Separation Action (PA) - Correct Erroneous Separation Date

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Procedure Updated: 
10/31/18

Use this procedure to correct a separation date of an employee who had the incorrect effective date entered during a Separation Action.

Tips: 

If any separation entries were made by the payroll, benefits, or time and attendance processors, please contact them to delete infotypes that were created or extend all end dates that were delimited during their portions of the erroneous separation action. Additionally it is important to work with your payroll office to identify and remedy any over/underpayment situations if necessary. The following resources will be helpful when correcting the overpayment:

Effective Dates for all records should follow the Effective Dating Infotypes guidelines.

Always correct the Organizational Assignment screen last. This will ensure that you still have security access to the employee while making corrections.

This is a generalized example of correcting a Separation Date. The steps may vary depending on the infotypes that were delimited during the Separation Action. For specific instructions, please contact HereToHelp@ofm.wa.gov.

Please Note: for this example, we will use an employee whose original incorrect Separation Date was 8/1/2018 and the employee’s Separation Date should have been 8/16/2018. Each infotype created during the Separation Action will be deleted and a correct PA40 separation action will be entered.

  1. Step 1

    Contact the time and attendance, benefits, and payroll processors to notify them that the employee’s separation date is not accurate in HRMS. Request that they extend all end dates that were delimited or delete infotype records that were created during their portions of the erroneous separation action:

    Infotype Number Infotype Name Corrections for Erroneous Separation Date
    0014 Recurring Payments/Deductions Extend to 12/31/9999
    0015 Additional Payments Delete
    0027 Cost Distribution Extend to 12/31/9999
    0167 Health Plans Extend to 12/31/9999
    0169 Savings Plans Extend to 12/31/9999
    0171 General Benefits Information Extend to 12/31/9999
    0194 Garnishment Document Extend to 12/31/9999
    0195 Garnishment Order Extend to 12/31/9999
    0377 Miscellaneous Plans Extend to 12/31/9999
    0416 Time Quota Compensation Delete
    0554 Hourly Rate per Assignment Extend to 12/31/9999
    0696 Absence Pools Extend to 12/31/9999 or date no longer eligible
    TIPS:
    • Once time and attendance, benefits, and payroll processors have completed their corrections, the personnel administration processor will move forward with deleting or extending all records dated or delimited the effective date of the erroneous separation.

  2. Step 2

    Enter transaction code PA30 in the command field and click the Enter button.

    Screenshot of command field.

  3. Step 3

    Complete the following fields:

    • Personnel no.

    Screenshot of personnel number field.

  4. Step 4

    Click the Enter button to populate the employee information.

  5. Step 5

    Click ALL in the Period selection box.

    Screenshot of basic personal data screen.

  6. Step 6

    On the Addtl. Personal Data Tab, click the box to the left of Communication.

    Screenshot of additional personal data screen.

  7. Step 7

    Click the Overview button.

  8. Step 8

    Click the box to the left of the E-mail record erroneously delimited in the Separation Action.

    Screenshot of email record screen.

  9. Step 9

    Click the Change button.

  10. Step 10

    Update the To date to 12/31/9999 to extend the record.

    Screenshot of start and to dates.

  11. Step 11

    Click the Enter button to validate the information.

  12. Step 12

    Click the Save button.

  13. Step 13

    Click the Back button to return to Addtl. Personal Data tab.

  14. Step 14

    Click the box to the left of Telework/Flex Work (Employee).

    Screenshot of additional personal data screen.

  15. Step 15

    Click the Overview button.

  16. Step 16

    Click the box to the left of the Telework/Flex Work (Employee) record erroneously delimited in the Separation Action.

    Screenshot of telework flex record.

  17. Step 17

    Click the Change button.

  18. Step 18

    Update the To date to 12/31/9999 to extend the record.

    Screenshot of start and to dates.

  19. Step 19

    Click the Enter button to validate the information.

  20. Step 20

    Click the Save button.

  21. Step 21

    Click the Back button to return to Addtl. Personal Data Tab.

  22. Step 22

    Select the Basic Personal Data tab.

    Screenshot of basic personal data screen.

  23. Step 23

    Click the box to the left of Date Specifications.

    Screenshot of basic personal data screen.

  24. Step 24

    Click the Overview button.

  25. Step 25

    Click the box to the left of the record PRIOR to the Separation Record.

    Screenshot of date specifications screen.

    TIPS:
    • During the Separation Action, a new Date Specifications record was created adding the Date Type Separation Eff. Date. By selecting and extending the prior record, HRMS will delete the record with the Separation Eff. Date for you (see Tip in Step 28).

  26. Step 26

    Click the Change button.

  27. Step 27

    Update the To date to 12/31/9999.

    Screenshot of date specification records.

  28. Step 28

    Click the Enter button to validate the information.

    TIPS:
    • Message will appear at bottom of screen.

      Screenshot of message.

  29. Step 29

    Click the Save button.

  30. Step 30

    Click the Back button to return to Basic Personal Data tab.

  31. Step 31

    Click the box to the left of Actions.

    Screenshot of basic personal data screen.

  32. Step 32

    Click the Overview button.

  33. Step 33

    Click the box to the left of the erroneous Action record created in the Separation Action.

    Screenshot of actions screen.

  34. Step 34

    Click the Delete button.

    TIPS:
    • HRMS will open the record you are deleting.

  35. Step 35

    Click the Delete button.

    TIPS:
    • Change Leaving Date pop-up box will appear based off the infotypes the employee has/had active.

      Screenshot of change leaving date pop up box.

  36. Step 36

    Click Cancel.

    TIPS:
    • Message will appear at bottom of screen.

      Screenshot of change leaving date message.

  37. Step 37

    Click Continue.

  38. Step 38

    Click the Back button to return to the Basic Personal Data tab.

  39. Step 39

    Click the box to the left of Organizational Assignment.

    Screenshot of basic personal data screen.

  40. Step 40

    Click the Overview button.

  41. Step 41

    Click the box to the left of the record PRIOR to the Separation Record.

    Screenshot of organizational assignment records.

    TIPS:
    • During the Separation Action, a new Organizational Assignment record was created showing the employee no longer assigned to a position. By selecting and extending the prior record, HRMS will delete the record with the 99999999 position for you (see Tip in Step 45).

  42. Step 42

    Click the Change button.

  43. Step 43

    Update the To date to 12/31/9999.

    Screenshot of organizational assignment screen.

  44. Step 44

    Click the Enter button to validate the information.

    TIPS:
    • Message will appear in pop-up window.

      Screenshot of pop up window.

  45. Step 45

    Click the Enter button.

    TIPS:
    • Message will appear at bottom of screen.

      Screenshot of information window.

  46. Step 46

    Click the Save button.

    TIPS:
    • Message will appear in pop-up window.

      Screenshot of information window.

  47. Step 47

    Click the Enter button.

    TIPS:
    • Verify that the position relationship is correct in PO13D. If the dates are not correct for the position to person relationship in the position, request for the organizational management processor to assist in manually correcting this relationship.

  48. Step 48

    Follow the Separation Action (PA) - Create Separation Action procedure to enter a new Separation Action with the correct separation date for the employee.