Separation Action (PA) - Create Separation Action

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Procedure Updated: 
01/21/20

Use this procedure to separate an employee from state service.

Tips: 

The personnel administration processor should confirm with the time and attendance processor that all the items listed below are completed before starting the Separation Action (PA40).

  • Deleted any future-dated time, compensation, and leave entries beyond the employee’s separation date from CATS, the Employee Remuneration Info (2010) infotype, and the Absences (2001) infotype.
  • Manually generated leave accruals if the employee has earned leave but is separating from the agency before the system generates their last accruals. Refer to the Quota Generate Accruals Manually user procedure.
  • Executed ZT60 and ZCAT6 to ensure the employee has accurate leave accruals with correct end dates. 

If the separation is a result of a layoff, the employee has the option of deferring the payment of their vacation leave buyout for 30 working days. If they elect to defer the payment, be sure to communicate the deferral to your payroll processor. The payroll processor will need to change the employee’s Payroll Status (0003) infotype record to continue running payroll for that employee until the date of the deferred buyout.

If the employee has separated from state service prior to the completion of six continuous months and has accrued vacation leave, the accrued amount will need to be removed so it is not accessible to the employee if they return to state service at a later date. Refer to the Quota-Removing Accrued Leave user procedure.

This procedure may require hand-offs to the other roles (payroll processor, benefits processor, and time & attendance processor) depending on the structure of your agency and your role at your agency. The payroll processor should refer to the Separation Action (PY) - Create Separation Action or Separation Action (PY) - Create Separation Action for Deceased Employee procedures and the benefits processor should refer to the Separation Action procedure for their portions of the action.

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 number.

    TIPS:
    • The From date should be the employee’s last day of employment. For deceased employees, the From date should be the date of death.

    • The Actions (0000) infotype will change the start date to the first day the employee is separated from state service.

  3. Step 3

    Click Enter to populate the employee information.

  4. Step 4

    Click the box to the left of Separation.

    Screenshot of personnel actions.

  5. Step 5

    Click the Execute button to begin the transaction.

  6. Step 6

    Complete the Actions (0000) infotype.

    The following field is mandatory:

    Screenshot of actions infotype.

  7. Step 7

    Click the Enter button to validate the information.

  8. Step 8

    Click the Save button.

  9. Step 9

    If a Create Vacancy box appears, select the appropriate option for your agency’s position.

    Screenshot of create vacancy screen.

    TIPS:
    • This box will only appear if the position’s vacancy indicator is marked “Vacancy Filled”. Refer to the Vacancy Indicator Guide for tips on completing the “Create Vacancy” box.

      If you click Yes, make sure the ‘Create on’ date is the date of the separation.

  10. Step 10

    If any information windows appear, click the Continue button.

    TIPS:
    • The supervisor relationships Information window will only display if the employee was at an agency that uses MyPortal and their position was double filled.

      Screenshot of information window.

    • The IT 0027 Cost Distribution Information window will only appear if the employee has an active Cost Distribution (0027) infotype record.

      Screenshot of cost distribution window.

  11. Step 11

    On the Duty Station Address (9105) infotype, click the box to the left of the record to delimit.

    Screenshot of duty station address infotype.

    TIPS:
    • This infotype will only appear if the employee has an active Duty Station Address (9105) infotype record.

  12. Step 12

    Click the Delimit button.

  13. Step 13

    On the Telework/Flex Work (Employee) (9106) infotype, click the box to the left of the record to delimit.

    Screenshot of telework/flex work infotype.

    TIPS:
    • This infotype will only appear if the employee has an active Telework/Flex Work (Employee) (9106) infotype record.

  14. Step 14

    Click the Delimit button.

  15. Step 15

    On the Communication (0105) infotype, click the box to the left of the record to delimit.

    Screenshot of communication infotype.

  16. Step 16

    Click the Delimit button.

  17. Step 17

    Close the Subtypes for infotype “Time Quota Compensation” window.

    Screenshot of time quota compensation window.

    Stop: