980 employee separation administration

EHP3 for SAP ERP 6.0

June 2009

English

Employee Separation Administration with Funds or Grants Management (980)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Procedure

SAP Best Practices Employee Separation Administration with Funds or Grants Management (980): BPD

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External Process

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Contents

Employee Separation Administration with Funds or Grants Management...........................................5

1 Purpose........................................................................................................................................ 5

2 Prerequisites................................................................................................................................ 5

2.1 Master Data and Organizational Data...................................................................................5

2.2 Business Conditions (conditional).........................................................................................6

2.3 Preliminary Steps.................................................................................................................. 6

2.4 Roles..................................................................................................................................... 7

3 Process Overview......................................................................................................................... 8

4 Process Steps.............................................................................................................................. 9

4.1 Employee Separation............................................................................................................9

4.2 Employee Retirement..........................................................................................................11

4.3 Deactivate Non-Employee...................................................................................................14

5 Follow-Up Processes..................................................................................................................17

5.1 Benefits Termination – Benefits Enrollment and Termination (565)....................................17

5.2 COBRA Enrollment – Benefits COBRA Processing (574)...................................................17

5.3 Employee Reporting– SAP ERP Reporting for HCM BPD (559).........................................18

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Employee Separation Administration with Funds or Grants Management

1 Purpose This scenario describes the typical processes when an employee has decided to retire from the company or has been separated from the company.

After the employee has left the enterprise, he or she has employment status 0. Payroll recognizes this status and as a result, the employee is not included in the next payroll run. If an employee has employment status 0, he or she is also ignored by a large number of evaluations.

2 Prerequisites

2.1 Master Data and Organizational DataYou have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario:

Organization entity

Value Description

US Org Units 10001000 - 10001010 US organizational units created as part of master data load

Jobs 10002000 - 10002043 US jobs created as part of master data load

Positions 10003000 - 10003031

10003000 - 10003030

US jobs created as part of master data load

US jobs created as part of master data load for Public Sector

Employees 91000076

91000077, 91000079, 91000085

91000074

91000060 - 91000073

91000075, 91000078

91000080 – 91000084

91000086 – 91000088

US separated employee created as part of master data load

US retirees created as part of master data load

US leave of absence employee created as part of master data load

US active employees created as part of master data load

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To run through this scenario, the positions must be created and employees hired into the system.

Use existing sample data to execute the Leave of Absence personnel actions.

2.2 Business Conditions (conditional) To run through this business process, the employee must be active.

List one or more business conditions that must have been completed before the user starts this scenario:

Business condition Scenario

The organizational structure must be maintained. Maintain Organizational Structure (560)

In order to process a separation of an employee, they must already exist in the system. You have completed all necessary steps described in the Business Process Document New Hire/Rehire Administration (563).

New Hire / Rehire Administration (563)

2.3 Preliminary StepsTo use this scenario, the personnel action is dependent on the user group and country group. Therefore the following preliminary steps are followed.

2.3.1 User Group Parameter

UseIn this step, you set up user settings that are necessary for PA40 - Personnel Actions.

Procedure1. Access the transaction using one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP menu System User Profile Own Data Parameters

Transaction code SU01

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Administrator (HCM) (SAP_BPR_ADMIN_HCM-E)

Business role menu Human Resources User Maintenance

2. On the Maintain User Profile screen:

Field name Description User action and values Comment

Parameter ID UGR

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Field name Description User action and values Comment

Parameter value MOL 10

3. Choose Enter.

4. Confirm the information message.

ResultYou have created the user settings necessary for PA40 - Personnel Actions.

2.4 Roles

UseThe following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Procedure must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business role Technical name Process step

Administrator (HCM) SAP_BPR_ADMIN_HCM-E All

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3 Process OverviewDuring the employee’s tenure in the company, the maintenance of the employee master record is maintained according to the life event change.

Process step External process reference

Business condition

Business role

Trans-action code

Expected results

Separation Action is executed

Employee submits notice of resignation

Administrator (HCM)

PA40 Event is added to employee’s master record

Retirement Action is executed

Employee notifies HR of plans to retire

Administrator (HCM)


Deactivate Non-Employee Action is executed

Temporary worker’s assignment has ended

Administrator (HCM)


Throughout the above actions, specific infotypes will attempt to be delimited. These are outlined in the steps of each action. An infotype can only be delimited if it existed prior to these actions being executed. If the separated employee does not have the specific infotype, valid as of the separation date, then this step/infotype will be bypassed within the action and the infotype will not be displayed for delimiting.

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4 Process Steps

4.1 Employee Separation

UseThe Separation Action is used when an employee is not expected to return to the organization. Included in the Separation Action is the opportunity to de-limit the employees Objects on Loan as well as Recurring Deductions and Payments.

SAP Best Practices for Public Sector delivers employee number 91000073 to process the Leave of Absence: Active action.

Below is a table listing of the infotypes to be completed within the standard separation action:

Infotype Subtype Description

0000 Personnel Actions

0001 Organizational Assignment

0009 Bank Details

0014 Recurring Payments/Deductions

0040 Objects on Loan

0041 Date Specifications

0105 Communications

0171 General Benefits Information

0102 9 Grievances NA

In some jurisdictions (such as CA), termination pay may be due to the employee on the date of separation (last day of employment). Use the off cycle workbench to comply with such requirements. Refer to the Off-Cycle Processing (577) scenario documentation.

If the separated employee is entitled to Severance Pay, create the additional payment via infotype 0014 (Recurring Payments/Deductions) or 0015 (Additional Payments). If the payment/infotype is being created after the date of separation, the Date of Origin field on IT0014/IT0015 will default to the last day of the pay period in which the separated employee was still active. This will force a retroactive payroll calculation when payroll is executed again for this employee.

Prerequisites

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Employee should already be hired into the system before executing the Separation Action

The US employee created as part of master data load for this scenario is Personnel No. 91000076.

Procedure1. Access the transaction choosing one of the following navigation options:


SAP Menu Human Resources Personal Management Administration HR Master Data Personnel Actions

Transaction Code

PA40


Business Role Administrator (HCM) (SAP_BPR_ADMIN_HCM-E)

Business Role Menu Human Resources Personnel Actions

2. Select the Separation Action and enter the Personnel No. and the Separation Date in the From field.

3. Choose the Execute button to proceed to the first Infotype 0000 Personnel Actions.

4. On the Personnel Actions (Infotype 0000) Screen, enter the following data:

Field name Description User action and values

Action Type Type of action 33 - Separation

Reason for Action Reason for Action Select reason from drop-down list

5. Save your entries. Choose the Enter button to bypass all warning messages. The system accepts the data. After saving this infotype, a dialog box will appear.

6. On the Create Vacancy dialog box, the date will default to the date the employee vacated the position. If necessary, this date may be changed to a date in the future. Choose the Yes button to create the Vacancy (Infotype 1007). The system accepts the data, and advances you to the next infotype in the Separation Action: Copy Organizational Assignment (I0001).

7. On the Copy Organizational Assignment (Infotype 0001) Screen, choose the Enter button to

accept the data and to bypass the de-limit record warning.

8. Save your entries. The system advances you to the next infotype in the Separation Action: Copy Bank Details (I0009).

9. On the Copy Bank Details (Infotype 0009) Screen, choose the Enter button to accept the data

and to bypass the de-limit record warning.

10. Save your entries. The system advances you to the next infotype in the Separation Action: De-limit Recurring Payments/Deduction (I0014).

11. On the De-limit Recurring Payments/Deductions (Infotype 0014) Screen, choose the Enter

button to accept the data and to bypass the de-limit record warning.

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12. Save your entries. The system advances you to the next infotype in the Separation Action: De-limit Objects on Loan (I0040).

13. This infotype is presented to ensure that the separated employee returns all of the property loaned to them while employed. It can be used as a separation “check-list”. On the De-limit Objects on Loan (Infotype 0040) Screen, choose the Enter button to accept the data and to

bypass the de-limit record warning.

14. Save your entries. The system advances you to the next infotype in the Separation Action: Change Date Specifications (I0041).

15. On the Change Date Specifications (Infotype 0041) Screen, enter date type U7 in the first open date type field and input the last date of pay. Enter any other necessary date types and choose the Enter button to accept the data.

16. Save your entries. The system advances you to the next infotype in the Separation Action: De-limit Communications (I0105).

17. On the De-limit Communications (Infotype 0105) screen, save your entries. The system advances you to the next infotype in the Separation Action: General Benefits Information (I0171).

18. On the Copy General Benefits Information (Infotype 0171) Screen, Save your entries. The system advances you to the next infotype in the Separation Action: Grievances NA (I0102).

19. The Grievances NA (Infotype 0102) Screen is used to indicate if the employee is eligible to be rehired. Subtype 9 – Policy Reason is defaulted. If this employee is not eligible to be rehired, enter a reason code of 01 – Not Elig for Rehire, Save your entries. If the employee is eligible to be rehired, Choose the Next Screen icon, as this infotype is not required.

ResultThe employee is now separated from the system. To terminate employee benefits, see the Benefits: Benefit Termination BPD.

4.2 Employee Retirement

UseThe Retirement Action is used when an employee retires from the organization.Below is a table listing of the infotypes to be completed within the standard retirement action:

Infotype Subtype Description0000 Personnel Actions


0007 Planned Work Time

0008 Basic Pay

0009 Bank Details

0014 Recurring Payments/Deductions

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0105 Communications

0171 General Benefits Information

0378 RET Adjustment Reason

Prerequisites Employee should already be hired into the system before executing the Retirement Action

The US employees created as part of master data load for this scenario are Personnel Nos. 91000080, 91000081, 91000082.



SAP ECC Menu

Human Resources Personal Management Administration HR Master Data Personnel Actions

Transaction code

PA40




2. Select the Retirement Action and enter the Personnel No. and the Retire Date in the From field.




Action Type Type of action 35 - Retirement


Employee Group Employee Group Enter value of 2

Employee Subgroup Employee Subgroup Enter value of Y3,Y5,Y6 or Y7

5. Save your entries. Choose the Enter button to bypass all warning messages. The system accepts the data, and advances you to the next infotype in the Retirement Action: Copy Organizational Assignment (I0001).

6. On the Copy Organizational Assignment (Infotype 0001) Screen, enter the following data:

Field name

Description User action and values

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Cost Center

Cost Center Cost center will default based on position held at time of retirement. Select a value from the drop-down list if the cost center should change.

Position Position within organizational structure

Enter value of 99999999


8. On the Create Vacancy dialog box, the date will default to the date the employee vacated the position. If necessary, this date may be changed to a date in the future. Choose the Yes button to create the Vacancy (Infotype 1007). The system accepts the data, and advances you to the next infotype in the Retirement Action: Create Planned Working Time (I0007).

9. On the Create Planned Working Time (Infotype 0007) Screen, Save your entries. If you receive a delimit record warning, choose Enter button. The system accepts the data, and advances

you to the next infotype in the Retirement Action: Copy Basic Pay (I0007).

10. On the Copy Basic Pay (Infotype 0008) Screen, enter the following data:


Reason Reason for change in basic pay Leave blank

PS type Pay Scale Type Enter value of 01

PS Area Pay Scale Area Enter value of 01

PS group Pay Scale Group Enter value of NPS

Level Pay Scale Level Leave this field blank

Annual Salary

Annual Salary Enter the annual pay amount for the retiree

Wage type Wage types (rate) of retired employee

Defaults to 1004 for all retired employees

11. Save your entries. Choose the Enter button to bypass any warning messages. The system accepts the data, and advances you to the next infotype in the Retirement Action: Copy Bank Details (I0009).

12. On the Copy Bank Details (Infotype 0009) Screen, Save your entries. The system accepts the data, and advances you to the next infotype in the Retirement Action: De-limit Recurring Payments/Deduction (I0014).

13. On the De-limit Recurring Payments/Deduction (Infotype 0014) Screen, choose the Enter

button to bypass de-limit warnings.

14. Save your entries. The system accepts the data, and advances you to the next infotype in the Retirement Action: De-limit Objects on Loan (I0040).

15. This infotype is presented to ensure that the separated employee returns all of the property loaned to them while employed. It can be used as a separation “check-list”. On the De-limit

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Objects on Loan (Infotype 0040) Screen, choose the Enter button to bypass de-limit

warnings.

16. Save your entries. The system accepts the data, and advances you to the next infotype in the Retirement Action: Change Date Specifications (I0041).

17. On the Change Date Specifications (Infotype 0041) Screen, enter date type U7 in the first open date type field and input the last date of pay. Enter any other necessary date types and choose the Enter button to accept the data.

18. Save your entries. The system accepts the data, and advances you to the next infotype in the Retirement Action: De-limit Communications (I0105).

19. On the De-limit Communications (Infotype 0105) Screen, Save your entries. The system advances you to the next infotype in the Retirement Action: General Benefits Information (I0171).

20. On the Copy General Benefits Information (Infotype 0171) Screen, Save your entries. The system accepts the data. After saving this infotype, a dialog box will appear.

21. On the Possible subsequent activities dialog box, choose the Enter button to begin enrollment into Benefits or choose the Cancel button to continue to the next Infotype and enroll into Benefits at a future date, outside of this action. The Personnel Action: Create Adjustment Reason (I0378) is displayed.

22. On the Create Adjustment Reason (I0378) screen, the benefit area defaults to US and the adjustment reason defaults to RET. Save your entries. The system accepts the data. After saving this infotype, a dialog box will appear

23. On the Go to Enrollment dialog box, choose the “Yes” button to continue with the enrollment or choose the No button to exit and continue enrollment at a later time.

Result The employee is now retired from the system. To terminate employee benefits, see the Benefits: Benefit Termination BPD.

4.3 Deactivate Non-Employee

UseThe Deactivate Non-Employee Action is used when a non-employee is expected to not return to the organization.Below is a table listing of the infotypes to be completed within the standard deactivating action:

Infotype Subtype Description

0000 Personnel Actions




Prerequisites

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The non-employee should already be activated in the system before executing the Deactivate Non-Employee Action

The US employee created as part of master data load for this scenario is Personnel No. 91000084.



SAP ECC menu

Human Resources Personal Management Administration HR Master Data Personnel Actions

Transaction code

PA40




2. Select the Retirement Action and enter the Personnel No. and the Deactivate Date in the From field.




Action Type Type of action 97 - Deactivate Non-Employee



6. On the Create Vacancy dialog box, the date will default to the date the employee vacated the position. If necessary, this date may be changed to a date in the future. Choose the Yes button to create the Vacancy (Infotype 1007). The system accepts the data, and advances you to the next infotype in the Deactivate Non-Employee Action: Copy Organizational Assignment (Infotype 0001)

7. On the Copy Organizational Assignment (Infotype 0001) Screen, Save your entries. This advances you to the next infotype in the Deactivate Non-Employee Action: Change Date Specifications (I0041).

8. On the Change Date Specifications (Infotype 0041) Screen, enter any necessary date types and save your entries. The system accepts the data, and advances you to the next infotype in the Deactivate Non-Employee Action: De-limit Objects on Loan (I0040).

9. This infotype is presented to ensure that the separated employee returns all of the property loaned to them while employed. It can be used as a separation “check-list”. On the De-limit Objects on Loan (Infotype 0040) Screen, Select the enter button to bypass de-limit warnings.

10. Save your entries.

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5 Follow-Up Processes

5.1 Benefits Termination – Benefits Enrollment and Termination (565)

External Process

UseYou have finished all activities that are a part of the business process described in this document.

To accomplish subsequent activities of this business process, carry out the process steps described in the Benefits Enrollment scenario, using the master data from this document.

ProcedureComplete all activities described in the Benefits Termination scenario:

To accomplish activities of the scenario; carry out the process steps in Benefits Enrollment and Termination (565) using the master data.

5.2 COBRA Enrollment – Benefits COBRA Processing (574)

External Process


To accomplish subsequent activities of this business process, carry out the process steps described in the COBRA Enrollment scenario, using the master data from this document.

ProcedureComplete all activities described in the COBRA Enrollment scenario:

To accomplish activities of the scenario, carry out the process steps in Benefits COBRA Processing (574) using the master data.

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5.3 Employee Reporting– SAP ERP Reporting for HCM BPD (559)

External Process


To accomplish subsequent activities of this business process, carry out the process steps described in the Employee Reporting scenario, using the master data from this document.

ProcedureComplete all activities described in the Employee Reporting scenario:

To accomplish activities of the scenario; carry out the process steps in SAP ERP Reporting for HCM BPD (559) using the master data.

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980 employee separation administration

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