The HR Mini Master record of citizens and residents of countries such as the United States of America, Chile, Brazil, and Colombia must be enriched with the Tax identification (Tax ID) needed to track payments to individuals for federal income tax and other tax purposes.
Tax ID’s are recorded under the IT0185 infotype (Personal IDs) and Subtype: TN.
Generally, individuals doing business with the organization have a unique HR Mini Master record in Umoja. However, occasionally, the individuals’ HR Mini Master record is initially created via the PA42 Fast Entry method, but the individual returns to the organization in a different capacity. In those cases, a new Mini Master record will need to be created via the standard processes: Global Index Requestor (GID) and Personnel Action (PA).
REMEMBER! The EE/Group Subgroup of records created via PA42Fast Entry method (starting with 88) cannot be changed.
In addition, Umoja recognizes the Tax ID as a unique record; therefore, if an 88 HR Mini Master record is associated with a Tax ID, when you create the second record via the standard PA40 process, you will not be able to associate it to the same Tax ID again. The Tax ID number remains associated with the Business Partner record generated by the first HR Mini Master record; this record cannot be changed or deleted by the users. When cases like that occur, you need to follow these steps:
- Remove the Tax ID from the IT0185 infotype (Personal IDs)on the HR record. If you don’t remove it the Tax ID will synch back in the original Business Partner record and will prevent you from associating the number with the new HR Mini Master record.
- Raise an iNeed ticket with a request to the Master Data Maintenance (MDM) team – iNeed Group name: Umoja MDM – IBP Data Maintainers to remove the Tax ID from the original Business Partner HR Mini Master record.
- Attach the screenshot of IT0185 infotype (Personal IDs) to confirm that the Tax ID was already removed.
For example, A Brazilian economist is invited by DESA to present her work at an event organized by the Department. The Mini-Master Maintainer creates her record as a Participant in Advisory Meeting (E/E2) via the PA42 Fast Entry method. The record is associated with her Brazilian Tax ID. One year later, the economist is appointed as a member of the ACABQ. DGACM needs a new record for her as Legal Committee Member (E/E1) via the Standard PA40 method (GID request + Personnel Action). To be able to associate the same Tax ID to the new record, the Mini Master Maintainer in DGACM removes the Tax ID from the 88 records and raised an iNeed ticket to the MDM team requesting to remove the Tax ID from the Business Partner record of the 88 records and attached to the ticket the screenshot of IT0185 that confirms there no longer is a Subtype TN created for this infotype.
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