Personnel

Administration
HR_PA_300

HR_PA_300 Personnel Administration (v10) 1

Course Content

• Overview
• Unit 1 – Organizational Management
• Unit 2 – Master Data
• Unit 3 – Maintaining Employee Data
• Unit 4 – Funding and Cost Distribution
• Course Summary

• Assessment

HR_PA_300 Personnel Administration (v10) 2

Learning Objectives

• Review terms and concepts associated with Personnel

Administration as it relates to UK
• At the end of this course you should be able to:
 Display master data records
 Identify changes for new and existing personnel
 Make changes to existing personnel records
 Enter and maintain cost distribution
 Add new data records for existing personnel

HR_PA_300 Personnel Administration (v10) 3

Prerequisites and Roles

• Prerequisites
 IRIS/SAP Awareness and Navigation - UK_100
 Human Resources Overview - HR_200

• Roles
 Business Officers
 Personnel Administrators

HR_PA_300 Personnel Administration (v10) 4

IRIS HR Components

Organizational
Management

Time Payroll
Management

Benefits

HR_PA_300 Personnel Administration (v10) 5

What is Personnel Administration?

Personnel Administration (PA) is used to:

 Process employee data
 Maintain employee information
 Administer personnel procedures
Personnel Administration (PA) Actions are used to:
 Hire new employees
 Promote, Demote, or Transfer employees
 Add Additional Assignments
 Manage Leaves of Absence and Returns
 Separate and Retire employees

HR_PA_300 Personnel Administration (v10) 6

HR Security

• HR Security roles in Production will allow you to view HR data

within your area of responsibility only
• You can search for an employee in the system if you are hiring
him/her (additional assignment)
• Access also will be limited to necessary infotypes needed to fulfill
your role
 Example: you will 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)

HR_PA_300 Personnel Administration (v10) 7

Unit 1

Organizational
Management
HR_PA_300 Personnel Administration (v10) 8
Unit 1- Master Data

• What is Organizational Management?

• Enterprise Structure
 Personnel Area/Subarea
• Personnel Structure
 Employee Group/Subgroup
• Organizational Structure
 Organizational units/Jobs/Position
• Organization and Staffing
 PPOSE

HR_PA_300 Personnel Administration (v10) 9

Key Terminology
Terminology Definition

Transaction code Provides access to screens in IRIS (PA20, PA30, ZHR_PAR)

Infotypes Used to access a set of related data

A unique identifying number assigned to each employee

rather than using the social security number. The Person ID
Person ID
will never change even if the employee leaves the University
and later returns
The Personnel Number ties an employee to a particular
position. In the case of multiple assignments, employees will
Personnel Number
have a separate Personnel Number (pernr) for each position
held.
Personnel The relationship between an employee/retiree and UK, each
Assignment personnel assignment is uniquely identified in IRIS by the
Number personnel number and position number

HR_PA_300 Personnel Administration (v10) 10

Key Terminology
Terminology Definition
Defines a specific area within the University (Main
Personnel Area
Campus, Hospital, STEPS, etc.)
Assigned to a Personnel Area and allows for further
division of the personnel area (Ex. Regular FT, Regular
Personnel Subarea
PT, Temp PT <.20) Used to identify an employee’s
status.
Represents various types of employees in an
Employee Group
organization (Staff, Faculty, Student, etc.)

Assigned to an Employee Group and allows for further

Employee Subgroup division of the Employee Group (Exempt Monthly, Non-
Exempt 37.5, Non-Exempt 40)

Described by a job and related to an organizational unit;

Position
may be held by one or more employees

HR_PA_300 Personnel Administration (v10) 11

Organizational Management

• Organizational Management (OM)

 The IRIS HR team creates and maintains the structure of the
University
 Integrates data among IRIS modules to provide defaults for
employee master data
 Links objects, establishes relationships and inheritance of
attributes

HR_PA_300 Personnel Administration (v10) 12

Enterprise Structure

• The Enterprise Structure for Personnel Administration includes:

Client UK

Company UK
Code UK00

Personnel Main Campus Steps Hospital

Area 1000 1100 1500

Personnel Reg. FT Reg. PT – Faculty

Subarea 0001 0002

HR_PA_300 Personnel Administration (v10) 13

Personnel Structure

• Employees in the University are divided into two levels:

 Employee Group (Staff)
 Employee Subgroup (Non-Exempt 37.5)
• The basic function of the employee group includes:
 Default values that are generated for the payroll accounting
area and basic pay, etc.
 A selection criteria for reporting.

HR_PA_300 Personnel Administration (v10) 14

Organizational Structure

• The organizational structure defines the relationship between three

levels of objects:
 Organizational units
 Units, Colleges, Departments, etc.
 Jobs
 Determines pay grade type, pay grade area, EEO categories, and
exempt status
 Staff Support Associate II, Administrative Assistant I, Program
Coordinator, etc.
 Positions
 Assign Personnel Area, Personnel Subarea, Employee Group,
Employee Subgroup, cost distribution information.

HR_PA_300 Personnel Administration (v10) 15

Organization and Staffing - PPOSE
Click to select fields

Searches

Objects and Related Objects

Search
Results

Object Details

HR_PA_300 Personnel Administration (v10) 16

Object Manager - PPOSE
• PPOSE provides various ways to
find information:
 Organizational Unit
 Position
 Job
 Person

• Each method includes the ability to

search by term or by structure

• In Production, you will be limited to

your area of responsibility

HR_PA_300 Personnel Administration (v10) 17

Object Search

Find icon

• You can search for an organizational unit, position or person

directly in the Display section of the screen by using the Binoculars

HR_PA_300 Personnel Administration (v10) 18

Unit 1 Summary
• What is Organizational Management?
• Enterprise Structure
 Personnel Area/Subarea
• Personnel Structure
 Employee Group/Subgroup
• Organizational Structure
 Organizational units/Jobs/Position
• Organization and Staffing
 PPOSE

HR_PA_300 Personnel Administration (v10) 19

Unit 2

Master Data
HR_PA_300 Personnel Administration (v10) 20
Unit 2- Master Data

• HR Master Data

• Infotypes

• Validity Dates

• Accessing HR Master Data Infotypes

• Person ID and Personnel Assignment Number

• Display and Overview

 Displaying Infotypes

HR_PA_300 Personnel Administration (v10) 21

Key Terminology
Terminology Definition

These employees are typically paid hourly and must

Non-exempt
submit a daily time sheet and receive overtime pay.

These employees are typically salaried; they are

Exempt exempt from submitting a daily time sheet and from
overtime pay

Personnel A series of infotypes that sequentially display for

Action data entry to complete an HR process

HR_PA_300 Personnel Administration (v10) 22

HR Master Data

The employee’s Department, Human Resources and Payroll are

responsible for creating and maintaining employee’s HR Master Data
records.

HR Master Data records store vital information about the University’s

employees, including information on their employment history and
status, benefits, time management
and payroll.

This information is organized

into infotypes of related data.

HR_PA_300 Personnel Administration (v10) 23

Infotypes

• Infotypes are logical groupings of fields within screens to organize

employee data:

 Identified by a unique name and number

 Data is created, displayed and changed on its own screen
 Displays validity dates
 Indicates when
record took effect

and when it ends

HR_PA_300 Personnel Administration (v10) 24

Validity Period

• HR Employee Master Data and its associated infotypes require a

begin and an end date to identify a validity period—the time in
which the employee or infotype is valid (active)

Generally, records are identified with an end date of 12/31/9999

HR_PA_300 Personnel Administration (v10) 25

Validity Dates and Delimit
Addresses Infotype (0006)
Permanent Address Record

The system delimits, or

ends, the previous record
the day before the new 2 address records can not be
record takes effect. valid for the same time period
Sometime later Sometime later
new validity period
1st
newaddress
validitychange
period

initial address initial validity period

Date of hire 12/31/9999

HR_PA_300 Personnel Administration (v10) 26

Infotypes and Records

Current address

1st address change

Initial address

HR_PA_300 Personnel Administration (v10) 27

Display HR Master Data – PA20

• Use PA20 to display employee records

• Use Possible Entries to find the employee record

• Click on the infotype you want to view, then on the

Display icon

• Display current records and

historical records

• Choose to view just one

infotype or all that are available

HR_PA_300 Personnel Administration (v10) 28

Display HR Master Data – PA20

Object
Manager Employee Master Data

HR_PA_300 Personnel Administration (v10) 29

Accessing HR Master Data Infotypes

Tabs Tab List

Infotype Period
List Selection

Direct
Subtype
Select

HR_PA_300 Personnel Administration (v10) 30

Person ID & Personnel Assignment Number

Position Personnel
Person ID Code Number

Personnel Position Personnel

Number Code Number

HR_PA_300 Personnel Administration (v10) 31

Display and Overview

Then click
Display or
Overview

Select an Infotype

HR_PA_300 Personnel Administration (v10) 32

Infotype 0000 - Actions

Action information for an

employee, including:
•Validity dates
•Reason for action
•Employment status
•Position

•Use the Next Record or

Previous Record icons to
view multiple records

HR_PA_300 Personnel Administration (v10) 33

Infotype 0002 – Personal Data

Personal information on
an employee, including:
•Validity dates
•Name

•Social Security #
•Date of birth
•Gender
•Marital status

HR_PA_300 Personnel Administration (v10) 34

Infotype 0001 – Organizational Assignment
Organizational assignment
information includes:
•Enterprise structure
 Personnel Area
 Personnel Subarea
 Cost Center/Grant
•Personnel structure
 Employee Group
 Employee Subgroup
 Payroll Area
 Contract Element
•Organizational structure
 Position
 Job Key

HR_PA_300 Personnel Administration (v10) 35

Infotype 0006 - Addresses
Address information
for an employee includes:

•Address Type
•Telephone number
•Communication #

•County of residence
•Mail Code – used for
remuneration statement
distribution

HR_PA_300 Personnel Administration (v10) 36

Infotype 0008 – Basic Pay

Payroll information
for an employee,
including:

•Payscale type
•Payscale area
•Payscale group
•Annual Salary
•Wage type
•Amount

•True Annual Salary

HR_PA_300 Personnel Administration (v10) 37

Infotype 0041 – Date Specifications

Date specification information for an employee:

• Original hire
• Current hire
• Regular service
• Vacation service
• Separation

NOTE: If information is incorrect, contact the Compensation Office to correct it

HR_PA_300 Personnel Administration (v10) 38

Infotype 0094 – Residence Status
Residence status
information for an
employee including:

•Residence status

•Work permit
•Issuing authority
•Expiration date
•I9 Signature date

HR_PA_300 Personnel Administration (v10) 39

Infotype 0077 – Additional Personal Data

Additional personal data

information including:

•Ethnic origin
•Race Data
•Military status
•Veteran status

HR_PA_300 Personnel Administration (v10) 40

 Infotype 0007 – Planned Working Time

Work time information for Work

Schedule
an employee, including: Rule

•Validity dates
•Work schedule rule
•Time management
status
•Working week
schedule
•Daily working hours
Full-time
Equivalence
(FTE)

HR_PA_300 Personnel Administration (v10) 41

Flexible Work Schedule Rules
• Versions of the fixed work schedule allow
for a more varied work schedule outside the
default set-up in the Planned Working Time
Infotype (0007)
• Allows leave to be entered 7 days a week
up to the appropriate number of hours for
the employee as defined by the work
schedule
• Flexible schedules accommodate
7.5, 8, 10, 12 and 24 hours per day,
7 days a week

HR_PA_300 Personnel Administration (v10) 42

Work Schedule Rules

• Period Work Schedule defines an employee’s hours and days worked

for a period of time

• For example:
 FIX1 = 8 h/d – 40 h/w – M-F
 FIX2 = 7.5 h/d – 37.5 h/w – M-F
 FLX1 = 8 h/d – 40 h/w – S-S
 FLX2 = 7.5 h/d – 37.5 h/w – S-S
 FLX3 = 10 h/d – 40 h/w – S-S
 FLX4 = 12 h/d – 40 h/w – S-S
 FLX6 = 24X7 flex
Note: Change only through an action in PA40.
HR_PA_300 Personnel Administration (v10) 43
Unit 2 – Exercise

• Exercise 2.1 – Display Infotypes

HR_PA_300 Personnel Administration (v10) 44

Unit 2 Summary

• HR Master Data
• Infotypes
• Validity Dates
• Accessing HR Master Data Infotypes
• Person ID and Personnel Assignment Number
• Display and Overview
 Displaying Infotypes

HR_PA_300 Personnel Administration (v10) 45

Unit 3

Maintaining
Employee Data
HR_PA_300 Personnel Administration (v10) 46
Unit 3- Maintaining Employee Data

• Maintaining Employee Data

• Address/Name Changes

 Creating Address/Name Changes

 Changes to Incorrect Information
 Create/Maintain Address Subtypes
• Additional Payments

• Recurring Payments/Deductions

• Concurrent Employment

HR_PA_300 Personnel Administration (v10) 47

Key Terminology
Terminology Definition
A process to change the validity period of an object
Delimit or infotype record by replacing its end date with a
new date
Used to pay an employee a lump sum above his/her
Additional
normal pay. May be used to pay the employee an
Payment
award, a moving expense, etc.
Shows whether the employee is paid Monthly,
Payroll Area
Biweekly, or Non-Pay.

HR_PA_300 Personnel Administration (v10) 48

Maintaining Employee Data
• An employee’s Master Data must be kept current
• Data may be maintained by Infotypes in two ways:
 Single screen (PA30) – displays Infotypes relevant for a particular
subject for one employee
 Personnel actions (PA40) – presents all Infotypes in a logical
sequence for one employee related to the action selected.
• Example of changes to be maintained include:
 Address change (PA30)
 Marital status (PA30)

 Salary change (PA40)

 Return From Leave with Pay (PA40)

HR_PA_300 Personnel Administration (v10) 49

Maintain HR Master Data – PA30

X X
Create Change Copy
incorrectly
entered data

HR_PA_300 Personnel Administration (v10) 50

Maintaining Employee Data

• When creating a new record either with the create or copy

icon, a system message similar to this may occur:

• Press Enter to dismiss the message

• This message lets you know that the old record is being
delimited (ended)

HR_PA_300 Personnel Administration (v10) 51

Name and Address Changes – PA30

• Employee completes
Address/Name Change form
• Department changes name in
IRIS on
Infotype 0002 – Personal Data
• Department changes address in
IRIS on
Infotype 0006 - Addresses
• Department sends
Address/Name Change form to
Human Resources and keeps a
copy in departmental files
• Employee Self Service allows
employees to update their own
addresses on line

HR_PA_300 Personnel Administration (v10) 52

Address Changes – PA30
• Enter the Person ID or use the Possible Entries icon to find the employee’s
record and double-click on the name
• Press Enter to populate the employee’s information
• Click on Addresses (0006)

• Click on Create or Copy

• Choose Permanent Residence

• Enter the Start date

 The date the new address takes effect
• Enter the new address
• Save the record

HR_PA_300 Personnel Administration (v10) 53

Changes to Incorrect Information– PA30
• If information was entered into the
system incorrectly during a PA30 new
record or a PA40 action, the
corrections may be made by using
PA30, selecting the infotype, then
clicking on the Change icon

Remember that using the change icon

does not keep a historical record.

 Example: an address was entered as

373 Della Dr., and it should have been
733 Della Dr.

HR_PA_300 Personnel Administration (v10) 54

Unit 3 – Exercises

• Exercise 3.1 – Creating a New Permanent Address

• Exercise 3.2 – Change Incorrect Address

HR_PA_300 Personnel Administration (v10) 55

Create/Change Address Subtypes – PA30

• Provides the capability to record multiple types of addresses for

employees
• Address subtypes include:
 Permanent Residence (created in new hire process)
 Primary Emergency Contact
 Secondary Emergency Contact
 Legal Guardian
 Secondary Work Address
 Mailing Address
 Work Address
 Power of Attorney
 Forwarding Address

HR_PA_300 Personnel Administration (v10) 56

Create/Change Address Subtypes – PA30

Select the Addresses (0006) Infotype,

then click either the

Create or the Copy icon

Next, double-click on the

type of address to be
created or changed

HR_PA_300 Personnel Administration (v10) 57

Create/Change Address Subtypes – PA30

Enter the address

and telephone
information as
needed

Use address line 2

for contact
person’s name

Save your entry

HR_PA_300 Personnel Administration (v10) 58

Create Additional Payments – PA30
• Infotype 0015 Additional Payments is used to create, change, or
delete an additional payment for an employee
• The type of additional payments available will be determined by the
type of employee
• It is a one-time payment in the pay period associated with the date of
origin on the infotype record
• Examples:
 Make the Difference Award
 Lump Sum Payment
 Additional Retirement Wage
 Non Qualified Moving Expense

HR_PA_300 Personnel Administration (v10) 59

Create Additional Payments (0015)
 In the Direct Selection
Infotype field, type 0015
 Press Enter
 Click on the Create icon

Enter the Wage type, Amount, and Date of Origin

HR_PA_300 Personnel Administration (v10) 60

Create Additional Payments – PA30

If the cost distribution is different from what is

established on the position, or on the employee’s
record, click on the Maintain Cost Assignment icon

Enter the Cost Center, WBS Element, or Internal Order which is

being charged,
then click on the
Transfer button

Save the record

Run ZHR_PAR to create and print the PAR to send to the

Compensation office after obtaining required signatures.

HR_PA_300 Personnel Administration (v10) 61

Creating the PAR – ZHR_PAR
Use transaction code ZHR_PAR
(remember to use /n or /o as needed) /ozhr_par

•Enter the effective date of the change on the employee

•Enter the Personnel Number of the employee
•Click on the Execute icon

Date of Origin

HR_PA_300 Personnel Administration (v10) 62

Printing the PAR

Make sure
Print Immediately
is checked

Number of
copies = 2

To print, click
the Print icon

To view or save the PAR,

click the Print Preview icon

HR_PA_300 Personnel Administration (v10) 63

The PAR

• Make sure that the reason

for the PAR shows

HR_PA_300 Personnel Administration (v10) 64

Saving the PAR

•Select GoTo  List Display

•Select System  List 

Save  Local File

•Select Unconverted and click

Continue icon

HR_PA_300 Personnel Administration (v10) 65

Saving the PAR (2)
•Click the
Possible Entries icon

•Click Desktop

• and Save

•Name file (*.txt)

•Click Generate

HR_PA_300 Personnel Administration (v10) 66

Unit 3 – Exercises

• Exercise 3.3 – Additional Payment (0015)

• Exercise 3.4 – Payroll Authorization Record (PAR)

HR_PA_300 Personnel Administration (v10) 67

Create Recurring Payments/Deductions – PA30

• Use Infotype 0014 Recurring Payments/Deductions

 To create recurring payments that are in addition to an
employee’s base pay amount
• The type of additional payments available will be determined by the
type of employee
• Once created, these payments/deductions continue until the end
(or “to”) date is reached
• Recurring payment information will be entered by those authorized
department users or business officers who are responsible for
maintaining the employee information

HR_PA_300 Personnel Administration (v10) 68

Create Recurring Payments/Deductions (0014)
 In the Direct Selection
Infotype field, type 0014
 Press Enter
 Click on the Create icon

Enter Start date and,

if known, the To date

Enter the Wage type, Amount,

and Number/unit (if needed)

HR_PA_300 Personnel Administration (v10) 69

Create Additional Payments – PA30

If the cost distribution is different from what is

established on the position, or on the employee’s
record, click on the Maintain Cost Assignment icon

Enter the Cost Center, WBS Element, or Internal Order which is

being charged,
then click on the
Transfer button

Save the record

Run ZHR_PAR to create and print the PAR to send to the

Compensation office after obtaining required signatures.

HR_PA_300 Personnel Administration (v10) 70

Unit 3 – Exercise

• Exercise 3.5 – Recurring Payments/Deductions (0014)

HR_PA_300 Personnel Administration (v10) 71

Concurrent Employment
• The Concurrent Employment solution provides full functionality to
process employees who have multiple assignments
• Every employee must have a main assignment; it is set up
automatically for new hires
• If the employee only has one assignment, it is the Main; if more
than one assignment, departments work together to determine
which assignment is main.
• All changes of Main are handled by the Benefits Office

HR_PA_300 Personnel Administration (v10) 72

Main vs Additional

• All assignments must be created within the same Payroll Area as

the Main assignment, either Monthly or Biweekly
• Main will be assigned by the following criteria:
 If an assignment is regular full time, it will be Main
 If one assignment is a student fellowship, the non-fellowship
should be Main
 If one assignment is FT faculty and in FES, it should be Main
 Otherwise, Main should be the assignment in which the
employee works the most hours
 Contact the Benefits Office if you think the Main assignment
should be changed

HR_PA_300 Personnel Administration (v10) 73

Unit 3 Summary

• Maintaining Employee Data

• Address/Name Changes
 Creating Address/Name Changes
 Changes to Incorrect Information
 Create/Maintain Address Subtypes
• Additional Payments
• Recurring Payments/Deductions
• Concurrent Employment

HR_PA_300 Personnel Administration (v10) 74

Unit 4

Funding and
Cost Distribution
HR_PA_300 Personnel Administration (v10) 75
Unit 4- Funding & Cost Distribution

• Position Funding

 Cost Distributions
• Employee Funding

 Displaying Cost Distribution

 Creating Cost Distribution

HR_PA_300 Personnel Administration (v10) 76

Position Funding

• Position Funding
 Can come from either:
 Cost Centers
 WBS Elements (grants)
 Can be viewed using PPOSE
 Can be overridden in:
 Time Management via the Cost Allocation profile
 PA30 - Infotype 0027 Cost Distribution

HR_PA_300 Personnel Administration (v10) 77

Position Account Assignments - PPOSE

Master Cost Center Controlling Area

Personnel Area
and Subarea

HR_PA_300 Personnel Administration (v10) 78

Position Cost Distributions - PPOSE

Master Cost Center

for the Org Unit

Cost Objects

Cost Distribution
Percentage

HR_PA_300 Personnel Administration (v10) 79

Employee Funding
• At times, it is necessary to charge the payroll for a specific period
to an account or accounts other than the default accounts
established on the position
 Employees who are being paid from Grants/WBS Elements
 Regular or temporary staff in research
 Graduate students
 Employees whose cost distribution varies from the cost
distribution established on the position

• Cost Distribution for the employee may be created and maintained

using Infotype 0027 in PA30

HR_PA_300 Personnel Administration (v10) 80

 Displaying Cost Distribution (0027)
 In PA20, in the Direct Selection
Infotype field, type 0027
 Press Enter
 Click on the Overview icon
Click the Detail
icon to view

Click to select a
record to view

Individual
distribution
records
Validity Dates for
each distribution
HR_PA_300 Personnel Administration (v10) 81
Displaying Cost Distribution (0027)

The details contain all distributions during the validity dates

Cost Distribution must equal 100%

HR_PA_300 Personnel Administration (v10) 82

Create Cost Distribution (0027)
 Use PA30 to update the employee’s record
 Select the Cost Distribution (0027) Infotype
 Click on the Create icon
Enter the validity dates
in the Start and To fields

Select 01 Wage and Salary

Important…press the Enter key before proceeding

HR_PA_300 Personnel Administration (v10) 83

Create Cost Distribution (0027)

•Enter the
•Company Code (UK00)
•Cost object and
•Percentage of distribution

Be sure the cost distribution covers 100% of the employee’s pay.

The system will warn you if you are over 100%.

The system will NOT warn you if you are under 100%.

Click the Save icon

HR_PA_300 Personnel Administration (v10) 84

Ensuring Accuracy

• Always double-check the records to ensure accuracy

• Check for:
 100% funding for the given validity dates
 Any date gaps – Verify that position funding is correct

HR_PA_300 Personnel Administration (v10) 85

Unit 4 – Exercises

• Exercise 4.1 – Create Cost Distribution (0027)

• Exercise 4.2 – Create Multiple Cost Distributions (0027)

HR_PA_300 Personnel Administration (v10) 86

Unit 4 Summary

• Position Funding
 Cost Distributions
• Employee Funding
 Displaying Cost Distribution
 Creating Cost Distribution

HR_PA_300 Personnel Administration (v10) 87

Course Summary
• You are familiar with terms and concepts associated with Personnel
Administration
• You are now able to:
 Display master data records
 Identify changes for new and existing personnel
 Make changes to existing personnel records
 Add new data records for existing personnel
 Add cost distribution

HR_PA_300 Personnel Administration (v10) 88

Course Assessment

• Log off of the Training Client

• Delete the PARs on the Desktop
• Log into the Training Sandbox via the
myUK Web Portal
• Write you real name and real UserID
on the assessment
• Enter the name of the employee you
are using for the assessment where
indicated on page 1

HR_PA_300 Personnel Administration (v10) 89