Performing a hire an applicant personnel action

Define the actions you want to perform when you employ an applicant. Select whether the action is immediate or pending. An immediate action updates Employee (HR11.1) as soon as the action is saved. A pending action updates Employee (HR11.1) when you run Action Update (PA100).

Hiring an applicant through personnel actions offers major time-saving advantages. When an action updates Employee (HR11.1), the application creates employee records using the information in the corresponding applicant records so you do not need to re-enter this information. The corresponding records include competencies, medical, relocation, military service, education and certifications. Hire actions also update benefit deductions, and employee group updates.

If you use multiple pending actions when hiring an applicant, the process level and status must be part of the first action. For subsequent actions, the program will check the process level first to determine the work country for the applicant.

If you use position codes, the position and all of its defaulted fields should be part of the same action.

Special processing functionality lets you change the effective date of a pending action. Changing effective sates on pending personnel actions

To hire an applicant through a personnel action

Access Hire an Applicant (PA52.4).
In the Applicant field, select the applicant.
In the Action, Nbr field, select the action to employ this applicant.
Specify the Requisition and Effective fields.
Select the Inquire form function. This will populate the Selected Items 1-3 tabs with the defined data items for this action code.
Select the Fill Defaults form action. The application defaults information from the requisition as well as from the position code (if included on the action).
In the Parameters tab, specify this information:

Immediate

Select whether you want to update Employee (HR11.1) immediately. If you leave this field blank, No defaults and the action is pending. Updating pending actions If you select Yes, the action to hire the applicant updates Employee (HR11.1) immediately.

Note: If multiple personnel actions are used to hire an applicant, then they must be specified as pending.

Tax Form Year

Select the Form Year of the New Hire's submitted W-4. The default year is the Effective Date of the action. If required, you can specify a different value.

Anticipated End

If the action is temporary, specify the action's ending date. This date is for reference purposes only.

Update Benefits

Select whether to update benefits when you employ the applicant. If you do not make a selection, the value selected on the action code defaults. If a value is not defined on the action and the Benefits Administration application is implemented, Yes defaults. If you select Yes, the application creates a benefit change record for the new employee that is used by Employee Change Benefit Update (BN100) to update benefit plan enrollments.

Update Required Deductions

Select whether to automatically update required deductions. If you select Yes, the Personnel Administration application uses the date in the New Deduction Begin Date to start required deductions. You define which employees are eligible for a required deduction on Deduction Required Code (PR03.1). If you select No, the application does not automatically start required deductions. Assign specific required deductions to an employee on Employee Deduction (PR14.1). If you do not make a selection, the value selected on the action code defaults.

Pre-Assign Employee Nbr

If this action is a pending action and the company automatically assigns employee numbers, use this field to select whether you want to assign an employee number to the applicant while still in the pending stage. If you do not make a selection in this field, No defaults.

Employee

If the company does not automatically assign employee numbers, then type the employee number you want to assign to the applicant.
Use the Selected Items tabs to specify new values in the defined data items for this action code. Leave the New Value field blank to bring in a current applicant value.
Select the Add form function.