Addresses - Copy and Update Record

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Procedure Updated: 
04/28/20

Use this procedure to copy an existing Addresses (0006) infotype record and update it with necessary changes. Using the Copy action will retain the history of the previous record.

Tips: 

In order to process payroll, employees must have an active Permanent residence address in the Addresses (0006) Infotype.

Addresses entered into HRMS are sent to HCA and DRS through their regularly schedule data files (interfaces).

Mail from HRMS, HCA, and DRS is sent to the Mailing address if one exists, and if no Mailing address exists then it is sent to the Permanent residence address.

It is appropriate for an agency to update an address for a separated employee. This will ensure the employee will receive a W2 and any other necessary mailings.

  1. Step 1

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

    Screenshot of command field.

  2. Step 2

    Complete the following fields:

    • Personnel no.

    Screenshot of personnel number field.

  3. Step 3

    Click the Enter button to populate the employee information.

  4. Step 4

    On the Basic Personal Data tab, click the box to the left of Addresses.

    Screenshot of basic personal data tab.

  5. Step 5

    Click the Overview button.

  6. Step 6

    Click the box to the left of the record you wish to copy.

    Screenshot of address record.

    TIPS:
    • STy 1 is Permanent residence.

      STy 5 is mailing address.

  7. Step 7

    Click the Copy button.

  8. Step 8

    Enter the appropriate Start and To dates.

    Screenshot of Start and To dates.

    TIPS:
    • When using the Copy button, the Start Date will populate with the date of the existing record. Be sure to enter the new Start date to keep the history of the existing record. The new, active record should have an end date of 12/31/9999.

    • If the employee receives a warrant by mail, ensure the address that is active on Day 3 of payroll processing is the correct address.

  9. Step 9

    Enter the necessary changes to the record:

    The following fields are mandatory:

    • Address type
    • Street and House No.
    • Postal Code
    • City
    • Country Key
    • Office/Region
    • County Code

    The following fields are optional:

    • 2nd Address Line
    • Telephone Number
    • Communication 1
    • Communication 2
    • Communication 3
    • Communication 4

    Screenshot of Address and Communications fields.

    TIPS:
    • Telephone Numbers and Communication selection fields should contain only the 10 digit area code and telephone number. Special characters and additional numeric values will be removed by HRMS prior to saving.

    • Do not enter out of country addresses in HRMS; it may cause redlines or other errors. If the employee lives out of country, it is recommended that either:

      • The agency address is entered and the agency then mails all items to the employee's out of country address as necessary; OR
      • The employee selects an address to use within the US, such as a family member or friend who is willing to forward their mail to their out of country address.
    • Be aware that Pay1 permanent residence address lines have shorter character limits than HRMS. HRMS will allow up to 35 characters in Address Lines 1 and 2, while Pay1 will only allow 30. Consider limiting the HRMS address to 30 characters so the complete address can be transferred to Pay1.

  10. Step 10

    Click the Enter button to validate the information.

  11. Step 11

    Click the Save button.