Rehire Action (PA) - Create Rehire Action

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Procedure Updated: 
04/28/20

Use this procedure to rehire an employee in HRMS. The employee must already be assigned a personnel number in HRMS, and is currently withdrawn.

Tips: 

This procedure may require hand-offs 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 Rehire Action (PY) - Create Rehire Action procedure and the benefits processor should refer to the Rehire Action procedure for their portions of the action.

If the returning employee has an existing Sick Leave quota balance, and has not worked for the State of Washington for 5 or more years, agencies must remove the existing Sick Leave quota balance. Refer to the Quota - Removing Accrued Leave procedure.

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.

  3. Step 3

    Click the box to the left of Rehire.

    Screenshot of Personnel Actions screen.

  4. Step 4

    Click the Enter button to validate the information.

  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.

  9. Step 9

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

    Screenshot of organizational assignment screen.

  10. Step 10

    Click the Save button.

  11. Step 11

    Complete the Personal Data (0002) infotype.

    Review the existing infotype and make any updates. If no changes are necessary, click the Next Record button and skip to step 14.

    The following fields are mandatory:

    The following fields are optional:

    • First name
    • Middle name
    • Nickname
    • Marital status Since

    Last Name Section, and HR Data sections are higlighted

    TIPS:
  12. Step 12

    Click the Enter button to validate the information.

  13. Step 13

    Click the Save button.

  14. Step 14

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

    The following field is mandatory:

    The following fields are optional:

    • Org. Key
    • Time

    Fields may carry over from the previous infotype record. Review all fields and make applicable changes.

    Screenshot of Enterprise structure screen.

    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.

  15. Step 15

    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.

  16. Step 16

    Click the Save button.

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

    • If you are hiring an employee back into your agency, skip to step 24.

    • If you are hiring an employee who has not previously worked for your agency, proceed to step 17.

  17. Step 17

    Click the Close button to by-pass the Subtypes for infotype "Education" box.

    Screenshot of education subtypes screen.

  18. Step 18

    Click the box to the left of Rehire. Do not enter a From date.

    Screenshot of personnel actions screen.

  19. Step 19

    Click the Execute button.

  20. Step 20

    Click the Execute info group button on the Actions (0000) infotype.

    Screenshot of copy actions screen.

  21. Step 21

    An information window will appear. Click the Continue button.

    Screenshot of information window.

  22. Step 22

    Click Continue in the Execute info group dialog box.

    Screenshot of execute info group screen.

    TIPS:
    • This infotype was already saved and it is okay to continue.

  23. Step 23

    Click the Next Record button until you reach the Contract Elements (0016) infotype.

  24. Step 24

    Complete the Contract Elements (0016) infotype.

    The following field is mandatory:

    • Contract Type

    The following field is optional:

    • Probationary Period

    Screenshot of Contractual regulations screen.

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

  25. Step 25

    Click the Enter button.

  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 monitoring of tasks infotype.

    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 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 rehire 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 Addresses (0006) infotype.

    Review the existing infotype and make any updates. If no changes are necessary, click the Next Record button and skip to step 33.

    The following fields are mandatory:

    • Address Type
    • Street and House No.
    • Postal Code
    • City
    • Office/region
    • County code

    Address tab selected with Fields highlighted

     

    TIPS:
    • Telephone Numbers and Communication selection fields should contain only the 10 digit area code and telephone number. Special characters and additional numeric values will be removed by HRMS prior to saving.

    • In order to process payroll, employees must have an active Permanent residence address. If the employee provides a permanent residence and mailing address you can only complete one type during the rehire action. Enter or confirm the permanent residence address now, then follow the Addresses procedure(s) to enter or update the mailing address after the rehire action is complete.

    • Do not enter out of country addresses in HRMS; it may cause redlines or other errors. If the employee lives out of country, it is recommended that either:

      • The agency address is entered and the agency then mails all items to the employee's out of country address as necessary; OR
      • The employee selects an address to use within the US, such as a family member or friend who is willing to forward their mail to their out of country address.
    • Addresses entered into HRMS are sent to HCA and DRS through their regularly scheduled data file (interface).

    • Be aware that Pay1 permanent residence address lines have shorter character limits than HRMS. HRMS will allow up to 35 characters in Address Lines 1 and 2, while Pay1 will only allow 30. Consider limiting the HRMS address to 30 characters so the complete address can be transferred to Pay1.

  31. Step 31

    Click the Enter button to validate the information.

  32. Step 32

    Click the Save button.

  33. Step 33

    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 rehire, click the “next record” button to move to the next infotype. Enter the email address as soon as you obtain it by following the Communication - Employee Email Address - Create New Record procedure to create the record.

  34. Step 34

    Click the Enter button to validate the information.

  35. Step 35

    Click the Save button.

  36. Step 36

    Complete the Planned Working Time (0007) infotype.

    If the rehire date is not the first day of the pay period, change the Planned Working Time (0007) infotype Start Date to the first day of the pay period.

    The following fields are mandatory:

    The following fields will default:

    Screenshot of planned working time infotype.

    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 of the employee.

    • The Part-time employee box is used to determine new employee eligibility for auto-enrollment in the DCP. New employees (new hires and rehires) with the Part-time employee box checked will not be automatically enrolled in the DCP. It is important to check this box for all part-time employees. This field will default, but please validate the default vaule is correct. Refer to the Part-time Employees Coding Reference Guide for more information on coding part-time employees.

    • If the employee is changing from or to the 24/7 (R030) work schedule rule and the Rehire date is not the 1st or 16th of the month, then the employee will have a red-line during payroll processing. To avoid a possible red-line, change the Planned Working Time (0007) infotype start date to the first day of the pay period.

    • 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.

    • 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.

  37. Step 37

    Click the Enter button to validate the information.

  38. Step 38

    Click the Save button.

  39. Step 39

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

    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.”

  40. Step 40

    Click the Enter button to validate the information.

  41. Step 41

    Click the Save button.

  42. Step 42

    Select the proper level of education and click the Copy button.

    Screenshot of education subtypes screen.

    TIPS:
    • The Education (0022) infotype can be skipped by clicking the close button on the Subtypes for infotype "Education" window. Go to step 46.

  43. Step 43

    Complete the Education (0022) infotype.

    Review the existing infotype and make any updates. If no changes are necessary, click the Next Record button and skip to step 46.

    The following fields are mandatory:

    • Start
    • to
    • Education/training
    • Institute/location
    • Certificate

    Screenshot of education infotype.

    TIPS:
    • The Start and To dates should be the start and end dates of the employee’s education or training.

  44. Step 44

    Click the Enter button to validate the information.

  45. Step 45

    Click the Save button.

  46. Step 46

    Complete the Date Specifications (0041) infotype.

    Fields will carry over from the previous infotype record. Review all fields and make applicable changes.

    Remove the Date and Date Type for Separation Eff. Date (06).

    For each Date type, the following field is mandatory:

    • Date

    Image of Planned Working Time infotype

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

    • The Prsnl Holiday/Elgblty (18) date type is the date an employee is eligible to take a personal holiday. The Prsnl Holiday/Elgblty will default to the employee’s previous personal holiday eligibility date. If the employee is not eligible to take a personal holiday when they start employment, you will need to change the date to when they are eligible.

    • Personal Holiday quotas are only created by the system at the end of the calendar year and available to use at the beginning of the next year. Employees who are hired after the beginning of the year and are entitled to a Personal Holiday will need to have their quota entered manually; refer to the Quota Generate Accruals Manually procedure. If the employee was previously employed and worked earlier in the calendar year, a personal holiday may be available for them to use. Or, if the personal holiday was already used, the employee should not be given another one manually.

    • If the employee was a represented employee and is being hired as a non-represented employee, the date type Prsnl LV Day Elgblty (26) must be removed.

  47. Step 47

    Click the Enter button to validate the information.

  48. Step 48

    Click the Save button.

  49. Step 49

    Complete the Additional Personal Data (0077) infotype.

    Review the existing infotype and make any updates. If no changes are necessary, click the Next Record button and skip to step 58.

    The following fields are optional:

    Additional Personal Data section

    TIPS:
    • Ethnic Origin is the primary source of data for "persons of color" head count in enterprise reports. Use the Ethnic Origin Crosswalk in the Affirmative Action and Demographic Data Guide to make the correct selection based on the employee's ethnicity and race.

    • The Race and Ethnicity(New) fields are used in federal reporting on the EEO-4 report. If the Ethnicity(New) field is set to Not Hispanic/Latino (E2), then one or more Race checkboxes must be selected or the employee will not be counted in the male/female by race columns on the EEO-4 report.

    • When Ethnic Origin and Ethnicity(New) fields are both populated, HRMS displays a warning message “Ethnicity (New) field maintained thus Ethnic origin field is disregarded”. This message is referring to the Ethnic Origin field being disregarded on the EEO-4 report. Ensure the appropriate selections are made in all fields for the employee to be reported accurately.

    • In the Race Data group, click the checkbox to the left of the appropriate Race Category to select. If multiple races are selected, the system will prompt you to also check the Two or More Races box. Do not check Two or More Races by itself.

    • To enable the Protected Veterans selection boxes, select the Protected Veterans radio button and click enter.

    • The option (X) Has a Disability (or previously had one) should only be used for employees with a current disability. Do not use this option for employees who previously had a disability since they no longer meet the definition; use (N) Does not Have a Disability.

    • Disability Date is not used by the state of Washington; however, HRMS requires an entry if the Disability Status is set to Has a disability (or previously had one) (X). If you know the employee's disability date, you can enter that date; otherwise, enter the date you learned of the disability (same date as the Date Learned field).

    • For additional coding information for the Additional Personal Data (0077) infotype, refer to the Affirmative Action and Demographic Data Guide.

  50. Step 50

    Click the Enter button to validate the information.

  51. Step 51

    Click the Save button.

  52. Step 52

    Complete the Military Service (0081) infotype.

    The following fields are mandatory:

    • Start
    • To
    • Service Type

    Screenshot of military service infotype.

    TIPS:
    • The Military Service (0081) infotype will only appear if a new Military Status other than Non/Unspec Vet’s Status was chosen on the Additional Personal Data (0077) infotype in the previous step. Skip to step 58 if the Military Service (0081) infotype did not appear.

    • The Start and To dates should be the start and end dates of the employee's military service, and should match the employee's Form DD214 or other appropriate documentation. If their service has not ended, then use 12/31/9999 as the end date.

  53. Step 53

    Click the Enter button to validate the information.

  54. Step 54

    Click the Save button.

  55. Step 55

    Complete the Time Specification/Employ. Period (0552) infotype.

    The following fields are mandatory:

    • Start
    • To

    The following Imputable period fields are optional:

    • Years
    • Months
    • Days

    Screenshot of time specification infotype.

    TIPS:
    • The Start and To dates should be the start and end dates of the employee’s military service, and should match the employee’s Form DD214 or other appropriate documentation. If their service has not ended, then use 12/31/9999 as the end date.

    • The Duration of validity period section and the Imputable Period section may not match:

      • The Duration of validity period is system-calculated based on the infotype start and to dates, and will be populated upon clicking Enter.
      • The Imputable period fields should be entered to show the actual days, months, and years recorded on the employee's Form DD214.
  56. Step 56

    Click the Enter button to validate the information.

  57. Step 57

    Click the Save button.

  58. Step 58

    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 defaulted 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 Rehire action to ensure employees receive 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.

  59. Step 59

    Click the Enter button to validate the information.

  60. Step 60

    Click the Save button.

    Stop:
    • For the personnel administration processor, this will mark the end of the Rehire action. After saving, click the Exit button and transfer the rehire information packet to the payroll processor who will continue the action. The payroll processor should refer to the Rehire Action (PY) - Create Rehire Action procedure to complete their portion of the action.