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Tips on Position Numbers for the New SAP R/3 HR-Payroll Forms

DATE: July 22, 2002
TO: Hiring Managers, Human Resources Representatives, Payroll Representatives, AS 400 Users, and Business Managers
FROM: Nancy Sutter, Business Manager, Human Resources
SUBJECT: Tips on Position Numbers for the New SAP R/3 HR-Payroll Forms

In response to a series of recent questions, below are helpful tips on Position Numbers for the new SAP R/3 HR-Payroll forms:

• Do NOT use any SAP R/3 Position Numbers that you may have obtained from Position List reports that were distributed during our test phases. A new set of Position Numbers will be created in R/3 when the conversion of positions takes place this week. The new, correct position numbers will be available beginning on July 29. To eliminate confusion, please destroy any old Position List reports distributed during the parallel test phases.

• The deadlines for the submissions of forms to HRIC for the biweekly 08-2 and monthly 8-1 pay periods (July 24 and July 25, respectively) are prior to the availability of the new HR Web tools (July 29). The HR AS400 system will be available for hire and transfer actions until 5 PM today, July 22. After today, all transactions (Hire, Staff Change, etc.) processed between July 23 and the deadlines listed above will need to be submitted via paper forms for these two pay periods.

• Since the deadlines for submission are prior to the distribution of SAP Position Numbers (July 29), any forms submitted to HRIC for the July 24 (biweekly 08-2) or July 25 (monthly 8-1) deadline dates should have all zeros (00000000) in the Position Number field. Please include the BPA position number in the comments field. This will assist HRIC in placing the correct SAP Position Number on the form.

• Beginning July 29, all forms (whether entered via the HR Web tools or via paper) should include an SAP Position Number, if required on the form. Departments will receive Position List reports on July 29 via e-mail listing the new SAP Position Numbers. If you do not receive a Position List report, you can check the Employee Confirmation Sheet, if there is an existing employee in the Position, or you can call the HRIC Position Number help line at 684-5600.

• If you are preparing forms now for pay periods beyond the biweekly 08-2 and monthly 8-1 pay periods, please do not submit these forms until after you receive the SAP Position Numbers, so you can add the SAP Position Number to the forms.

Thank you for your efforts in helping us transition to the new HR-Payroll systems and business processes. If you have any questions regarding the information above regarding SAP Position Numbers, please call the HRIC at 684-5600. 

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