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Frequently Asked Questions

Why am I not receiving email notification that my pay has been direct deposited?

After a payroll run, Central Payroll receives an error listing of employees for whom SAP experienced a file maintenance issue with the deposit notification.

I accidentally separated an employee, and now I’ve learned that they are still working. What should I do now?

Access PA20 in SAP for the employee’s record. Determine if the employee is in a monthly or biweekly pay area.  Check the personnel assignment details and the “accounted to” date under payroll.

If payroll has already been run on that period of time, then the effective date on the PA will be the day following the separation date.
If this is a biweekly employee and the person actually worked on the separation date, then the payroll clerk will need to enter time on another day after the rehire and make note of this issue on the timecard.

If this is a monthly employee, SSC will inform Central Payroll that the employee needs to be paid for the separation date and Payroll will enter that days wages in IT2010.

If payroll has not been run on that period of time, contact SSC and we will remove the separation.

How can I view an employee’s salary history?

Bring up the employee in PA20 in SAP.  Under the “Basic Personal Data” tab, highlight “Basic Pay”. Click on the “overview (sun over the mountain)” icon.  The most recent salary information is the top line followed by the history below.

Why is my employee getting paid monthly when he/she is biweekly (or vice versa)?

Pay areas (AY, FY, BW) are a driver of payroll in SAP and cannot be flipped repeatedly.  AY trumps FY and BW, and FY trumps BW.   All appointments (active or withdrawn) for a given employee must have all pay areas (and pay admin codes) in sync.

If an employee holds a monthly appointment (AY or FY) and adds a BW or transfers to a BW, the appointment(s) will remain in a monthly pay area.

If an employee has a biweekly appointment and changes to or adds a monthly appointment, the appointment(s) will be flipped to a monthly pay area at the beginning of the next available first day of the month.  Pay will continue to be paid BW until the pay area is allowed to be changed.   An example of how this pays out   
Example of flipping from BW to FY pay area:

Marilyn was an OP/TECH paid BW.  Her position was reclassified to a higher level effective 3/1/09 . 
This will be an A/P  position paid in the FY pay area.     
The PA was received after BW payroll had run and the "accounted to" date for payroll was 3/1/09.   
So Marilyn's appointment will stay on the BW pay area until 4/1 --the next available first day of the month. 
She will receive her pay on 3/11 for the period  2/16-3/1. 
She will receive her pay on 3/25 for the period 3/2-3/15. 
She will receive her pay on 4/8 for the period  3/16-3/29. 
She will receive her pay on 4/22 for the period 3/30-3/31. 
On April 1 her pay area will change to FY and she will receive pay on 4/30 for the period 4/1-4/30.

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My employee has been separated. How can he view his last pay stub?

If a person is separated but still needs a printed copy of his/her direct deposit notice, Central Payroll will need to print the notice and mail it to the person’s home address.  Contact Central Payroll.

I’m not sure of what Action to choose, can you help me decide?

NEW HIRE:  New to SAP, even if they had been employee previously to SAP
REHIRE: SAP shows the person with a withdrawn PERNR.  This can also be used if adding an additional appointment when there is a withdrawn position in SAP.  Rehire does not apply to someone employed at Purdue prior to SAP
TRANSFER:  an employee changing POSITION NUMBERS.
CHANGE IN PAY: Change in their BASE PAY
SEPARATION: Employee has left the University with no other appointments active.
ADD ADDITIONAL: Employee holds another current appointment. Remember to check PA20 because if there is a withdrawn position, this will actually be a REHIRE.  Unless Payroll determines that rehire can be used only to rehire the same position.
END ADDITIONAL: Employee is ending one appointment, but will still have an active PERNR in another position.
POSITION RECLASS: Some changes occur within a position but not a change in position number.  Examples: Title change, Employee subgroup (9 mo, 12 mo) Employee Group (Clerical/Service, Operation Tech, and A/P or any other one-to one type of position).  Comp and Class will be involved with this kind of action.
Position reclassification should not be used for grouped positions.

How can we see Recurring Payments & Additional Payments from PA20 on a person?

In PA20, in the lower left hand corner of the screen is a “direct selection” area. I

In the white box immediately right of the word “infotype” enter 14 for “recurring payments/deduction” or 15 for “additional payments” and hit enter.

Make certain that the “all” button is selected in the “Period section” on the right hand side of the screen.

Narrow your search quickly by entering the wage code in the box labeled “STy” to the far right of the infotype.

In infotype14 “recurring payments/deduction” you can see:1302-Distinguished FacultyIn infotype15 “additional payments” you can see:1196-Extra Duty Pay 1300-Overloads 1315-Summer pay 1410-Awards,

Click on the overview button (sun over the mountains).