Rose Frappe is a new Intern who will be working for ESOG in New York from 01.05.2021 to 30.09.2021.
Procedure
- Start the transaction using the menu path or transaction code, PA40.
![]( "Click to Enlarge")
- Enter the first day of the internship as the Start Date.
![]()
The date defaults to the date on which the action is created, so it is important to ensure this date is correct as it will be used for reporting.
In the Personnel Action list, scroll to locate then select the Enter Non-Staff no PY/External PA. Click![]()
to continue.
![PA40 initiated by selecting Enter Non-Staff and clicking Execute]( "Click to Enlarge")
- Enter or select
- 02, Not On Payroll EG=X, as the Reason for Action,
- X4 Intern for Employee Subgroup,
then click![]()
to continue.
![Enter 02 as Reason for Action and X4 as Employee Subgroup]( "Click to Enlarge")
- Review and correct any Personal Data as needed.
If any information is changed or added, click![]()
to Save.
If no changes are made, click![]()
to skip.
![Review and Edit personal information as needed. Save only if changes made, otherwise skip.]( "Click to Enlarge")
- Click Assignment.
![Click the Assignment button]( "Click to Enlarge")
- Select the Organizational Unit radio button, then enter or search for and select the appropriate Org Unit.
Click Continue.
![]()
For reporting purposes, it is important to enter only the highest category, for example, if the intern is in DOS/HRSD/OSAS/NSCU, DOS should be selected.
![Enter the organization id]( "Click to Enlarge")
- Click
![]()
to save and continue
![Click Save]( "Click to Enlarge")
- It is important to enter both a Mailing Address and an Emergency Contact.
Select Mailing Address and the click![]()
to continue.
![Select Mailing Address]( "Click to Enlarge")
- Enter the primary mailing address info including a phone number, then click
![]()
to continue.
![Enter mailing address information]( "Click to Enlarge")
- Select Emergency Contact then click
![]()
to continue.
It is important to enter an emergency contact on file to ensure duty-of-care.
![Select Emergency Contact]( "Click to Enlarge")
- Enter the contact information, then click
![]()
to save.
![Enter information for emergency contact]( "Click to Enlarge")
- Enter the date for the last day of the internship as the Valid Until date.
![]()
In remarks, enter the organizational unit and the name of the intern’s supervisor.
Click![]()
to save.
![Enter the internship end date as the Valid to value]( "Click to Enlarge")
- Select Passport1 then click
![]()
to continue.
![Select Passport1]( "Click to Enlarge")
- Enter the passport information then click
![]()
to save.
![Enter Passport information]( "Click to Enlarge")
- Select Medical Clearance information including duty station. Click
![]()
to continue.
![Select Medical Clearance]( "Click to Enlarge")
- Enter clearance information.
![]()
In remarks, enter a note confirming that proof of insurance and medical certificate of good health or self-certification have been received.
Click![]()
to continue.
![Enter Medical Clearance information]( "Click to Enlarge")
- At a minimum, enter the Intern’s personal email address. Select Personal Email, then click
![]()
to continue.
![Select Personal Email address as communication method]( "Click to Enlarge")
- Enter a personal email address, then click
![]()
to continue.
![Enter the personal email address in the ID/Number field]( "Click to Enlarge")
- Select yes for Action Completed Flag. The Action Completed Date will be filled in for you with the current date. Click
![]()
to continue.
![Select Yes for action completed flag]( "Click to Enlarge")
to continue.
to continue.
to skip.
to continue.
)footnote1
Last modified:
5 October 2021