User Manual : Personnel Management (PA) Know SAP Menu Bars

Important Transaction Codes to be used for Personnel Administration

Master Data PA10 - Personnel file It will display all the data of employee available in the system PA20 - Display HR Master Data It will only display data PA30 - Maintain HR Master Data It will view and edit data PA40 - Personnel Events To run various actions PA41 - Change Hiring Data PA42 - Fast Data Entry for Events

Various Infotypes used in PA module 1

Description of Infotype Addresses Permanent Address Temporary Address Emergency Address Planned working time Basic Pay Bank details Main Bank Other Bank Recurring payments/deductions Additional payments Contract elements Travel privileges Family Member/Dependents Spouse Child Father Education Previous Employment details Qualification Previous reference emp code number Objects on loan Communication System user name (SAP id) E-mail Cell phone Mail (Personal) Personal ID Superannuation PAN numbers Gratuity Previous Employment Tax details Housing (HRA/CLA/COA) Car & Transport Allowance Exemptions Income from other sources Income from House property Other income Section 80 deductions PF details Other Statutory Deductions ESI(ESIC) MLWF P.Tax eligibility Individual reimbursement (LTC/MED) Work Schedule Absence Quotas (Leave details) CL PL SL

Infotype 006 0006 0006 0006 0007 0008 0009 0009 0009 0014 0015 0016 0017 0021 0021 0021 0021 0022 0023 0024 0031 0040 0105 0105 0105 0105 0105 0185 0185 0185 0185 0580 0581 0581 0582 0584 0584 0584 0585 0587 0588 0588 0588 0588 0589 1011 2006 2006 2006 2006

Subtype 001 002 004

01 02

001 002 011

0001 0010 CELL MAIL 01 02 0'3

0001 0002

0001 0002 0003

01 02 03

Creat Save e

EditView Exit

Back Cancel

New Employee is created using T-Code PA40 as under : Run the action PA40

Highlight on Hiring (Select)

Click Hiring Action Execute as shown below.

Personnel Number will be auto generated by the SAP system Give the start date i.e date of Joining

Start date is Date of joining

By default system will generate 31.12.9999 which can be retained

Select position from OM using drop down option. Also select PA, EG and ESG using drop down

Give the personal area, Employee Group, Employee Subgroup as shown Above in circled area. Save using save button on the top. Go to Next Slide

Fill the Required fields

Save Next Slide

Fill in the entry Save

Select the Work schedule and enter

This infortype using for reminding for Date of completion training period , probation, confirmation etc.

Save and next

Fill all details for employees who apply for Travel requests through E.S.S.

To update Educational Qualification use infotype 0022 and then go to sub-types G1 to G9 and GA as applicable to the employee.

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11

12

Save at the end

Fill in necessary details as applicable

You can again go to subtype and fill in remaining Educational Qualification details.

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Created Bank details Fill

Save

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T Code - PA30 : To create database of new employees and edit database of existing employees. Maintain the Personal file for newly join employee & existing employees.

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Enter the Employee code

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Enter the Infotype no 0587 for P.F. Details Infotype list

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Enter the PF Trust ID

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Fill all details Enter company PF Number with family pension Number. If any voluntary PF contribution %

Make a tick if family pension exist.

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Enter the Infotype no 0588 for Other Statutory Deductions Details Enter the Sub Infotype no 0001, 0002 or 0003 for ESI,LWF,PTX under infotype 588 For Professional Tax updation, please fill in from date as Date of Joining

Please tick this box if P Tax is applicable

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Under Infotype 588, subtype 0002 is used to update LWF contribution status. Select date as date of joining and tick the Contributing to LWF box, if applicable.

Infotype 0021 to update Family member/Dependents. Add the Fathers name using subtype 11, Spouses name using subtype 1 & child details using sybtype 2 (for additional child details use same subtype.) Sub Infotype number

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Family Member/Dependents update example is given as under.

Date of Birth Mandatory field for Fathers name ( If you dont know fathers date of birth, you may insert any dummy date, may be 25 years prior to employees date of birth.) Save details

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Spouse Details

Save details Child Details

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Save details

To update Employees Bank Account details use Infotye 009. To update Main Bank details use subtype 0 and to update other bank use subtype 1. Bank Details (Infortype 0009) Sub InfoType

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Save details

To update Salary details use Infotype 008 Infotype 008 is used for updating fixed monthly allowances applicable to all the employees in that category. E.g. Basic, Special Allowance, Ad-hoc allowance, HRA, Transport Allowance,etc. Date of joining

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For updating Recurring Payments and Deductions Use Infotype 0014 and using subtypes please select wage types applicable to the employee. Infotype Recurring Deduction 0014 Subtype - 1D07 for Co-op. Society deduction

Enter the Date, Wage type & Amount

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Recurring Payment/Deduction (For Deductions we can also update last date of deduction)

Infotype 0015 is used to update annual/occasional payments such as LTC, Medical Reimbursement, Executive Commision/Bonus, Festival Advance, Leave salary, Gratuity, Exgratia payments, Sales Incentive,etc and recoveries such as Union Subscription, Bank Loans, etc.

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To update Housing(HRA/CLA/COA) (House Rent Allownce/ Company Leased accommodation/ Compant Owned Accomodation ) status use infotype 0581 as shown below : Type 0581 as shown

Following screen will appear.

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Select and double click

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Select the Accommodation Type

To update Income from Other Sources use infotype 0584 as under : Interest exempted for Housing loan. Infotype 0584 Subtype

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Select and Enter the interest on housing loan amount.

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To update various membership fees to be deducted monthly from salary use infotype 0057. Type subtype IN02 for updating LIC premium details and press Create button. Choose wage type MLIC and update details as shown below :

LIC Deduction Premium. Select the Payee Key

Add the Wage type & Amount

Insert policy number here. You can insert details of all policies one by one.

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To update Communication Details use infoytpe 0105 and subtypes as shown below : E.g. : Email Updations (Infotype 0105 Communication) Subtype Company e-mail id

Personal e-mail id

To update Personal Ids use infotype 0185 and subtypes shown as under : Pan number updating Infotype 0185 Personal IDs)

Subtype

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To update Income Tax investment projections under Section 80 use infotype 0585 Infotype 0585 (Section 80 Deductions)

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Add the Proposed Value or actual values.

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To update Income Tax investment projections under Section 80 C use infotype 0586 Infotype 0586 (Section 80 C Deductions)

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Add the Proposed Value or actual values.

SCREEN SHOTS OF PA10

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Type pa10 from the fast path

Type the personnel no. and then click review Infotype 0000 - Actions Click on the left/right buttons to go through actions

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Infotype 0001

- Organizational Assignment

Infotype 0002 Personal Data 45

Infotype 0003 Payroll Status 46

Infotype 0006 - Addresses / Subtype 01 Permanent Residence

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Infotype 0006 - Addresses / Subtype 04 Emergency Address

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Infotype 0007 Planned Working Time

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Infotype 0008 Basic Pay / Subtype 0 Basic Contract 50

Infotype 0009 - Bank Details / Subtype 0 Main Bank 51

Infotype 0021 Family Member / Dependents / Subtype 1 - Spouse 52

Infotype 0021 Family Member / Dependents / Subtype 2 - Child

Infotype 0050 Time Recording Info 53

Infotype 0105 Communication / Subtype 0010 - Email

Infotype 0185 Personal IDs / Subtype 02 Pan Number 54

Infotype 0302 Additional Actions

Infotype 0587 Provident Fund Contribution

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Infotype 2006 Absence Quotas / Subtype 01 Casual Leave 56

Infotype 2006 Absence Quotas / Subtype 02 Privilage Leave

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Infotype 2006 Absence Quotas / Subtype 03 Sick Leave

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Screen shots of pa20 Pa20 displays the hiring data of the employee Type in pa20 from the fast path

Screen is displayed 59

Choose the desired infotype and then click

Choose the different infotypes and then click on

to see the data

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The data for the employee

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In order to view a infotype and a sub infotype, type the desired infotype for eg we have type 2006 in the infotype text box

In the sub infotype click the f4 values button

to see a list of valid sub infotypes

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Choose the desired sub infotypes and press the tick mark

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Screen appears Choose either to display or to review

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Pa41 This is use to change entry/leving dates

Enter the code and press enter, information for the employee will be displayed, click on button to get the screen as shown below

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Change the start date, the hiring date, the personnel area, employee group and the employee subgroup and then click on save button to save the record

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pa42 Fast hiring action

Type in pa42 from the fast path and press enter

Type the date and select hiring action and then click execute button 67

Fill in the required details and click on

button

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Select the organizational reassignment and click execute,

Fill in the required details and click on

button

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Pa40 actions Organization Reassignment

We are considering Organization reassignment for a particular employee having code 1010213, select organizational reassignment and click on execute

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Enter the start date for the action, the action type, the reason for action, position, personnel area, employee group and subgroup

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For this employee, we have made the changes in his personnel area

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Click on save button and the date for correction

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A message comes to create vacancy, click yes or no as the case may be.

The record with the changed data

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Change in Pay

Select change in pay, and click on execute

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Enter the start date, the reason for action

In case reason for action is choosen, the system will ask for the reason for change

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Choose save, the following screen appears

Revise the start date and choose save once again

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Enter the wage type, the amounts and save the record

After save

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Recurring earnings and deductions screen will be displayed as follows

Click save The change in screen once the data is saved

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Make the reason for action taken and click on save Choose Extension of Probation

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Enter the date effective, For reason for action, F4 values will show extension of probation, choose and then save

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F4 values for action

The following screen comes, enter the required fields and click on save

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Fill in the fields and click save

Enter the fields and click on save

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Extension of traineeship will have the same steps as extension of probation

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Click on confirmation and then execute

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Change the date Reason for action taken Make changes in the assignments if any Click on save

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Make changes in his basic salary data and click on save

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Make changes in the required fields and click save

Make changes and click on save

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Enter the task type, date of task and click on save

Enter the tasktype and the date of task

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Select Promotion and click on execute

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Make changes in the fields and click on save

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Make changes in the required fields and click save

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Make changes in the required fields and click save

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Make changes in the basic and click save

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Make changes wherever applicable and click save

Next screen where changes are to be made

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Now we wish to relocate/transfer the person

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Make changes in the encircled fields and click on save

F4 values for reason of action

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The person now has been promoted to JM3, click save

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Make changes and click on save

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Create planned working time, click save

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Make changes in the basic pay and click on save

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Make changes in the travel privileges and click on save

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Make changes if any in his profile

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Change date specs if any and again click save

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Select Disciplinary action and choose execute

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Enter the date, Select the reason for action from the F4 values given below

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Enter the offence done by the employee

Sample offences

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Make changes in the basic pay and click on save

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Change the dates if any

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Change wherever if applicable and then click save

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Make changes and click save

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Resignation submitted

Choose resignation submitted and execute

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Enter the reason for action, f4 values are as follows

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Make changes in the screen and click save

Make changes in the required fields and click save

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Make changes in the required fields and click on save

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Separation of the employee

Select separation and click on execute

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Enter the reason of action, f4 values are

Choose appropriate reason

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Make changes in the required fields and click on save

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Select the desired record and click on A message comes Record delimited

The employee has now been separated from the organization

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