Personnel Administration Actions HR_PA_310

1. Personnel Administration Actions HR_PA_310 HR_PA_310 Personnel Administration Actions - V12

2. Prerequisites and Roles • Prerequisites • UK_100 IRIS Awareness & Navigation • HR_200 Human Resources Overview • HR_PA_300 Personnel Administration • Roles • Business Officers • Personnel Administrators HR_PA_310 Personnel Administration Actions - V12

3. Course Content • Unit 1 – Overview • Unit 2 – Hiring • Unit 3 – Additional Assignment • Unit 4 – Change of Assignment • Unit 5 - Leave of Absence • Unit 6 – Change in Base Pay • Unit 7 – Workers Compensation • Unit 8 – Separation & Retirement • Help Resources • Course Summary HR_PA_310 Personnel Administration Actions - V12

4. Course Learning Objectives • Review terms associated with Personnel Administration Actions as related to the University of Kentucky • Gain an understand of and be able to perform various Personnel Actions in IRIS HR_PA_310 Personnel Administration Actions - V12

5. Unit 1 Overview HR_PA_310 Personnel Administration Actions - V12

6. Security in IRIS-HR • HR security roles in Production allow you to view HR data within your area of responsibility only. • Access is limited to infotypes needed to fulfill your role. • Example: You may have access to an employee’s HR Master Record within your organizational unit, but not to certain Benefits or Payroll infotypes, such as Health Plans (0167) or Bank Details (0009). • Access also may be limited to Display Only, such as Residence Status (0094). • In the Training Sandbox, you may be able to view more infotypes than you will in Production. • You can search for any employee in IRIS if you are hiring, such as for an additional assignment. HR_PA_310 Personnel Administration Actions - V12

7. Key Terminology HR_PA_310 Personnel Administration Actions - V12

8. Key Terminology HR_PA_310 Personnel Administration Actions - V12

9. Key Terminology HR_PA_310 Personnel Administration Actions - V12

10. Person ID and Personnel Number • If an employee’s records were converted to IRIS when the HR module went live (April 1, 2006), • the Person ID will begin with a zero (0), and • the PerNr will be the same as the Person ID. • Example: George Smithfield – Person ID=00012879 and PerNr=00012879 • Any employee hired after go-live will have: • a Person ID that begins with a one (1), and • a PerNr that begins with a one (1), but it will not be the same as the Person ID. • Example: Agnes Witherspoon – Person ID=10025645 and PerNr=10011498 HR_PA_310 Personnel Administration Actions - V12

11. Person ID and Personnel Number Person ID (unique; number does not change) Personnel Number (PerNr) (related to assignment; one PerNr per assignment Position Number (starts with a 5) HR_PA_310 Personnel Administration Actions - V12

12. Personnel Actions Screen – PA40 Person ID Start date Object Manager DO NOT USE! Action Types HR_PA_310 Personnel Administration Actions - V12

13. PA40 Tips • Always start with a clear screen. • If an employee’s information is seen in the top portion of the screen, delete the Person IDand press the Enter key to clear the information before beginning work on another employee’s action. • Enter the Start date of the action BEFORE selecting the Action Type. HR_PA_310 Personnel Administration Actions - V12

14. PA40 Tips • Do NOT enter anything in the Person ID field when executing the Main Campus Create Assignment or Hospital Create Assignment action for a: • New Hire • Rehire/Reinstate • Position Change (Promotion, Transfer, etc.) • Additional Assignment • Do NOT use the Back icon while working on an action. Using the Back icon will leave the action unfinished. • After completing each infotype, always press the Enter key and check the Status Bar for any system messages. HR_PA_310 Personnel Administration Actions - V12

15. Payroll Schedule • The Payroll Schedule will be needed in order to create some personnel actions for an employee. • The Payroll Schedule can be found on Payroll’s website: http://www.uky.edu/EVPFA/Controller/payroll.htm HR_PA_310 Personnel Administration Actions - V12

16. Validity Dates • Each infotype has a begin and end date to identify a validity period. • Records are often identified with an end date of 12/31/9999 – often referred to as the “high date”. • Some actions produce yellow, warning system messages informing you that records are being delimited (ended). • To move through a warning system message, simply press the Enter key. HR_PA_310 Personnel Administration Actions - V12

17. Delimiting Infotypes • When processing an Action Type that is ending a current assignment, there are two additional Infotypes which may appear: • Delimit Recurring Payments/Deducts (0014) • Delimit Cost Distribution (0027) • The primary Action Types involved are: • Position Change (Main Campus/Hospital Create Assignment) • LOA without Pay • Separation • Retirement (Processed by HR Benefits) • If appropriate, to not delimit any items and skip past an Infotype, click on the Next record icon in the Application Toolbar. HR_PA_310 Personnel Administration Actions - V12

18. Delimit Recurring Payments/Deducts (0014) • This Infotype will list two different Wage types: • 2xxx – Recurring payments made by the employee’s department, which can be delimited here; and • 4xxx – Recurring deductions processed from outside the employee’s department (E permit, United Way, UKFCU, etc.). • Delimit the 4xxx wage types only when processing a Separation action! Otherwise, they will continue to run through payroll when they shouldn’t. • Click on gray box to select line(s); then • Click on Delimit icon. HR_PA_310 Personnel Administration Actions - V12

19. Cost Distribution (0027) • This Infotype lists the Cost Object(s) an employee is paid from each pay period. • This should come up to delimit during the Separation action, but you will need to delimit manually (via PA30) when you process an End of Additional Assignment action. • To delimit the record(s): • Click on the gray box to the left of the line(s) to select; and • Click on the Delimit icon in the Application Toolbar. HR_PA_310 Personnel Administration Actions - V12

20. Unit 2 Hiring HR_PA_310 Personnel Administration Actions - V12

21. Unit 2 Topics • New Hire Action • Payroll Authorization Record (PAR) • Generating a PAR • Printing a PAR • Saving a PAR • Re-executing a New Hire Action • Rehire/Reinstate HR_PA_310 Personnel Administration Actions - V12

22. New Hire Process • An employee must have completed and signed the I-9 form ON or BEFORE their first day of work, and it must be received by the Personnel Administrator BEFORE entering the employee into the system using the Main Campus or Hospital Create Assignment action. • The system will automatically display the necessary infotypes in the correct sequence for data entry. • After completing the hiring action, the Payroll Authorization Record (PAR) must be created, printed (two copies), signed by the authorizing hiring official in the department, attached to any other appropriate documentation, and sent to HR Compensation. HR_PA_310 Personnel Administration Actions - V12

23. New Hire Documentation • The original copy of certain documents listed below should be attached to one of the two PARs and sent to HR Compensation, who will forward the information to Payroll also. Documents include: • Original, signed I-9 • Race/ethnicity disclosure form • Signed Consent form from the Online Employment System • W4/K4 • Earned Income Credit (W5/K4E) form, if applicable • Local/City Tax form, if employee either lives outside Fayette County or will work outside Fayette County • Direct Deposit form • Signed Drug Free Workplace form • For faculty, any other forms required by the Provost/Dean’s office HR_PA_310 Personnel Administration Actions - V12

24. New Hire Benefits Enrollment • New faculty and staff have 30 days from their hire date to elect their University benefits. • Human Resources offers the convenience of on-line benefits enrollment through myUK Employee Self-Service. • Thus, in order to facilitate the on-line benefits enrollment, new employees should, in all cases, be entered in IRIS as soon as possible – prior to, or no later than their official start date. • Delays, such as opting to input the data just prior to payroll deadlines, could impede benefits enrollment for the new faculty and staff, or prevent enrollment entirely. HR_PA_310 Personnel Administration Actions - V12

25. New Hire Action • Enter the transaction code PA40 • Enter the Start date that the new hire begins in the position • Click on the gray select box to the left of the appropriate Create Assignment Action Type • Click on the Execute icon in the Application Toolbar HR_PA_310 Personnel Administration Actions - V12

26. Employee Recognition • Enter the employee’s Last Name and First Name in the Employee Recognition window (Do not use SSN) • Click on the green Continue icon or press the Enter key • Click on New Employee HR_PA_310 Personnel Administration Actions - V12

27. Employee Recognition • Q. Why begin with a search for an employee? • A. Based on the search results, the system will prompt you for the appropriate action. • If you search for the employee and they are not found, the system will guide you through the New Hire process. • If you search for the employee and they are Active, the system will ask if you want to Create New Assignment or Change the employee position. • If you search for the employee and they are found to be separated (Withdrawn) from the University, the system will guide you through the Rehire process. HR_PA_310 Personnel Administration Actions - V12

28. Actions (0000) • The infotypes start to appear in the correct sequence. • The first infotype is Actions (0000). Although the cursor appears here by default, DO NOT enter anything in the Pers.No. field. The PerNr will be generated by IRIS as you move through the action. Once you are into the infotypes, DO NOT change the Start/to dates at the top. HR_PA_310 Personnel Administration Actions - V12

29. Actions (0000) • It is VERY important to select the appropriate Reason for Action. The system’s remaining responses are based on this selection. HR_PA_310 Personnel Administration Actions - V12

30. Actions (0000) • Enter the correct Position number • If you use the Possible Entries icon to do a Structure Search, you will see only the position numbers you are authorized to see. Double-click to select. HR_PA_310 Personnel Administration Actions - V12

31. Actions (0000) • Press the Enter key • Click on the green Continue icon in the Information window or press the Enter key • This will bring in default attributes pertaining to this position. • Check the Status Bar for any system messages. Once it says “Save your entries”, click on the Save icon to complete this infotype and continue. HR_PA_310 Personnel Administration Actions - V12

32. Personal Data (0002) • Verify the name information, which should be entered exactly as it is seen on the employee’s Social Security Card! • Enter the SSN, Birth date, and Gender • The required fields contain the checked checkbox icon . HR_PA_310 Personnel Administration Actions - V12

33. Personal Data (0002) • Specify the Marital Status (if known) • If you choose “Married”, the system will display the Family Member/Dependents (0021) infotype. (See next slide for more on this infotype.) • Press the Enter key and check the Status Bar for any system messages. Once it says “Save your entries”, click on the Save icon to complete this infotype and continue. HR_PA_310 Personnel Administration Actions - V12

34. Family Member/Dependents (0021) • Enter the Spouse information (if known) • The Last name will default to the same as the employee, but may be changed if necessary. • Click on the Save icon to complete this infotype and continue • Note: If this information is not known, click on the NextRecord icon to skip this infotype and move on. HR_PA_310 Personnel Administration Actions - V12

35. List of Students matching employee Data • This window will appear upon saving the Personal Data infotype. The system is checking the SLCM module of IRIS to see if there is an existing student with identical personal data. • DO NOT CLOSE THIS WINDOW by clicking on the X in the upper-right corner! Doing so will give the employee an invalid Person ID (i.e. ?_11046666). • If this happens, contact HR Compensation to have the action deleted, then process the entire action again. HR_PA_310 Personnel Administration Actions - V12

36. List of Students matching employee Data • If any Matching Students are found and your employee is listed, double-click on their Student ID (StudentNo.) and the system will assign that as their Person ID in HR. • If any Matching Students are found but your employee is NOT listed, • click on the New Student button ; or • click on the Search Student button if you know there should be a student record listed, change the search criteria, and click on the Find icon. HR_PA_310 Personnel Administration Actions - V12

37. List of Students matching employee Data • If no Matching Students are found, you will still get this window. • Click on New Student if you’re confident the employee is not already a student in SLCM; or • Click on Search Student if you know there should be a student record listed, change the search criteria, and click on the Find icon. HR_PA_310 Personnel Administration Actions - V12

38. Organizational Assignment (0001) • Press Enter (The system will populate the values in this infotype based on the Position number.) • Click on the Save icon to complete this infotype and continue • Note: Do not change the Percentage value here. HR_PA_310 Personnel Administration Actions - V12

39. Addresses (0006) – Permanent Residence • Enter the home address information, County of residence and any other known information • The Mail code indicates where the employee’s pay stub will be directed to. • The Privacy Flag, if checked, prevents the address from being published in the University directory. • The County of Employment is used for College of Agriculture employees. • Click on the Save icon to complete this infotype and continue Enter the City only. HR_PA_310 Personnel Administration Actions - V12

40. Addresses (0006) – Work Address • Enter the employee’s work address information • Click on the Save icon to complete this infotype and continue • Note: The employee can maintain this address through the myUK Employee Self-Service tab, but this will create a starting record. HR_PA_310 Personnel Administration Actions - V12

41. Planned Working Time (0007) • Press Enter to populate the values in this infotype • Verify the data (see the next slide for more information) • Click on the Save icon to complete this infotype and continue HR_PA_310 Personnel Administration Actions - V12

42. Planned Working Time (0007) • The Employee’s Personnel Subareamust be consistent with the Employment percent or an error message will appear. • The Employment percent always defaults to 100.00 when the Enter key is pressed. This can be changed though in order to fall within the required employment percentage range stated in the error message. (See next slide for chart.) HR_PA_310 Personnel Administration Actions - V12

43. Employment Percentage Chart • This chart shows the allowed Full Time Employment (FTE) percentages for each Personnel Subarea (PSA). • FTE = Employment Percentage HR_PA_310 Personnel Administration Actions - V12

44. Basic Pay (0008) • Enter the Amount (Hourly Pay Rate, Monthly Salary, or Biweekly Salary) • Press the Enter key to populate the Annual Salary field • Click on the Save icon to complete this infotype and continue HR_PA_310 Personnel Administration Actions - V12

45. Basic Pay (0008) – Override Salary Field • This field is used in one of two ways: • If an employee is in an “acting” position and the department is not paying benefits on the additional acting money, they can enter an Override Salary amount to bring it back down to the “pre-acting” pay; or • If an employee is in a flex leave position and does not work during the summer months, the Override Salary may be used to reduce the annual salary that is reflected. • The impact is on basic and optional life insurance coverage. HR_PA_310 Personnel Administration Actions - V12

46. Date Specifications (0041) • Verify that the information on this infotype is correct and click on the Save icon to continue • If the information is incorrect, contact HR Compensation. Do not change it yourself please! HR_PA_310 Personnel Administration Actions - V12

47. Additional Personal Data (0077) • Select the employee’s Ethnicity • Click in the checkbox next to the appropriate Race Category (Multiple race categories may be selected as appropriate!) • Complete the Veteran Status section, if known • Click on the Save icon to complete this infotype and continue HR_PA_310 Personnel Administration Actions - V12

48. Additional Personal Data (0077) • If the Veteran Status section is not completed, the following message will appear. Click on the green checkmark to accept and continue. • Note: This infotype is required and must be completed. If the record is missing or incomplete, the employee’s record will not be unlocked for payroll processing until it has been completed! HR_PA_310 Personnel Administration Actions - V12

49. Contract Elements (0016) – Faculty Only • This infotype will appear for faculty only. • Select the appropriate Contract Type • Click on the Save icon to complete this infotype and continue HR_PA_310 Personnel Administration Actions - V12

50. Hospital Salary (9002) – Hospital Hire Only • This infotype will appear for Hospital hires only. • Enter the Employee experience in the As of date field and select the appropriate Education degree for nurses only • Click on the Save icon to complete this infotype and continue HR_PA_310 Personnel Administration Actions - V12