Work Instruction
Functional Area: Personnel Administration / Maintain Employee Name or Social Security Number
Purpose
Use this procedure to change an Employee’s name and/or Social Security Number.
Trigger
Perform this procedure when a change to an employee’s name and/or social security number is necessary. This is usually initiated by the employee.
Prerequisites
An employee must exist in the system.
Menu Path
Use the following menu path to begin this transaction:
  • Select Human Resources Personnel Management Administration HR Master Data Maintain to go to the Maintain HR Master Data(UC Basic Personnel Data tab) screen.
Transaction Code
PA30
Business Process Information
This transaction is used when an employee has a name change or a correction to a name, or a social security number change or correction to the social security number. This information is usually initiated by the employee, or a department may submit this information on behalf of the employee.
Helpful Hints
  • The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).
  • On certain screens you may have to scroll to view some data entry fields.
  • There are various system warning messages that may appear depending on the employee being processed. Review the messages and click to acknowledge and bypass the messages.

Work Instruction
Functional Area: Personnel Administration / Maintain Employee Name or Social Security Number
Procedure
1. / Start the transaction using the menu path or transaction code.
Maintain HR Master Data (UC Basic Personnel Data tab)

2. / As required, complete/review the following fields:
Field / R/O/C / Description
Person ID / Required / Unique Employee Identification number
Example:
10000311
3. / Click .
Maintain HR Master Data (UC Basic Personnel Data tab) (2)

4. / Perform one of the following:
If The / Then
Pers.Assgn field is white (open for input) / 1. Click the drop-down icon to view the employee’s personnel assignments.
2. Select the personnel assignment to be processed.
Pers.Assgn field is grayed out (display only) / --
/ The employee’s information is now displayed on the screen. Infotypes created for the employee have a displayed to the right of the Infotype text field.
/ You can click the Personnel Assignment Overviewicon to display all of the personnel assignments associated with this employee.
5. / Perform one of the following:
If You / Go To
Know the infotype number or name / Step 6
Do not know the infortype number or name / Step 8
6. / As required, complete/review the following fields:
Field / R/O/C / Description
Infotype / Required / Screen(s) in SAP HR that store HR data; Identified by a name and four-digit number
Example:
0002
You can also enter the name of the infotype (Personal Data).
7. / Go to Step 9.
8. / Click to the left of Personal Data.
9. / Perform one of the following:
If You Need To / Then / Go To
Update an Employee’s name and/or Social Security Number / Click . / Step 10
Correct an Employee’s name and/or Social Security Number that was entered incorrectly / Click . / Step 14
Copy Personal Data (0002)

10. / As required, complete/review the following fields:
Field / R/O/C / Description
Start / Required / Date and/or time when operation commences
Example:
01/12/2006
Last name / Optional / Last name
Example:
Spears
Birth name / Optional / Description of the Birth name.
Example:
Sue
First name / Optional / First name of the person
Example:
Cindy
Middle name / Optional / Middle name used by the employee
Example:
Ann
Suffix / Optional / Title following an employee's last name, such as Jr., Sr.
Example:
Use the drop-down menu to select the appropriate suffix.
SSN / Optional / A number given to an individual by the U.S. government program financed by employer and employee payments that provides retirement insurance, disability benefits, and unemployment compensation
Example:
333-29-1829
If the employee had a temporary Social Security Number, for example, 999-99-9999, and receives a permanent Social Security Number, change the SSN field to show the permanent number.
Enter the permanent Social Security Number in the SSN field.
UniverSIS ID / Conditional / ID used in UniverSIS (Computerized system that consolidates all UC student databases and streamlines record-keeping and student support operations)
Example:
111222
When an employee has a temporary Social Security Number, enter the temporary number in the Universys ID field. In the SSN field change the temporary number (000-xx-xxxx) to a number beginning with (999-xx-xxxx).
Delete the number that defaults in the Universys ID field once you enter the permanent Social Security Number.
11. / Click .
Copy Personal Data (0002) (2)

12. / Click .
/ The system displays the message, “Save your entries.”
Maintain HR Master Data (UC Basic Personnel Data tab) (3)

13. / Go to Step 17.
/ The system displays the message, “Record created”.
Change Personal Data (0002)

14. / As required, complete/review the following fields:
Field / R/O/C / Description
Start / Required / Date and/or time when operation commences
Example:
01/12/2006
Last name / Optional / Last name
Example:
Johnson
The name is updated due to a typing error.
Birth name / Optional / Description of the Birth name.
Example:
Sue
First name / Optional / First name of the person
Example:
Cindy
Middle name / Optional / Middle name used by the employee
Example:
Ann
Suffix / Optional / Title following an employee's last name, such as Jr., Sr.
Example:
Use the drop-down menu to select the appropriate suffix.
SSN / Optional / A number given to an individual by the U.S. government program financed by employer and employee payments that provides retirement insurance, disability benefits, and unemployment compensation
Example:
333-29-1829
Do not make any updates to the SSN field using the change icon.
UniverSIS ID / Conditional / ID used in UniverSIS (Computerized system that consolidates all UC student databases and streamlines record-keeping and student support operations)
Example:
111222
Do not make any updates to the Universys ID field using the change icon.
15. / Click .
Change Personal Data (0002) (2)

16. / Click .
/ The system displays the message, “Save your entries.”
Maintain HR Master Data (UC Basic Personnel Data tab) (4)

17. / Click until you return to the SAP Easy Access screen.
/ The system displays the message, “Record changed.”
18. / You have completed this transaction.
8/28/2017
Ver: / 16_PA_PA30_Maint Empl Name SSN_PA2_0.udc
© University of Cincinnati / 1/13
Work Instruction
Functional Area: Personnel Administration / Maintain Employee Name or Social Security Number
Result
You have updated an employee’s name or social security number.
Comments
None
8/28/2017
Ver: / 16_PA_PA30_Maint Empl Name SSN_PA2_0.udc
© University of Cincinnati / 1/13