Hiring a New Employee 

Use

When you enter a work relationship for an employee, you enter a large amount of data on this employee for the first time. In doing so, you hire the employee by performing a personnel action. When you perform the action, the system displays all of the infotypes that you need to create for a new employee one after the other.

Features

Scope of Data to be Entered

When you are processing a Hiring, you enter different types of data in the various infotypes:

·        Personnel Action Data

When an employee enters your company, you store a data record in the Actions infotype (0000) when you perform the Hiring personnel action. The date and the reason for hiring somebody is stored in this infotype record (e.g. expansion, special projects).

·        Organizational Data

The employee to be hired is assigned to the Enterprise Structure and Personnel Structure. The employee’s organizational assignment influences the following factors:

¡        It determines which data you can enter in the various infotypes and which default value are set in specific fields.

The system uses the employee’s organizational assignment to determine which wage types you can enter in the Basic Pay (0008) infotype.

¡        If the Personnel Administration component is integrated with the Organizational Management component, you can link the data on the employee’s organizational assignment to the data from the organizational plan, in othe words to your enterprise’s task-related, functional structure.

For more information, see The Personnel Structure from the Organizational Perspective and Organizational Assignment if Organizational Management is Integrated.

¡        The organizational assignment controls who is authorized to display and change the employee’s data.

¡        The organizational assignment controls the further HR processes such as Time Management and Payroll.

·        Personal Data

When you hire a new employee, you enter personal data such as name, date of birth, marital status, address(es), and bank details in the system.

·        Payroll-Relevant Data

When you perform the Hiring personnel action, you also enter data that is relevant for payroll such as the employee’s basic pay, savings plans, and insurance and tax data.

·        Contractual and Corporate Agreements

When you hire an employee, you also enter data pertaining to the employee’s legal contractual rights and company-internal agreements, such as periods of continued pay, power of attorney and objects on loan from the company.

·        Time Data

When you hire an employee, you determine on which days of the week and at what times they are to work. You also define their leave entitlement.

Personnel Number Assignment

·        When an employee is hired, he or she is assigned one personnel number. You can either assign this personnel number (external number assignment) yourself, or it can be assigned automatically by the system (internal number assignment).

·        If you enter a personnel number incorrectly, you should only delete it if you are working in a test system. For more information, see Deleting a Personnel Number.

·        When you hire an employee who has a different work relationships in your company, you can create a reference to an existing work relationship. For more information, see Reference Personnel Number (Infotype 0031).

Record Entry Date

An employee’s entry date is relevant for many HR processes. For example, it is used to determine seniority and for the first payroll run. This is the start date for the validity period in the Actions infotype (0000) and in many other infotypes too.

In the standard system, December 31 9999 is the default end date for the validity period. This means that the employee’s validity period is unlimited. Do not change this date for employees who have a permanent work relationship.

If, due to an error, the entry date you entered for an employee in the system does not correspond to the actual date on which the employee entered the company, you can change the employee’s entry date once the hiring action has been completed. For more information, see Changing the Entry Date for an Employee.

Transfer an Applicant

You can transfer the data about an applicant from Recuitment to Personnel Administration in the following ways:

·        Directly from Recruitment

·        Or you can use the personnel actions types Transfer applicant data and Transfer other applicant data whilst in Personnel Administration to retrieve the applicant data from Recruitment.

For more information, see Transferring Applicant Data to Personnel Administration.