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Leaving
Purpose
A large amount of employee data is stored in the system during the period of employment at your company. This data is stored in individual Infotypes. If the employee leaves your company, certain infotypes must not be changed as they contain data that is used to create histories. Other infotype records must be delimited in the system. Furthermore, you must ensure that the final payroll has run successfully, and that retroactive accounting runs have also been performed, if necessary. When an employee leaves your company, you administer it using a Personnel Action. The personnel action type Leaving only offers you data records for maintenance if they must be edited when an employee leaves the company. Note, an employees personnel number must never be deleted when they leave your company. A distinction must be made between employees who have left the enterprise, and: Employees who have retired Employees who are absent for a long period of time, for example, for maternity protection or military or non-military service
You enter these types of absence using the Inactive Work Relationship section.
Prerequisites
The Leaving personnel action type groups various logically related infotypes together to form an Infotype Group. You can use the customizing tool in Personnel Administration to adjust the infotype group to the individual requirements of your company.
Process Flow
When you run the Leaving personnel action, note the following:
Recording Leaving
If an employee leaves the company, a data record is created in the Actions infotype (0000) during the course of the Leaving personnel action type. The leaving date and reason for leaving are stored in this infotype record (for example, employee hands in notice, employer terminates working relationship). The reason for leaving is used for statistics and reporting.
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If the Personnel Administration component is integrated with the Organizational Management component, the employee has have been assigned to a position. If the employee leaves the company, he/she will no longer occupy this position. The employee is automatically assigned a default position when they leave the company.
If the employees employment status changes to 1 (inactive), they retain the old position assignment.
From Release 4.6B, SAP only supports the BADI. If you have already implemented the user exit for Release 4.6A in Customizing for Personnel Management under Global Settings in Personnel Management Special Personnel Actions User Exit for Special Personnel Actions, you must transfer this implementation to the BADI in all subsequent releases. If an error occurs during this data transfer, the transfer can carried out by running the report Processing Errors According to Country Reassignment (RHHANDLERELATIONS). To do this, set the Person-related action indicator in the Leaving date group.
The Basic Pay infotype (0008) must not be delimited. Basic payroll data must remain in the system. This is the only way of ensuring the accuracy of any retroactive accounting runs that need to be performed.
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Result
You have changed or delimited all of the necessary data in the system for all the employees leaving your company using the personnel action type Leaving.
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