HR & Payroll Infotype Details Job
Aid
HR & Payroll Infotype Details
Contents
Action Screen (IT000) ..................................................................................................... 2
Additional Payments (IT0015) ......................................................................................... 2
Additional Tax Data (IT0464) .......................................................................................... 3
Addresses (IT0006) ......................................................................................................... 3
Appointment Detail (IT9009) ........................................................................................... 3
Bank Details (IT0009) ..................................................................................................... 4
Basic Pay (IT0008) .......................................................................................................... 4
Compensation for Leave (IT0083) ................................................................................... 4
Contract Elements (IT0016) ............................................................................................ 4
Cost Distribution (IT0027) ............................................................................................... 5
Date Specifications (IT0041) ........................................................................................... 5
Federal Tax (IT0463) ...................................................................................................... 6
Health Sciences (IT9025) ................................................................................................ 6
Leave Entitlement (IT0005) ............................................................................................. 6
Membership Fees (IT0057) ............................................................................................. 6
Monitoring of Tasks (IT0019) .......................................................................................... 7
Organizational Assignment (IT0001) ............................................................................... 8
Other University Appointments (IT9031) ......................................................................... 8
Personal Data (IT0002) ................................................................................................... 8
Personnel Actions ........................................................................................................... 9
Planned Working Time (IT0007) ..................................................................................... 9
Provincial Tax (IT0462) ................................................................................................. 10
Recurring Payments (IT0014) ....................................................................................... 10
Residence/Student ID (IT0094) ..................................................................................... 11
Tax Assignment (IT0461) .............................................................................................. 12
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Action Screen (IT000)
Business processes within Human Resources, for example, hiring a new employee, can be
simplified by using what is known as „Actions‟. Actions combine related infotypes into
infotype groups.
Personnel Action
The „Action Type‟ such as „Hiring – New Hire‟ will be proposed based on the selection from the
previous Personnel Actions screen. The „Reason for Action‟ is also stored here such as
“Accept Employment Elsewhere” in the case of the Termination Event.
Status
The employment status will also default, such as „Active‟ in the Hiring Event. This field may
change depending on the event selected in the previous „Personnel Actions‟ screen, for
example, „Withdrawn‟ in the case of the Termination or Deactivation Action.
Organizational Assignment
In addition to this, information is stored on the employee‟s Personnel Area, the Employee
Group and Employee Subgroup in the „Actions (0000)‟. By entering the position number in
the position field, the employee‟s Personnel Area, the Employee Group and Employee
Subgroup will default.
Additional Payments (IT0015)
Additional Payments represent additional T4/T4A non-recurring payments and deductions
(other income such as one time only payments) in the case of an appointed staff member
or additional payments or one time only T4/T4A payments, such as Guest Lecturer, to a
nonappointed or casual staff member.
The infotype „Additional Payments (0015)‟ is subdivided into different subtypes. Each
subtype represents a wage type. By using the possible entry function, the possible wage
types can be viewed and selected.
Additional Payments
In the field „Wage Type‟, a „Wage Type‟ must be entered that is to be paid or deducted.
In conjunction with the Wage Type an Amount or Number/Unit must be maintained in order
to comply with 1997 Employment Insurance Regulations requiring that all hours worked be
recorded. The system will check the combination entered. The currency is proposed as
default on the basis of the company code.
In the case of a T4A payment, hours worked need not be entered, as no deductions from
source is applicable for this type of income.
The fields „Start‟ and „To‟ are replaced by the field Date of Origin. The system determines
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the validity period on the basis of the payroll period in which the date origin occurs.
Enter the effective date of the payment in the „Date of Origin‟ field.
In the infotype „Additional Payments (0015)‟ a cost assignment can be entered. This means
that additional payments can be assigned to individual objects within cost accounting.
Using the Cost Assignment function button on the screen, a cost center can be entered.
Additional Tax Data (IT0464)
Additional Tax Data (Infotype 0464) stores business number, province of employment and
various deduction fields for exemption.
Addresses (IT0006)
This infotype stores information on the employee‟s address and telephone number. An
Address Type specifies which address this information relates to, such as, Address Type 1
- for the Permanent Address– Address Type 7 for the Physical Location address.
The Address infotype stores different types of addresses such as:
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Permanent residence
Physical Location
Payroll Statement Address
Official Tax Address
Note: The default address that will be used for appointed employee correspondence, such
as pay statement, will always be the Campus Address. If the appointed employee wishes to
have correspondence sent to another location within the University campus, the Physical
Location may be used. If the employee is non-appointed then the Permanent address is
used.
Address Abroad
There are many different entry screens for the individual country versions for the infotype
Addresses (0006). To enter a Foreign Address for the employee, the function Foreign
address must be used.
Appointment Detail (IT9009)
The Appointment Detail (9009) contains details of the employee‟s position, Cost/Fund
center Fund and Order information. This infotype also contains information on the
employee‟s Annual salary. This infotype is used to track the progression of the employee‟s
salary and to calculate salary reserves.
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Bank Details (IT0009)
In the infotype Bank Details (0009), the payee of the net pay and the employee‟s bank
account data are stored. The payee‟s name will default from the Personal Data (0002)
infotype.
Bank Type
This field should always display the Bank Type of „Main Bank‟ and should not be changed.
Bank Details
When the Bank Key or Transit Number is entered, the name of the Bank will appear. The
only information that should be entered on this infotype is the Bank Key/Bank Account.
Basic Pay (IT0008)
The infotype Basic Pay (0008) stores the employee‟s basic pay data.
Pay Scale
The Pay Scale Type (i.e. Administrative/Conf.) and Pay Scale Area (i.e. Salaried) will be
proposed as defaults. These fields should not be changed.
Wage Types
When a record is created, the Wage Types will be proposed such as „0110 – Regular
Salary/Basic Pay‟. When the employee‟s Annual Salary is entered, the monthly salary will
automatically be calculated.
Compensation for Leave (IT0083)
Infotype Compensation for leave (0083) is used to bring forward any vacation entitlement
that was updated on infotype 0005. This contains information that imports and processes
the infotype in payroll accounting.
From field must always be the last working day the employee will be working.
Remaining leave must be clicked to bring in the vacation entitlement from infotype 0005.
This should only be click after the From field has been entered.
Leave type, Leave year and Number will automatically default do not change.
Contract Elements (IT0016)
In the infotype „Contract Elements‟, the data related to the employee‟s contract of
employment is entered.
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Contractual Regulations
By using the „Contract Type‟ the contract of employment in accordance with the planned
duration of the work relationship is specified. For example, an appointed staff member
could have a contract type of „Annual, C.L.T.A., Continuing, Sessional or Term‟. For all
contract types except „Continuing‟ appointments, the „Valid Until‟ field must be completed.
Payment Periods during Illness
The field „Continued Pay‟ specifies the duration of continued pay in the case of illness. For
example, an appointed employee may be entitled to up to 15 weeks paid sick leave.
Deadlines
Here the length of probationary periods as per policy and collective agreements, the „Notice
Period EE/ER‟.
Note: The „Probationary Period‟ and „Notice Period EE/ER‟ will default based on the entries
made in the previous „Personnel Area, Employee Group and Employee Group‟ fields. The
default entries can be changed if necessary.
Cost Distribution (IT0027)
In the infotype Cost Distribution (0027), costs for an employee can be distributed to
different cost centers/fund centers/ funds or orders.
Subtypes are used to differentiate between costs that have been distributed. For example,
the standard subtype for the HRIS implementation will be „Subtype 01: Wage/Salary‟.
Cost Distribution
By making an entry in the field „Cost Distribution‟ it will be determined which costs the cost
distribution is referring to.
The cost distribution is determined by entering a Percentage, Cost Center, Internal Order (if
applicable), Funds Center, Fund (if applicable), Business Area and Company Code in the
lines that are numbered consecutively in the system.
Note: The company codes, controlling areas and the cost centers must already be set up
before the record on the infotype Cost Distribution can be created.
Date Specifications (IT0041)
In the infotype Date Specifications (0041) key dates in the employee‟s employment history
are recorded, such as Employment Date and Seniority Date.
Dates that are stored on this screen may be included in various Human Resources and
Payroll reports and specific Date Types are also be used in the production of the Record of
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Employment.
Date Specifications
Both a Date Type and Date must be entered together on this screen or leave the fields
empty.
Federal Tax (IT0463)
Federal Tax (Infotype 0463) stores business number and the total credit amount for
Federal taxes and additional taxes
Health Sciences (IT9025)
The infotype „Health Sciences is where the data that is used in Statistics Canada (Stats
Can) reporting is stored. This includes information such as University Appointments,
Hospital Appointment, Committees, Medical Specialty and Fellowship Certification.
Leave Entitlement (IT0005)
This infotype stores information on an employee‟s vacation and Family/Floating days leave
entitlement
This infotype is created to updated leave entitlement for vacation payout at the time of
termination. It can also be created to set up the number of Family/ Floating Days the
employee is entitled to in accordance with the Collective Agreement or Policy in which the
person belongs.
Each time a Family/Floating day is recorded as being taken, the absence will deduct off the
total entitlement and display the balance remaining. Family/Floating Days are not to be
carried forward. If you are keeping track of Family/Floating days then they must be set up
each entitlement year.
Membership Fees (IT0057)
In the infotype Membership Fees (0057) membership fees for each employee, if applicable,
will be recorded. The Membership Fees represent the employee‟s belonging to a specific
union and must therefore pay union dues, such as CUPE 3261 or memberships to sports
clubs such as the Joint Membership plan. This infotype is created in the background while
processing the Hiring Event. Even though this screen is created in the background, it can still
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be displayed to verify deductions as mentioned above. The data stored in this infotype will
also be used in the gross to net payroll calculations. The Membership Fees that are stored on
this infotype will be deducted from the employee‟s pay, as applicable.
Payment Data
This field stores the amount that is to be deducted from the employee‟s pay.
Payee
This field represents to whom the deductions will be remitted. For example, if the deduction is
for a union dues deduction, the deduction will then be remitted to the appropriate union.
Monitoring of Tasks (IT0019)
In the infotype „Monitoring of Tasks‟ important dates can be entered on which action needs to
be taken. For example, if a probationary period was entered on the previous Contract
Elements screen (0016) for six months, the „Monitoring of Tasks‟ infotype will be proposed
with a „Date/Deadline Type‟ of „Probationary Period‟ and a „Date/Deadline‟ of six months after
the hiring date. Another example of a „Date/Deadline Type‟ is „Expiry of Contract‟.
A date must be entered in the „Date/Deadline‟ field. The status of the action to be taken can
be recorded in the „Processing Indicator‟ field. This indicates whether the deadline is being
processed or has been completed. In the case of a completed status, the match code will be
deleted as should not be listed on „Monitoring of Tasks‟ reports.
Reminder
The information stored for the „Reminder‟ is entered using the „Reminder Date‟ and the
„Lead/Follow-up Time‟. The „Reminder Date‟ can be determined in three ways:

The „Reminder Date‟ can be entered directly.
If the operation indicator for the relevant „Date/Deadline Type‟ has the value Blank, then the
„Reminder Date‟ cannot be after the actual „Date/Deadline Type‟. If the operation indicator for
the relevant „Date/Deadline Type‟ has the value + Plus, then the „Reminder Date‟ cannot be
before the actual „Date/Deadline Type‟.
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
The respective date is proposed by the system in conjunction with the „Date/Deadline
Type‟ and can be changed if necessary.
The „Lead/Follow-up Time‟ in the form of a number and unit can be entered. For
example, 6 Months and the „Reminder Date‟ will be calculated from these entries.
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Organizational Assignment (IT0001)
The Organizational Assignment (0001) contains details of the employee‟s integration into the
company and personnel structure. This infotype also contains information that is of
importance in authorization checks, cost distribution and for controlling payroll accounting.
Enterprise Structure
Here, the Company Code (U of T), Personnel Area (i.e. 0001 - Appointed) and Personnel
Subarea (i.e. 0100 – Academic) will default from the data number entered in the previous
„Actions (0000)‟ infotype. These fields cannot be changed
Personnel Structure
The values for the fields Employee Group and Employee Subgroup are defaulted from the
position number entered in infotype Actions (0000) screen. The value for the Payroll Area will
also default, i.e. bi-weekly pay or monthly pay. These fields cannot be changed
The Contract field must be entered to reflect the type of employment the employee holds,
such as Full Time, Part Time or Temporary.
Organizational Structure
The Job Key and the Organizational Unit will also default in this area. The Organizational Unit
and Organization Key reflects the department in which the position is assigned. The
Percentage field will default to a value of 100%, but may be changed if necessary.
Other University Appointments (IT9031)
The infotype „Other University Appointments, is where the data is stored for all other
University Appointments that an employee can be attached to.
This includes appointments such as Status Only and Non-Budgetary Appointments, Adjunct
Appointments, Visiting Professor Appointments, Clinical Cross Appointment, Clinical (MD)
Appointments, Emeritus/Emerita, Hospital Affiliation, Primary Academic Affiliation, Graduate
Chair and Other Administration Academic.
Personal Data (IT0002)
The infotype „Personal Data (0002)‟ stores data to identify an employee.
Note: The start date for the first record of the infotype Personal Data (0002) is determined
from the employee‟s date of birth.
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Name
The first set of data defines the employee‟s name. It also includes information such as Form
of Address, First Name, Middle Name, Middle Initials and Designation.
If the employee's last name is of a hyphenated format, the complete hyphenated name should
be included in the last name field. Also, if the employee wishes to have their full middle name
included in correspondence, the middle name must be included in the Middle Name field.
HR Data
This section includes information such as Social Insurance Number, Date of Birth, Nationality
(Citizenship) and Gender.
Personnel Actions
In HRIS, the different types of data for employees are stored in individual infotype records.
Rather than accessing each infotype individually and entering data into them, the system can
group together the most important infotypes into „Personnel Actions‟ and guide you through
the processing of employee data.
The „Personnel Action‟ function groups‟ together infotypes to select a particular personnel
procedure or business process such as hiring an employee, change of position, or
termination.
Each „Personnel Action‟ includes the infotypes that must be maintained to perform this
particular personnel procedure and allows the infotypes to be maintained sequentially. This
ensures that all data that is relevant to a particular business process is recorded in the
system, e.g. it ensures that all the data that must be entered when hiring a new employee is
entered during the „Hiring Action‟.
The „Dynamic Event‟ is contained within the „Actions‟ processes. A dynamic event will allow
default data and screens to be created in the background, therefore again, decreasing the
amount of data entry. For example, when hiring a unionized employee the system will
recognize the appropriate personnel subarea, such as 2000 USW, and therefore create the
correct union dues codes to be deducted in the background.
Planned Working Time (IT0007)
Here, an employee‟s planned working time is assigned by a work schedule in infotype 0007.
This contains the time data relevant for planned working time.
The Planned Working Time infotype must be maintained in order to comply with the
Employment Insurance regulations of recording all hours worked for each employee. For
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example, an administrative staff member is deemed to work 36.25 hours per week.
Work Schedule Rule
This section contains the name of the Work Schedule Rule to be used for the employee. This
information will default from previous information entered on preceding screens. For example,
if the employee is, for example, an administrative staff member, the Work Schedule Rule will
default accordingly to „ADMI‟ for the regular work schedule as per Administrative Policy and
„ADMS‟ for the summer schedule between July 1 – Labour Day.
The Time Management Status will also, default as per previous information entered. This
status indicates how the employee‟s time will be evaluated. For example, a Time
Management Status of “1” will determine that the employee‟s time data will be evaluated on
the actual hours worked as in the case of an hourly paid employee (positive time recording).
While a status of „9‟ will indicate the evaluation on planned working hours as in the case of an
administrative employee be (negative time recording).
Working Time
This area of the infotype displays the Employment Percent, Daily Working Hours, Weekly
Working Hours, Monthly Working Hours, Annual Working Hours and Weekly Working Days.
For example, in the case of an administrative staff member, Employment Percent will display
as 100%, Daily Working Hours as 7.25, Weekly Working Hours as 36.25, Monthly Working
Hours as 157.08, Annual Working Hours as 1885.00 Weekly Working Days will display as
5.00.
The Employment Percentage may be changed if necessary. If the Employment Percentage
field is changed, the Part Time Employee Status indicator will appear and the system will
adjust the daily, weekly, monthly and annual hours automatically.
Provincial Tax (IT0462)
Provincial Tax (Infotype 0462) stores business number and the total credit amount for
Provincial taxes.
Recurring Payments (IT0014)
Recurring Payments and Deductions represent additional recurring payments and deductions
(other income) in the case of an appointed staff member or recurring income and deductions,
such as part time union dues, to a non-appointed or casual staff member.
The infotype Recurring Payments and Deductions (0014) is subdivided into different
subtypes. Each subtype represents a wage type. By using the possible entry function, the
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possible wage types can be viewed and selected.
Recurring Payments and Deductions
In the field „Wage Type‟, a „Wage Type‟ must be entered that is to be paid or deducted. In
conjunction with the Wage Type an Amount or Number/Unit must be maintained in order to
comply with 1997 Employment Insurance Regulations requiring that all hours worked be
recorded. The system will check the combination that has been entered. The currency is
proposed as default on the basis of the company code.
In the case of appointed staff members receiving recurring stipend payments, EI hours are
not required to be entered and can therefore, be left blank.
In the infotype „Recurring Payments and Deductions (0014)‟ a cost assignment must entered.
This means that recurring payments and deductions can be assigned to individual objects
within cost accounting. Using the Cost Assignment function button on the screen, a cost
center can be entered.
Residence/Student ID (IT0094)
Infotype Residence/Student ID - 0094 is used to record the employee‟s residence status,
such as Canadian and also proof of age documents and identification numbers, such as Birth
Certificate. This infotype is also used to store Student Numbers, Visa and Work Permit
information.
The infotype is divided into two parts:


The personal identification information section, and
The employment verification section (work permit)
Personal Identification
This section stores the information for personal identification. The only required field on this
screen is the Residence Status. Two examples of this would be Canadian Citizen and Landed
Immigrant.
The ID Type field describes the type of documentation that has been provided in regards to
proof of age.
The Issuing Authority and ID Number is the number of the document provided by the
employee to the company. The Date of Issue for personal identification field stores the date
on which the personal identification document was issued to the employee. This date must be
the same date or later than the employee‟s date of birth. For example, Issuing Authority Province of Ontario, Date of Issue – Sept. 24, 1962 (employee birth date Sept 1, 1962), and
ID Number – 12-34-567890.
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The field Expiration Date is the date that the documentation provided by the employee
expires.
Most of the fields on this screen are free form except the fields that allow dates to be entered.
These fields require the date to be entered in the date format.
If an expiration date is entered, a Monitoring of Task – Infotype (0019) screen will be
proposed with an Expiry of Work Permit date.
Employment Verification
This section stores the information for employment verification. The Work Permit Type field
stores the type of work permit. The Work Permit Number field stores the number of the
document provided by the employee to establish work eligibility.
The Date Issued and the Issuing Authority are also stored. The Expiration Date field stores
the date on which the eligibility expires. This field should only be completed for those
employees who are NOT citizens.
Tax Assignment (IT0461)
Tax Assignment (Infotype 0461) stores business number and employment jurisdiction data
needed by Revenue Canada.
The infotype consists of:



Province of employment
Employment jurisdiction
Province of residence
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