Appointment Change Action (PA) - In-Training Complete

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Procedure Updated: 
10/31/18

Use this procedure when an employee completes their in-training appointment or completes a level in a multiple level in-training appointment and there is a change to the employee’s job, appointment date, or pay.

Tips: 

Refer to the In-Training Appointments Coding Reference Guide for additional information on correctly coding in-training appointments and completions.

If there is no change to the employee’s job, appointment date, or pay, then use the Change of Status Action procedure instead.

This action does not normally require hand-offs to other roles; however, a hand-off may be necessary if there is also a change to the employee's work county or Workers' Compensation risk classification. If changes are necessary, notify your payroll office so they can update the employee's:

  • Work county (Worksite on the Unemployment State (0209) infotype)
  • Workers' Compensation risk classification (Empl.override group on the Add. Withh. Info. US (0234) infotype)

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.

    Screenshot of command field.

  2. Step 2

    Complete the following fields:

    • Personnel no.
    • From

    Screenshot of personnel number field.

  3. Step 3

    Under Personnel Actions, select the box to the left of Appointment Change.

    Screenshot of personnel actions screen.

  4. Step 4

    Click Enter to populate the the employee information.

  5. Step 5

    Click the Execute button.

  6. Step 6

    Complete the Actions (0000) infotype.

    The following field is mandatory:

    Screenshot of Actions screen.

    TIPS:
  7. Step 7

    Click the Enter button to validate the information.

  8. Step 8

    Click the Save button.

  9. Step 9

    Complete the Organizational Assignment (0001) infotype.

    The following field is mandatory:

    Screenshot of organizational assignment infotype.

    TIPS:
  10. Step 10

    Click the Enter button to validate the information.

  11. Step 11

    Click the Save button.

  12. Step 12

    Complete the Contract Elements (0016) infotype.

    The following field is mandatory:

    The following field is optional:

    • Probationary Period

    Screenshot of contract elements screen.

    TIPS:
  13. Step 13

    Click the Enter button to validate the information.

  14. Step 14

    Click the Save button.

  15. Step 15

    Complete the Monitoring of Tasks (0019) infotype.

    The following fields are mandatory:

    • Task Type
    • Date of Task
    • Processing Indicator

    The following fields are optional:

    • Reminder Date
    • Lead/follow-up time

    Screenshot of monitoring of tasks screen.

    TIPS:
    • This step creates a new Monitoring of Tasks (0019) record and only one task can be created during this action.

    • 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 get the reminder dates and task dates for the tasks entered on this infotype.

  16. Step 16

    Review the Communication (0105) infotype and make any necessary updates. If no changes are needed click the Next Record button and skip to step 19.

    The following field is mandatory:

    • System ID

    Screenshot of communication infotype.

  17. Step 17

    Click the Enter button to validate the information.

  18. Step 18

    Click the Save button.

  19. Step 19

    Review the Planned Working Time (0007) infotype and make any necessary updates. If no changes are needed click the Next Record button and skip to step 22.

    Screenshot of planned working time infotype.

  20. Step 20

    Click the Enter button to validate the information.

  21. Step 21

    Click the Save button.

  22. Step 22

    Review the Telework/Flex Work (Employee) (9106) infotype and make any necessary updates. If no changes are needed click the Next Record button and skip to step 25.

    Screenshot of telework flex infotype.

  23. Step 23

    Click the Enter button to validate the information.

  24. Step 24

    Click the Save button.

  25. Step 25

    Complete the Date Specifications (0041) infotype.

    The following field is mandatory for each Date type:

    • Date

    Screenshot of date specifications infotype.

    TIPS:
    • When the employee moves to a new job classification, their Appointment Date should be changed,

    • In HRMS, you are limited to 12 date types for each record.

  26. Step 26

    Click the Enter button to validate the information.

  27. Step 27

    Click the Save button.

  28. Step 28

    Complete the Basic Pay (0008) infotype.

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

    Screenshot of 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 - In-Training Complete 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.

  29. Step 29

    Click the Enter button to validate the information.

  30. Step 30

    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 access only and does not have the ability to save this infotype.

      Screenshot of additional withholding screen.

    Stop:
    • This marks the end of the action. After saving, click the Exit button. Notify the payroll office if there are any changes they need to enter for the employee, such as change in work county or Workers' Compensation risk classification.