Requesting a new employee hiring action

Shortcut/Mask: HRPANH

Use the HR Personnel Actions New Hire (HRPANH) window to create a request for hiring a new employee as well as to assign his or her position, salary, and supplemental payments. The standard business rules from the Employee Master (HREMEN) window are used for data validation. After you complete the fields in this window, select Submit to send the request to the HR Personnel Actions Approval New Hire (HRPAAPNH) window for processing.

Note: This window defaults pay assignment information to the Employee Quick Pay Assignments (HRPYQP) window. You can configure the HRPA/RECFROM common code (on NUUPCD) to default pay assignment information to the Employee Pay Assignments (HRPYPA) window instead. Also, you can use the HRPY/SSNCHECK to control how duplicate Social Security Numbers are handled within the system. For more information about common code configuration, refer to the Common Codes Guide posted on the Customer Support Portal or select here to view the online version.

Required configuration

To avoid errors when adding an employee using the PAF New Hire (HRPANH) window, you must use the HR Non-Entity Specific Codes (HRTBHR) window to configure the same options for the REASON_CD and PAF_NH_REASON_CD codes. The REASON_CD code establishes the options for the Reason field drop-down list on the Employee Quick Pay (HRPYQP) and Employee Pay (HRPYPA) windows and PAF_NH_REASON_CD establishes the options for the Reason field drop-down list on the PAF New Hire (HRPANH) window. These codes must be the same due to interactions within the Human Resources system.

You must also complete the Hours Prorate and Regular Date fields in the Pay Info tab on HRRQSS.

Note: When a Reason code (PAF_NH_REASON_CD) is used in HRPANH but does not exist in the REASON_CD list, the system defaults the code to 00 and sets the description to the description of the PAF_NH_REASON_CD used.

Complete the following steps to create a new hire action request:

  1. Open the HR Personnel Actions New Hire window by typing HRPANH in the Search field and pressing Enter.
  2. Select +.

  3. Complete or review the following fields in the Request section:

    • Request ID: Display-only field indicating the request identification number. The value is automatically generated from the bsi_seeds data table and is common to all Personnel Action Form (PAF) windows. If a value does not exist, it is created the first time a request is made on any PAF window.
    • Effective Date: Type the date this change should take effect or select to choose it. You can set a default for this field (such as today, next Sunday, or next pay period begin) using the HRPA/NHDATES common code. Refer to the Common Codes guide posted on the Support Portal for more information.
    • Status Code: This read-only field indicates the application-derived status of the request. The application automatically updates status codes as the request is processed. Valid status codes include:
    • RQ (requested, which is the default in Add mode)
    • IP (in progress)
    • CL (closed)
    • CA (canceled)
    • RJ (rejected)
    • Reason: Select the user-defined code indicating the reason for this action. You define reason codes on the HR Non-Entity Specific Codes (HRTBHR) window with the code ID of PAF_NH_REASON_CD.
    • Comments: Type any additional comments regarding the request in this field.

  4. Complete the following fields on the New Hire tab:

    • Entity: Select the entity associated with this request from the drop-down list. The entity code identifies the employee's security clearance.
    • Employee First Name: Type the first name of the employee.
    • Middle Name: Type the middle name of the employee.
    • Employee Last Name: Type the last name of the employee.
    • Gender: Select the employee's gender.
    • SSN: Type the employee's Social Security number.
    • Type: Select the employee type.
    • Date of Birth: Select the employee's date of birth from the calendar.
    • Calendar: Select the applicable calendar.
    • Pay Cycle: Select the pay cycle.
    • Address 1: Type line 1 of the employee address.
    • Address 2: Type line 2 of the employee address.
    • Zip: Type the employee's postal code.
    • Zip Ext: Type the employee's postal code extension.
    • City: Select the employee's city.
    • State: Select the employee's state.
    • Check Dist: Select the check distribution for this employee.
    • Department: Select the employee's department.
    • Division: Select the employee's division.
    • Bargaining Unit: Select the employee's bargaining unit.
    • Race: Type the employee's race.

  5. Select the Position/Salary tab and complete the following fields:

    • PCN: Type the position control number for this position or select to choose it.
    • Location: This field displays the work location for this employee.
    • Assignment: Type the employee's primary assignment.
    • FTE: Type the full-time equivalency percentage for this employee. For example, type 1 for a full-time employee working forty hours per week or .5 for an employee working 20 hours per week.
    • Position: Type the employee's position or select to search for it.
    • Job Code: Type the code associated with the job this employee will fill.
    • Assignment Status: Select the user-defined status code. The options for this field are derived from the Employee Pay Assignment (HRPYPA) window. The status you choose selects records having a certain assignment status or an array of records matching an assignment status pattern.
    • Schedule/Range/Step: Select a code to control the display of the current salary information for the pay assignment selected for this personnel action request. The salary information displays in one of the formats defined for the salary schedule code. This field also controls which fields appear at the bottom of the window. If you type 1 in this field, then the Amount field is read-only and controlled by the step value. Otherwise, the Amount field is editable within the range specified by the Minimum and Maximum fields.
    • Amount: Type the salary amount for this employee.When completing the Amount field in the Position/Salary tab, a pay assignment doesn't exist, so you can use the HRPA/SLO(EntityId) code (example: HRPA/SLOVROOT) to control the override flag:
      • If the currently selected reason code is in the Associated Description 1 field of HRPA/SLOVEntityId, PAF considers the Override flag set to TRUE and any value entered in the Amount field is accepted.
      • If the currently selected reason code is not in the Associated Description 1 field, then only values within the minimum and maximum range are valid. In this case, any values outside the range are adjusted to stay within the minimum and maximum amounts.
      • Ratio Factor: To establish the ratio factor, type the employee salary multiplier used to obtain an accurate value. This field displays when the record from hr_payalt is not PAYALT. The ratio amount (Ratio_amt) is enabled when the ratio factor (ratio_fact) is set to 5.

  6. Select the Supplemental Pay tab and complete the following fields:

    • CDH: Type the contribution, deduction, and hour number for this assignment or select to search for it.
    • Type: Select the supplemental pay type code. The options are:
    • $ (dollars)
    • % (percent)
    • Expressed As: Select a code to indicate how the supplemental payment amount is expressed. For example, per period, annual, bi-weekly, weekly, monthly or semi-monthly.
    • Amount: Type the amount of the supplemental payment.

  7. Select Submit:

    Result: You have submitted a request to hire a new employee to the HR Personnel Actions Approval New Hire (HRPAAPNH) window for processing. If your request is approved, a record is created for the employee on the Employee Master (HREMEN) window. If your request is rejected, no changes are made.

Related Information: