HR190 HR INFORMATION REQUEST

NOTES
Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm
This form is used to request data from SAP HR for the creation of reports (please allow 2 to 5 working days for report delivery).
If you have any queries about this form, please contact your HR Practitioner.
All reports will be provided in electronic Microsoft Excel format.

TERMS OF USE
HR and/or Payroll data distribution and report requests will be approved for reasons that strictly support official business and administrative
needs of UCT.
The information requested in this form consists of confidential HR/Payroll data. It is the responsibility of the recipient of this information to
ensure that the data be used for the purpose approved, that it be stored securely and that unauthorised access to the data be prevented .
The requestor is prohibited from distributing the data received without approval.
The data reflects HR and/or Payroll data at a point in time and can only be considered accurate at that point in time.
Violations of the above terms will constitute misuse of confidential personnel information and applicable UCT policies will be followed.

REQUESTOR DETAILS
Name Department
Contact number E-mail address

DETAILS OF REQUEST
Please include full details of the request and state the purpose for which you intend to use this data.

Date data required Note: Unless otherwise requested, reports will be provided in electronic Microsoft Excel format
Report frequency Once off Weekly Monthly Annually

REPORT DATA SELECTION SPECIFICATIONS

Today Current month Current year
Reporting period
Specify your own date range From: To:

FACULTY OR DEPARTMENT REQUIRED (Personnel area)

Faculty / departments with academic and PASS staff categories
Centre of Higher Education Dev Faculty of Commerce Faculty of Eng & Built Env Faculty of Health Sciences
Faculty of Humanities Faculty of Law Faculty of Science Graduate School of Business
Office of the Vice Chancellor University Libraries All

Departments with PASS staff categories only

Baxter Theatre Communication & Marketing Development & Alumni Finance
Human Resources IAPO ICTS Institutional Planning
Office of the Registrar Postgraduate Funding Office Properties and Services Research Office
Student Affairs Student Housing & Residence Life UCT Innovation All

Other departments, areas and external organisations

Staff Bodies (Union) Retirees CHEC SHAWCO
NHLS WCG
External Examiners Honorary
(National Health Lab Services) (Western Cape Government)

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 STAFF CATEGORY REQUIRED (Personnel subarea)
Academic Academic Clinical Academic Pre-Clinical Senior Academic
PASS 1 3 PASS 4 PASS 5 12 PASS Tech/Sci Senior PASS 13
Independent Contractor Learnerships Students

EMPLOYMENT CONTRACT TYPE REQUIRED (Employee subgroup)

Permanent T3 Open end contract T2 Temporary > 2 5 years
T1 Temporary 2 years TP Post Retirement Contracts Ad hoc

OUTPUT FIELDS REQUIRED ON REPORT

(Note: The list below does not represent all fields available.The additional information in brackets below is
for office use.)
Organisational assignment (Infotype 0001 or infotype 9700 for external)
Faculty / PASS department (PA) Staff category (PSA) Organisational unit Employment type (EESG)
Position Job (rank) Cost center Fund

Personal data (Infotype 0002 or as specified)

Title Initials First name/s Last Name
Gender Date of birth Country of birth Nationality
Age of employee Ethnic origin (IT0077) Disability indicator (IT0077, see help) Qualification (IT9025)

Other data
Payscale/payclass/level (IT0008) Part time indicator (IT0007) Employment percent (IT0007) Weekly working hours (IT0007)
Permanent address (IT0006) Mailing address (IT0006) Monthly working hours (IT0007)

Memberships and unions (Infotype 0057)

Academics Union Employees Union NEHAWU Tea club

AUTHORITY
PRINT NAME SIGNATURE CONTACT NO. DATE
Applicant
HR Practitioner
Head of Department
HR Systems Support Office

FOR OFFICE USE

Is standard report available?
Compiled by
Date report sent

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 COMPLETING AN HR INFORMATION REQUEST FORM
HR190

How to complete this form?

This form should be completed together with your HR Practitioner. The form must be signed by you, your HR Practitioner and
authorised by your HOD.

Your HR Practitioner should provide you with the requested information within the time frame discussed and agreed with
you and your HOD.

When do I send this form?

If your HR Practitioner is unable to provide you with the required information, this form must be signed by you and your HR
Practitioner, authorized by your HOD and sent to the HR Systems Support Office (e-mail linda.jones@uct.ac.za).

You will receive a response from the HR Systems Support Office within 2 to 5 working days.
Requests will be given an estimated time for completion once the report requirements have been reviewed. Some
requirements may require special programming that will need to be prioritised.

Disability information
Detailed disability information will not be provided, only an indication of declared disability will be shown. If you require detailed
disability information, please attach a motivation.

Email address information

Human Resources is unable to supply staff email addresses, this information is held by ICTS.

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