Voluntary Phased Retirement for an Appointed Staff Member

Transcription

1 Voluntary for an Appointed Staff Member Contents Procedure Overview Step 1: Change the FTE% of an Appointed Academic, Librarian or PM Step 2: Maintain Appointment Detail by Updating Infotype 9009 with FTE% Change Due to HR Data Verification Report Procedure Overview Overview To gain an understanding on how to put an Appointed Academic, Librarian or PM employee on a phased retirement by recording the following: Reduced Percentage Tax Credits (If applicable) Annual Salary Note: Upon completion of steps one and two of the phased retirement process: Please contact the Human Resources Personnel Office with the information of this change in order for the appropriate adjustments to be made to the employee s benefits subsidy. HRIS Procedure Document FINAL For Assistance with this Process

2 Step 1: Change the FTE% of an Appointed Academic, Librarian or PM Click on the following path: Human Resources Personnel Management Administration HR Master Data Personnel Actions 1. Enter the personnel number 2. Click on 3. Click Execute Copy Action Screens Populates (Automatically) 1. Select the Reason for Action 2. Click on - 3. Click or press ENTER 4. Click to SAVE Copy Organizational Assignment (0001) Screen Populates Organizational Assignment (0001) Screen Populates (Automatically). This screen shows the Main or Primary position for the Staff Member. Verify that the appointed Staff Member is connected to the correct organizational unit (a.k.a. Home Department). 1. Enter the 2. Select the appropriate contract from the drop down menu 3. Enter the reduced percentage for the position 4. Click or press ENTER Change Organizational Assignment Pop-up Window appears Note: This window allows you to view and maintain the various positions that an employee holds. The Future Assignment tab is used to maintain the positions, and the Current Assignment tab displays the current positions. 1. Verify the number 2. Defaults to the FTE the employee holds for this position. Note: The operation field should show Assign percentage entered in these process steps. which indicates the position and 3. Click on Continue HRIS Procedure Document FINAL For Assistance with this Process

3 The following message will appear 4. Click on Continue 5. Click or press ENTER 6. Click on SAVE Copy Contract Elements Screen Populates (Automatically) No changes are required, click on Next Record arrow to proceed to the next screen or, The Create Tax screens are always proposed with the BasicTotal Credit Amounts. If the previous Total Credits were other than the basic amount you must reenter the previous Total Credits. If this is not done the employee would be taxed at a higher rate. Also if the employee had Additional Tax amounts that also would have to be updated Create Tax Assignment Screen Populates (0461) All fields will default. 1. Click 2. Click on Save Create Provincial Tax Screen Populates (0462) Verify information. Change if necessary. 1. Click 2. Click on Save Create Federal Tax Screen Populates (0463) Verify information. Change if necessary. 1. Click 2. Click on Save HRIS Procedure Document FINAL For Assistance with this Process

4 Copy Planned Working Time (0007) Screen Populates Automatically This screen displays the hours, per policy and collective agreement, verify the percentage or change if necessary. Note: The Record of Employment when issued will be based on these hours. 1. Enter the reduced percentage in during the first year of the period. 2. Click or press ENTER 3. Click to SAVE Note: The following message will appear confirming the employee will now be working with a part-time work schedule Create Basic Pay Screen Populates Automatically 1. Verify the following fields being automatically populated from information entered on Organizational Assignment and Appointment Detail screens (Reason field NOT required for Academics). 2. Enter the new total annual basic pay from all positions 3. Click or press ENTER 4. Click to SAVE Copy Cost Distribution (0027) Populates Automatically If no changes are required, click on Next Record arrow to proceed to the next screen or 1. Line 1: Change the percentage based on the Cost Centre / Fund Centre so that the correct portion of the total salary is charged to this account assignment (Verify the information in the line) 2. Line 2: Enter the percentage against the second Cost Centre / Fund Centre 3. Enter the Cost Centre 4. Enter Internal Order (if applicable) 5. Enter the 6. Click or press ENTER 7. Click to SAVE Note: This screen is for cost distribution only. This percentage has no relation to the employee s FTE% it relates to the % of salary being charged to the CC/CFC. HRIS Procedure Document FINAL For Assistance with this Process

5 Copy Date Specifications (0041) Screen Populates Automatically No changes are required, click on Next Record arrow to proceed to the next screen. END OF STEP 1 PHASED RETIREMENT Click on the green back arrow to proceed to the Personnel Administration screen. Step 2: Maintain Appointment Detail by Updating Infotype 9009 with FTE% Change Due to Phased Retirement Click on the following path: Human Resources Personnel Management Administration HR Master Data Maintain 1. Click on the tab 2. Select 3. Click on Copy the current record will be proposed. Copy Appointment Detail Screen Populates (Automatically) 1. Enter in the From field the funding source period effective date of the reduced time compensation. 2. Select the type 07 Percent of Time. This type is used as this is a change in FTE% against the position. 3. Enter in the difference in salary as a MINUS to bring the amount to the reduced time compensation salary. 4. Click or press ENTER 5. Verify the Annual Salary To 6. Click to SAVE Note: The Organizational Assignment, Planned Working Time and Basic Pay MUST reflect the correct FTE% at the Percentage. Please contact the Human Resources Personnel Office with the information of this change in order for the appropriate adjustments to be made to the employee s benefits subsidy. HRIS Procedure Document FINAL For Assistance with this Process

6 HR Data Verification Report Run the Data Verification Report after each event is completed. This report identifies inaccurate, incomplete or missing employee data. This report provides HRIS users with a tool to verify the entire employee record by checking data on each infotype and by cross-checking data consistency between infotypes Personnel Actions Screen. HR Data Verification Report 1. Click on the HR Data Verification Repot Button at the top of the screen 2. To Print the report click on the PRINT icon 3. All errors and warnings should be corrected upon completion of hiring event. 4. Click on the back arrow to return to the Personnel Actions screen. HRIS Procedure Document FINAL For Assistance with this Process