Quick Reference (Step)

Multiple Employment within Same Agency

Purpose Purpose Use this procedure when there is a need for employees to perform multiple employment services within an agency and payment is required. Trigger Perform this procedure when an employee to works in multiple temporary type positions which has been approved and payment is required. Prerequisites Menu Path Use the following menu path(s) to begin this transaction: Create Position There is no menu path for this custom transaction Enter PQ13 Documentation and paperwork necessary to perform the actions and to enter time.

Process Employee Action SAP Menu Human Resources Personnel Management Administration HR Master Data PA40-Personnel Actions

Enter Employee Time SAP Menu Human Resources Sheet CATS Classic CAT2-Record Working Times

Time Management

Time

Process Payroll (Refer to the Business Process Procedures for Payroll Administration).

Transaction Codes PQ13 PA40 CAT2 Helpful Hints There may exist the need for employees to work in more than one temporary type position within an agency. If so, the employee will have a Primary position and a Secondary position. This situation is referred to as Multiple Employment. The Agency Dual/Multiple Employment action with the reason of Thursday, June 03, 2010 1

Quick Reference (Step)

Multiple Employment within Same Agency

Multiple Employ within Agencies is used to process payment for these employees. However, the overall process encompasses several key steps the agency must perform in order to pay an employee for multiple employment services: Step 1: Create Secondary Temporary Type Position Step 2: Process Multiple Employment Action on Employee Step 3: Enter Work Hours on Employee Step 4: Process Payroll Step 1 Create Secondary Temporary Type Position: If it does not exist, the Secondary Position should be created using Transaction Code PQ13. The Reason for creating the multiple employment position should be based on the type of temporary position. Once created with an End Date of 12/31/9999 until the end of SAP time, should the employee separate or the arrangement end; the agency should delimit the position in accordance to the regulations for administering Temporary, Time Limited and Temporary Grant positions. When creating a position, certain infotypes appear and are required in order to establish the position, while others allow users the option to store additional information about the position. The Business Process Procedure focuses on the infotypes required to establish the multiple employment position. The agency certainly can complete others as desired. The following infotypes appear in the Create Position Action. IT1000 Object required IT1001 Subtype A002 Relationship-required IT1001 Subtype A003 Relationship-required IT1001 Subtype B007 Relationship-required IT1002-Description-Optional IT1013-Employee Group/Subgroup-required IT1008-Account Assignment-required IT9010-FTE Management-required IT1018-Cost Distribution-required IT1001-Planned Compensation-required IT1003-Department/Staff-do not complete-SKIP IT9000-OM Position Indicators-Position Grievance required IT9001-Additional Position Attributes-Retirement Plan and Retirement Contract Status required IT9005-Time Indicators-optional IT1010-Authorities/Resources and Subtypes-optional IT1028-Address and Subtypes-optional Below is a data sheet with key data fields that must be completed on the position. Note that certain information (as indicated by the asterisk in the FIELD column) has been entered in the DATA column which you should use as provided below to ensure these unique positions can be identified appropriately for reporting and your overall dual administration management purposes. The data items that are marked as Enter Agency Data require you to enter your specific agency data.

DATA
Hours Per Day Hours Per Week Days Per Week Weeks Per Year FTE Management WORKING HOURS Grievance Status* Retirement Contract Status Retirement Plan

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Quick Reference (Step)

Multiple Employment within Same Agency

FIELD

Step 2: Process Multiple Employment Action on Employee Thursday, June 03, 2010 3

Quick Reference (Step)

Multiple Employment within Same Agency

The Personnel Action of Agency Multiple/Multiple Employment is required to process the necessary infotypes for multiple employment payment. The action has been configured with certain dynamic actions in the background that impact payroll. Therefore, it is extremely important to save the infotypes for this specific action as illustrated in this BPP. When processing the personnel action, the following infotypes appear: IT0000-Actions-Reason of Multiple Employ within Agencies is required. IT0001-Organizational Assignment-Grievance Status field completion required if not previously stored on the employees record. IT0554-A completed infotype is required since it assigns the multiple employment cost based on the multiple employment position. The agency should select the appropriate assignment. Additionally, the infotype stores the rate of pay. The Secondary Position number should be entered in the Position field. The field for Dual Employment must be completed before the Cost Assignment field and the selection should be Temp/Temp Dual Employment. Then, the Cost Assignment should be D Cost Distribution of Position. IMPORTANT NOTE: Users should always create Infotype 0554 with the Agency Dual/Multiple Employment action and never create an infotype 0554 using PA30 for multiple employment assignments.

IT0169-This infotype is required to store retirement information as it may relate to the dual employment situation. For example, an employee may be a contributing member of the SCRS retirement plan. However, the multiple employment position could be categorized as law enforcement and require that the multiple employment earnings become subject to the Police Officers retirement plan. Thus, if the multiple employment position has been established with a Police Officers retirement plan, Infotype 0169 will default with this information and should be saved. For plans other than Police Officer's or if the position was not completed with a retirement plan indicated, the user must select the retirement code as noted by the codes configured for Infotype 0169 with the asterisk. Step 3: Enter Work Hours on Employee User is required to select the Multiple Employment Attendance Types listed below which should mirror the Multiple Employment position Employee Group that the user created using transaction code PQ13. 1009- Multiple Temp. Hourly 1010- Multiple TL Classified (TL= Time Limited) 1011- Multiple TL Unclassified (TL= Time Limited) 1012- Multiple Temp. Grant Select the corresponding multiple employment position. Enter the hours on the days applicable. Step 4: Process Payroll Upon completion of creating the position, processing the employee action, updating the employees record and entering work hours, the multiple payment should be processed as a part of the agencys payroll. Refer to the Business Process Procedures for standard Payroll Administration.

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Quick Reference (Step)

Multiple Employment within Same Agency

Procedure

1.

Start the transaction using the menu path or transaction code.

SAP Easy Access

2.

As required, complete/review the following fields:

KEYCODE

3.

Click Enter button

Actions for Position

4. 5.

Click Infotype status text box Click Search Help button .

Planning Status (1)

5 Entries found

6.

Double-click label

Actions for Position

7.

As required, complete/review the following fields:

Validity

8.

Click Action text box

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Quick Reference (Step)

Multiple Employment within Same Agency

9.

Click Search Help button

Action (1) 13 Entries found

10. Double-click label

Actions for Position

11. Click Enter button 12. Click Reason text box

. .

13. Click Search Help button

Reason for Action (1)

7 Entries found

14. Double-click label

Actions for Position

15. Click Execute button

Create Object

16. As required, complete/review the following fields:

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Quick Reference (Step)

Multiple Employment within Same Agency

17. Click Enter button 18. Click Save button

Essential relationship Relationships

19. As required, complete/review the following fields:

20. Click Enter button 21. Click Save button

Create Relationships

22. As required, complete/review the following fields:

23. Click Enter button 24. Click Save button

25. As required, complete/review the following fields:

26. Click Enter button

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Quick Reference (Step)

Multiple Employment within Same Agency

27. Click Save button

Create Description

28. As required, complete/review the following fields:

29. Click Enter button 30. Click Save button

Create Employee Group/Subgroup

31.

Click Employee group combo box

. .

32. Click 4 TEMPORARY GRANT list item 33. Click EE subgroup text box 34. Click Search Help button
. .

Employee subgroup (1) 35 Entries found

35. Double-click label

Create Employee Group/Subgroup

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Multiple Employment within Same Agency

36. Click Enter button 37. Click Save button

Create Acct. Assignment Features

38. As required, complete/review the following fields:

39. Click Enter button 40. Click Enter button 41. Click Enter button 42. Click Save button

Create Working Hrs/Internal Data

43. Click Part-Time check box

44. As required, complete/review the following fields:

45. Click Enter button

Quick Reference (Step)

Multiple Employment within Same Agency

46. Click Save button

Create Cost Distribution

47. As required, complete/review the following fields:

48. Click Scroll button

49. As required, complete/review the following fields:

50. Click Scroll button

51. As required, complete/review the following fields:

52. Click Enter button 53. Click Save button

Create Planned Compensation

54. Click Pay grade type text box 55. Click Search Help button
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Multiple Employment within Same Agency

Pay Grade Type (1)

7 Entries found

56. Double-click label

Create Planned Compensation

57. Click Pay grade area text box 58. Click Search Help button
.

Pay Grade Area (1) 15 Entries found

59. Double-click label

Create Planned Compensation

60. Click Pay grade text box 61. Click Search Help button
.

Pay grade (1)

1 Entry found

62. Double-click label

Create Planned Compensation

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Multiple Employment within Same Agency

63. Click Enter button 64. Click Save button

Create Department/Staff

65. Click Exit button

Create OM Position Indicators

66.

Click Position Grievance Status combo box .

67. Click 02 Non-Covered list item 68. Click Enter button 69. Click Save button
.

Create 9001 Additional Attribute

70. Click Retirement Plan text box 71. Click Search Help button
.

INFOTYPE 9001 ADDITIONAL ATTRIBUTES RETIRMENT PLAN (1)

4 Entries found

72. Double-click label

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Multiple Employment within Same Agency

Create 9001 Additional Attribute

73. Click Retirement Contract Status text box 74. Click Search Help button
.

INFOTYPE 9001 ATTITIONAL ATTRIBUTES RETIRMENT STATUS (1)

7 Entries found

75. Double-click label

Create 9001 Additional Attribute

76. Click Enter button 77. Click Save button

Create Time Indicators

78. Click Exit button

Create Authorities/Resources

79. Click Exit button 80. Click Exit button 81. Click Exit button

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Multiple Employment within Same Agency

82. Click Exit button 83. Click Exit button 84. Click Exit button

Create Address

85. Click Exit button 86. Click Exit button 87. Click Exit button 88. Click Exit button 89. Click Exit button 90. Click Exit button

Actions for Position

91. Click Back button

SAP Easy Access

92. As required, complete/review the following fields:

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Multiple Employment within Same Agency

93. Click Enter button

Personnel Actions

94. As required, complete/review the following fields:

95. Click Page Down button 96. Click button

next to Agency Dual/Multiple Emp (SC).

97. Click Execute button

Copy Actions

98. Click Reason for Action text box 99. Click Search Help button
.

Reason for Action (1)

4 Entries found

100. Double-click label

Copy Actions

101. Click Enter button

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Multiple Employment within Same Agency

102. Click Enter button 103. Click Save button

Copy Organizational Assignment

104. Click Enter button 105. Click Enter button 106. Click Save button

Subtypes for infotype "Hourly Rate per Assignment" (1) 21 Entries found

107. Double-click label

Create Hourly Rate per Assignment

108. As required, complete/review the following fields:

109.

Click Dual Employment combo box

. .

110. Click 2 Temp / Temp Dual Employment list item 111.

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Multiple Employment within Same Agency

112. Click D Cost distribution of position list item 113. Click Enter button 114. Click Save button
.

Create Savings Plans

115. Click Benefit plan text box 116. Click Search Help button
.

Benefit plan (1) 27 Entries found

117. Double-click label

Create Savings Plans

118. Click Enter button 119. Click Save button

Personnel Actions

120. Click Back button to return to SAP Easy Access Screen

SAP Easy Access

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Multiple Employment within Same Agency

121. As required, complete/review the following fields:

122. Click Enter button

Time Sheet: Initial Screen

123. Click Data Entry Profile text box 124. Click Search Help button
.

Data Entry Profile (1)

8 Entries found

125. Double-click label

Time Sheet: Initial Screen

126. As required, complete/review the following fields:

127. Click Enter button

128. As required, complete/review the following fields:

129. Click Enter Times button

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Multiple Employment within Same Agency

Time Sheet: Data Entry View

130. Click A/AType text box 131. Click Search Help button
.

Att./Absence type (1) 53 Entries found

132. Double-click label

Time Sheet: Data Entry View

133. Click Position text box 134. Click Search Help button
.

Position (1)

4 Entries found .

135. Double-click label

Time Sheet: Data Entry View

136. As required, complete/review the following fields:

137. Click Enter button

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Multiple Employment within Same Agency

138. Click Save button

Time Sheet: Initial Screen

139. Click Back button

to return to SAP Easy Access Screen.

The language used in this document does not create an employment contract between the employee and the agency. This document does not create any contractual rights or entitlements. The agency reserves the right to revise the content of this document, in whole or in part. No promises or assurance, whether written or oral, which are contrary to or inconsistent with the terms of this paragraph create any contract of employment.

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Quick Reference (Step)

Multiple Employment within Same Agency

Result You successfully completed the Multiple Employment within Same Agency transaction. Review and verify the transaction for the following expected results: 1) The User was able to follow the menu paths using the transaction codes given. 2) The User was able to process the Multiple Employment within Same Agency Action.

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