© 2005 Nova Scotia Government All rights reserved. Change of Pay

© 2005 Nova Scotia Government All rights reserved. Agenda u Welcome u Introduction of trainers u Objectives and overview of the course u Logistics and expectations

© 2005 Nova Scotia Government All rights reserved. Logistics and Expectations u Training facility information (breaks, lunch, etc.) u Cell phones / Blackberrys on silent mode u No during training u Participate in group activities u Respect time frames

© 2005 Nova Scotia Government All rights reserved. Change of Pay Temporary Assignment Secondment/Loan of Service Overview Reports & Auditing

© 2005 Nova Scotia Government All rights reserved. Change of Pay Course Objectives At the end of this course, you will be able to: u Explain a Change of Pay for reason of an Increment u Explain a Temporary Assignment u Explain a Secondment/Loan of Service u Describe Integration points with other SAP functional area

© 2005 Nova Scotia Government All rights reserved. Change of Pay Temporary Assignment Secondment/Loan of Service Overview Reports & Auditing

© 2005 Nova Scotia Government All rights reserved. Overview At the end of this module, you will be able to: u Describe integration points with other SAP functional areas u Briefly explain Change of Pay, Temporary Assignment and Secondment / Loan of Service u Explain audit reports used to validate results

© 2005 Nova Scotia Government All rights reserved. SAP HR Applications In Scope HR Human Resources HR Human Resources Personnel Administration Benefits Administration Time Management Payroll Organizational Management

© 2005 Nova Scotia Government All rights reserved. Employee Life-Cycle Separation Compensation / Cost Planning Payroll Time Reporting N S EWTravel Benefits HiringHiring Employee Life-Cycle Org. Management Change of Pay

© 2005 Nova Scotia Government All rights reserved. Personnel Actions (PA40) Covered in Change of Pay Course u Change of Pay u Temporary Assignment u Secondment/Loan of Service

© 2005 Nova Scotia Government All rights reserved. Auditing u There are various reports than can be executed to audit the transactions in this course. They include the following: –Monitoring of Tasks –Payroll Simulation –School Board Audit Report These reports will be covered in detail later in this course

© 2005 Nova Scotia Government All rights reserved. Module Review (User Guide Page 1-8) 1. What are three Integration points with other SAP Modules? 2. Name two actions are being covered in this course. 3. What transaction code is used to access the actions?

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 1.What are three Integration points with other SAP Modules? Integration points are: Time Payroll Organizational Management Benefits 2.Name two actions are being covered in this course. Two actions are : Temporary Assignment Change in Pay Secondment/Loan of Service

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 3. What is the transaction code used to access the actions? PA40 is the transaction code used to access the actions.

© 2005 Nova Scotia Government All rights reserved. Change of Pay Temporary Assignment Secondment/Loan of Service Overview Reports & Auditing

© 2005 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Explain Change of Pay as a result of an Increment, ERIP Rate Change, Long Term Sub Daily Rate Changes, Reclassification and Administrative Allowance Change of Pay

© 2005 Nova Scotia Government All rights reserved. Change of Pay u The Change of Pay action is used to update an employee’s basic pay. u Basic Pay (IT0008) consists of an employee’s classification, salary, and work hours/days per period Example: TC5 11, $2, , 10 days biweekly

© 2005 Nova Scotia Government All rights reserved. Change of Pay Action Reasons when to process a Change of Pay action: –Increment –Salary Revision –General Adjustment –ERIP Rate Change –Reclassification –Certification Change –Lead Hand Pay Top-up –Confidential Rate Top-up –Non Pensionable Top-up –Administrative Allowance & Contract Allowance –Relief Pay > 5 days

© 2005 Nova Scotia Government All rights reserved. Change of Pay (cont’d) In this course, the reasons to execute a Change of Pay Action that will be examined more closely are: –Increment –ERIP Rate Change –Long-Term Substitute Daily Rate Changes –Reclassification –Administrative and Contract Allowances.

© 2005 Nova Scotia Government All rights reserved. Change of Pay - Increment u An Increment is a level change within the same group or classification. u Example: an NSTU employee is eligible for an annual increment. This employee is currently at a ATC1 certification with 1 year of service. The basic pay infotype must be changed to reflect 2 years of service – a level change.

© 2005 Nova Scotia Government All rights reserved. Increment Reason - Increment ATC1 Level (01) to (02) Changed to $1, Ms. Molly MacLeod

© 2005 Nova Scotia Government All rights reserved. Change of Pay - ERIP Rate Change u A prerequisite to performing an ERIP rate change is the execution of the ERIP Status - On Action. u An ERIP Rate Change is used to change an employee’s rate of pay according to the provisions of the Early Retirement Incentive Plan. u Once the 21 day threshold is met for a particular school year, a change of pay must be executed in order to adjust the basic pay to reflect the rate of a substitute teacher. u As a result, the Group and Level on the basic pay infotype must be changed.

© 2005 Nova Scotia Government All rights reserved. Early Retirement Incentive Plan (ERIP) Rate Change Ms. Molly MacLeod Reason: ERIP Rate Change Changed Group to Sub & Level to 01 Rate changed to

© 2005 Nova Scotia Government All rights reserved. Change of Pay - ERIP Rate Change u Upon the start of the next school year, another change of pay action would be required to change the Group and Level to reflect the employee’s license level and years of service.

© 2005 Nova Scotia Government All rights reserved. Change of Pay - Reclassification u A Reclassification is a Group and possibly a Level change. For example, a position has been changed from a Clerk III to a Clerk IV. u Depending on when the reclassification occurs, it may also result in a level change on the basic pay infotype. An employee may go from a Clerk III, Level 5 to a Clerk IV, Level 1 thereby changing the Group and Level on the basic pay.

© 2005 Nova Scotia Government All rights reserved. Change of Pay - Long-Term Substitute Daily Rate Changes u Prerequisites to performing a change of pay on a long-term substitute include the following: –A substitute teacher reaches the 21 day threshold for an increase in pay in accordance with the NSTU Provincial Agreement. –A Change to Appointment Type action has been executed changing the employee from a Substitute to a Long Term Sub. –The basis pay was changed from the low rate of $ to the mid rate of $ as part of the Change of Appointment Type action.

© 2005 Nova Scotia Government All rights reserved. Change of Pay - Long-Term Substitute Daily Rate Changes (cont’d) u Long-term substitute daily rate changes occur when a long-term substitute reaches the 31-day threshold for an increment in accordance with the NSTU Provincial Agreement. u A change of pay action would be required to change the Group and Level to reflect the employee’s license level and years of service.

© 2005 Nova Scotia Government All rights reserved. Change of Pay - Administrative Allowance u Administrative Allowance is a wage types used in the basic pay infotype to pay additional monies to an employee: –Teacher in Charge –Performing duties of a higher paid position –Additional salary paid to supervisory personnel u Wage type 8103 is used to pay an administrative allowance to an employee. A bi-weekly amount must be entered when using this wage type.

© 2005 Nova Scotia Government All rights reserved. Change of Pay - Contract Allowances u Contract Allowance is a wage type used in the basic pay infotype to pay additional monies to an employee: –Performing duties of a higher paid position –Additional salary paid to supervisory personnel u Wage type 8104 is used to pay a contract allowance to an employee. A bi-weekly amount must be entered when using these wage types.

© 2005 Nova Scotia Government All rights reserved. Auditing u The School Board Audit Report can be run to validate the Change of Pay action to ensure all information was completed for the action. u It is also recommended that Payroll Simulation be run. u The reports and/or processes are described in more detail later in this course.

© 2005 Nova Scotia Government All rights reserved.  Exercises: 1. Process an Increment 2. Process an ERIP rate change to the low sub rate 3. Process a Long Term Sub rate change to the license level and yrs. of service 4. Process a Confidential Rate Top Up  Exercises: 1. Process an Increment 2. Process an ERIP rate change to the low sub rate 3. Process a Long Term Sub rate change to the license level and yrs. of service 4. Process a Confidential Rate Top Up Demonstration and Practice

© 2005 Nova Scotia Government All rights reserved. Module Review (User Guide Page 2-6) 1. What are three reasons to process a change of pay? 2.What is the pre-requisite to performing an ERIP rate change? 3.What wage type is used on the basic pay infotype to pay contract allowance to an employee? 4. What two reports/processes are used to validate change of pay actions?

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 1.What are three reasons to process a change of pay? IncrementSalary Revision General AdjustmentERIP Rate Change ReclassificationCertification Change Lead Hand Pay Top-upConfidential Rate Top-up Non Pensionable Top-upAdministrative Allowance Contract AllowanceRelief Pay > 5 days 2.What is the pre-requisite to performing an ERIP rate change? The pre-requisite to performing an ERIP rate change is the ERIP ON action.

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 3.What wage type is used on the basic pay infotype to pay a contract allowance to an employee? Wage type 8104 is used on the basic pay infotype to pay a contract allowance to an employee. 4.What two reports/processes are used to validate change of pay actions? School Board Audit Report and Payroll Simulation are used to validate change of pay actions.

© 2005 Nova Scotia Government All rights reserved. Change of Pay Temporary Assignment Secondment/Loan of Service Overview Reports & Auditing

© 2005 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Explain a Temporary Assignment for Teacher in Charge and Temporary/Term Assignment u Understand impacts of Temporary Assignment such as quotas u Explain and understand key infotypes; External Organizational Assignment u Describe Integration points with other SAP functional areas Temporary Assignment

© 2005 Nova Scotia Government All rights reserved. Temporary Assignment u Temporary Assignment action is used to temporarily assign an employee to a new position. u The appropriate reason codes help determine the type of temporary assignment. u It is important to verify Membership Fees (IT0057) after a Temporary Assignment action is processed.

© 2005 Nova Scotia Government All rights reserved. Temporary Assignment Action Reasons when to process a Temporary Assignment: –Teacher in Charge –Teacher Exchange –Internal Secondment –Temporary/Term Assignment

© 2005 Nova Scotia Government All rights reserved. Temporary Assignment – Important Fields u Important fields to verify when processing a Temporary Assignment: –Position –Personnel Area –Personnel Subarea –Employee Group –Employee Subgroup

© 2005 Nova Scotia Government All rights reserved. Temporary Assignment – Important Fields Position Number populates default values for Personnel Area, Employee Group & Employee Subgroup

© 2005 Nova Scotia Government All rights reserved. Temporary Assignment - Teacher Exchange u The position number is not changed on the Copy Actions Infotype u If the Temporary Assignment is for a Teacher Exchange, the only infotypes that will appear are: IT0006 – Addresses (Temporary address) IT0027 – Cost Distribution IT0395 – External Organization Assignment

© 2005 Nova Scotia Government All rights reserved. External Organizational Assignment Ms. Molly MacLeod

© 2005 Nova Scotia Government All rights reserved. Temporary Assignment - Teacher in Charge u A Temporary Assignment Action is required to record an administrative allowance for a Teacher in Charge. u Wage type 8103 would be used and a bi-weekly amount entered to record this allowance.

© 2005 Nova Scotia Government All rights reserved. Temporary Assignment - Temporary/Term Assignment u Temporary/Term Assignment is used for any reason other than: –Teacher Exchange –Teacher in Charge –Internal Secondment

© 2005 Nova Scotia Government All rights reserved.  Exercises: 1. Temporary Assignment On – Teacher in Charge 2. Temporary Assignment On – Temp/Term Assignment  Exercises: 1. Temporary Assignment On – Teacher in Charge 2. Temporary Assignment On – Temp/Term Assignment Demonstration and Practice

© 2005 Nova Scotia Government All rights reserved. Module Review (User Guide Page 3-9) 1.Name two reasons why a temporary assignment action is executed. 2.What temporary assignment action reason uses the External Organization Assignment infotype? 3.When are quotas affected by a temporary assignment action? 4.Once a Temporary Assignment On Action is performed, why is it important to ensure infotype 0057 (Membership Fee) is created if applicable?

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 1.Name two reasons why a temporary assignment action is executed. Teacher in Charge Teacher Exchange Internal Secondment Temporary/Term Assignment 2.What temporary assignment action reason uses the External Organization Assignment infotype? The Temporary assignment Action reason that uses the External Organization Assignment infoype is Teacher Exchange.

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 3.When are quotas affected by a temporary assignment action? Quotas are affected by a temporary assignment action when the quota entitlements and/or quota generation date of the two positions involved are different. 4.Once a Temporary Assignment On Action is performed, why is it important to ensure infotype 0057 (Membership Fee) is created if applicable? It is important to ensure infotype 0057 is created so that union dues will be deducted from the employee if applicable.

© 2005 Nova Scotia Government All rights reserved. Change of Pay Temporary Assignment Secondment/Loan of Service Overview Reports & Auditing

© 2005 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Explain a Secondment/Loan of Service Action Secondment/Loan of Service

© 2005 Nova Scotia Government All rights reserved. Secondment/Loan of Service u Reasons when to process a Secondment/Loan of Service Action: –Secondment Paid (Internal to the School Board) –Loan of Service Paid (External Outside Organization)

© 2005 Nova Scotia Government All rights reserved. Secondment/Loan of Service – Important Fields u Important fields to verify when processing a Secondment/Loan of Service. –Position –Personnel Area –Personnel Subarea –Employee Group –Employee Subgroup

© 2005 Nova Scotia Government All rights reserved. Secondment/Loan of Service – Important Fields Position Number populates default values for Personnel Area, Employee Group & Employee Subgroup Position Number remains unchanged for Reason: Loan of Service

© 2005 Nova Scotia Government All rights reserved. External Organizational Assignment Ms. Molly MacLeod

© 2005 Nova Scotia Government All rights reserved.  Exercise: 1. Process a Secondment/Loan of Service action with reason Loan of Service Paid  Exercise: 1. Process a Secondment/Loan of Service action with reason Loan of Service Paid Demonstration and Practice

© 2005 Nova Scotia Government All rights reserved. Module Review (User Guide Page 4-5) 1.What is the transaction code used to access the Secondment/Loan of Service action? 2.When is the position number not changed on the Copy Actions screen? 3.When a position number is entered on the Copy Actions screen, name one field that defaults.

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 1.What transaction code is used to access the Secondment/Loan of Service action? Transaction code PA40 is used to access the Secondment/Loan of Service action. 2.When is the position number not changed on the Copy Actions screen? The position number is not changed on the Copy Actions screen when the reason Loan of Service is used.

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 3.When a position number is entered on the Copy Actions screen, name one field that defaults. Position Personnel Area Employee Group Employee Subgroup

© 2005 Nova Scotia Government All rights reserved. Change of Pay Temporary Assignment Secondment/Loan of Service Overview Reports & Auditing

© 2005 Nova Scotia Government All rights reserved. During this module, you will be introduced to: u PC_M07_CALC_SIM – Payroll Simulation u S_PH0_ – Monitoring of Tasks u ZRHRPA003 – School Board Audit Report u ZRHRPA011 – Administrative Allowance Report u ZRHRPA002 – Administrative Allowance and Teacher Count Report Reports & Auditing

© 2005 Nova Scotia Government All rights reserved. Payroll Simulation u The Payroll Simulation tool is used to perform calculation of the remuneration, tax amounts, insurance amounts, as well as other payments and deductions of an employee, for a particular period and can be accessed with transaction code PC00_M07_CALC_SIMU. u Although the employee’s payroll details are generated and displayed, no actual postings are made to the Payroll module.

© 2005 Nova Scotia Government All rights reserved. Payroll Simulation

© 2005 Nova Scotia Government All rights reserved. Monitoring of Tasks Report u The Monitoring of Tasks Report is used to identify tasks that need to be performed on your employee.

© 2005 Nova Scotia Government All rights reserved. Monitoring of Tasks Report

© 2005 Nova Scotia Government All rights reserved. School Board Audit Report u The purpose of the School Board Audit Report is to generate a list of personnel actions performed on employee master records. This list will be used to validate the completeness and correctness of the actions performed.

© 2005 Nova Scotia Government All rights reserved. School Board Audit Report

© 2005 Nova Scotia Government All rights reserved. Administrative Allowance Report/Action u When the Administrative Allowance is ready to be paid and all personnel and position changes made for the September 30 status date are finalized, enter the transaction code ZRHRPA011. u This transaction is executed to apply the Administrative Allowance calculation for the administrators holding positions of Principal, Vice-Principal and Department Head only. u The employees’ Basic Pay Infotype will be automatically updated once the “Update Basic Pay” check box has been selected.

© 2005 Nova Scotia Government All rights reserved. Administrative Allowance Report (ZRHRPA011) Select only when ready to update employee’s basic pay record

© 2005 Nova Scotia Government All rights reserved. Administrative Allowance and Teacher Count Report u This report will be run using transaction code ZRHRPA002. u It will produce a list of employee’s in the identified jobs (pre-determined) who have a contract or admin allowance on their basic pay infotype in the year entered on the report.

© 2005 Nova Scotia Government All rights reserved. Administrative Allowance and Teacher Count Report A predetermined list of jobs, defaults in the Object ID when the report is accessed Select the applicable year

© 2005 Nova Scotia Government All rights reserved. u Final Review u Review of Course Objectives u Course Evaluation Course Review and Evaluation

© 2005 Nova Scotia Government All rights reserved. Please complete the course evaluation sheets. u Your input will help to shape future enhancements in the SAP R/3 Training Program. Evaluation