Although the recommended procedure to modify existing dependents is for staff members to submit the request through Employee Self-Service (ESS), there may be instances which require the HR Partner to process the transaction through Enterprise Central Component (ECC). These include when the staff member requests:
• a discontinuance of household employee,
• modification of a dependent child for adjusted single parent allowance,
• changes to the dependency status or the marital status prior to 1 January 2017, which necessitate running the unified salary scale conversion program.
The staff member must submit the required documentation together with a completed hard copy of the P.85 (Request Change Dependency Status).
A modification of an existing dependent requires the processing of the change though a PA30. Since the PA30 will neither create a PA nor send a notification of the change to the staff member, the HR Partner must execute a PA40 to create the PA and the notification. Additionally, the HR Partner must add the document record through PA30. Finally, the HR Partner must add a note with the remarks using PA30.
When you process a retroactive dependency PA in ECC that may affect the staff member’s grade and step according to the unified salary scale, you will see a popup screen when IT0021 (Family Members Dependents) is saved. The popup indicates that the PA has an impact on the conversion program run on 31 December 2016 and will ask you to confirm rerunning the program.
You should ALWAYS click on *YES***. Umoja will rerun the conversion and apply the new level and step as per the new situation of the staff member, if applicable.
Additionally, the HR partner must add a new line of remarks in IT0000 (Actions) of the Add or Modify Dependency PA to reflect the fact that the conversion program has re-run as a result of the execution of the retroactive PA. It is also recommended that you run payroll simulation to ensure that all the applicable entitlement allowances are accurate.
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