How To Fix HRPSGB_HER541 - Emplyoee (&2) is rejected as &1 with the same NI Number (&3) is in error.

SAP Error Message - Details

• Message type: E = Error

• Message class: HRPSGB_HER - HR PS GB Higher Education Messages (USS, HESA etc)

• Message number: 541

• Message text: Emplyoee (&2) is rejected as &1 with the same NI Number (&3) is in error.

Self-Explanatory Message

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• What is the cause and solution for SAP error message HRPSGB_HER541 - Emplyoee (&2) is rejected as &1 with the same NI Number (&3) is in error. ?

  The SAP error message HRPSGB_HER541 indicates that there is a problem with employee data related to National Insurance (NI) numbers in the UK payroll system. Specifically, the error states that an employee is being rejected because there is another employee with the same NI number that is in error status. Here’s a breakdown of the cause, potential solutions, and related information:
  Cause:
  
  Duplicate NI Numbers: The error typically arises when two or more employee records in the system have the same National Insurance number. This can happen due to data entry errors, incorrect employee records, or if an employee has been re-hired without properly clearing their previous record.
  Error Status: The employee with the same NI number is in an error state, which means that there is an issue with their payroll or personal data that needs to be resolved before processing can continue.
  
  Solution:
  
  
  Identify Duplicate Records:
  
  Use transaction codes like SE16 or SE11 to query the relevant tables (e.g., PA0001 for personal data) to find the employee records associated with the NI number in question.
  Check for any discrepancies or errors in the records.
  
  
  
  Resolve Errors:
  
  For the employee record that is in error, investigate the cause of the error. This could involve checking for missing data, incorrect entries, or other issues that need to be corrected.
  Once the errors are resolved, ensure that the employee's record is updated and saved.
  
  
  
  Correct Duplicate NI Numbers:
  
  If you find that there are indeed duplicate NI numbers, determine which record is valid and which one should be corrected or deleted.
  If an employee has been re-hired, ensure that their previous record is properly archived or updated to avoid conflicts.
  
  
  
  Reprocess Payroll:
  
  After resolving the issues, reprocess the payroll for the affected employees to ensure that they are included correctly.
  
  
  
  Consult Documentation:
  
  Refer to SAP documentation or your organization's HR policies for specific guidelines on handling NI number issues and employee records.
  
  
  
  Related Information:
  
  National Insurance Number: This is a unique number assigned to individuals in the UK for the purpose of tracking their contributions to the National Insurance system, which funds various social security benefits.
  SAP HR Module: Understanding the HR module in SAP, especially the payroll components, can help in troubleshooting similar issues in the future.
  Data Integrity: Maintaining data integrity in employee records is crucial to avoid such errors. Regular audits and checks can help in identifying and rectifying issues proactively.
  
  If the problem persists after following these steps, it may be beneficial to consult with your SAP support team or a technical consultant who specializes in SAP HR modules for further assistance.