Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

New Hire Action

PA40

Change History
Update the following table as necessary when this document is changed:
Date

Name

Change Description

11/1/04

Marie Dunlap

Per SIR 499, Personal Holiday quota creation upon

hire referenced Maintain Quota Balance script.

11/15/04

Emilie Miller

Edit 1

4/15/05

Kathy Henry

Added notes to Bank Detail field descriptions and to

General Benefits entry. Incorporated some new
standards.

7/20/05

Kathy Henry

Removed highlighting on changed text; added

boilerplate text for messages; This procedure
incorporates the entire hire flow.

11/16/05

Chylynn Hansel

Edits

12/13/05

Chylynn Hansel

Edits

5/3/06

Chylynn Hansel

Edits

6/12/06

Chylynn Hansel

Edits

7/7/06

Chylynn Hansel

Edits

7/17/06

Chylynn Hansel

Edits

8/11/06

Lesa Terry

Update Bank Details information

9/6/06

Lesa Terry

Update Tax exemption information

Purpose
Use this procedure to hire a new employee into HRMS.
Trigger
Perform this procedure when a new employee into HRMS is being entered into HRMS for the first
time.
Prerequisites
An employee must have been hired into State service and completed a New Hire Information Packet.
Menu Path
Human Resources Personnel Management Administration HR Master Data Personnel
Actions

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Transaction Code
PA40
Helpful Hints
Personal Holiday quotas are only created by the system at the beginning of a year. Employees who
are hired after the beginning of the year and are entitled to a Personal Holiday will need to have their
quota entered manually. See OLQR procedure Quota Accrual Generate Manually to lead you through
this process.

This procedure may require hand-offs to other roles (payroll processor and /or benefits processor)
depending on the structure of your agency and your role at your agency.
It is critical if a hand-off is made to another role, that the transaction code PA40 is used and the
execute into infogroup process is used. This is explained further in this procedure. Using PA40
will ensure that all required infotypes are completed.
Do not use transaction code PA30 to complete portions of the appointment change action.
The system may display three types of messages at various points in the process. The messages
you see may differ from those shown on screen shots in this procedure. The types of messages
and responses are shown below:
Message Type

Description

Error
Example:

Make an entry in all required fields.

Action: Fix the problem(s) and then click

Warning

Example:

(Enter) to proceed.

Record valid from xx/xx/xxxx to 12/31/9999 delimited at end.

Action: If an action is required, perform the action. Otherwise, click

(Enter) to proceed.
Confirmation
or

Example:

Save your entries.

Action: Perform the required action to proceed.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Procedure

1.

You have started the transaction using the menu path or transaction code PA40.

Personnel Actions

2.

Perform one of the following:

If

Go To

You are the Personnel Administration Processor

Step 3

You are the Payroll Processor

Step 57

You are the Benefits Processor

Step 79

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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3.

Complete the following field:

Field Name
From

R/O/C
R

Description

The effective date of the new hire appointment.

Example:

4.

Click the gray box to the left of

5.

Click

6.

Click

Only enter the From date if you are the

Personnel Processor initiating the
appointment change action.
6/4/2006

to select.

(Enter) to validate the information

(Execute).

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Create Actions

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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7.

Complete the following fields:

Field Name

8.

R/O/C

Description

Reason for Action

The reason that an action has been performed.

Example:
02

Position

The position number.

Example:
60000117

Click

to validate the information.

Information

9.

Click

to accept.

10.

Click

to validate the information.

The employees personnel number will now be generated.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Create Actions

11.

Click

to save.
State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Create Personal Data

12.

Complete the following fields:

Field Name

R/O/C

Description

Last name

The legal last name of an employee as indicated on the social

security card.
Example:
Smith

First name

The legal first name of an employee as indicated on the social

security card.
Example:
Sally

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Field Name

R/O/C

Description

SSN

A 9 digit number assigned by the Social Security Administration.

Example:
432567877

Date of Birth

The basic value used to calculate a person's age.

Example:
05/25/1943

Marital status

The marital status of the employee, i.e. single, married, divorced,

etc.
Example:
Single

13.

In the Gender field, click

14.

Click

or

to validate the information.

The start date on the Create Personal Data (0002) infotype will be the employees
birthday.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Create Personal Data (0002)

15.

Click

to save.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Create Organizational Assignment

16.

Complete the following field:

Field Name
Contract

R/O/C
R

Description
The employee's state status.
Example:
Probation
State of Washington HRMS

File name:
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Field Name
Org. key

R/O/C
O

Description
The pay distribution location.

Example:

Time

The time data administrator is responsible for the employees

assigned to him or her.
Example:

17.

Click

4000

DA

(Enter) to validate the information.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Organizational Assignment (0001)

18.

Click

(Save) to save.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Title: New Hire Action

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Delimit Vacancy

This screen will only appear if there is a vacancy that will be delimited by the new hire.

19.

Click

to delimit the vacancy.

Create Contract Elements

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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20.

Complete the following fields:

Field Name

21.

R/O/C

Description

Contract type

The status of employment within the State. It will be either

Permanent or Non-permanent.
Example:
Non-Permanent

Probationary period

The length of employees probationary period.

Example:
6 Months

Click

(Enter) to validate the information.

Contract Elements (0016)

22.

Click

(Save) to save.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Create Monitoring of Tasks

23.

Complete the following fields:

Field Name

R/O/C

Description

Task Type

A task type is a relevant task that an HRMS user would be

expected to perform.
Example:
Prob per to expire

Date of Task

The date on which the task needs to be completed.

Example:
01/25/2005

Processing indicator

This is used to signify if a task entered in the Monitoring of Tasks

infotype is new, in process, or has been completed.
Example:
New task

Reminder Date

The date on which the system should remind you of a certain

task.
Example:

Lead/follow-up time

6/1/2005

The lead/follow-up time defines a period before or after which

the system should remind you of a certain task.
Example:

1 month

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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24.

Click

(Enter) to validate the information.

Monitoring of Task (0019)

You can run the monitoring of task report, transaction code S_PH0_48000450 to get
the reminder tasks and dates.

25.

Click

(Save) to save.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Create Addresses

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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26.

Complete the following fields:

Field Name
Address type

R/O/C
R

Description
The type of address for this infotype

Example:

Permanent residence

You can also select mailing address from the

drop down list. If the employee provides a
permanent residence and mailing address you
can only complete one type during the New
Hire Action. To enter another address type
follow the procedure Addresses_Create and
Maintain that is located in the OLQR.

Street/House no.

The residential street address of an employee.

Example:
123 Elm Lane

Postal code / city

The 5 or 9 digit zip code and city the employee resides in.
Example:
98498/Lakewood

Country Key

The county the employee resides in.

This will default in as USA.
Example:
USA

27.

Office/region

The State in which the employee resides.

Example:
WA

County code

The code for the county in which the employee resides.

Example:
27

Telephone number

The home phone number of an employee.

Example:
(253)555-5555

Click

(Enter) to validate the information.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Addresses (0006)

28.

Click

(Save) to save.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Create Planned Working Time

29.

Complete the following fields:

Field Name

R/O/C

Description

Work schedule rule

A description of the duration and composition of employee

working time for any given workday.
Example:
FULL

Time Mgmt status

The part of the work schedule that an employee is assigned to

and signifies how hours are calculated based on the employee's
assigned work schedule.
Example:
9 Time evaluation of planned times

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Field Name

30.

R/O/C

Description

Additional time ID

The indicator on how employee leave will accrue

Enter:
00 for full normal leave accrual (will default if to normal if
field is left blank).
01 for NO leave accrual
02 for sick leave accrual only

Employment percent

The amount of time that an employee works per week in a

particular position and is described in terms of a percentage.
Example:
100.00

Click

(Enter) to validate the information.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Planned Working Time (0007)

31.

Click

(Save) to save.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Subtypes for infotype "Education" (1) 11 Entries Found

32.

Double-click the employees highest education level.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Create Education

33.

Complete the following fields:

Field Name

34.

R/O/C

Description

Start

The date on which a record begins.

Example:
09/01/1987

to

The end date of a record, transaction, or search.

Example:
06/30/1991

Education/training

The type of education and/or training the employee/applicant has

acquired at a given educational institution.
Example:
Accounting

Institute/Iocation

The name of educational institution attended.

Example:
University of Washington

Certificate

The type of leaving certificate (e.g. high school diploma,

university degree) the employee or applicant has acquired at a
given institution.
Example:
25

Click

(Enter) to validate the information.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Education (0022)

35.

Click

(Save) to save.

State of Washington HRMS

File name:
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Reference Number: 22

Version: SME Approved Script

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Change Date Specifications

The date types for Anniversary Date, Appointment Date, Original Hire Date, Seniority Date,
Unbroken Service Date and Personal Holiday Eligibility will default in to the new hire date.

The Prsnl Holiday/Elgblty (Personal Holiday Eligibility) is the date an employee is

eligible to take a personal holiday.

36.

The Prsnl Holiday/Elgblty will default to the new hire date. If the employee is
not eligible to take a personnel holiday when they start employment, you will
need to change the date to when they are eligible.

In HRMS, there are a limited number of date types to enter into Date Specifications. You are
limited to 12 date types for each record.

Create the date type for Vac Lv Frozen Up To.

This is the date the employee will be eligible to take vacation leave. It is date type 09.

37.

Click in the Date type field to select the match code.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Date type

38.

Double click

State of Washington HRMS

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Version: SME Approved Script

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Date Specifications

39.

In the date field enter the date the employee will be eligible to use vacation leave.

Example:

12/04/2006

40.

(Enter) to validate the information.

Click

State of Washington HRMS

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Date Specifications

41.

Click

(Save) to save.

State of Washington HRMS

File name:
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Reference Number: 22

Version: SME Approved Script

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Create Additional Personal Data

State of Washington HRMS

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42.

Complete the following fields:

Field Name

R/O/C

Description

Ethnic origin

The employees ethnic group. It is used in countries which

require this type of reporting by law.
Example:
Black

Ethnicity(New)

The EEO coded field allows you to group employees by ethnic

origin. It is used in countries which require this type of reporting
by law.
Example:
Not Hispanic/Latino

Military status

The branch of service the employee served/serves in.

If the employee has not served in the military you can

select Non/Unspec Vet's Status or leave the field
blank.
Example:
Rtrd VtnmVt > 500

43.

In the Race Data group, click the checkbox to the left of appropriate Race Category to select.

44.

If applicable, choose a Veteran Status.

Non-Veteran is the default Veteran Status, if you select another Veteran Status, then
you must uncheck the Non-Veteran status.

45.

If applicable, choose a Disability.

46.

Click

(Enter) to validate the information.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Create Additional Personal Data

47.

Click

(Save) to save.

State of Washington HRMS

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Reference Number: 22

Version: SME Approved Script

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Create Military Service

This infotype will only appear if a Military status was chosen on the Additional Personal
Data infotype.

Do not save this infotype if the employee has not served in the Military, click
Record) or

48.

(Cancel) to move to the Basic Pay Infotype (0008) Step 54.

Complete the following field:

Field Name
Service type

49.

(Next

Click

R/O/C

Description

This defines what type of service a state employee is performing

(i.e. seasonal, temporary, in-training, etc.).
Example:
01

(Enter) to validate the information.

State of Washington HRMS

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Reference Number: 22

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Military Service (0081)

50.

Click

(Save) to save.

Create Time Specification/Employ. Period

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51.

Complete the following fields:

Field Name

R/O/C

Description

Start

The start date the employees Military Service.

Example:
01/03/2000

To

The end date of the employees Military Service.

Example:
7/11/2005

You would get the Start and To date from the employees DD214 paperwork.

52.

Click

(Enter) to validate the information.

Time Specification/Employ. Period (0552)

53.

Click

(Save) to save.
State of Washington HRMS

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NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Create Basic Pay

54.

Complete the following field:

Field Name
Reason

R/O/C
R

Description
This is a specific reason for performing an action or maintaining
an infotype.
Example:
19

State of Washington HRMS

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Field Name
Next Increase

R/O/C
O

Description
The date of the employees next pay increase.

If you leave the date blank, the employee will

not receive a pay increase.
Example:

55.

Click

01/25/05

(Enter) to validate the information.

Basic Pay (0008)

State of Washington HRMS

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56.

Click

(Save) to save.

For the Personnel Administration Processor, this will mark the end of the New Hire
action. After saving, click
to exit the action and transfer the New Hire Information
Packet to the Payroll Processor who will complete the action.

Personnel Actions

State of Washington HRMS

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57.

Enter the employees personnel number.

Payroll Processor Do not put a From date in the field prior to executing the
transaction. If you entered a From date click
click

58.

Click

(Back) and delete the date and then

(Execute).

(Enter) to validate the information.

Personnel Actions

59.

Click

(Execute) to start the transaction.

State of Washington HRMS

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Actions (0000)

60.

Click

61.

An information pop up box will appear informing you that This entry will delete a record. Click

(Enter) to continue.
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62.

An Execute info group pop up box will appear informing you that Warning: Personnel action
infotype not saved with execute info group function! Click

The Personnel Processor has already saved this infotype so it is ok to continue.

63.

Click

(Next Record) until you reach Subtypes for Infotype Education click the X in the right

hand corner of the box to by-pass this infotype. Continue to click

Create Bank Details Infotype (0009).

(Next Record) until reach

Create Bank Details

If the employee is to receive a paper check, proceed to Step 56. If the employee would like
their pay check deposited in a bank of their choice, complete the field listed below.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

64.

As required, complete/review the following fields:

Field Name
Bank Key

R/O/C
C

Description
The banks routing number.
Leave blank for a Warrants payment method.
Example:
12345678

Bank Account Number

The employees bank account number.

Leave blank for a Warrants payment method.
Example:
123456789

Bank Control Key

The type of bank account - for example, savings or checking.

Enter 01 for Checking or 02 for Savings. Do not
leave this field blank.
Example:
02

Payment method

This is the manner in which an employee is compensated, either

by warrant or direct deposit.
For direct deposit, use D.
Example:
C

65.

Click

(Enter) to validate the information.

You must save the Bank Details infotype to accept the default of a warrant. If you do
not save this infotype, the employee will red line on payroll reports and will not process
through payroll until the Bank Details infotype is created and saved.

66.

Click

(Save) to save.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

Create Recurring Payments/Deductions

If no information has been provided for recurring payments or deductions, skip this infotype
by clicking

67.

(Next record).

Complete the following fields:

Field Name
Wage type

R/O/C
R

Description
This is an object in Payroll and Personnel Administration which
stores amounts or time units that are used to calculate pay and
deductions, store results, and determine statistics. It separates
amounts and time units for various business processes. It
enables the system to process amounts and time units in
different ways during the payroll run.
Example:
2703

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

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Sub-Processes :
HRMS Training Documents

Field Name

R/O/C

Description

Amount

The total dollar value of a wage type. (Not Needed when Wage
type is a percentage).
Example:
6.00

Payment Model

The time pattern in which deductions are withdrawn and payments

made.

Example:

68.

Click

WA01

(Enter) to validate the information.

Recurring Payments (0014)

If the employee has recurring payments /deductions, go to PA30 and follow the procedures
Create a Recurring Payment or Create Recurring Deduction after performing the new hire
action.

69.

Click

(Save) to save.
State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

Create Unemployment State

70.

Complete the following fields:

Field Name

71.

R/O/C

Description

Tax authority

The tax authority for employment.

Example:
WA

Worksite

The county of employment.

Example:
34

Click

(Enter) to validate the information.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

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HRMS Training Documents

Unemployment State (0209)

72.

Click

(Save) to save.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

Create Withholding Info W4/W5 US

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

73.

Complete the following fields:

Field Name

R/O/C

Description

Filing Status

The status elected by the employee for federal tax withholding.

Example:
01

AIIowances

The number of dependents claimed for tax filing purposes. It

affects the amount of taxes withheld from an employee's
paycheck.
Example:
01

Add.withholding

An amount designated by the employee to be withheld from

his/her check above the amount that will be taken due to filing
status.
Example:
100.00

Tax exempt indicator

The indicator which determines if the employee is exempt from

taxation.

Using Tax Exempt indicator Y will make the

wages exempt from taxation and not reportable
to the IRS.
Using Tax Exempt indicator R will make the
wages exempt from taxation and earnings are
reported to the IRS.
Example:

74.

Click

(Enter) to validate the information.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

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HRMS Training Documents

Create Withholding Info W4/W5 US

75.

Click

(Save) to save.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

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Sub-Processes :
HRMS Training Documents

Create Add. Withh. Info. US

76.

Complete the following fields:

Field Name
Empl. override group

77.

Click

R/O/C

Description

This is the Worker's Compensation code that an employee holds

for a particular job.
Example:
0034

(Enter) to validate the information.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

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HRMS Training Documents

Create Add. Withh. Info. US

78.

Click

(Save) to save.

For the Payroll Processor, this will mark the end of the New Hire action. After saving, click
to exit the action and transfer the New Hire Information Packet to the Benefits
Processor who will complete the action.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

Personnel Actions

79.

Enter the employees personnel number.

Benefits Processor Do not put a From date in the field prior to executing the
transaction. If you entered a From date click
click

(Back) and delete the date and then

(Execute).
State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

80.

Click

(Enter) to validate the information.

Personnel Actions

81.

Click

(Execute) to start the transaction.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

Actions (0000)

82.

Click

83.

An information pop up box will appear informing you that This entry will delete a record. Click

(Enter) to continue.
State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

84.

An Execute info group pop up box will appear informing you that Warning: Personnel action
infotype not saved with execute info group function! Click

The Personnel Processor has already saved this infotype so it is ok to continue.

85.

Click

(Next Record) until you reach Subtypes for Infotype Education click the X in the right

hand corner of the box to by-pass this infotype. Continue to click

Create General Benefits Information Infotype (0171).

(Next Record) until reach

Create General Benefits Information

The 1st Program Grouping defaults in as eligible. To verify that the position is eligible use
transaction code PO13D, click the gray box to the left of Acct Assignment Features infotype. If
there is an X in the box next to retirement eligible then the position is retirement eligible. If the box
is blank the position is not retirement eligible.
The value in the 2nd Program Grouping field defaults from appointment information in the
Organizational Assignment infotype (0001).
You will have to change the 2nd Program Grouping field if:
An employee chooses a different plan.
The Employee Type defaults to a code not consistent with the System/Plan set up at
hiring time.
An employee changes positions and wants to continue contributing to the System/Plan
from his previous position rather than the one that defaults with the new position.
For a list of valid type codes for each retirement system, see The Employer Handbook - Type
Codes.

86.

Click

(Enter) to validate the information.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

87.

Click

(Save) to save.

Possible subsequent activities

88.

Click

to accept.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

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Sub-Processes :
HRMS Training Documents

Enrollment

89.

Click

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

Enrollment

90.

Click the appropriate Savings Plan.

By using the PA40 transaction code, HRMS will identify all plans that the employee is
eligible to participate in.

For a new PERS 2 employee, upon completion of the enrollment processor,

immediately update the Plan choice code on the Savings Plan (0169) infotype to place
the employee on the 70-day/90-day default report. See OLQR procedure, Retirement
Plan Choice Code 90 day period (New Hire).

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

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Sub-Processes :
HRMS Training Documents

Maintain Savings Plan

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

91.

Complete the following field:

Field Name
Percentage

R/O/C
R

Description
This is a field used to store a percentage amount for the
retirement deduction.

Do not leave the percentage field bank or

HRMS will not take any deductions for
retirement.

If you do not know the correct plan contribution

percentage, HRMS can prompt you. Click in
the percentage field and enter any number
(example: 2) and press the enter button on
your keyboard. You will receive an
Error
message in the status bar telling you what the
correct contribution percentage is for the
selected plan.
Example:

92.

Click

2.25

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

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HRMS Training Documents

Enrollment

93.

Click

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

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Sub-Processes :
HRMS Training Documents

Confirmation of Selected Actions

94.

Click

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

Enrollment

95.

Click

96.

Click

to continue or click

to print confirmation.

to return to the previous screen. The following screen displays:

Possible subsequent activities

97.

Click

98.

You have completed this transaction.

to cancel.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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Title: New Hire Action

Processes :
Sub-Processes :
HRMS Training Documents

Result
You have hired a new employee into HRMS.
Comments

If the employee chooses to stay in Plan 2, see the OLQR procedure, Retirement Plan
Choice 90-day Section Period Chose Plan 2
If the employee chose Plan 3, see the OLQR procedure, Retirement Plan Choice 90day Section Period Chose Plan 3
One of these procedures must be completed when the employee submits their
completed DRS member information form designating their choice during the 90-day
choice period.
The Employee that is enrolled in Plan 2 will default to P3, Rate A - WSIB investment
manager.

State of Washington HRMS

File name:
NEWHIRE_ACTION.DOC
Reference Number: 22

Version: SME Approved Script

Last Modified: 4/20/2011 11:46:00 AM

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