Appointment Change Action (PA) - Change EE Subgroup or Adjustment of Hours

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Procedure Updated: 
01/21/20

Use this procedure to change an employee’s Employee Subgroup from monthly to hourly or from hourly to monthly OR when an employee's assigned number of work hours or employment percentage changes.

Tips: 

The personnel administration processor must contact their payroll office prior to initiating the Appointment Change Action so they can make sure the action will not affect any payroll updates.

All future time entries made in the Cross-Application Time Sheet (CATS) should be removed before the personnel administration processor begins the action.  If this is not done, the payroll office is unable to make any corrections in CATS and the personnel administration processor must delete the action.

This procedure does not normally require hand-offs to other roles. However, it is important to communicate with your payroll office and time and attendance processor about the action because it may require changes to how hours worked and leave taken are processed for the employee.

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.

    Screen shot of HRMS command field.

  2. Step 2

    Complete the following fields:

    • Personnel no.
    • From

    Screenshot of Personnel Actions screen.

  3. Step 3

    Click Enter 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 Copy Organizational Assignment Infotype Screen.

    TIPS:
  7. Step 7

    Click the Enter button to validate the information.

    TIPS:
    • One or two warning messages may appear:

      • Person and Position have different employee groups/subgroups.
      • Record Valid from XX/XX/XXXX to 12/31/9999 delimited at end.

      Click the Enter button to clear the message.

  8. Step 8

    Click the Save button.

  9. Step 9

    Complete the Organizational Assignment (0001) infotype. Fields will carry over from the previous infotype record. Review all fields and make applicable changes.

    • The following field is mandatory:
    • The following fields are optional:
      • Org. key
      • Time
    • The following fields will populate based on the position’s Address (1028) infotype:
      • UFI
      • Address 1
      • Address 2
      • City
      • State
      • Zip Code
      • County
      • Country

     

  10. Step 10

    Click the Enter button to validate the information.

  11. Step 11

    Click the Save button.

    TIPS:
    • Do not skip the Organizational Assignment (0001) infotype record. If you do not make any changes to the screen, it is still crucial that this infotype is saved.

  12. Step 12

    Complete the Contract Elements (0016) infotype.

    Review the existing infotype and make any updates. If no changes are necessary, click the Next Record button and skip to step 15.

    Screenshot of Contractual regulations screen.

  13. Step 13

    Click the Enter button to validate the information.

  14. Step 14

    Click the Save button.

  15. Step 15

    Complete the Communication (0105) infotype.

    Review the existing infotype and make any updates. If no changes are necessary, click the Next Record button and skip to Step 18.

    Screenshot of Communication screen.

  16. Step 16

    Click the Enter button to validate the information.

  17. Step 17

    Click the Save button.

  18. Step 18

    Complete the Planned Working Time (0007) infotype.

    The following fields are mandatory:

    The following fields will default:

    Screenshot of Create Planned Working Time infotype screen.

    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 may default, but please validate the default value is correct.

    • 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.

    • When adjusting hours worked for an employee, agencies must enter or update the ACA Status Code to reflect the employee’s change of status. The ACA Status Code is required for all new hires, rehires and employees who have had 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.

  19. Step 19

    Click the Enter button to validate the information.

  20. Step 20

    Click the Save button.

  21. Step 21

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

    Review the existing infotype and make any changes. If no changes are necessary, click the Next Record button and skip to Step 24.

    The following fields are optional:

    Screenshot of Telework/Flex Work 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.”

  22. Step 22

    Click the Enter button to validate the information.

  23. Step 23

    Click the Save button.

  24. Step 24

    Complete the Date Specifications (0041) infotype.

    Review the existing infotype and make any updates. If no changes are necessary, click the Next Record button and skip to Step 27.

    For each Date Type, the following field is mandatory:

    • Date

    Screenshot of Date Specifications screen.

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

  25. Step 25

    Click the Enter button to validate the information.

  26. Step 26

    Click the Save button.

  27. Step 27

    Complete the Basic Pay (0008) infotype.

    For employees who are indirectly valued, the following field 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:

    Screenshot of Create Basic Pay screen.

    TIPS:
    • The employee’s Cap.util.lvl and WkHrs/period 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. Refer to the Basic Pay - Add Next Increase Date procedure for more information on the automated PID process and when manual overrides are necessary.

    • 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.

  28. Step 28

    Click the Enter button to validate the information.

  29. Step 29

    Click the Save button.

    Stop:
    • This marks the end of the Appointment Change action. After saving, click the Exit button. Communicate with your payroll office and time and attendance processor to notify them of the action because it may require changes to how hours worked and leave taken are processed for the employee.