© 2006 Nova Scotia Government All rights reserved. Miscellaneous Actions

© 2006 Nova Scotia Government All rights reserved. Agenda u Welcome u Introduction of trainers u Objectives and overview of the course u Logistics and expectations

© 2006 Nova Scotia Government All rights reserved. Logistics and Expectations u Training facility information (breaks, lunch, etc.) u Cell phones / Blackberrys on silent mode u No during training u Participate in group activities u Respect time frames

© 2006 Nova Scotia Government All rights reserved. Miscellaneous Actions Miscellaneous Actions Miscellaneous Actions One Day Hire One Day Rehire One Day Termination Overview ERIP On/Off Maintain Family Related Persons Organizational Transfer/Change Reports & Auditing

© 2006 Nova Scotia Government All rights reserved. Miscellaneous Actions Objectives At the end of this course, you will be able to: u Explain and execute the steps required to execute a one day hire action or one day rehire action for the purposes of paying a lump sum dollar amount. u Explain and execute the steps required for a teacher terminated and rehired as a substitute under the ERIP program. u Understand the impact on benefits when an employee is terminated and rehired.

© 2006 Nova Scotia Government All rights reserved. Miscellaneous Actions Objectives (cont’d) u Explain and execute the steps to maintain the Family Related Persons infotype to continue coverage for an overage dependant. u Explain and execute the steps to perform an organizational change for an employee for reason of position transfer. u Audit transactions to validate results.

© 2006 Nova Scotia Government All rights reserved. Miscellaneous Actions Miscellaneous Actions Miscellaneous Actions One Day Hire One Day Rehire One Day Termination Overview ERIP On/Off Maintain Family Related Persons Organizational Transfer/Change Reports & Auditing

© 2006 Nova Scotia Government All rights reserved. One Day Hire u Use this procedure to hire an employee (for a period of one day) who was terminated prior to go live and their data was not converted into SAP. u This is for the specific purpose of paying a lump sum dollar amount, whether it be retro pay, severance, or any other payment to be made through Additional Payments (IT0015).

© 2006 Nova Scotia Government All rights reserved. One Day Rehire u Use this procedure to rehire an employee (for a specified period) who was previously on SAP and has been terminated. u This will be used for the specific purpose of paying a lump sum dollar amount, whether it be retro pay, severance, or any other payment to be made through the Additional Payments Infotype (IT0015).

© 2006 Nova Scotia Government All rights reserved. One Day Termination u Use this One Day Termination procedure to terminate employees who have been hired with the One Day Hire or One Day Rehire actions. u The effective date of this action MUST be the day following the hire action at minimum.

© 2006 Nova Scotia Government All rights reserved. ERIP Status On u A teacher retires and a Termination action is processed with reason ERIP. u The employee is then rehired in a substitute teacher position at the employee’s licensed rate. u An ERIP status on action is processed.

© 2006 Nova Scotia Government All rights reserved. Maintain Family Related Person(s) u Perform this procedure when there is a change to the employee’s existing family information such as emergency contact or over age dependent. u Transaction code PA30 is used to maintain this infotype. u It is critical that if a Life Status Change has occurred, for example Marriage, Divorce, Birth of Child, this must be processed through a PA40 Life Status Change Action.

© 2006 Nova Scotia Government All rights reserved. Module Review 1. What transaction code is used to Maintain Family Related Person(s)? 2. What reason code is used when the Change of Pay action is run for an employee enrolled in the Early Retirement Incentive Plan? 3. When is the One Day Hire action used? 4. When is the One Day Rehire action used?

© 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1.What transaction code is used to Maintain Family Related Person(s)? The transaction code used to maintain Family Related Person(s) is PA What reason code is used when the Change of Pay action is run for an employee enrolled in the Early Retirement Incentive Plan? The reason code that is used when the Change of Pay action is run for an employee enrolled in the Early Retirement Incentive Plan is ERIP Rate Change.

© 2006 Nova Scotia Government All rights reserved. Answers to Module Review (cont’d) 3.When is the One Day Hire action used? The One Day Hire action is used to hire an employee (for a period of one day) who was terminated prior to go live and their data was not converted into SAP for the specific purpose of paying a lump sum dollar amount. 4.When is the One Day Rehire action used? Use this procedure to rehire an employee (for a specified period) who was previously on SAP and has been terminated for the specific purpose of paying a lump sum dollar amount.

© 2006 Nova Scotia Government All rights reserved. Miscellaneous Actions Miscellaneous Actions Miscellaneous Actions One Day Hire One Day Rehire One Day Termination Overview ERIP On/Off Maintain Family Related Persons Organizational Transfer/Change Reports & Auditing

© 2006 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Explain and execute the steps of a one day hire for the purpose of paying a lump sum dollar amount. One Day Hire

© 2006 Nova Scotia Government All rights reserved. One Day Hire u Use this procedure to hire an employee (for a period of one day) who was terminated prior to go live and their data was not converted into SAP. u This is for the specific purpose of paying a lump sum dollar amount, whether it be retro pay, severance, or any other payment to be made through Additional Payments (IT0015). u The employee will be hired into SAP with a withdrawn status. u This employee will not be paid from Basic Pay (IT0008).

© 2006 Nova Scotia Government All rights reserved. One Day Hire Ms. Molly MacLeod Withdrawn

© 2006 Nova Scotia Government All rights reserved. One Day Hire – Additional Payments Infotype (IT0015) Ms. Molly MacLeod

© 2006 Nova Scotia Government All rights reserved. Module Review 1. What infotype is used to make a lump sum payment to an employee? 2. Once the One Day Hire action is completed, what is the next step in the process of successfully paying a lump sum to an employee? 3. What action must take place the following day?

© 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1. What infotype is used to make a lump sum payment to an employee? The Additional Payments Infotype (IT0015) is used to make a lump sum payment to an employee. 2. Once the One Day Hire action is completed, what is the next step in the process of successfully paying a lump sum to an employee? Once the One Day Hire action is completed, Payroll Services must be notified with the names, ID numbers and the effective start date of hire to be loaded into the “Run Payroll Up To” field on the Payroll Status Infotype (IT0003). 3. What action must take place the following day? The One Day Terminate action must take place the following day.

© 2006 Nova Scotia Government All rights reserved. Miscellaneous Actions Miscellaneous Actions Miscellaneous Actions One Day Hire One Day Rehire One Day Termination Overview ERIP On/Off Maintain Family Related Persons Organizational Transfer/Change Reports & Auditing

© 2006 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Explain and execute the steps of rehiring an employee, who was previously terminated in SAP, for the purpose of paying a lump sum dollar amount of retro pay, severance pay or another payment. One Day Rehire

© 2006 Nova Scotia Government All rights reserved. One Day Rehire u Use this procedure to rehire an employee (for a specified period) who was previously on SAP and has been terminated. u This is used for the specific purpose of paying a lump sum dollar amount, whether it be retro pay, severance, or any other payment to be made through the Additional Payments Infotype (IT0015). u The employee will be hired into SAP with a withdrawn status. u The employee will not be paid from Basic Pay (IT008).

© 2006 Nova Scotia Government All rights reserved. One Day Rehire Ms. Molly MacLeod Withdrawn

© 2006 Nova Scotia Government All rights reserved. One Day Rehire – Additional Payments Infotype (IT0015) Ms. Molly MacLeod

© 2006 Nova Scotia Government All rights reserved. Module Review 1. What are the prerequisites for performing the One Day Rehire action? 2. What transaction is used to access this action? 3. What infotype is used to set up a lump sum payment?

© 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1. What are the prerequisites for performing the One Day Rehire action? The prerequisites to performing the One Day Rehire action is the previous termination of the employee from SAP and the user must have a position to rehire the employee. 2. What transaction is used to access this action? Transaction PA40 is used to access this action. 3. What infotype is used to set up a lump sum payment? The Additional Payments infotype (IT0015) is used to set up a lump sum payment.

© 2006 Nova Scotia Government All rights reserved. Miscellaneous Actions Miscellaneous Actions Miscellaneous Actions One Day Hire One Day Rehire One Day Termination Overview ERIP On/Off Maintain Family Related Persons Organizational Transfer/Change Reports & Auditing

© 2006 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Explain and execute the steps to terminate a one day hire or a one day rehire. One Day Termination

© 2006 Nova Scotia Government All rights reserved. One Day Termination u Use this One Day Termination procedure to terminate an employee who has been hired with the One Day Hire or One Day Rehire action. u The effective date of this action MUST be the day following the hire action at minimum.

© 2006 Nova Scotia Government All rights reserved. One Day Terminate Ms. Molly MacLeod The From Date MUST be the day following the hire or rehire action

© 2006 Nova Scotia Government All rights reserved.  Exercise 1 – One Day Hire and Termination Demonstration and Practice

© 2006 Nova Scotia Government All rights reserved. Module Review 1. What is the difference between the One Day Termination action and the Termination action? 2. Why can’t a One Day Hire action and One Day Termination action be run on the same day for an employee? 3. What transaction is used to access the One Day Termination action?

© 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1. What is the difference between the One Day Termination action and the Termination action? The One Day Termination action is used to terminate an employee that was hired by using either the One Day Hire action or the One Day Rehire Action. The Termination action is used to terminate an employee that was hired by using the Hire action. 2. Why can’t a One Day Hire action and One Day Termination action be run on the same day for an employee? The One Day Hire action and One Day Termination action will cause a collision if processed on the same day. 3. What transaction is used to access the One Day Termination action? The transaction used to access this action is PA40.

© 2006 Nova Scotia Government All rights reserved. Miscellaneous Actions Miscellaneous Actions Miscellaneous Actions One Day Hire One Day Rehire One Day Termination Overview ERIP On/Off Maintain Family Related Persons Organizational Transfer/Change Reports & Auditing

© 2006 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Explain the steps to terminate a teacher with ERIP as the reason. u Explain and execute the ERIP Status – On/Off action. u Understand the impact on benefits. u Explain and execute a Monitoring of Tasks for the end of the ERIP contract period. ERIP Status On/Off

© 2006 Nova Scotia Government All rights reserved. ERIP Status On/Off u A prerequisite to executing an ERIP Status - On action is the execution of the Termination action for reason ERIP. u The employee is then rehired in a substitute teacher position with the appropriate daily rate of pay to reflect the salary according to the employee’s license level and years of service as per the provisions of the Early Retirement Incentive Plan.

© 2006 Nova Scotia Government All rights reserved. Termination Action – reason

© 2006 Nova Scotia Government All rights reserved. Termination Action – reason ERIP Ms. Molly MacLeod The date in the “Start” field on the infotypes is the day after the date in the “From” field in the Personnel Actions Screen

© 2006 Nova Scotia Government All rights reserved. Rehire Action – reason Rehire Teacher as Sub Ms. Molly MacLeod The date in the “From” field cannot be the same as the date in the “From” Field in Termination Action

© 2006 Nova Scotia Government All rights reserved. ERIP Status - On Action Ms. Molly MacLean

© 2006 Nova Scotia Government All rights reserved. Monitoring of Tasks Ms. Molly MacLeod

© 2006 Nova Scotia Government All rights reserved. Monitoring of Tasks Ms. Molly MacLeod

© 2006 Nova Scotia Government All rights reserved. Change of Pay Action Substitute Teacher Reason: ERIP Rate Change Ms. Molly MacLeod

© 2006 Nova Scotia Government All rights reserved. Change of Pay Action – after 21 days Reason: ERIP rate change Group & Level changed to Sub; 01 Changed to $ Ms. Molly MacLean

© 2006 Nova Scotia Government All rights reserved. ERIP Status - Off Action

© 2006 Nova Scotia Government All rights reserved.  Exercise 2 – ERIP On and ERIP Off Demonstration and Practice

© 2006 Nova Scotia Government All rights reserved. Module Review 1. What is the prerequisite to running the ERIP Status – On action? 2.What report can be used to determine when the 21-day substitution has been reached and when to execute the ERIP Status – Off action? 3.When a Change of Pay action is run for an employee enrolled in the Early Retirement Incentive Plan, what reason code is used?

© 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1. What is the prerequisite to running the ERIP Status – On action? A prerequisite to executing an ERIP Status - On action is the execution of the Termination action for reason ERIP and the Rehire action into a substitute position. 2. What report can be used to determine when the 21-day substitution may have been reached and when to execute the ERIP Status – Off action? The Monitoring of Tasks report can be used to remind you to review cumulative time evaluation results (ZPT_BAL00) to determine when the 21-day substitution has been reached and the report will alert you as to when to execute the ERIP Status – Off action.

© 2006 Nova Scotia Government All rights reserved. Answers to Module Review 3. When a Change of Pay action is run for an employee enrolled in the Early Retirement Incentive Plan, what reason code is used? ERIP Rate Change

© 2006 Nova Scotia Government All rights reserved. Miscellaneous Actions Miscellaneous Actions Miscellaneous Actions One Day Hire One Day Rehire One Day Termination Overview ERIP On/Off Maintain Family Related Persons Organizational Transfer/Change Reports & Auditing

© 2006 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Explain and execute the steps to maintain the Family Related Persons Infotype to ensure coverage is continued for an over age dependant. u Understand the impact to benefits to ensure coverage is continued. Maintain Family Related Person

© 2006 Nova Scotia Government All rights reserved. Maintain Family Related Person(s) u Perform this procedure when there is a change to the employee’s existing family information such as emergency contact or over age dependent. u Transaction code PA30 is used to maintain this infotype. u It is critical that if a Life Status Change has occurred, for example Marriage, Divorce, Birth of Child, this must be processed through a PA40 Life Status Change Action.

© 2006 Nova Scotia Government All rights reserved. Maintain Family Related Person Ms. Molly MacLeod

© 2006 Nova Scotia Government All rights reserved. Maintain Family Related Person(s) Ms. Molly MacLeod

© 2006 Nova Scotia Government All rights reserved.  Exercise 3 – Maintain Family Related Person Practice

© 2006 Nova Scotia Government All rights reserved. Module Review 1. What transaction code is used to Maintain Family Related Persons? 2. What subtype in the Maintain Family Related Persons Infotype is used is used to maintain an overage dependent? 3. How is an over age dependent indicated in the Family Related Persons infotype?

© 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1. What transaction code is used to Maintain Family Related Persons? PA30 2. What subtype in the Maintain Family Related Persons Infotype is used is used to maintain an overage dependent? Subtype (02) - Child 3. How is an over age dependent indicated in the Family Related Persons infotype? To Maintain Infotype for Over Age Dependent, place a “check” in the Student field.

© 2006 Nova Scotia Government All rights reserved. Miscellaneous Actions Miscellaneous Actions Miscellaneous Actions One Day Hire One Day Rehire One Day Termination Overview ERIP On/Off Maintain Family Related Persons Organizational Transfer/Change Reports & Auditing

© 2006 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Explain the steps to perform an Organizational Change Action for reason of position transfer. Organizational Transfer/Change

© 2006 Nova Scotia Government All rights reserved. Organizational Change u Use the Organizational Change Action under PA40 to change the employee’s organizational assignment.

© 2006 Nova Scotia Government All rights reserved. Organizational Change Prerequisites to performing the Organizational change action are: u The employee’s personnel number u A valid position number u The new classification of the employee (if changing) u Quota Correction, if required

© 2006 Nova Scotia Government All rights reserved. Organizational Change Ms. Molly MacLeod

© 2006 Nova Scotia Government All rights reserved. Miscellaneous Actions Miscellaneous Actions Miscellaneous Actions One Day Hire One Day Rehire One Day Termination Overview ERIP On/Off Maintain Family Related Persons Organizational Transfer/Change Reports & Auditing

© 2006 Nova Scotia Government All rights reserved. Reports and Auditing u The following tools and reports should be used to obtain all information relevant to the audit process –Monitoring of Tasks –Payroll Driver Simulation –School Board Audit Report –Cumulated Time Evaluation Results –Time Sheet –Display Time Sheet Data –Attendance and Absence History Report

© 2006 Nova Scotia Government All rights reserved. Please complete the course evaluation sheets. u Your input will help to shape future enhancements in the SAP R/3 Training Program. Evaluation