HR190 / HR INFORMATION REQUEST /

NOTES

  • Forms must be downloaded from the UCT website:
  • This form is used to request data from SAP HR for the creation of reports (please allow 2 to 5 working days for report delivery).
  • If you have any queries about this form, please contact your HR Practitioner.
  • All reports will be provided in electronic Microsoft Excel format.

TERMS OF USE

  • HR and/or Payroll data distribution and report requests will be approved for reasons that strictly support official business and administrative needs of UCT.
  • The information requested in this form consists of confidential HR/Payroll data. It is the responsibility of the recipient of this information to ensure that the data be used for the purpose approved, that it be stored securely and that unauthorised access to the data be prevented.
  • The requestor is prohibited from distributing the data received without approval.
  • The data reflects HR and/or Payroll data at a point in time and can only be considered accurate at that point in time.
  • Violations of the above terms will constitute misuse of confidential personnel information and applicable UCT policies will be followed.

REQUESTOR DETAILS

Name / Department
Contact number / E-mail address

DETAILS OF REQUEST

Please include full details of the request and state the purpose for which you intend to use this data.
Date data required / Note: Unless otherwise requested, reports will be provided in electronic Microsoft Excel format
Report frequency / Once – off / Weekly / Monthly / Annually

REPORT DATA SELECTION SPECIFICATIONS

Reporting period / Today / Current month / Current year
Specify your own date range / From: / To:

FACULTY OR DEPARTMENT REQUIRED(Personnel area)

Faculty / departments with academic and PASS staff categories
Centre of Higher Education Dev / Faculty of Commerce / Faculty of Eng & Built Env / Faculty of Health Sciences
Faculty of Humanities / Faculty of Law / Faculty of Science / GraduateSchool of Business
Office of the Vice Chancellor / University Libraries / All
Departments with PASS staff categories only
Baxter Theatre / Communication & Marketing / Development & Alumni / Finance
Human Resources / IAPO / ICTS / Institutional Planning
Office of the Registrar / Postgraduate Funding Office / Properties and Services / Research Office
Student Affairs / Student Housing & Residence Life / UCT Innovation / All
Other departments, areas and external organisations
Staff Bodies (Union) / Retirees / CHEC / SHAWCO
External Examiners / NHLS
(National Health Lab Services) / WCG
(Western Cape Government) / Honorary

STAFF CATEGORY REQUIRED(Personnel subarea)

Academic / Academic Clinical / Academic Pre-Clinical / Senior Academic
PASS 1 – 3 / PASS 4 / PASS 5 – 12 / PASS Tech/Sci / SeniorPASS ≥ 13
Independent Contractor / Learnerships / Students

EMPLOYMENT CONTRACT TYPE REQUIRED(Employee subgroup)

Permanent / T3 Open end contract / T2 Temporary > 2 – 5 years
T1 Temporary ≤ 2 years / TP Post Retirement Contracts / Ad hoc

OUTPUT FIELDS REQUIRED ON REPORT
(Note: The list below does not represent all fields available.The additional information in brackets below is for office use.)

Organisational assignment(Infotype 0001 or infotype 9700 for external)
Faculty / PASS department (PA) / Staff category (PSA) / Organisational unit / Employment type (EESG)
Position / Job (rank) / Cost center / Fund
Personal data(Infotype 0002 or as specified)
Title / Initials / First name/s / Last Name
Gender / Date of birth / Country of birth / Nationality
Age of employee / Ethnic origin (IT0077) / Disability indicator (IT0077, see help) / Qualification (IT9025)
Other data
Payscale/payclass/level (IT0008) / Part time indicator (IT0007) / Employment percent (IT0007) / Weekly working hours (IT0007)
Permanent address (IT0006) / Mailing address (IT0006) / Monthly working hours (IT0007)
Memberships and unions (Infotype 0057)
Academics’ Union / Employees’ Union / NEHAWU / Tea club

AUTHORITY

PRINT NAME / SIGNATURE / CONTACT NO. / DATE
Applicant
HR Practitioner
Head of Department
HR Systems Support Office

FOR OFFICE USE

Is standard report available?
Compiled by
Date report sent

COMPLETING AN HR INFORMATION REQUEST FORM

HR190

How to completethisform?

This form should be completed together with your HR Practitioner. The form must be signed by you, your HR Practitioner and authorised by your HOD.

Your HR Practitioner should provide you with the requested information within the time frame discussed and agreed with you and your HOD.

When do I send this form?

If your HR Practitioner is unable to provide you with the required information, this form must be signed by you and your HR Practitioner, authorized by your HOD and sent to the HR Systems Support Office (e-mail ).

  • You will receive a response from the HR Systems Support Office within 2 to 5 working days.
  • Requests will be given an estimated time for completion once the report requirements have been reviewed. Some requirements may require special programming that will need to be prioritised.

Disability information

Detailed disability information will not be provided, only an indication of declared disability will be shown. If you require detailed disability information, please attach a motivation.

Email address information

Human Resources is unable to supply staff email addresses, this information is held by ICTS.

06 September 2013 Page 1 of 3 HR190