Appointment Change Action (PA) - Transfer Different Agency

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Procedure Updated: 
01/23/20

Use this procedure to process an appointment change action for an employee who is moving to a different agency with no break in service. This action is completed by the gaining agency.

Tips: 

Before completing this action, the employee must be active in HRMS and there must be a position in the gaining agency to appoint the employee into.

This procedure may require hand-off 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 Different Agency procedure and the benefits processor should refer to the Appointment Change Action - Transfer procedure for their portions of the action.

When an employee is moving to a different agency:

  • The gaining agency must contact the losing agency to inform them of the appointment.
  • The losing agency will need to have entered, changed, or deleted any necessary data prior to the gaining agency performing the appointment change action; such as enter or delete leave in CATS, complete garnishments, enter or end agency-specific deductions or payments.

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 actions screen.

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

  3. Step 3

    Click the Enter button to populate the employee information.

  4. Step 4

    Click the box to the left of Appointment Change.

    Screenshot of personnel actions screen.

  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:

    Screenshot of personnel action screen.

  7. Step 7

    Click the Enter button to validate the information.

  8. Step 8

    An information window will appear. Click the continue button.

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

    Screenshot of organizational assignment screen.

  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 fields are mandatory:

    Screenshot of personnel structure screen.

    The following fields are optional:

    • Time Administrator
    • Org. Key

    Screenshot of organizational plan screen.

    TIPS:
    • The Contract, Time Administrator, and Org. key fields will carry over from the previous infotype record. 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

    Screenshot of duty station address screen.

  13. Step 13

    Click the Save button.

  14. Step 14

    A Create Vacancy window may appear. Click the Cancel button.

    TIPS:
    • The gaining agency cannot create the vacancy for the losing agency. Please contact the losing agency to inform them of the vacancy.

  15. Step 15

    A Delimit Vacany window my appear. Select the appropriate option for the position the employee is going into.

    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

    You will immediately be directed back to the PA40 screen. Click the Execute button from the PA40 screen to continue the transaction.

  17. Step 17

    Click the Execute info group button.

    TIPS:
    • The status bar will display “Record stored only in Additional Actions infotype. Save”

  18. Step 18

    Click the Save button.

  19. Step 19

    Click the Enter button on the Information box.

    Screenshot of information box.

  20. Step 20

    Validate the Organizational Assignment (0001) infotype.

  21. Step 21

    Click the Save button.

    TIPS:
    • The status bar will state “This entry deletes a record," this is correct. It is important to save this infotype again, even though you receive this message.

  22. Step 22

    Click the Enter button.

  23. Step 23

    A Cost Distribution (0027) information window may appear. Click the Enter button to continue.

    Screenshot of information window.

    TIPS:
    • This information window will appear if the employee has an active Cost Distribution (0027) infotype record. The system will delimit the record so that the losing agency’s cost distribution is no longer active.

  24. Step 24

    Complete the Contract Elements (0016) infotype.

    The following field is mandatory:

    The following field is optional:

    • Probationary Period

    Screenshot of contractual regulations screen.

    TIPS:
    • If the Probationary Period field is left blank, the Create Monitoring of Tasks (0019) infotype is skipped. Go to step 30.

  25. Step 25

    Click the Enter button to validate the information.

  26. Step 26

    Click the Save button.

  27. Step 27

    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

    Screenshot of tasks screen.

    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.

  28. Step 28

    Click the Enter button to validate the information.

  29. Step 29

    Click the Save button.

  30. Step 30

    Complete the Communication (0105) infotype.

    The following field is mandatory:

    • System ID

    Screenshot of communication infotype.

    TIPS:
    • If you do not know the employee’s work email address at the time of the appointment change, click the “Next Record” button to move to the next infotype. Enter the email address as soon as you obtain it by following the Email Address – Communication - Copy and Update Record procedure.

  31. Step 31

    Click the Enter button to validate the information.

  32. Step 32

    Click the Save button.

  33. Step 33

    Complete the Planned Working Time (0007) infotype.

    The following fields are mandatory:

    The following fields will default:

    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 employee's 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 refer to the Affordable Care Act (ACA) Employee Status Code instructions to determine 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.

  34. Step 34

    Click the Enter button to validate the information.

  35. Step 35

    Click the Save button.

  36. Step 36

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

    The following fields are optional:

    Screenshot of telework flex work employee screen.

    TIPS:
    • 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”.

  37. Step 37

    Click the Enter button to validate the information.

  38. Step 38

    Click the Save button.

  39. Step 39

    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.

    Screenshot of date specifications infotype.

    TIPS:
  40. Step 40

    Click the Enter button to validate the information.

  41. Step 41

    Click the Save button.

  42. Step 42

    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:

    • Reason
    • Wage type Amount or Ann.salary

    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 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.

  43. Step 43

    Click the Enter button to validate the information.

  44. Step 44

    Click the Save button.

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

      Screenshot of additional withholding screen.

    Stop:
    • For the personnel administration processor, this will mark the end of the Appointment Change - Transfer Different 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 Different Agency procedure to complete their portion of the action.