Leaving (SAP Library - Personnel Administration (PA-PA))

Leaving

Purpose

A large amount of employee data is stored in the system during the period of employment at your company. This data is stored in individual Infotypes.

If the employee leaves your company, certain infotypes must not be changed as they contain data that is used to create histories. Other infotype records must be delimited in the system. Furthermore, you must ensure that the final payroll has run successfully, and that retroactive accounting runs have also been performed, if necessary.

When an employee leaves your company, you administer it using a Personnel Action. The personnel action type Leaving only offers you data records for maintenance if they must be edited when an employee leaves the company.

Note, an employee’s personnel number must never be deleted when they leave your company.

A distinction must be made between employees who have left the enterprise, and:

Employees who have retired

Employees who are absent for a long period of time, for example, for maternity protection or military or non-military service

You enter these types of absence using the Absences (2001) infotype . For more information, see the Inactive Work Relationship section.

Prerequisites

The Leaving personnel action type groups various logically related infotypes together to form an Infotype Group. You can use the customizing tool in Personnel Administration to adjust the infotype group to the individual requirements of your company.

Process Flow

When you run the Leaving personnel action, note the following:

Recording Leaving

If an employee leaves the company, a data record is created in the Actions infotype (0000) during the course of the Leaving personnel action type. The leaving date and reason for leaving are stored in this infotype record (for example, employee hands in notice, employer terminates working relationship). The reason for leaving is used for statistics and reporting.

Changing Employment Status

The employee’s employment status is automatically changed when the Leaving personnel action type is performed. After the employee has left the enterprise, he or she has employment status 0 (left). Payroll recognizes this status and as a result, the employee is not included in the next payroll run. If an employee has employment status 0, he or she is also ignored by a large number of evaluations.

Integration with Organizational Management

If the Personnel Administration component is integrated with the Organizational Management component, the employee has have been assigned to a position. If the employee leaves the company, he/she will no longer occupy this position. The employee is automatically assigned a default position when they leave the company.

If the employee’s employment status changes to 1 (inactive), they retain the old position assignment.

Integration with Training and Event Management

If you use Personnel Administration together with Training and Event Management, note the following special features:

If an employee leaves, the relationships that start after the leaving date are deleted. Relationships that are valid on the leaving date are either delimited (for flags) or remain. The system checks whether billing or allocation documents have already been created for attendances and reservations for the employee. If this is the case, you must decide how to process these relationships. The relationships then remain and are printed in the log with indentifiers. No cancelation record is created for deleted attendances, however, the move-up procedure for participants on the corresponding waiting lists is performed according to Customizing for Training and Event Management. For deleted resource reservations, the corresponding resource type for the business event type in question is flagged as open (in other words, not reserved).

If you want to carry out additional processing when the employee leaves, you can use a Business Add-In (BAdl) as a customer enhancement. You can create this customer enhancement in Customizing for Personnel Management under Global Settings in Personnel Management ® Special Personnel Actions ® BADI: Personnel Actions for Country Reassignments and Leavings.

From Release 4.6B, SAP only supports the BADI. If you have already implemented the user exit for Release 4.6A in Customizing for Personnel Management under Global Settings in Personnel Management ® Special Personnel Actions ® User Exit for Special Personnel Actions, you must transfer this implementation to the BADI in all subsequent releases.

If an error occurs during this data transfer, the transfer can carried out by running the report Processing Errors According to Country Reassignment (RHHANDLERELATIONS). To do this, set the Person-related action indicator in the Leaving date group.

Integration with Personnel Development

If you use Personnel Administration together with the Personnel Development component, the employee data (qualifications, profile, and so on) for Personnel Development remains unchanged when the employee leaves.

Delimiting Data Records

Some infotype data records are not delimited automatically by the system. When you perform the Leaving personnel action type, the infotypes that must be delimited, such as Recurring Payments and Deductions (0014), Additional Payments (0015), and Time Recording Info (0050), are displayed automatically on a list screen. The list screen enables you to delimit the infotypes.

All other data, such as organizational data, personal data, addresses, and basic payroll data in particular, must remain in the system. The corresponding data records must not be delimited. This data is required if the employee receives a back payment (overtime, leave compensation, and so on) after his or her last payroll run, or if you need to write to the employee. In addition to this, this data is also required for evaluation purposes.

The Basic Pay infotype (0008) must not be delimited. Basic payroll data must remain in the system. This is the only way of ensuring the accuracy of any retroactive accounting runs that need to be performed.

Paying Employees Who Have Left Your Company

Payroll recognizes that an employee has left from the employment status 0. Employees with employment status 0 are not selected in the payroll status. If you want to remunerate the employee once he or she has left the company, you can do this using the infotypes Recurring Payments and Deductions (infotype 0014) or Additional Payments (infotype 0015). Note, in this case you have to store the date in the Run payroll up to field in the Payroll Status infotype; the employee who left the company will then be paid up until this date.

See also:

Changing the Payroll Status

Notifying the Relevant Administrator About an Employee Leaving the Company

An employee often has objects on loan, a company ID, or a system user that must be returned after they leave. In such instances, it is a good idea to inform the appropriate administrator that the employee is leaving the company. In Personnel Adminstration customizing you set up an automatic e-mail connection using a Dynamic Action so that an e-mail is sent using SAP Office to the relevant administrator as soon as a corresponding infotype is processed.

Result

You have changed or delimited all of the necessary data in the system for all the employees leaving your company using the personnel action type Leaving.