New Hire Action (PA) - Change Hire Date After Day 4

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Procedure Updated: 
03/18/20

Use this procedure to change an employee’s start date after the new hire action has been completed and payroll has stored for the pay period.

Do not use this procedure if the employee’s Payroll Results are from the current period and it is prior to Payroll Day 3 finalizing. Follow the New Hire Action (PA) - Change Hire Date Before Payroll Day 4 procedure instead.

Tips: 

You can check for Stored Payroll Results by following the Payroll Results Table Reports procedure.

You cannot change the start date of an employee on Actions (0000) infotype after payroll has exited. You will receive the message “personnel number was already accounted do not change entry date.”

Do not delete the New Hire action after Payroll Day 3.

Work with your payroll processor and time and attendance processor to correct any wage types and/or absence types that need to be adjusted to accurately reflect hours worked.

If the correct start date is after the original start date entered and you paid the employee for hours they didn’t actually work, work closely with your payroll office regarding the overpayment. The following resources will be helpful when correcting the overpayment:

  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 validate the information.

  4. Step 4

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

    Screenshot of basic personal data screen.

  5. Step 5

    Click the Overview button.

  6. Step 6

    Click the box to the left of the New Hire Action with the incorrect Start Date.

    Screenshot of new hire action to correct.

  7. Step 7

    Click the Change button.

  8. Step 8

    Select Edit from the menu bar.

    Screenshot of change actions screen.

  9. Step 9

    Select Maintain Text.

    Screenshot of maintain text selection.

  10. Step 10

    Enter a note explaining the correction to the employee’s hire date in the Maintain Text window.

    Screenshot of infotype text window.

    TIPS:
    • There is currently no spell check or specified format for entering your message. As a suggestion, we recommend starting the message with the date and user’s personnel number or name.

  11. Step 11

    Click the Save button.

    TIPS:
    • The system will direct you back to the Action screen and a Note Icon will have populated.

  12. Step 12

    Click the Enter button to validate the information.

  13. Step 13

    Click the Save button.

  14. Step 14

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

    Screenshot of basic personal data screen.

  15. Step 15

    Click the Overview button.

  16. Step 16

    Highlight the box to the left of the record to be corrected.

    Screenshot of data record to be corrected.

    TIPS:
    • Repeat this process if multiple date specifications records exist and need to be corrected.

    • The current record will have a “To” date of 12/31/9999.

  17. Step 17

    Click the Change button.

  18. Step 18

    Correct all necessary Date Types and Dates.

    The following fields will require corrections:

    Screenshot of date specifications screen.

    TIPS:
    • The Start date of the original record will remain the original Start date. Only Date Type dates should be adjusted.

  19. Step 19

    Select Edit from the menu bar.

    Screenshot of change actions screen.

  20. Step 20

    Select Maintain Text.

    Screenshot of maintain text selection.

  21. Step 21

    Enter a note explaining the correction to the employee’s hire date in the Maintain Text window.

    Screenshot of maintain text window.

    TIPS:
    • There is currently no spell check or specified format for entering your message. As a suggestion, we recommend starting the message with the date and user’s personnel number or name.

  22. Step 22

    Click the Save button.

    TIPS:
    • The system will direct you back to the Date Specification Record screen and a Note Icon will have populated.

  23. Step 23

    Click the Enter button to validate the information.

  24. Step 24

    Click the Save button.

    TIPS:
    • Wage types and/or absence types will need to be adjusted to accurately reflect hours worked.

    • Enter or correct the Next Increase Date on the Basic Pay (0008) infotype to ensure the employee receives their scheduled increase on the correct date. Refer to the Basic Pay - Add Next Increase Date procedure.

    • Correct any applicable Date of Tasks and Reminder Dates on the Monitoring of Tasks (0019) infotype. Refer to the Monitoring of Tasks - Update Status or Extend Record procedure.

    Stop:
    • This will mark the end of the action. After saving, click the Exit button. Communicate with your payroll office and time and attendance processor regarding the incorrect hire date because they may need to make corrections to the employee's record as well.