UAMS ADMINISTRATIVE GUIDE

NUMBER: 4.5.06
DATE: 04/05/96
REVISION: (Replaces PAF Policy) PAGES: 1 of 6

SECTION: HUMAN RESOURCES
AREA: EMPLOYMENT
SUBJECT: PERSONNEL ADMINISTRATION TRANSACTIONS

POLICY

Any activity involving the appointment of a new employee, or a non-employee or changes in a current employee's pay, position, appointment status, personal or work related information or funding plan requires the approval of the Office of Human Resources (OHR).  Working with OHR Recruitment or Nursing Recruitment and completing a Personnel Administration transaction (PA40) in SAP will make this approval request.

PROCEDURE

(1)         Department Directors, or their designated assistant, must work with OHR Recruitment for new hires, promotions, and transfers and complete a Personnel Administration transaction in SAP in order to process the personnel transactions listed below or Nursing Recruitment for new nursing employees.  All other changes in a current employee's status, pay, funding or personal or work related issues must be completed by using a Personnel Administration transaction in SAP.  The Personnel Administration transaction (PA40) is a module within SAP that requires authorization for access.    Authorization is given to those employees who have completed the SAP Human Resources Recruitment/Personnel Administration for Department Users training and has prior written approval from their supervisor.  For additional information on the training and approval process, see http://intranet.uams.edu/enterprise/.

(2)     In order to make the necessary changes described in each of the following transactions, the department must complete the appropriate transaction in SAP. For instructions on how process the following transactions, refer to the SAP on-line Training Manual, Human Resources Personnel Administration, http://intranet.uams.edu/enterprise/Manuals.htm.  An on-line tutorial is also available at http://intranet.uams.edu/sapdoc/SAPTraining/HR/SAPHRTutorOverview.htm that will cover some of the transactions.

  1. New Hire (Dept Only) or Rehire (Dept Only):  The department will submit to OHR Recruitment via e-mail the current vacancy number, the new employee's name, social security number, date of hire, date of birth to request an HR Applicant Transfer for a new hire or a HR Rehire Transfer for a rehire employee to be completed.  Once the transfer has been complete, the department will complete the New Hire or Rehire action.  An employment application, resume¢, or curriculum vitae (CV) must be attached along with an approved Hiring Freeze Request1 form where applicable and/or letters of approval from the Dean and Vice Chancellor of Academic Affairs where applicable.  The department is also responsible to register the employee or orientation by using Book Attendance (PV00) in SAP. For instructions on how process the Book Attendance transactions, refer to the SAP on-line Training Manual, Human Resources Personnel Administration, http://intranet.uams.edu/enterprise/Manuals.htm.
     

  2. Position Change:  This transaction is used to change the employee's position status.  This would include an employee transfers from one department to another department or from one position number to another position number within the same department. Transferring the employee will be the responsibility of the gaining department or the department that they will be working in.  The department will submit to OHR Recruitment via e-mail the current vacancy number, the new employee's name, social security number, date of hire, date of birth to request an HR Internal Transfer to be completed.  Once the transfer has been completed by OHR, the department must complete the transfer by completing a Position Change transaction and a Work Related Change transactions if the employee's work number and UAMS mail box number (previously known as Slot number) information has changed. The department should not process a Position Change transfer action for an employee who has concurrent employment with UAMS.  They must notify OHR for processing.

    A Position Change action is also used to change an employee's FTE status from full-time to part-time, part-time to full-time, or to reduce or increase their current part-time percent.  No HR Internal transfer is need to complete this change. 
     

  3. Work Related Change:  The department should use this transaction to make work related information changes.  This would include changes to the work phone number, UAMS mail box number (previously known as Slot number), check sort code, KRONUS information, fax number, work cell phone number and objects on loan.  This transaction is also used to correct information on transferred employees and non-employee's information. 
     

  4.  Personal Data Changes (Dept Only):  This transaction is used to make non-signature changes to the employee's record.  This would include the employee's address, phone number, and emergency contact.  All signature required changes, such as name changes and tax information change, must be sent to OHR for processing.
     

  5. Salary Change:  The department will complete this transaction to change or correct an employee's salary and any funding change associated with the salary change.  The transaction is not used to change an employee's % FTE, for transfers or to change funding only.
     

  6. Termination:  To place an employee on "Withdrawn" status (terminated) because the employee no longer works at UAMS.  Use for active employees and non-employee when they no longer need access.  A termination action must be completed on a non-employee before they become an active employee and on an active employee before they can become a non-employee.  An Employee Separation Form2 must be completed and sent to OHR.  The department should not process a Termination action for an employee who has concurrent employment with UAMS.  They must notify OHR for processing. 
     

  7. Reclassification of Position:  This transaction will not be completed by the department.  The department will submit to OHR current information on the position being reclassified with any relevant changes being requested written in the appropriate "change to" fields along with a completed Position Authorization Request (PAR) 3 and Position Classification Questionnaire (PCQ) 4 where applicable.  Once the reclassification has been approved, OHR will complete the reclassification and the salary changes by completing a Position Change transaction.
     

  8. 90 Day Evaluation and Annual Evaluation: This transaction is used to record basic evaluation information on an employee and to create reminders for future evaluations. If the evaluation includes a salary increase (non-classified patient care only), the department must complete a Salary Change transaction
    .

  9.  Leave of Absence Without Pay: This transaction is used to change the employee's status to LOA without pay.   A written request from the employee an appropriate written explanation, or a letter of confirmation from a physician, if applicable, must be submitted to the department by the employee.  This action will stop the employee from accruing vacation and sick time and receiving a payroll check.
     

  10. Leave of Absence With Pay:  This transaction is used to change the employee's status to LOA With Pay. A written requests from the employee an appropriate written explanation, or the employee, if applicable, must submit a letter of confirmation from a physician, to the department.  This transaction does not change the employee accruing of vacation and sick time or receiving a payroll check.  It is a status change only.  Common uses for this transaction is an employee on Catastrophic Leave or on a lengthy vacation or sick leave and have accrued time to cover the time off.
     

  11. Return From LOA: This transaction is used to return the employee to active duty, either from LOA with pay or without pay.
     

  12. Funding Allocation:  The transaction is used by the department to change or correct an employee's funding allocations only.  If an salary change is involved, complete a Salary action instead of this transaction.
     

  13. Non-Employee Basic Data:   To record basic information on a person who will not be getting a paycheck or any fringe benefits from UAMS, however the individual needs access to the e-mail system and any other UAMS privileges.  This transaction is used for an individual that has not been in the SAP system before as an employee or non-employee of UAMS.
     

  14. Non-Employee Rehire:  To record basic information on a person who will not be getting a paycheck or any fringe benefits from UAMS, however needs access to the e-mail system any other UAMS privileges.  This transaction is used for individual that has been in the SAP system before as a non-employee or as an employee of UAMS.
     

  15. Education - Add/Renew Qualifications: This transaction is used by the department to add, revise, or renew an employee's level of education or licenses and to create reminders for future renewal notifications.
     

  16. Education Update - Corrections: This transaction is used by the department to correct a keying error of an employee's level of education or license from a previous entry.  It is not used for update the employee's record or record a renewal of a license. 
     

  17. Concurrent Employment:  This transaction will not be completed by the department.  The department must request approval for an concurrent position through OHR.  Once OHR has received approval from the Office of Personnel Management, OHR will complete the Concurrent transaction.  OHR will notify Payroll of the approved concurrent position for timekeeping purposes. If the concurrent employee terminates or transfers, the department must notify OHR for processing.  The department should not process a Termination or Position Change transactions for a concurrent employee.
     

  18. Other Transactions:  To view employee's records, use Display Personal File (PA10) or Display Master Data (PA20). 

(3.)  The department is responsible for the accuracy of the Personnel Administration Transaction. OHR will review entries and certify that the entered       changes do not conflict with established UAMS personnel policies, the Office of Human Resources. Improperly processing of the information could result in OHR removing, changing, correcting or request that the department change or correct the information.

(4.)  Each division should develop an approval process prior to entering the above information into SAP.  It will be assumed that the individual that entered the information into the SAP using the Personnel Administration transactions had authorization and approval prior to entry, otherwise disciplinary action could result. 

REFERENCES

          1UAMS Policy 4.5.10, Hiring Freeze Request Form

          2UAMS Policy 4.5.16, Employee Separation Procedure

          3UAMS Policy 4.5.07,, Position Authorization Request (PAR)

          4UAMS Policy 4.5.08, Position Classification Questionnaire (PCQ)

          5UAMS Policy 4.5.09 Employee Performance Appraisal and Merit Increase

          6UAMS Policy  4.6.05, Military Leave