1. Procedures
  2. Personnel Administration
  3. Concurrent Employment Action (PA)

Concurrent Employment Action (PA)

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Procedure Updated: 
12/06/2023

Use this procedure to appoint an active employee into an additional position using a Reference Personnel Number. You will perform this procedure when the employee's new position is in their current agency OR a different agency.

If the employee will have multiple positions in the same agency, first determine if the Hourly Rate per Assignment - Create New Record procedure can be used in lieu of the Concurrent Employment procedure. Hourly Rate per Assignment is an infotype that allows you to pay an employee different rates of pay for different work.

Hourly Rate per Assignment can be used if the employee is working in multiple positions in the same agency and will be paid hourly in both positions or monthly in both. If the employee's positions meet these criteria but you need record of the employee's time or status in all positions and jobs using the Organizational Assignment (0001) infotype, then use the Concurrent Employment Action.

Tips: 

A concurrent employment action will create another personnel number, called a reference personnel number. Before creating a new reference personnel number, search for the employee using their social security number (SSN) to display all associated personnel numbers. Refer to the HRMS Search procedures.

If the employee has more than one personnel number, review the employment status for each to determine if an existing record can be updated rather than creating a new reference personnel number. Information can be found on the current record of the Actions (0000) infotype.

  • A personnel number with a “withdrawn” status can be rehired using the rehire action.
  • If the employee is active at another agency AND their hiring action was a quick hire or rehire quick hire, contact the agency to clarify the employee’s status to determine if they are active. If it is determined they are not active, perform an appointment change action using the existing personnel number.

Several infotypes are shared between personnel numbers. These infotypes can be updated by both agencies. Shared infotypes are not maintained in this action. The following infotypes are shared:

  • Personal Data (0002)
  • Addresses (0006)
  • Reference Personnel Number (0031)
  • Bank Details (0009)
  • Family Member Dependents (0021)
  • Education (0022)
  • Additional Personal Data (0077)
  • Military Service (0081)
  • Residence Status (0094)
  • Time Specification/Employ. Period (0552)

If the concurrent appointment is with another agency the employee’s current appointment status needs to be reviewed and the agencies involved will determine which agency will carry the employee’s existing personnel number.

When an employee has multiple personnel numbers due to concurrent employment, you must coordinate between agencies and/or within your agency on several topics such as benefits, hours worked, leave eligibility, and leave accruals. Employees are not allowed to accrue more than eight hours of sick leave in a month across all personnel numbers; manual adjustments may be needed.

This procedure may require hand-offs to other roles depending on the structure of your agency and your role at your agency. Refer to the Concurrent Employment Action (PY) procedure for completing those portions of the action. Benefits are not maintained in this action. If the employee is eligible for benefits, then those should be maintained manually (contact your agency's benefits processor). Communicate with the other agency on benefits coordination.

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

The employee will receive separate payments and W2s for each personnel number.

  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:

    • From

    Personnel no. field selected.

    TIPS:

    • Leave Personnel no. field blank when starting this action.

  3. Step 3

    Select the Concurrent Employment radio button.

    Concurrent Employment selected.

  4. Step 4

    Click the Execute button to begin the transaction.

  5. Step 5

    Complete the Actions (0000) infotype.

    The following fields are mandatory:

    Actions infotype Reason for Action, Reference Pers. Nos. and Position selected.

    TIPS:

    • The Reference Pers. No. is the employee’s existing personnel number. This creates a link between two personnel numbers. The Reference personnel number is stored in the Reference Personnel Number (0031) infotype.

  6. Step 6

    Click the Enter button to validate the information.

  7. Step 7

    An information window will appear, click the Continue button.

    Information window selected.

    The following fields defaulted from the position:

    TIPS:

    • The system will assign a new Personnel Number for the additional assignment upon pressing the Continue button.

      Create Actions Pers.No. selected.

  8. Step 8

    Click the Save button.

  9. Step 9

    Complete the Organizational Assignment (0001) infotype. Most fields will default based on the position's values.

    The following field is mandatory:

    The following fields are optional:

    • Org. Key
    • Time

    Organizational Assignment Contract, Time and Org.key selected.

    TIPS:

    • 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.

  10. Step 10

    Click the Enter button to validate the information.

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

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

    Duty Station Address selected.

  11. Step 11

    Click the Save button.

    TIPS:

    • If the Delimit Vacancy box appears, select the appropriate option for your agency’s position. The Delimit Vacancy box will only appear if the positions vacancy indicator is marked “Open”. Refer to the Vacancy Indicator job aid for more information.

  12. Step 12

    Complete the Contract Elements (0016) infotype.

    The following field is mandatory:

    The following field is optional:

    • Probationary Period

    Contractual Elements infotype selected.

    TIPS:

    • If the employee is a permanent state employee in their other personnel number then they should be recorded as permanent in this personnel number.

    • If the Probationary Period field is left blank, the Monitoring of Tasks (0019) infotype is skipped. Go to Step 18.

  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

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

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

  16. Step 16

    Click the Enter button to validate the information.

  17. Step 17

    Click the Save button.

  18. Step 18

    Complete the Communication (0105) infotype

    The following field is mandatory:

    • System ID

    Communication infotype selected.

    TIPS:

    • The System ID field should be the employee’s email address.

      If you are a MyPortal agency, it is highly recommended to use an employee’s work email address. This email address is used for password resets and the leave request notification process.

      Agencies that have employees who do not have a work email address will need to determine an internal business process to notify these employees of the status of a leave request.

      If you do not know the employee’s work email address at this time, click the next record button to skip to step 21. Enter the email address as soon as you obtain it by following Communication - Create New Record procedure.

  19. Step 19

    Click the Enter button to validate the information.

  20. Step 20

    Click the Save button.

  21. Step 21

    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. Work with the other agency to coordinate leave eligibility.

    • 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.

  22. Step 22

    Click the Enter button to validate the information.

  23. Step 23

    Click the Save button.

  24. Step 24

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

    Telework/Flex Work (Employee) infotype selected.

    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”.

  25. Step 25

    Click the Enter button to validate the information.

  26. Step 26

    Click the Save button.

  27. Step 27

    Complete the Date Specifications (0041) infotype.

    The following Date type fields will default:

    For each Date type the following field is mandatory:

    • Date

    Date Specifications infotype selected.

    TIPS:

    • The Anniversary Date, Seniority Date, and Unbroken Srvc. Date should be the same for all of the employee’s personnel numbers. You will need to coordinate with the other agency to review those fields and make applicable changes. The Date field for each Date type will default to the hire date, so you may need to change them.

    • Work with the other agency to coordinate leave and personal holiday eligibility; and make any necessary adjustments to those Date Types and Dates.

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

  28. Step 28

    Click the Enter button to validate the information.

  29. Step 29

    Click the Save button.

  30. Step 30

    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:

    Basic Pay infotype selected.

    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. 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 Shift Difference and Assignment Pay.

  31. Step 31

    Click the Enter button to validate the information.

  32. Step 32

    Click the Save button.

    Stop:

    • For the personnel administration processor, this will mark the end of the Concurrent Employment Action. After saving, click the Exit button and transfer the concurrent employment action information packet to the payroll processor who will continue the action. The payroll processor should refer to the Concurrent Employment Action (PY) procedure to complete their portion of the action.

    Related Resources 
  1. Vacancy Indicator Job Aid
  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 Employee Status Code Instructions