will mark the end of the Appointment Change - Transfer Same Agency action. After saving, click the Exit button and transfer the appointment change information packet to the payroll processor who will continue the action. The payroll processor should refer to the Appointment Change Action (PY) - Transfer Same Agency

    Related Resources 
  1. Vacancy Indicator Guide
  2. In-Training Appointments Coding Reference Guide
  3. Non-Represented Management Coding Reference Guide
  4. Non-Employee Coding Reference Guide
  5. Part-time Employees Coding Reference Guide
  6. Affordable Care Act Status Code Instructions