Last Updated 7/30/12
Reappointment Process Guidelines
The Reappointment System is used to create a mass change process to supplement the existing PA
form paper procedures with update and approval capabilities. The Web-based listing consists of
monthly paid Graduate Student Staff and Limited Term Lecturers. Graduate fellowships are excluded
from the reappointment process.

Graduate Student Staff - the reappointment system is used for fiscal year (12 mo FY) graduate
student staff pay actions effective 07/01/xxxx and academic year (9 mo AY) graduate student staff
pay actions effective 08/xx/xxxx.

Limited Term Lecturer - the reappointment system is used for academic year (9 mo AY) limited
term lecturer pay actions for each semester – effective 08/xx/xxxx for Fall semester and
01/01/xxxx for Spring semester.
o
For a listing of all current grads and limited term lecturers (both AY and FY) in active
status, use T-code ZHR_BASIC_EE_LIST. Select the variant “GRADS AND LTL.”
Enter your org unit(s). This variant will provide you with a listing of all grad staff (J) and
limited term lecturers (K) in “active” employment status as of the day you run the report
(i.e. concurrent employment).
o
For a listing of all current grads (FY only) in active status, use T-code
ZHR_BASIC_EE_LIST. Select the variant “GRADS FY.” Enter your org unit(s). This
variant will provide you with a listing of all grad staff (J) with and Employee Subgroup of
12 mo FY Exempt (Z4) in “active” employment status as of the day you run the report.
o
For a listing of current grads and limited term lecturers (AY only) in active status, use Tcode ZHR_BASIC_EE_LIST. Select the variant “GRADS LTL AY.” Enter your org
unit(s). This variant will provide you with a listing of all grad staff (J) and limited term
lecturers (K) with an Employee Subgroup of 9 mo AY Exempt (ZZ) and in “active”
employment status as of the day you run the report.
Reappointment Process Guidelines
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Last Updated 7/30/12

Resources
o
To request new user access to the reappointment system, ask your Business Manager to
send email to Heather Underwood, hunderwo@purdue.edu, AND Linda Tripp,
ltripp@purdue.edu, and include the following information: user name, alias, and
organizational unit number(s).
To remove access to the reappointment system and/or specific organizational unit(s) due
to staffing changes, send user name and list of organizational unit(s) to Heather and Linda.

o
Login into the application using your career account. The URL is
https://www2.itap.purdue.edu/onepurdue/reapp.
o
User Documentation Guide for complete instructions for using the reappointment tool at:
http://www.purdue.edu/business/payroll/doc/ReappointmentUserDocumentation.doc
Reminders
o
Graduate Students - The Proposed salary can be changed to represent the new salary or
can remain the same. Remember to check the minimum graduate student staff salary
scale published annually by the Graduate School.
http://www.gradschool.purdue.edu/downloads/Graduate_Student_Employment_Manual.pd
f Appendix C, page 33.
o
Limited Term Lecturers - The following information is important to review before
beginning data entry and approvals. Guidelines set by the Office of the Provost and
current payroll and compensation procedures are listed below. Deviations may require a
different approval process. http://www.purdue.edu/policies/human-resources/vif4.html




100% limited-term lecturer appointments are not allowable.
Full-time annual rate must be less than $50,000 AY
Length of service as a 50% or greater CUL limited-term lecturer cannot exceed
three (3) continuous years.
An offer letter is not required but if listed as an attachment, it must be attached. If
no offer letter, the course number must be listed on the contract.
o
o
The Proposed CUL can be changed to represent the new CUL or can remain the same.
The Contract Begin Date field will default to the effective begin date for the specific
semester based on the payroll calendar. DO NOT CHANGE!!
o The Anticipated Contract Expiry Date can be changed. This field will be used to monitor
the end of the contract period. DO NOT CHANGE!! This field does not stop pay. A PA
form is required to stop pay.
** Separation and End Additional Appointment Process **
As a result of adding graduate staff positions for summer employment, the grad reappointment
process to end those additional appointments will change. The PASC will process the No ActionEnd Additional and Separation actions from the spreadsheet submitted with appropriate
approvals. This will reduce the number of PA forms to be prepared by business office staff. The
download instructions are available on page 6 of the Reappointment User Documentation.
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As a refresher, the actions available in the Reappointment Application are shown below. You will
notice there are 2 scenarios that require the use of “No Action.” (There is only one “No
Action” indicator available in the application.)
o
If you are choosing No Action because the status of the grad staff or LTL appointment is
unknown, a PA Form will be necessary when that information becomes available. Note: the
base pay will be set to $0.00.
o
For grad staff or LTL’s with concurrent employment (i.e. not a “true” separation), select the “No
Action” status and $0.00 pay during the update process. After you have downloaded the
file, add the notation “End Additional” to the status indicator field. The PASC will
process the end additional appointment from the listing – a PA is not required. NOTE: A PA
form is required for future dated actions!
Indicator
(1) No Action
(status unknown)
*PA Form Required*
(1) No Action –
(end additional)
Add “End
Additional” to
spreadsheet in the
Status Indicator
Field next to No
Action
Result
The system will establish a reappt action (IT0000), set the base pay
record (IT0008) to 0.00 so no pay will be paid out on this
appointment. No monitor date is set (IT0019). Contract begin date is
used as effective date. The Action Required report will indicate action
needs to be taken on this appointment.
The system will establish a reappt action (IT0000), set the base pay
record (IT0008) to 0.00 so no pay will be paid out on this
appointment. No monitor date set (IT0019). Contract begin date is
used as effective date. The Action Required report will indicate action
needs to be taken on this appointment.
Payroll Appointment Service Center will process the End Additional
Action from the spreadsheet submitted with appropriate approvals. This
will reduce the number of PA forms to be prepared by business office
staff.
(2) Continue no
Change
The system will establish a reappt action (IT0000), and the base pay
record (IT0008) will update but remain with current values. The
contract expiry date will be on date monitoring (IT0019). Contract begin
date is used as effective date.
(3) Continue with
Change
The system will establish a reappt action (IT0000), set the base pay
record (IT0008) to the proposed values submitted. The contract
expiry date will be on date monitoring (IT0019). Contract begin date is
used as effective date.
(4) Transfer
The system will establish a reappt action (IT0000), set the base pay
record (IT0008) to 0.00 so no pay will be paid out on this
appointment. No monitor date will be set (IT0019). Contract begin date
is used as effective date. The appointment will not be transferred until
the paperwork is received. The Action Required report will indicate
action needs to be taken on this appointment.
*PA Form Required*
(5) Separation
*NO PA Form
Required – PASC
will enter from list*
The system will establish a reappt action (IT0000), set the base pay
record (IT0008) to 0.00 so no pay will be paid out on this
appointment. No monitor date will be set (IT0019). Separation date is
used as effective date. The PASC will enter separations from the
spreadsheet submitted.
NOTE: A PA Form is required for future dated actions.
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To facilitate efficient processing of the reappointment data by the PASC, please format/setup
the downloaded excel file using the following guidelines:
1. Home tab –
a. Highlight the whole document and size the columns by double clicking on one of
the column lines.
b. Change font size to 12
c. Hide or delete the following columns: PUID, Org Unit, Org Unit Name, Status,
PArea, EEGrp, ESGrp, PA and WageType – see example. Example can be found at:
http://www.purdue.edu/business/payroll/xls/SampleSpreadsheet.xls
2. Insert tab –
a. Add a header to the spreadsheet (ex. FY Grad Reappointment Listing for Dept of
XXXX, Org Unit #, AY Grad Reappointment Listing for Dept of XXXX, Org Unit # XXX
or AY Limited Term Lecturer Reappointment Listing for Dept of XXXX, Org # XXX)
3. Page layout tab –
a.
b.
c.
d.
Change left and right margins to 0.0
Change orientation from portrait to landscape
Change size to legal
If multiple pages, select print titles, then on the sheet tab, choose rows to repeat at
top
e. On the sheet tab, select print gridlines
4. For AY Reappointment Listings - sort the data by Employee Groups – submit one
spreadsheet for AY Grad Reappointment Listing and one spreadsheet for AY Limited
Term Lecturer Reappointment Listing.
5. For grad staff and/or limited term lecturers with concurrent employment – after you have
downloaded the file, add the notation “End Additional” to the status indicator field – see
attached example. The PASC will process the No Action - End Additional appointment from
the listing – a PA is not required.
6. Sort the data by the status indicator field with “No Action – End Additional” and
“Separations” so they appear at the bottom of the spreadsheet.
7. Print spreadsheet; gather approvals using the Reappointment Approval Document on the
PASC website– under the Reappointment Process; and deliver to the Payroll Appointment
Service Center/FREH.
8. For Limited Term Lecturer Reappointments - After the approved listing of Lecturer
Reappointments have been reviewed by the schools/campuses, the Lecturer contracts (Form
19L’s) which have been approved by the Vice Presidents, Deans and Directors/Chancellors
(or their Designees):
a. Attached the approved contracts to the spreadsheet and reappointment approval
document in the same order as listing and
b. Forward to Payroll Appointment Service Center/FREH.
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Reporting
During the upload of this data into SAP there are a series of edits to make sure the data is
clean enough for loading. A report will list the results of all processing activity. Users will be
able to utilize the report functionality to manipulate the report as needed (such as re-sorting,
viewing only successful transactions, viewing only errors, etc.).
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Excerpt from page 12 of the Reappointment User Documentation.
Retraction Error Messages/Warnings
During the update of the Reappointment file to SAP, some errors may occur if the
appointment has changed since the data was pulled for the reappointment process. If this
happens, an error list will be generated that will indicate an error has occurred. The possible
errors are:








WARNING: Input file Proposed CUL total > 50%.
o The message is a warning – the change will process in SAP. A discussion with the
other org unit(s) that employ this individual to determine where the CUL change needs
to occur. A PA Form – Change in Pay will need to be completed to adjust the CUL on
one or more of the appointments.
ERROR: Future dated Infotype 0008 record exists.
ERROR: Data mismatch on Position, Input file = 00003652, Match file = 00003678
ERROR: Data mismatch on Organizational Unit, Input file = 00000051, Match file = 00000155
ERROR: Data mismatch on Annual Salary, Input file = 29000.00, Match file = 30000.00
ERROR: Data mismatch on Employee Status, Input file = 3, Match file = 0
ERROR: At least one validation failed – SAP NOT updated
“Change Ind” field on the Reappointment-Update Report
o 1 = No Action
o 2 = Continue No Change
o 3 = Continue With Change
o 4 = Transfer
o 5 = Separation
Sample Processing Messages
Note: Most records will contain 3 lines of data.
1. Example of the messages for a successful update.
o OK: Infotype 0000 updated
o OK: Infotype 0008 updated
o OK: infotype 0019 updated
2. Example of the messages for an unsuccessful update.
o ERROR: Data mismatch on Position, Input file = 00004185, Match file = 99999999
o ERROR: Data mismatch on Employee Status, Input file = 3, Match file = 0
o ERROR: At least one validation failed – SAP NOT updated
3. Example of the messages for a successful update with a warning.
o WARNING: Input file Proposed CUL total > 50%
o OK: Infotype 0000 updated
o OK: Infotype 0008 updated
4. Example of the messages for a record not Processed due to no update (Org Unit did not edit
and submit the record in the Reappointment Application.)
o ERROR: This record has not been updated in the Reappointment database 90017876
o ERROR: At least one validation failed – SAP NOT updated
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