Process an Employee Retirement

This action uses the Copy mode for several infotypes. It is important that you remember
the information that might default into the fields is from a previous action.

Menu Path: HUMAN RESOURCES > PERSONNEL MANAGEMENT >

ADMINISTRATION > HR MASTER DATA > PERSONNEL ACTIONS

Transaction Code: PA40

Field Name Description R/O/C User Action/Values

The individual’s Enter the employee’s number if
Personnel no. personnel number in R known or use the dropdown
the system menu to select.
From date The date the action R Enter the employee’s last day
is effective of work before the retirement
Action type The type of action R Click on and highlight the
to be performed Retirement action

Select the Execute Icon .

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The screen will now show infotype 0000 – Copy Actions

Field Name Description R/O/C User Action/Values

Action type Retirement R This will default in. No
Entry required
Reason for Action The reason the action R Use the dropdown arrow and
is being performed select Retirement
Employment User Defined R Field will default in.
Special payment User Defined R Field will default in.
Position User Defined R Field will default. Do not
change.
Personnel Area Location of the R This will default in. No
employee entry required
Employee Group The assigned group of R Use the dropdown menu to
employees that the select Retiree
individual belongs to.
Employee The assigned R Use the dropdown menu to
Subgroup subgroup for the select the Retiree
employee

Press the Enter button . You will receive the message “Person and position have
different employee groups/subgroups”. Press the Enter key. You will receive the

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message “Record valid from date to date delimited at end”. Press the Enter button again.

Save the transaction .

Screen: Infotype 0001 – Copy Organizational Assignment

Field Name Description R/O/C User Action/Values

Co Code Company Code R Field will default in.
Pers Area Personnel Area R Field will default in.
Cost Ctr Cost Center R Field will default in.
Subarea Personnel SubArea R Will default
EE Group Employee Group R Will default to “Retiree” R
EE Subgroup Employee SubGroup R Will default to “Retiree” RT.
Payr Area Payroll Area R Will default to from position
Percentage Percentage employee R Field will default in.
assigned to the position
number
Position Position number R Field will default in.
Job key Job Key R Field will default in.

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Exempt Exempt status R Field will default in.
Org Unit Organization unit assigned R Field will default in.
Org Key Organization key assigned R Field will default in.

Press the Enter button. You will receive a warning message stating that the record

date to date will be delimited. Press the Enter button again. .

Save the transaction .

Screen: Infotype 0006-Forwarding Address

Enter the new forwarding address if applicable. Press the Enter button and Save.
If not applicable right arrow to the next screen.
This will result in opening infotype 0171 – Create General Benefits Information

All required fields will default in. The information must be validated by pressing the

Enter key and then saving the transaction .

Screen: Infotype 0171 Create General Benefits Information

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This infotype must be saved.

After pressing the Enter key and saving the transaction, you will receive the message that
the Record has been created and the system will show the final infotype in this action.

Infotype 0378 – Create Adjustment Reasons

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This infotype must be saved.

After the retirement record has been created, you must email or print a PAR. Add sick
leave and annual leave balances, then print and send or email PAR to payroll.

Process a Retiree Working

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Menu Path: HUMAN RESOURCES>PERSONNEL
MANAGEMENT>ADMINISTRATION>HR MASTER DATA>PERSONNEL
ACTIONS
Personnel Action Screen

The following screens will automatically roll during the Multiple Position Action.
Personnel Action Screen:

1. Enter the personnel number of the retiree

2. Enter the effective date of working in a Flex position
3. Select the “Multiple Position” action
4. Click on execute

Copy Actions will now come up

Copy Actions

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Copy Action Screen
1. Enter reason for action “02” retiree working. Blank out any information in the
position number
2. Change personnel area to the activity in which the retiree is working
3. Leave the employee group as “R” retiree
4. Change the employee subgroup to “RW” retiree working
5. Enter and Save

Organizational Assignment will now come up

Copy Organizational Assignment

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Copy Organizational Assignment Screen
1. Change SubArea to the location of the retiree working
2. Blank out the percentage field
3. Click on the assignment button. Window appears showing retiree’s old position as
delimited

4. Enter the new Flex position number, the percent of hours working and the end of
12-31-9999

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5. Hit enter
6. Click on Transfer assignment. If the percentage is less than 100%, you will get the
pop-up box confirming this, click on continue. Enter and Save.

Create Basic Pay

Create Basic Pay

1. Enter reason “09” multiple position

2. Enter the group of the Flex position
3. Enter the hourly rate for the position or accept the default based on the group/level
chosen
4. Enter and save

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Once the multiple position action is completed, you must follow the following
instructions to complete the retiree working:

Follow the menu path for Maintain Master Data.

Create the following infotypes:

Permanent Address
Enter the personnel number
Click on Personal Data tab
Click on Addresses (Infotype 0006) Use overview icon and click on “Permanent
Address” and copy. Enter the begin date of multiple position and correct any information
needed. Screen will roll to “Create Residence Tax” Click on “residence state” and save.
Screen will then roll to delimit “ Work Tax Area”. Click on record and the delimit icon.
Screen will roll to allow you to save new “Work Tax” record. Save. Screen will roll to
“Create Unemployment”. Enter begin date of multiple position. Click on Save. This
will take you back to the “Overview screen”. Green arrow back to Maintain Master Data.
Either click on Taxes tab and W/4 or enter “210” in the infotype direct selection field.
Click on “Copy”, correct the date to reflect the multiple position begin date, correct any
information.
Enter and Save.

Unpaid Compensation Address

Use overview icon and click on “Unpaid Compensation Address” and copy. Enter the
begin date of multiple position action, the “to” date must be 12-31-9999. Correct any
information needed.
Enter and Save.

Work Schedule Rule

Click on Additional Personal Data tab
Click on Planned Working Time (Infotype 0007)
Click on the Copy icon. Enter the “from” date as the effective date of the multiple
position action, the “to” date must be 12-31-9999. In the Work Schedule field, enter the
correct Work Schedule Rule.
Enter and Save.

DOD/MWR Specific Data

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Click on the DOD/MWR (Infotype 9001).
Click on the Copy icon. You are now at the copy DOD/MWR infortype 9001. Enter the
“from” date as the date of the effective date of the multiple position action, the “to” date
must be 12-31-9999. Complete this infotype for the employee based on the information
as a Retiree working in a Flex position.
Enter and Save.

Kronos Information
Click on Kronos Information (Infotype 9005).
Click on the Copy icon. You are now at the copy Kronos infotype 9005. Enter the
“from” date as the date of the effective date of the multiple position action, the “to” date
must be 12-31-9999. Complete this infotype for the employee.
Enter and Save.

Remember: Every employee must have a Kronos Badge Number and

Kronos Terminal Group in order to be able to swipe their badge and get
paid.
Bank Details (Infotype 0009)
Click on the Copy icon. Enter the “from” date as the effective date of the multiple
position action, the “to” date must be 12-31-9999. Update the banking information.
Enter and Save.

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