Personnel Administration Actions
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Personnel Administration Actions HR_PA_310. Prerequisites and Roles. Prerequisites UK_100 IRIS Awareness & Navigation HR_200 Human Resources Overview HR_PA_300 Personnel Administration Roles Business Officers Personnel Administrators. Course Content. Unit 1 – Overview Unit 2 – Hiring

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Personnel administration actions hr pa 310

Personnel Administration Actions

HR_PA_310

HR_PA_310 Personnel Administration Actions - V12


Prerequisites and roles

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


Course content

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


Course learning objectives

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


Unit 1

Unit 1

Overview

HR_PA_310 Personnel Administration Actions - V12


Security in iris hr

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


Key terminology

Key Terminology

HR_PA_310 Personnel Administration Actions - V12


Key terminology1

Key Terminology

HR_PA_310 Personnel Administration Actions - V12


Key terminology2

Key Terminology

HR_PA_310 Personnel Administration Actions - V12


Person id and personnel number

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


Person id and personnel number1

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


Personnel actions screen pa40

Personnel Actions Screen – PA40

Person ID

Start date

Object

Manager

DO NOT USE!

Action Types

HR_PA_310 Personnel Administration Actions - V12


Pa40 tips

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


Pa40 tips1

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


Payroll schedule

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


Validity dates

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


Delimiting infotypes

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


Delimit recurring payments deducts 0014

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


Cost distribution 0027

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


Unit 2

Unit 2

Hiring

HR_PA_310 Personnel Administration Actions - V12


Unit 2 topics

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


New hire process

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


New hire documentation

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


New hire benefits enrollment

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


New hire action

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


Employee recognition

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


Employee recognition1

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


Actions 0000

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


Actions 00001

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


Actions 00002

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


Actions 00003

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


Personal data 0002

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


Personal data 00021

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


Family member dependents 0021

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


List of students matching employee data

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


List of students matching employee data1

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


List of students matching employee data2

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


Organizational assignment 0001

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


Addresses 0006 permanent residence

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


Addresses 0006 work address

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


Planned working time 0007

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


Planned working time 00071

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


Employment percentage chart

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


Basic pay 0008

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


Basic pay 0008 override salary field

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


Date specifications 0041

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


Additional personal data 0077

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


Additional personal data 00771

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


Contract elements 0016 faculty only

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


Hospital salary 9002 hospital hire only

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


Person change profile hospital hire only

Person: Change Profile - Hospital Hire Only

  • This screen will appear for Hospital hires only.

  • Click on the Back icon

HR_PA_310 Personnel Administration Actions - V12


New hire action completed

New Hire Action Completed

  • Upon completing and saving the last infotype in the new hire action, the system will return to the Personnel Actions screen with some of the employee’s information displayed at the top.

  • Write down the employee’s Personnel Numberand the Start date! You will need this information for generating their PAR, which is the next step in the process.

HR_PA_310 Personnel Administration Actions - V12


Generating a par

Generating a PAR

  • Enter the transaction code ZHR_PAR

  • Enter the Key Date (MUST be the same as the Start date entered in PA40)

  • Enter the employee’s Personnel Number(PerNr)

  • Enter your contact information and any other Comments as needed (This does print on the PAR!)

  • Click the Execute icon

HR_PA_310 Personnel Administration Actions - V12


Printing a par

Printing a PAR

  • To print the PAR from this window, follow steps 6-8

  • To preview the PAR before printing, click on the Print preview button

6. Make sure Print Immediately is checked.

7. Change Number of Copies to 2.

8. Click the Print button.

HR_PA_310 Personnel Administration Actions - V12


Printing a par from print preview

Printing a PAR from Print Preview

  • After previewing the PAR for accuracy, click on the Print icon to print

  • You will receive a similar message in the Status Bar:

This PAR is an example only, not a real employee.

HR_PA_310 Personnel Administration Actions - V12


Saving a par optional

Saving a PAR (Optional)

  • Although you can always view/print a PAR at any time using the ZHR_PAR transaction, you can save it to your computer if desired as follows:

    • Use the ZHR_PAR transaction and do a Print preview

    • Select Goto List Display from the Menu Bar

      (The PAR will change to a different format.)

Do not print and send this format of the PAR to HR Compensation!

HR_PA_310 Personnel Administration Actions - V12


Saving a par optional1

Saving a PAR (Optional)

  • Select System List  Save  Local File from the Menu Bar

  • Select the unconverted format (system default), then click on the green, Continue icon

    (The HTML Format would save it as an Adobe/PDF file.)

HR_PA_310 Personnel Administration Actions - V12


Saving a par optional2

Saving a PAR (Optional)

  • To change the Directory location, click on the Possible Entries icon to the right of this field

  • Select the desired location in the Save in field

  • Enter a File name

  • Click on the Save button

HR_PA_310 Personnel Administration Actions - V12


Saving a par optional3

Saving a PAR (Optional)

  • Click on the Generate button

  • The system will display a similar message in the Status Bar, confirming the saving of the PAR.

  • HR_PA_310 Personnel Administration Actions - V12


    Exercise 2 1 2 2

    Exercise 2.1, 2.2

    Go to the Exercise Guide

    HR_PA_310 Personnel Administration Actions - V12


    Re executing a new hire action

    Re-executing a New Hire Action

    • If you are interrupted in the middle of processing a new hire action or you accidentally click on the Back icon and get kicked out of an action (and thus returned to the initial Personal Actions screen), YOU can recover IF the Actions (0000), Personal Data (0002), and Organizational Assignment (0001) infotypes were completed and saved.

    • If only part of these three infotypes were completed and saved, contact HR Compensation for directions on how to proceed.

    HR_PA_310 Personnel Administration Actions - V12


    Re executing a new hire action1

    Re-executing a New Hire Action

    • If you completed and saved the first three infotypes:

      • In PA40, enter the employee’s Person ID and press Enter (use the Possible Entries icon to search, if unknown)

      • Enter the sameStart date used previously

      • Select the sameAction Type used previously

      • Click on the Execute icon

    HR_PA_310 Personnel Administration Actions - V12


    Re executing a new hire action2

    Re-executing a New Hire Action

    • The Copy Actions (0000) infotype will appear.

      • Click on the Execute Info Group button in the Application Toolbar

    • If this Information window appears, click on the Continue icon.

    HR_PA_310 Personnel Administration Actions - V12


    Re executing a new hire action3

    Re-executing a New Hire Action

    • Click on the Continue button on the Execute info group pop-up window

  • The Change Personal Data (0002) infotype will appear.

    • Click on the Next Record icon until you reach the infotype where you left off

      • If you make any changes on an infotype that was previously completed, be sure to click on the Save icon (instead of the Next Record icon)!

    • Complete the remaining infotypes as instructed originally until you finish the action

  • HR_PA_310 Personnel Administration Actions - V12


    Exercise 2 3

    Exercise 2.3

    Go to the Exercise Guide

    HR_PA_310 Personnel Administration Actions - V12


    Rehire reinstate

    Rehire/Reinstate

    • Rehire/Reinstate is used when a former UK employee returns to a position at the University.

      • Rehire is used if they’ve been gone more than one year.

      • Reinstate is used when it’s been less than a year.

      • Contact HR Compensation if you need assistance determining whether an employee is a rehire or a reinstate.

    • Non-US citizens need to complete a new I-9 when they return to work at the University, regardless of the length of time away from the University.

    • US citizens who have been away from the University for more than one year also need to complete a new I-9.

    HR_PA_310 Personnel Administration Actions - V12


    Rehire reinstate and pernrs

    Rehire/Reinstate and PerNrs

    • When a former employee returns to UK as a rehire or reinstate, the employee retains their previous Personnel Number (PerNr), even if the employee’s Position Number has changed.

      • For Example, in the Personnel Assignment field:

        • Todd’s information in his previous position was:

          00001298 50106987 00001298 (Active)

        • When he was separated, the information became:

          00001298 99999999 00001298 (Withdrawn)

        • When he was rehired/reinstated, the information became:

          00001298 50112548 00001298 (Active)

      • The PerNr is still 00001298.

      • The only difference is the Position Number change.

    HR_PA_310 Personnel Administration Actions - V12


    Rehire reinstate pa40

    Rehire/Reinstate – PA40

    • Delete any number in the Person ID field, then press Enter

    • Enter the first day of work as the Start date

    • Select the Main Campus Create Assignment

      or Hospital Create Assignment Action Type

    • Click on the Execute icon

    HR_PA_310 Personnel Administration Actions - V12


    Rehire reinstate pa401

    Rehire/Reinstate – PA40

    • The Employee Recognition box will appear.

      • Enter the employee’s Last Name and First Name

        • Please do not use the SSN field

      • Click on the Continue icon or press Enter

    HR_PA_310 Personnel Administration Actions - V12


    Rehire reinstate pa402

    Rehire/Reinstate – PA40

    • The Employees with Identical Data box will appear.

      • Double-click on the employee name

    HR_PA_310 Personnel Administration Actions - V12


    Rehire reinstate pa403

    Rehire/Reinstate – PA40

    • The New Work Relationship box will appear.

      • Select Rehiring of Employee

      • Click on the Continue icon or press Enter

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Rehire reinstate infotypes

    Rehire/Reinstate Infotypes

    • Actions (0000)

      • Select the correct Reason for Action

      • Enter the Position number

      • Press Enter through all messages until prompted to Save your entries

      • Click on Save

    Be sure to change the Position number!

    HR_PA_310 Personnel Administration Actions - V12


    Rehire reinstate infotypes1

    Rehire/Reinstate Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Rehire reinstate infotypes2

    Rehire/Reinstate Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Unit 2 summary

    Unit 2 Summary

    Any questions related to:

    • New Hire Action

    • Payroll Authorization Record (PAR)

    • Re-executing a New Hire Action

    • Rehire/Reinstate

    HR_PA_310 Personnel Administration Actions - V12


    Unit 3

    Unit 3

    Additional

    Assignments

    HR_PA_310 Personnel Administration Actions - V12


    Unit 3 topics

    Unit 3 Topics

    • Concurrent Employment

      • Overload Assignments

      • Additional Assignments

    • End of Additional Assignment

    • Reactivate Additional Assignment

    HR_PA_310 Personnel Administration Actions - V12


    Concurrent employment

    Concurrent Employment

    • Concurrent employment is:

      • when an employee has more than one personnel assignment;

      • used to assign a UK employee to an additional assignment (non-exempt employee) or an overload assignment (exempt employee).

    Plus

    HR_PA_310 Personnel Administration Actions - V12


    Concurrent employment1

    Concurrent Employment

    • To view detailed assignment information for an employee, such as the Organizational Unit for each assignment, click on the Assignment Overview icon to the right of the Pers.Assgn field.

    • The Personnel assignment overview window will appear.

    HR_PA_310 Personnel Administration Actions - V12


    Concurrent employment2

    Concurrent Employment

    • When processing additional/overload assignments in IRIS, employees MUST be set up in the SAME Payroll Area for ALL assignments:

      • B1 – Biweekly or M1 – Monthly

    • The Main Assignment will drive the Payroll Area.

    • Departments may need to communicate to determine which department will be the Main Assignment or contact HR Compensation.

    • The Main Assignment Indicator drives many rules including:

      • OT (Overtime) cost distribution

      • Benefit eligibility

      • Vacation accruals

    HR_PA_310 Personnel Administration Actions - V12


    Concurrent employment validity dates

    Concurrent Employment Validity Dates

    • Creating and ending an additional/overload assignment is a two-action process:

      • The assignment is created with the Main Campus (or Hospital) Create Assignment Action Type; then

      • The assignment is ended using the End of Additional Assignment Action Type.

    • Do not change the end date when initially creating the assignment!

    • Process the End of Additional Assignment Action Type closer to the date in which the assignment will be ending.

    HR_PA_310 Personnel Administration Actions - V12


    Overload assignment

    Overload Assignment

    • Overload assignments need to be approved as follows, BEFORE data is entered into IRIS:

      • Staff must complete the Staff Overload Form and send it to HR Compensation for approval, and then enter the action. (http://www.uky.edu/eForms/alphaindex.php?startswith=S)

      • Faculty must complete the Faculty Overload Form and get it approved; HR Compensation does not approve Faculty Overloads. (http://www.uky.edu/eForms/alphaindex.php?startswith=F)

    • Make sure the validity dates cover entire months.

      • Example: Sally will be working an overload April 4 through May 20. The Start date of the overload assignment should be April 1. When the End of Additional Assignment action is entered, that Start date will be June 1.

    HR_PA_310 Personnel Administration Actions - V12


    Additional assignment tip

    Additional Assignment Tip

    • If you are creating an additional assignment that does not start at the beginning of a pay period, there will be issues with the time evaluation process on the employee.

    • All or part of the hours on one assignment will not be picked up during the payroll process.

    • Contact the IRIS HR Team to ensure that the time evaluation process is adjusted to capture all the hours.

      • Michelle Bliffen – 257-5962

    HR_PA_310 Personnel Administration Actions - V12


    Additional assignment pa40

    Additional Assignment – PA40

    • Delete any number in the Person ID field, then press Enter

    • Enter the Start date

      If the employee is non-exempt and not being paid a salaried amount on Basic Pay (0008), enter the first day the employee will be attached to the new position.

      If the employee is exempt and being paid a salaried amount on Basic Pay (0008), enter the first day of the month.

    • Select Main Campus Create Assignment

    • or Hospital Create Assignment Action Type

    • Click Execute icon

    HR_PA_310 Personnel Administration Actions - V12


    Additional assignment pa401

    Additional Assignment – PA40

    • Employee Recognition box:

      • Enter the employee’s Last Name and First Name

      • Click on the Continue icon or press Enter

    HR_PA_310 Personnel Administration Actions - V12


    Additional assignment pa402

    Additional Assignment – PA40

    • Employees with Identical Data box:

      • Double-click on the employee’s Name

    HR_PA_310 Personnel Administration Actions - V12


    Additional assignment pa403

    Additional Assignment – PA40

    • New Work Relationship box:

      • Select New Personnel Assignment for Employee

      • Click on the Continue icon or press Enter

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Additional assignment infotypes

    Additional Assignment Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Additional assignment infotypes1

    Additional Assignment Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Additional assignment infotypes2

    Additional Assignment Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    End of additional assignment pa40

    End of Additional Assignment – PA40

    • In many cases, an additional assignment will not be the employee’s Main (prime) assignment.

    • If necessary, communicate with any other department in which the employee will remain working to determine which assignment is Main.

    • Reminder: if the assignment is an overload for an exempt employee, make sure the validity dates cover whole months.

    • Check to make sure the employee is not leaving all employment at the University.

    HR_PA_310 Personnel Administration Actions - V12


    End of additional assignment pa401

    End of Additional Assignment – PA40

    • Enter the Person ID, or use the Possible Entries icon to find the employee in the system

    • Press Enter to populate the employee information

    HR_PA_310 Personnel Administration Actions - V12


    End of additional assignment pa402

    End of Additional Assignment – PA40

    • It is important to know the correct Personnel Number for the assignment that is being ended.

      • To determine the correct Personnel Number, use the Assignment Overview icon located to the right of the Personnel Assignment field.

      • Close the overview window once the correct Personnel Number has been determined.

    Personnel Numbers

    HR_PA_310 Personnel Administration Actions - V12


    End of additional assignment pa403

    End of Additional Assignment – PA40

    • Click on the drop-down icon located to the right of the Personnel Assignment field

    • Click on the correct Personnel Assignment data for the assignment that is ending

    • Press Enter to “load” all the data associated with that assignment

    HR_PA_310 Personnel Administration Actions - V12


    End of additional assignment pa404

    End of Additional Assignment – PA40

    • Enter the Start date

      • If the employee is non-exempt and not paid a salaried amount on Basic Pay (0008), enter the day AFTER the last day worked.

      • If the employee is exempt and paid a salaried amount on Basic Pay (0008), enter the day AFTER the last day of the last month in which the employee worked.

    • Select the End of Additional Assignment Action Type

    • Click Execute

    • The infotypes appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    End of additional assignment infotypes

    End of Additional Assignment Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    End of additional assignment infotypes1

    End of Additional Assignment Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Reactivate additional assignment pa40

    Reactivate Additional Assignment – PA40

    • This action is used to reactivate an additional assignment that has been previously ended (“Withdrawn” status).

    • If the employee only has one, currently Active Personnel Assignment, follow the normal procedure for creating an additional assignment.

    • If the employee has one or more Personnel Assignments and all of the assignments have been ended (Withdrawn), use the Main Campus (or Hospital) Create Assignment – Rehire/Reinstate Action Type.

    HR_PA_310 Personnel Administration Actions - V12


    Reactivate additional assignment pa401

    Reactivate Additional Assignment – PA40

    Example of when to use this action:

    • A faculty member has a normal 9-month assignment (PerNr #1).

    • They also have a summer session assignment (PerNr #2).

    • After the summer session, PerNr #2 is delimited using the End of Additional Assignment action.

    • The next summer arrives, and the faculty member will be teaching the summer session again. Use the Reactivate Additional Assignment Action Type to reactivate the additional assignment (PerNr #2).

    HR_PA_310 Personnel Administration Actions - V12


    Reactivate additional assignment pa402

    Reactivate Additional Assignment – PA40

    • Enter the employee’s Person ID

    • Press Enter to populate the fields

    • Select the correct assignment in the Pers. Assign field

    • Enter the Start date of the assignment

    • Select the Reactivate Add Assignment Action Type

    • Click on the Execute icon

    • The infotypes appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Reactivate additional assignment infotypes

    Reactivate Additional Assignment Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Reactivate additional assignment infotypes1

    Reactivate Additional Assignment Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Reactivate additional assignment infotypes2

    Reactivate Additional Assignment Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Exercises 3 1 3 2

    Exercises 3.1, 3.2

    Go to the Exercise Guide

    HR_PA_310 Personnel Administration Actions - V12


    Unit 3 summary

    Unit 3 Summary

    Any questions related to:

    • Concurrent Employment

      • Overload Assignments

      • Additional Assignments

    • End of Additional Assignment

    • Reactivate Additional Assignment

    HR_PA_310 Personnel Administration Actions - V12


    Unit 4

    Unit 4

    Change of

    Assignment

    HR_PA_310 Personnel Administration Actions - V12


    Unit 4 topics

    Unit 4 Topics

    • Position Change

    • Position Update

    • Change in Status

    • FTE Change

    • Long Term Disability I & II

    HR_PA_310 Personnel Administration Actions - V12


    Position change

    Position Change

    • This action is used when an employee in any position (Main Campus or Hospital) is moving to a Main Campus position (for example, promotions, demotions, transfers).

    • This is a one-step process completed by the receiving (new) department.

    • Communication between the employee’s previous and new department is very important during this process.

    • HR Benefits office will be responsible for changing the “Main” indicator, if necessary.

    HR_PA_310 Personnel Administration Actions - V12


    Position change start dates

    Position Change - Start Dates

    • Changes of positions may be made at any time except if the employee is changing Payroll Areas, such as Biweekly to Monthly or Monthly to Biweekly.

    • As for the Start date,

      • If the employee’s current (sending) position is Biweekly, use the first day of the next Biweekly pay period.

      • If the employee’s current (sending) position is Monthly, use the first day of the next Monthly pay period.

    HR_PA_310 Personnel Administration Actions - V12


    Position change1

    Position Change

    • Delete any number in the Person ID field, then press Enter

    • Enter the Start date

      • If the employee is NOT changing Payroll Areas, the start date is the first day the employee is in the new position.

      • If the employee IS changing Payroll Areas, the start date is the first day of the payroll period the employee is leaving.

    • Select Main Campus Create Assignment

    • or Hospital Create Assignment

    • Click Execute

    HR_PA_310 Personnel Administration Actions - V12


    Position change2

    Position Change

    • Employee Recognition window

      • Enter the employee’s Last Name and First Name

      • Click on the Continue icon or press Enter

    HR_PA_310 Personnel Administration Actions - V12


    Position change3

    Position Change

    • Employees with Identical Data window

      • Double-click on the employee’s name

    HR_PA_310 Personnel Administration Actions - V12


    Position change4

    Position Change

    • New Work Relationship window

      • Select Change of Organizational Assignment

      • Click on the Continue icon or press Enter

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Position change infotypes

    Position Change Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Position change infotypes1

    Position Change Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Position change special situation

    Position Change – Special Situation

    • Transfer of an employee in the Biweekly Payroll Area to a position in the Monthly Payroll Area AFTER the Monthly Payroll has completed will produce an Error Message.

    • For assistance with this process, please contact HR Compensation.

    HR_PA_310 Personnel Administration Actions - V12


    Exercise 4 1

    Exercise 4.1

    Go to the Exercise Guide

    HR_PA_310 Personnel Administration Actions - V12


    Position update pa40

    Position Update – PA40

    • The Position Update Action Type is used when an employee is staying in the same position, but something about the position itself is changing.

    • A few of the Reasons for Action:

      • Reclassification/Re-evaluation

      • Title Change

      • Change in weekly hours

      • Change in Title Series or Rank

      • Summer Hours

    • All approvals must be obtained and the necessary changes made in PP01 prior to processing this action.

    • Benefits will be responsible for changing the “Main” indicator, if necessary.

    HR_PA_310 Personnel Administration Actions - V12


    Position update pa401

    Position Update – PA40

    • Enter the Person ID or use the Possible Entries icon to find the employee

    • Press Enter to populate the employee’s information

    • Enter the Start Date (the first day the employee will be attached to the new position)

    • Select Position Update

    • or Hospital Position Update

    • Click Execute

    • The Infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Position update infotypes

    Position Update Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Position update infotypes1

    Position Update Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Position update infotypes2

    Position Update Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Change in status pa40

    Change In Status – PA40

    • This Action Type is used to change an employee’s employment status(for example, from Full Time to Part Time), and they are remaining in their current position.

    • This Action Type would at least change the Personnel Subarea; as a result, Employment Percent would change.

    • If only the Employment Percent is changing, use the FTE Change Action Type.

    HR_PA_310 Personnel Administration Actions - V12


    Change in status pa401

    Change In Status – PA40

    • Important: Before performing this action, certain attributes of the employee’s position (such as Personnel Subarea) might need to be changed first. If the position’s attributes should be changed but have not been, the correct information will not default from the position to the employee.

    • If you are not sure whether a regular staff position has been changed, contact HR Compensation; for student, temporary, or faculty positions, contact your Business Officer.

    HR_PA_310 Personnel Administration Actions - V12


    Change in status pa402

    Change in Status – PA40

    • Example: The Personnel Subarea is changing from Temp PT >.20 to Reg FT, and the FTE is changing from .50 to 1.0.

    HR_PA_310 Personnel Administration Actions - V12


    Change in status pa403

    Change in Status – PA40

    The employee’s Personnel Subarea must be consistent with the Employment Percent or an error message will occur.

    HR_PA_310 Personnel Administration Actions - V12


    Change in status pa404

    Change In Status – PA40

    • Enter the Person ID or use the Possible Entries icon to find the employee

    • Press Enter to populate the employee’s information

    • Enter the Start date

    • Select Change in Status

    • Click Execute

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Change in status infotypes

    Change in Status Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Change in status infotypes1

    Change in Status Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Change in status phased retirement

    Change in Status - Phased Retirement

    Step 1

    The position that the employee is in must be updated with the new Personnel Subarea of Phased Retiree (0014). Work with HR Compensation to have the attributes of the position changed.

    Step 2

    After the position has been updated by HR Compensation to reflect the Phased Retiree Personnel Subarea, go to PA40, bring up the employee’s information, and execute the Change in Status action.

    HR_PA_310 Personnel Administration Actions - V12


    Change in status phased retirement1

    Change in Status - Phased Retirement

    HR_PA_310 Personnel Administration Actions - V12


    Change in status phased retirement2

    Change in Status - Phased Retirement

    HR_PA_310 Personnel Administration Actions - V12


    Change in status phased retirement3

    Change in Status - Phased Retirement

    HR_PA_310 Personnel Administration Actions - V12


    Fte change pa40

    FTE Change – PA40

    • Used when an employee’s FTE (Employment Percent) is changed within the same Personnel Subarea.

    • The FTE change primarily affects the employee’s vacation accrual rate.

    • Note: This action is also used for HR Timekeepers who need to change an employee’s Work Schedule Rule on the Planned Working Infotype (0007).

    HR_PA_310 Personnel Administration Actions - V12


    Fte change pa401

    FTE Change – PA40

    • Example: The Personnel Subarea is remaining Temp PT >.20, but the FTE is changing from .50 to .75.

    HR_PA_310 Personnel Administration Actions - V12


    Fte change pa402

    FTE Change – PA40

    • Enter the Person ID or use the Possible Entries icon to find the employee’s record

    • Press Enter to populate the employee’s information

    • Enter the Start date

    • Select FTE Change

    • Click Execute

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Fte change infotypes

    FTE Change Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Fte change infotypes1

    FTE Change Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Long term disability i

    Long Term Disability I

    • Used primarily to change the Employee Group (EE Group) to M – Long Term Disability

    • Employee will stay in his/her original department and position for 6 months

    • Also provides the ability to cancel any Recurring Payments/Deductions

    HR_PA_310 Personnel Administration Actions - V12


    Long term disability i1

    Long Term Disability I

    • Enter the Person ID or use the Possible Entries icon to find the Person ID

    • Press Enter to populate the employee’s data

    • Enter the Start Date

    • Select Long Term Disability I

    • Click Execute

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Long term disability i infotypes

    Long Term Disability I Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Long term disability i infotypes1

    Long Term Disability I Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Long term disability ii

    Long Term Disability II

    • LTD II is completed by Human Resources.

    • This Action transfers the employee from the department to the Long Term Disability department in Benefits.

    • HR will use ZHR_PAR to print the PAR report.

    HR_PA_310 Personnel Administration Actions - V12


    Unit 4 summary

    Unit 4 Summary

    Any questions related to:

    • Position Change

    • Position Update

    • Change in Status

    • FTE Change

    • Long Term Disability I & II

    HR_PA_310 Personnel Administration Actions - V12


    Unit 5

    Unit 5

    Leave of Absence

    HR_PA_310 Personnel Administration Actions - V12


    Unit 5 topics

    Unit 5 Topics

    • LOA Without Pay

    • Return from Leave Without Pay

    • LOA With Pay

    • Return from Leave With Pay

    HR_PA_310 Personnel Administration Actions - V12


    Loa without pay pa40

    LOA Without Pay – PA40

    • This action is used to place a UK employee on leave without pay.

    • The employee is still linked to the University, but their employment status in IRIS changes to “Inactive”.

    • Although rare, the inactive status will still allow the employee to get paid through a Recurring Payment record and to be enrolled in Benefit plans.

    HR_PA_310 Personnel Administration Actions - V12


    Loa without pay pa401

    LOA Without Pay – PA40

    • Enter the Person ID or use the Possible Entries icon to find the employee

    • Press Enter

    • Enter the Start date (the date the Leave begins)

    • Select LOA Without Pay

    • Click Execute

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Loa without pay infotypes

    LOA Without Pay Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Loa without pay infotypes1

    LOA Without Pay Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Return from leave without pay pa40

    Return From Leave Without Pay – PA40

    • Used to return an UK employee from leave without pay

    • The process brings the employee back to an active status.

    • If the Base Pay Amount should change, the action allows you to enter the new value.

    • All other infotypes are presented in Display mode for information purposes only.

    HR_PA_310 Personnel Administration Actions - V12


    Return from leave without pay pa401

    Return From Leave Without Pay – PA40

    • Enter the Person ID or use the Possible Entries icon to find the employee

    • Press Enter to populate the employee fields

    • Enter the Start date (the date the employee returns)

    • Select Return From Leave without Pay

    • Click Execute

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Return from leave without pay infotypes

    Return From Leave Without Pay Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Return from leave without pay infotypes1

    Return From Leave Without Pay Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Loa with pay pa40

    LOA With Pay – PA40

    • Used to place an employee on Leave of Absence With Pay

    • Reasons for LOA With Pay include the following:

      • Educational

      • Scholarly

      • Sabbatical

      • Sabbatical Half Pay

      • Special Leave with Pay

      • Educational Leave Half Pay

      • Faculty FML

    HR_PA_310 Personnel Administration Actions - V12


    Loa with pay pa401

    LOA With Pay – PA40

    • Enter the Person ID or use the Possible Entries icon to find the employee

    • Press Enter to populate the employee fields

    • Enter the Start Date (date the leave begins)

    • Select LOA With Pay

    • Click Execute

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Loa with pay infotypes

    LOA With Pay Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Loa with pay infotypes1

    LOA With Pay Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Loa with pay faculty salaries 9017 infotype

    LOA with Pay – Faculty Salaries (9017)Infotype

    • This infotype will appear when processing a LOA with Pay action to capture the “original base” salary of faculty members who are going on a leave of absence with partial pay.

    • Enter the faculty member’s annual salary that was effective prior to their leave of absence, then click on the Save icon.

    • This infotype will not drive any payroll information, but will be used for Integrated Postsecondary Education Data System (IPEDS) reporting.

    • NOTE: When processing the Return From Leave with Pay action, this infotype will be presented during the action to be delimited.

    HR_PA_310 Personnel Administration Actions - V12


    Return from leave with pay pa40

    Return From Leave With Pay – PA40

    This is used to return a UK employee from leave with pay.

    • Enter the Person ID or use the Possible Entries icon to find the employee

    • Press Enter to populate the employee fields

    • Enter the Start date (date the employee returns)

    • Select Return From Leave With Pay

    • Click Execute

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Return from leave with pay infotypes

    Return from Leave With Pay Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Return from leave with pay infotypes1

    Return from Leave With Pay Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Exercises 5 1 5 2

    Exercises 5.1, 5.2

    Go to the Exercise Guide

    HR_PA_310 Personnel Administration Actions - V12


    Unit 5 summary

    Unit 5 Summary

    Any questions related to:

    • LOA Without Pay

    • Return from Leave Without Pay

    • LOA With Pay

    • Return from Leave With Pay

    HR_PA_310 Personnel Administration Actions - V12


    Unit 6

    Unit 6

    Change in Base Pay

    HR_PA_310 Personnel Administration Actions - V12


    Change in base pay pa40

    Change in Base Pay – PA40

    • Used to change a UK employee’s pay rate in IRIS

    • All necessary authorizations and approvals for this change in pay must occur BEFORE using the transaction.

    • Pay change reasons include:

      • (Increase) To KY Minimum Wage

      • Equity Adjustment

      • Market Adjustment

      • Mid-Year Adjustment

    HR_PA_310 Personnel Administration Actions - V12


    Change in base pay pa401

    Change in Base Pay – PA40

    • Enter the Person ID or use the Possible Entries icon to find the employee

    • Press Enter to populate the employee fields

    • Enter the Start date (date the new pay rate takes effect)

    • Select Change in Base Pay

    • Click Execute

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Change in base pay infotypes

    Change in Base Pay Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Unit 6 summary

    Unit 6 Summary

    Any questions related to:

    • Change in Base Pay

    HR_PA_310 Personnel Administration Actions - V12


    Unit 7

    Unit 7

    Workers

    Compensation

    HR_PA_310 Personnel Administration Actions - V12


    Workers compensation pa40

    Workers Compensation – PA40

    • The work related injury MUST be reported to UK Worker’s Care at 1-800-440-6285.

    • The Workers Compensation action is processed when an employee goes on leave and should no longer receive base pay.

    • The employee must be off work completely in all assignments due to a work related injury.

      • If the employee has multiple assignments, all will require the Workers Compensation action.

      • Contact the other departments immediately so they can enter this data in a timely manner.

    HR_PA_310 Personnel Administration Actions - V12


    Workers compensation pa401

    Workers Compensation – PA40

    • Enter the Person ID or use the Possible Entries icon to find the employee

    • Press Enter to populate the employee fields

    • Enter the Start date (Enter the first day the employee goes on Workers Compensation after the first 7 calendar days)

    • Select Workers Compensation action

    • Click on Execute

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Workers compensation infotypes

    Workers Compensation Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Workers compensation infotypes1

    Workers Compensation Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Workers compensation pa402

    Workers Compensation – PA40

    • When the employee returns from Workers Compensation, use the Return From Leave Without Pay action.

    • Be sure to set the Hourly Rate, Monthly Salary, or Biweekly Salary back to the normal rate!

    HR_PA_310 Personnel Administration Actions - V12


    Unit 7 summary

    Unit 7 Summary

    Any questions related to:

    • Workers Compensation

    HR_PA_310 Personnel Administration Actions - V12


    Unit 8

    Unit 8

    Separation & Retirement

    HR_PA_310 Personnel Administration Actions - V12


    Unit 8 topics

    Unit 8 Topics

    • Separation

    • Retirement

    • Retiree Rehire

    • Retiree Set Back to Inactive

    HR_PA_310 Personnel Administration Actions - V12


    Separation pa40

    Separation – PA40

    • Use this action when an employee is LEAVING the University. This includes the following:

      • Students who work in the spring and may or may not return in the fall, and

      • Part-time instructors who teach in the spring and may or may not come back to teach the following spring.

    • Check to make sure the employee does not have any other active assignments.

    • If an employee is leaving a position in your area and working in a new position across campus, this is NOT a Separation.

    • If funding is available, you can overlap the separating employee and the new employee.

    HR_PA_310 Personnel Administration Actions - V12


    Separation pa401

    Separation – PA40

    • Enter the Person ID or use the Possible Entries icon to find the employee

    • Press Enter to populate the employee fields

    • Enter the Start date (the day AFTER the last day worked)

    • Select the Separation action

    • Click Execute

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Separation infotypes

    Separation Infotypes

    • Actions (0000)

      • Select the Reason for Action

      • Press Enter through the system message

      • Click on Save

    HR_PA_310 Personnel Administration Actions - V12


    Separation infotypes1

    Separation Infotypes

    • Organizational Assignment (0001)

      • Verify that the position number has defaulted to 99999999

      • Press Enter

      • Click on Save

    HR_PA_310 Personnel Administration Actions - V12


    Separation infotypes2

    Separation Infotypes

    • Addresses (0006)

      • Enter the forwarding address and phone number, if different from current address

      • Save

    • Delimit Recurring Payments/Deductions (0014)

      • This infotype may or may not appear.

      • Delimit any departmental payments

    • Documentation

      • Complete the Separation form

      • Obtain the authorization signatures

      • Attach all necessary paperwork

      • Send to HR Compensation

    HR_PA_310 Personnel Administration Actions - V12


    Exercise 8 1

    Exercise 8.1

    Go to the Exercise Guide

    HR_PA_310 Personnel Administration Actions - V12


    Retirement

    Retirement

    • HR Benefits will process all retirements.

    • Contact HR Benefits office if you have a pending retirement action, so they can process it for you.

    • If funding is available, you can overlap the retiring employee and the new employee using the same position.

    HR_PA_310 Personnel Administration Actions - V12


    Retiree rehire pa40

    Retiree Rehire – PA40

    • Used when a retired employee returns to work at the University

    • Also used for Post-Retirement appointments

    • Since the individual was previously employed at UK, some of the employee’s records may be accurate.

    • Important: you will need to change the Employee Group (EE Group) to put the working retiree in the correct group. Valid groups include:

      • G – Working Retired Staff < 15 years of service

      • L – Working Retiree Staff > 15 years of service

      • F – Working Retired Faculty < 15 years of service

      • K – Working Retired Faculty > 15 years of service

    HR_PA_310 Personnel Administration Actions - V12


    Retiree rehire and i 9s

    Retiree Rehire and I-9s

    • Retirees who have been away from the University for more than one year will need to complete an I-9.

    • If needed, contact HR Compensation for more information.

    HR_PA_310 Personnel Administration Actions - V12


    Retiree rehire pa401

    Retiree Rehire – PA40

    • Enter the Person ID or use the Possible Entries icon to find the employee

    • Press Enter to populate the employee fields

    • Enter the Start date

    • Select Retiree Rehire action

    • Click Execute

    • The infotypes will appear in the correct sequence.

    HR_PA_310 Personnel Administration Actions - V12


    Retiree rehire infotypes

    Retiree Rehire Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Retiree rehire infotypes1

    Retiree Rehire Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Retiree rehire infotypes2

    Retiree Rehire Infotypes

    HR_PA_310 Personnel Administration Actions - V12


    Retiree set back to inactive

    Retiree Set Back to Inactive

    • HR Benefits will process all retirements.

    • Contact HR Benefits office if you have a pending retirement action, so they can process it for you.

    HR_PA_310 Personnel Administration Actions - V12


    Unit 8 summary

    Unit 8 Summary

    Any questions related to:

    • Separation

    • Retirement

    • Retiree Rehire

    • Retiree Set Back to Inactive

    HR_PA_310 Personnel Administration Actions - V12


    Personnel administration actions hr pa 310

    Help Resources

    HR_PA_310 Personnel Administration Actions - V12


    Myhelp web site

    myHelp Web Site

    • http://myhelp.uky.edu/rwd/HTML/HR.html

    • Scroll down the page to find this section of Quick Reference Cards, which are specific to the Personnel Administration Actions.

    HR_PA_310 Personnel Administration Actions - V12


    Hr resources

    HR Resources

    • Benefits: 257-9519, option 3

      • http://www.uky.edu/HR/benefits

    • Compensation: 257-9555, option 6

      • http://www.uky.edu/HR/comp

    • Employee Relations: 257-8758

      • http://www.uky.edu/HR/emprel

    • Employment: 257-2608

      • http://www.uky.edu/HR/employ

    • Payroll: 257-3946

      • http://www.uky.edu/EVPFA/Controller/payroll.htm

    HR_PA_310 Personnel Administration Actions - V12


    Training sandbox

    Training Sandbox

    • The Training Sandbox is available to practice the actions you’ve learned, before entering real data into Production.

    HR_PA_310 Personnel Administration Actions - V12


    Training sandbox refresh

    Training Sandbox Refresh

    • At the end of every week, the Training Sandbox is refreshed to clear data entered during the week.

    • During this process, the Sandbox is unavailable.

    • Try back at a later time.

    This is the screen that will appear should a user try to access the Training Sandbox during the refresh process.

    HR_PA_310 Personnel Administration Actions - V12


    Course summary

    Course Summary

    You should now be able to:

    • Discuss terms and concepts associated with UK Personnel Administration Actions

    • Understand the IRIS Actions process

    • Perform various Personnel Actions in IRIS

    HR_PA_310 Personnel Administration Actions - V12


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