BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.1 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) POLICY Administrative units are to use the Personnel/Position/Payroll

Electronic Routing Management System (PERMS) to authorize personnel actions and communicate employment status to Human Resource Services, Payroll Services, and other central offices. PERMS transactions do not establish or alter employees' position descriptions or contracts with the employer, Washington State University. Departments are responsible for ensuring that the information entered into PERMS matches employees' position descriptions and employment contracts.

PERMS is used to perform actions for faculty, adjunct faculty,

administrative professional employees, civil service employees, graduate assistants, and employees covered by collective bargaining unit agreements.

For purposes of this section, civil service and collective bargaining

unit employees are referred to as classified employees. PROCEDURES This section provides the following procedures regarding use of OVERVIEW the PERMS to process personnel actions: • General instructions • Entry of key field data in Campus Community • Instructions for completing specific fields: Employee select/search Employee add/change Appointment add/change • Approvals and routing instructions • Manual processing of personnel actions PERMS User Manual For more detailed instructions, see the PERMS User Manual,

available on the PERMS website at: webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx Temporary Employees Use the Temporary Employment System (TEMPS) and procedures

to authorize personnel transactions for faculty timecard and other temporary (hourly) employees. See BPPM 60.26, 60.27, and 60.42. Nonservice Use a Nonservice Pay Authorization to process nonservice pay or

compensation (see BPPM 30.30). GENERAL INSTRUCTIONS Confidential Information PERMS includes confidential information (e.g., social security

number). Use discretion in all phases of processing, including the retention and disposal of any printouts. See BPPM 90.01 for confidential records disposal instructions.

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.2 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Deadlines Comply with the deadlines on the Payroll Documents Schedule

(see BPPM 55.04). Allow Human Resource Services and other processing offices as

much extra time as possible, especially during periods of peak activity, i.e., the beginning of each semester and summer session.

Approval and Training To access, enter, and approve information in the PERMS

system, employees must attend training and obtain approval from the department chair or director and Human Resource Services (HRS) on a PERMS Access Request form. No training is required for approval only of personnel actions; however completion of a PERMS Access Request form is still required. Contact HRS for more information.

Accessing PERMS To access PERMS, go to: hrs.wsu.edu Select Access to HR Systems under Resources or go to the PERMS log-in webpage at: webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx Sign in with Network ID and password. Enter all pertinent information as prompted at each screen. Corrections The department must submit corrections made to previously-

approved PERMS transactions through the approval routing process (see Routing Perms Transactions).

NOTE: An error on a PERMS transaction does not alter a

contractual arrangement between an employee and the University. The department must promptly correct any error discovered in a PERMS transaction.

Information Sources Obtain employee information from the candidate's application, the

employee's previous PERMS transactions, Personnel Action Forms, Payroll Expenditure Audit Reports, Position Actions, the online DEPPS Administrative Information Services (AIS) application, or directly from the employee.

Codes Several fields require coded input. To view codes, refer to the

dropdown code menus available through PERMS.

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.3 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Graduate Assistants Contact the Graduate School to confirm the appropriate title code

for a graduate assistant position. Waivers that are applicable to some graduate assistant positions vary based upon the assigned title codes. (See Actual Salary and Assistants.)

Dates Record dates using one of the following methods: • Enter number for month, day, and year with dashes

(MM-DD-YY), i.e., 05-22-09 for May 22, 2009 • Enter number for month, day, and year without dashes

(MMDDYYYY), i.e., 05222009 for May 22, 2009 • Select the date from the dropdown calendar Campus Community Campus Community is the core information module within the

student and personnel information system (myWSU) where all person and external organization records are created, stored, and accessed. Campus Community is accessed through the myWSU portal at:

my.wsu.edu/ KEY FIELDS To create an initial employee record and/or appointment in (CAMPUS COMMUNITY) PERMS, the department first creates a person record in Campus

Community. In order for critical biographical data to flow correctly into the Administrative Information Services (AIS) system, the department must enter the following data elements into Campus Community:

• First and last name • Mailing address • Social security number • Gender • Date of birth • Immigration status (non-U.S. citizens only) NOTE: If data is missing or an error is made in any of these fields,

the department must first enter the data or correct the error in Campus Community before PERMS allows creation or completion of the employee record and/or appointment.

For detailed instructions for all fields in Campus Community, refer

to the myWSU Training section within the portal at: my.wsu.edu/ Select Main Menu, then Select myWSU Training > Campus Community

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.4 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Social Security Number or Payroll must have a social security number on file in order to WSU ID Number issue a salary payment. (See also below regarding verification of

citizenship status.) Campus Community assigns a WSU ID number when a new

employee is appointed, if a number is not already designated for the individual.

Obtaining Social Security For a new employee, obtain the social security number from the Number employee's social security card. If a new employee is unable to provide a social security number

(SSN), direct the employee to the local Social Security Office. The employee is to request a receipt to show that he or she has applied for a social security card and number.

Changes to SSN To add or correct a social security number, the employee takes her

or his social security card to the Payroll Services office, French Administration 236, or submits a legible copy of the card to Payroll Services by interdepartmental mail; mail code 1024. The name and social security number on the copy must be readable. See also BPPM 55.05.

WSU ID Number For current employees, obtain the WSU ID number from a

previous PERMS transaction, DEPPS, Personnel Action Form, Payroll Expenditure Audit Report, or other document in the employee's personnel file.

Name For new employees, enter the employee's full name using coding

conventions found in BPPM 90.75. For current employees, enter the full name: last name, first name, and middle name. Do not enter nicknames.

Name Changes For name changes, direct employees to Payroll Services, French

Administration 236 (see BPPM 90.75). Gender and Date of Birth The department enters the employee's gender and date of birth for

initial employment transactions only. Completion of the gender and date of birth fields is required.

Explanation Enter month, day and year (MM-DD-YY or MMDDYYYY), e.g.,

12-31-65 or 12311965, or select the date from the dropdown calendar.

Corrections Correct a birth date by routing a memorandum to Payroll Services

with a copy of a legal document showing proof of date of birth. Immigration Status Complete this field for initial employment PERMS transactions for

non-U.S. citizens. For changes to immigration status, the Office of International Faculty and Scholar Services submits the applicable documents to HRS.

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.5 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Explanation Enter a U.S. Citizenship and Immigration Services Code (USCIS

Code). See the code listing in BPPM 60.05. Employees who are aliens inform the employing department and

Payroll Services of their immigration status when appointed and of any subsequent changes to that status.

Refer to BPPM 60.05 for definitions of USCIS codes. NOTE:

Since DEPPS limits the number of characters for immigration codes to two characters, the immigration codes as available in PERMS and DEPPS may appear different than the official USCIS codes.

PERMS FIELD The following pages include detailed instructions for each INSTRUCTIONS changeable field in PERMS. Fields become available for changes based upon the assigned

action. Refer to the field instructions below, the applicable samples in Figure 1, Figure 2, and Figure 3, and the screen prompts in PERMS for the type of employee and action involved.

Employee Select/Search WSU ID or Social Enter the WSU ID or social security number under either the Security No. Appointment or the Employee Display screens or the Appointment

Add/Change/Route screen. Employee Add/Change Highest Education Level To enter or change the employee's highest degree earned, select the

description from the Highest Education Level dropdown listing on the PERMS Add/Change Employee Data screen that represents the employee's highest degree.

Enter the year the degree was awarded. Highest Education Level choices are as follows:

No academic credential Grade school Some high school High school diploma or equivalent Trade certificate Some college Associate's degree Bachelor's degree Master's degree Professional degree Other doctorate (e.g., Dr. of Educ. or DVM) Ph.D.

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.6 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS)

Add or Correct Degree Perform the following steps to add or correct a degree: 1. Select Employee Add/Change. 2. Search for employee by using the WSU ID, SSN, Name

Search, Position Number, or Organization Number. 3. Update the Highest Education Level by choosing from the

dropdown menu. 4. Enter the year awarded under Yr Degr Awarded. Previous WSU Service? Complete this field for reappointment PERMS transactions only. Explanation Select Yes or leave blank. Yes means that the individual has

previously held a WSU appointment, i.e., classified, administrative professional, or faculty. A period of time must separate the previous appointment from the current appointment.

If selecting Yes, PERMS sends an e-mail notification to HRS. Not Previous WSU Service Do not indicate that the employee has previous WSU service for

promotions, transfers, or other continuing employment.

Figure 1

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.7 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Not Previous WSU Service Temporary (hourly) employment, graduate appointments, and (cont.) adjunct appointments are not considered previous WSU service in

this context. Previous State Service? Complete this field for initial employment or reappointment

PERMS transactions only. Explanation Select Yes or leave blank. Yes means that the employee was

employed by another state of Washington agency or institution of higher education.

If selecting Yes, PERMS sends an e-mail notification to HRS.

HRS requests leave information from the former state employer and routes copies of the response to the department (see BPPM 60.19).

Not Previous State Service Temporary (hourly) employment, graduate assistantships, and

adjunct appointments are not considered previous Washington state service in this context.

Veteran Status Complete this field for initial employment or reappointment

PERMS transactions. NOTE: This field is not displayed after the initial employment or reappointment PERMS transaction is submitted. The department must refer any future changes in veteran status to the Office for Equal Opportunity.

Explanation Select the Veteran Status from the dropdown menu on the

Add/Change Employee Data screen. (See Figure 1.) Veteran Status options are as follows:

Disabled Not indicated Other protected veteran (includes recently separated and Armed Forces Service Medal veteran) Vietnam era veteran Nonveteran U.S. Citizen Complete this field for initial employment PERMS transactions. NOTE: If the employee is not a U.S. citizen, select the Country of

Citizenship from the dropdown menu on the Add/Change Employee Data screen. (See Figure 1.)

Country of Citizenship Complete this field for initial employment PERMS transactions for

non-U.S. citizens (see BPPM 60.05). Date I-9 Signed PERMS displays the date the I-9 is signed or if an I-9 must be

completed PERMS displays Not on File in the field.

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.8 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Reappointment If an employee is reappointed three years after her or his previous

hire date and a new I-9 is required, PERMS displays the message, IMPORTANT—I-9 Expired!

If an employee is reappointed within three years of his or her

original hire date, PERMS displays the message, IMPORTANT—Reverification Required!

Eligible for Employment The I-9 form verifies employment eligibility as a U.S. citizen or a

work-authorized alien. See BPPM 60.04 and 60.05. Explanation Contact HRS or query the DEPPS online application to see if a

new I-9 must be filed or if the I-9 on file requires updating or reverification. (To query DEPPS enter QEMP on the command line, enter WSU ID number to view the employee screen, and at the employee screen command line type I9.)

Appointment Add/Change Home Department No. This number represents the employee's home department.

Personnel and payroll record data is organized in the HEPPS and DEPPS Administrative Information Systems (AIS) applications by home department (see BPPM 85.33). Refer to the online application WSUORG to locate a unit's home department number (see BPPM 10.05).

The identified home department receives WSU correspondence

and is responsible for processing all departmental documentation regarding the employee. If an employee has more than one employing department, identify one department to serve as the home department.

Changes Perform the following steps to make changes to a home department

designation: (Refer to Figure 2.) 1. Select Appointment Add/Change/Route. 2. Search for employee using the WSU ID, SSN, or Name Search;

then enter a date in the Select Appointment From field and click the Select button.

3. Enter the effective date of the required change in the Date

field. Type or select the effective date from dropdown calendar; then click the Add New button.

4. Select the Change button. This opens the Home Department

and Work Location fields. 5. Enter the required change(s); then select Continue.

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.9 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Changes (cont.) NOTE: If a change to the Home Department is the only change in

the PERMS transaction, the department preparer is not required to route the transaction for approval.

Work Location Complete this field when an employee changes work location.

(See Figure 1.)

Changes Perform the following steps to make changes to the assigned work

location: 1. Select Appointment Add/Change/Route. 2. Search for employee using the WSU ID, SSN, or Name Search;

then enter a date in the Select Appointment From field and click the Select button.

3. Enter the effective date of the required change in the Date

field. Type or select the effective date from dropdown calendar; then click the Add New button.

4. Select the Change button. This opens the Home Department

and Work Location fields. 5. Enter the applicable location code(s) from the Location Code

list, or Select the map. This opens a dropdown menu of location code

choices. 6. Enter or select the applicable change(s); then select Continue.

Figure 2

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.10 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Changes (cont.) NOTE: If a change to the employee's work location is the only

change in the PERMS transaction, the department preparer is not required to route the transaction for approval.

Location Code Select the code from the dropdown menu for the location (unit, campus) where the employee works the majority of his or her day.

Location Code Adams County, WSU Extension ADA Asotin County, WSU Extension ASO Benton-Kennewick County, WSU Extension BEK Benton-Prosser County, WSU Extension BEP Buckley--WSU Dairy BUC Centralia CEN Chehalis Indian Reservation CIR Chelan County, WSU Extension CHE Clallam County, WSU Extension CLA Clark County, WSU Extension CLR College of Nursing--Spokane ICS College of Nursing--Yakima ICY Colockum--Ag Multiple Use Res. Center CLK Columbia County, WSU Extension COL Colville Indian Res. CVL Cowlitz County, WSU Extension COW Douglas County, WSU Extension DOU Environmental Protection Agency--Seattle EPA Ferry County, WSU Extension FER Franklin County, WSU Extension FRA Garfield County, WSU Extension GAR Grant County, WSU Extension GRN Grays Harbor County, WSU Extension GRY

Grays Harbor County West, WSU Extension GRW Hotel and Restaurant Administration, Seattle SRA Island County, WSU Extension ISL Jefferson County, WSU Extension JEF King County KNG King County, WSU Extension KIN Kitsap County, WSU Extension KIT Kittitas County, WSU Extension KTT Klickitat County, WSU Extension KLI Lake Roosevelt Forum LRF Lewis County, WSU Extension LEW Lincoln County, WSU Extension LCN Lind--Ag Dry Land Research LND Mason County, WSU Extension MAS

Moses Lake—Small Business Development Center MLS North Franklin School Dist. NFS Okanogan County, WSU Extension OKA Olympia OLY Othello--Potato Research Center OTH Othello School Dist. OSD

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.11 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Location Code (cont.) Location Code

Out-of-Country OOC Out-of-State OOS Pacific County, WSU Extension PCF Pend Oreille County, WSU Extension PEN Pierce County, WSU Extension PIE Port Angeles Conf. and Institutes PRT Port Townsend PTN Puyallup Conf. and Institutes PCI Royal Slope--Tree Fruit Research ROY San Juan County, WSU Extension SAN

Seattle SEA Seattle SBDC SBD SIRTI--Spokane SIT Skagit County, WSU Extension SGT Skamania County, WSU Extension SKA Snohomish County, WSU Extension SNO Spokane County, WSU Extension SPN Stevens County, WSU Extension STE St. Joseph's Hospital, Tacoma SJH

Tacoma TAC Tacoma Public Schools TPS Tacoma SBDC TBD Thurston County, WSU Extension THU University of Idaho UOI University of Washington UOW USDA Yakima UYA Wahkiakum County, WSU Extension WKK Walla Walla County, WSU Extension WAL Wenatchee Nursing WNR Wenatchee Valley CC WVC Whatcom County WCW Whatcom County, WSU Extension WTC Whitcom WHM Whitman County WHC Whitman County, WSU Extension WHI WSU Long Beach REU LOB WSU Mt. Vernon REU MTV WSU Pullman PUL WSU Puyallup REC PUY WSU Prosser IAREC PRO WSU Spokane SPK WSU Tri-Cities TRI WSU Vancouver VAN WSU Vancouver REU VAC WSU Wenatchee TFRC WEN WSU Downtown Seattle WSW

Yakima YAA Yakima County, WSU Extension YAK

If none of the above apply, contact HRS for instructions.

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.12 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Tenure Considerations Complete this field at the Employee Add/Change screen for initial

employment, change of appointment status, or reappointment PERMS transactions for tenure-track faculty.

Area Select the applicable area number from the dropdown menu.

Tenure Area Number Accounting and Business Law 0705 Animal Sciences 0010 Anthropology 0514 Apparel, Merchandising, Design and Textiles 0109 Arts & Sciences, College of 0300 Basic Medical Sciences 0318 Biological Sciences, School of 0320 Biological Systems Engineering 0006 Chemical Engineering & Bioengineering 0204 Chemistry 0308 Civil and Environmental Engineering 0206 College of Nursing 1302 Communication, Murrow College of 0404 Computer Science 0311 Criminal Justice and Criminology 0301 Critical Culture, Gender and Race Studies 0520 Crop and Soil Sciences 0008 Design & Construction, School of 0202 Economic Sciences, School of 0004 Education, College of 0801 Educational Leadership and Counseling Psychology 0803 Electrical Engineering and Computer Science 0208 Electron Microscopy 0319 English 0402 Entomology 0024 Extension (Administration) 0034 Extension Ag & Nat Res Prog Unit 0031 Extension Comm & Econ Dev Prog Unit 0032 Extension Youth & Families Prog Unit 0033 Finance 0702 Fine Arts 0406 Food Science, School of 0019 Foreign Languages and Literature 0408 Geology 0310 Global Animal Health, Paul G. Allen School of 0618 History 0502 Horticulture 0016 Hotel and Restaurant Administration 0703 Human Development 0002 Institute of Biological Chemistry 0022

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.13 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Area (cont.) Tenure Area Number

Integrative Physiology and Neurology 0612 Kinesiology and Leisure Studies 0804 Libraries 1202 Management and Systems 0706 Marketing 0708 Mathematics & Statistics 0029 Mechanical and Materials Engineering 0210 Medical Sciences, College of 0900 Molecular Biosciences, School of 0321 Music and Theatre Arts 0410 Pharmacy, College of 1002 Philosophy 0412 Physics 0314 Plant Pathology 0018 Politics, Philosophy and Public Affairs, School of 0510 Program in Health Sciences—Spokane 0806 Program in Professional Development—Spokane 0709 Psychology 0506 Pure and Applied Mathematics 0312 School of the Environment 1400 School of the Environment – CAHNRS 0014 Social & Economic Sciences Research Center 1300 Sociology 0512 Speech 0414 Systems and Computing 1301 Teaching and Learning 0805 Veterinary Clinical Science 0604 Veterinary Microbiology and Pathology 0610 Veterinary Sciences (Veterinary Medicine) 0030

WSU Vancouver—School of Engineering and Computer Science (ENCS) 5801 Ind. (Indicator) Select one of the following codes from the dropdown menu: Tenure Status Code Non-tenure-track position N Tenure-track position P Tenured T Year Awarded Enter the academic year of possible tenure award for tenure track

faculty. Changes Submit any corrections to tenure date or tenure unit by

memorandum to the Provost and Executive Vice President. The Provost and Executive Vice President forwards approved changes

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.14 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Changes (cont.) to HRS. For more detailed instructions, refer to the PERMS User

Manual, available on the PERMS website at: webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx Employee Status Complete this field for all PERMS transactions. Select the

applicable status description from the dropdown list. Explanation This space indicates the employee's employer/employee

relationship with WSU. Faculty and administrative professional employees initially hired

with an appointment end date are temporary. All classified employees who have completed a probationary

period are permanent; probationary staff are temporary. Graduate assistants are always temporary. Time, Full/Part PERMS automatically completes this field based upon the position

effort as indicated for the position in the online DEPPS and HEPPS applications.

Explanation PERMS does not include hourly or faculty time card appointments in the total FTE. Changes in percent of employment may also require a Position

Action. NOTE: Changes in percent of employment may also change the

employee's eligibility for benefits. Contact HRS to determine future eligibility.

Employee Type PERMS automatically completes this field based on the indicated

position number. Definitions Definitions of employee types include the following

classifications. Faculty Employees whose primary responsibilities include teaching,

research or public service or any combination of these, including librarians and counselors are designated as faculty. Faculty includes academic faculty, extension faculty, library faculty, and student affairs faculty. See also WSU Faculty Manual.

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.15 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Administrative Professional Employees defined as administrative professional are exempted

from coverage of Title 357 of the Washington Administrative Code (WAC) in accordance with the exemption criteria in the Revised Code of Washington (RCW 41.06.070).

Classified Employees Employees subject to the provisions of the state civil service law

(RCW 41.06), Title 357 of the Washington Administrative Code, and applicable collective bargaining unit agreements.

Graduate Assistants Matriculated students who are approved by the Graduate School

and whose primary employment responsibilities relate to teaching, research, and public service.

Details regarding other types of assistants are located on the

Graduate School Assistantship Information website at: gradschool.wsu.edu/assistantships/ Direct questions to the Graduate School; telephone 509-335-6424. Retirement and HRS prepares these PERMS transactions for retirements and Retirement Supplementation retired WSU employees who receive retirement supplementation.

Figure 3

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.16 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Action Code / Type of Action Complete this field for all PERMS transactions. (See Figure 3.)

The action codes that become available are based upon the user's choice to add, change, or end an appointment.

Explanation Select the type of action from the Action Code dropdown menu. Descriptions Refer to the following tables for action descriptions. The

descriptions are grouped by action type, e.g., add appointment, change appointment, end appointment. Within each group, the descriptions are listed in alphabetic order by action name. Employee types are: faculty (F), administrative professional (AP), classified employees (CS), and graduate assistants (G).

Table 1: Add Appointment Name of Action Code Code Emp Type Description Initial 01 All Use this code for the individual’s first WSU employment. Check

employment history for previous WSU service. If the individual has previous WSU employment, the correct action is reappointment. Time card, hourly, graduate, and adjunct appointments do not constitute previous WSU employment in this context but note these appointments in Conditions to avoid a duplication of records on the computer files.

Demotion—Disciplinary 22 CS To change an employee from a position in one classification to a

position in a classification with a lower salary range maximum. This action is a disciplinary action for cause as defined in WAC

357-40-010. Demotion—In Lieu of Layoff 23 CS To move an employee from one classification to a classification with

a lower salary range maximum. This must be based upon the employee's acceptance of the option in lieu of layoff.

Demotion—Voluntary 21 CS To move an employee from one classification to a classification with

a lower salary range maximum at the employee's request. New Appointment 25 All To add an appointment for an individual who is currently employed

by the University, e.g., adding a summer appointment. Promotion 03 F, AP, CS Use promotion to indicate the advancement of an employee into a

position with a higher salary range maximum for classified positions or a higher rank for other positions. Indicate appropriate appointment status for classified employees.

Reappointment 11 All To appoint a former state employee following a break in service (a

separation of the employer/employee relationship with WSU). NOTE: A PERMS transaction is not required for continuing a

permanent academic or classified cyclic-year appointment. Also used if the employee has previously held an assistantship with

WSU and is reappointed to another assistantship. Renewal 16 F, AP, G To renew a temporary appointment when there has been no break

in service. NOTE: The academic break is not considered a break in service.

Retire/Rehire 20 F, AP To employ a WSU retiree who retired on TIAA retirement program. Reversion 24 F, AP, CS To revert a classified employee during her or his trial service period

or to revert an employee exempted from classified service.

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.17 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Table 1: Add Appointment (cont.) Name of Action Code Code Emp Type Description Transfer 15 CS For employee-initiated change from one position to another within

the same classification without a break in service or to a different classification with the same salary range maximum.

Table 2: Change Appointment Name of Action Code Code Emp Type Description Change 25 All To add, delete, or correct data. Include an indication of the type of

change in Conditions or Comments. Demotion—Disciplinary 22 CS To change an employee from a position in one classification to a

position in a classification with a lower salary range maximum. This action is a disciplinary action for cause as defined in WAC

357-40-010. Demotion—In Lieu of Layoff 23 CS To move an employee from one classification to a classification with

a lower salary range maximum. This must be based upon the employee's acceptance of the option in lieu of layoff.

Demotion—Voluntary 21 CS To move an employee from one classification to a classification with

a lower salary range maximum at the employee's request. Leave— Professional 17 F, AP To process professional leave. The employee is expected to return

to WSU employment. Enter the expected return date in the indicated field.

Leave— Return 19 F, AP To reinstate an employee who has been on professional leave. Leave Without Pay 18 All To process leave without pay. The employee is expected to return to

paid WSU employment. Promotion/Tenure 03 F, AP, CS Use promotion to indicate the advancement of an employee into a

position with a higher salary range maximum for classified positions or a higher rank for other positions. Indicate appropriate appointment status for classified employees.

Reversion 24 F, AP, CS To revert a classified employee during her or his trial service period

or to revert an employee exempted from classified service. Temporary Upgrade/Return 29 CS To temporarily upgrade an employee to a higher classification or

return the employee to his or her former classification after a period of temporary upgrade.

Table 3: End Appointment Name of Action Code Code Emp Type Description Abandonment of Position 45 All To end an appointment due to the employee's abandonment of her

or his position. Appointment Cancelled/Inactive 64 All To cancel an appointment. Indicate the reason for the cancellation in

Conditions. Change 25 All To add, delete, or correct data. Include an indication of the type of

change in Conditions or Comments. Death 80 All To end an appointment due to the death of the employee.

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.18 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Table 3: End Appointment (cont.) Name of Action Code Code Emp Type Description Disability—Not Job-Related 62 All To end an appointment due to a non-work-related disability that

prevents the employee from fulfilling the essential functions of the position.

Disability Retirement 65 All To process an employee's retirement from WSU employment due to

a disability which prevents the employee from fulfilling the essential functions of the position.

Disability—Job-Connected 61 All To end an appointment due to a work-related disability that prevents

the employee from fulfilling the essential functions of the position. Layoff—Lack of Funds 51 CS To process layoff of the employee due to lack of funds. Layoff—Lack of Work 53 CS To process layoff of the employee due to lack of work. Layoff—Reorganization 52 CS To process layoff of the employee due to department or University

reorganization. No I-9 69 All To end an appointment because the employee has not completed

an I-9 (Employment Eligibility Verification). Not Reappointed 23 F, AP To terminate employment because the employee is not reappointed. Position Number Change 72 All To change a position number. Rejection During Probation 67 CS To end appointment of an employee during the six-month

probationary period. Resignation 40 All To process an employee's resignation from WSU employment. Retirement 30 All To process an employee's retirement from WSU employment. Termination for Cause 21 All To process termination of employment for cause. Indicate the

reason for termination in Conditions. Termination of Student Status 54 G To end an appointment due to termination of the employee's student

status. Transfer 71 All To end an appointment due to transfer of the employee to another

position within WSU. Visa Not Extended 44 All To end an appointment because the employee's visa period is

ended and no extension has been granted. Work Authorization Expired 55 All To end an appointment because the employee's work authorization

is expired.

Separations Separations of employment require PERMS transactions. All

appointment-completed separations require PERMS transactions, except appointment-completed separations for graduate assistants.

From the Appointment Add/Change/Route screen, enter the

separation date, click Add New, and then select the appointment to end by clicking End button. Choose the separation reason from the dropdown menu. Repeat this process as needed to end additional appointments.

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.19 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Separations (cont.) Enter all applicable statements in Conditions. Forward a letter of resignation to HRS if the separation is a

resignation. At separation of employment, transfer the faculty, administrative

professional, or classified employee's time/leave records to Human Resource Services.

Position No. Complete this field for all PERMS transactions except adjunct

faculty appointments and separations. Explanation Enter the six-digit position number. NOTE: Enter "0" for an

adjunct appointment. Position Control does not assign appointment numbers to adjunct appointments.

Teaching and staff assistants may be appointed to group position

numbers. Research assistants must be appointed to unique position numbers.

A Position Action form creates a position (see BPPM 58.01 and

58.02). No appointment can be made unless the position exists. Find the position number online in the Account Balances/Detail or

DEPPS computer applications. Position numbers are also included on the Payroll Expenditure Audit Report. Contact the Budget Office if these sources are not available.

Job Class Code PERMS automatically completes this field based on the indicated

position number. For some employee types and actions this field is modifiable.

Classified Employees PERMS automatically enters the Job Class Code from the current

position. Graduate Assistants PERMS automatically enters a Job Class Code based on the

indicated position number. To change the code, enter the Job Class Code shown in the Graduate Appointment Processing memorandum, located on the Graduate School Assistantship Information website at:

gradschool.wsu.edu/assistantships/

Direct questions to the Graduate School; telephone 509-335-6424. Faculty and Administrative Obtain the correct code from a previous action, online DEPPS, or Professional Employees ask HRS; telephone 509-335-4521. Appt. Begin PERMS automatically completes this field based on the effective

date for the new personnel action as indicated on the Appointment Add/Change/Route screen.

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.20 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Appt. Begin (cont.) For classified employees, the effective date is the day the

employee begins work. Appt. End Complete this field for all PERMS transactions. Explanation Enter the effective date in MM/DD/YYYY format for separations.

The effective date is the last day the employee is in paid status. Each separation must be processed in PERMS.

Enter end dates in MM/DD/YYYY format for all temporary

appointments or select from the dropdown calendar. Enter 12/31/9999 for permanent appointments. Appt. Dept. Complete this field for all PERMS transactions. Explanation Enter the department number associated with the appointing

department. The department number may be found on the Payroll Expenditure Audit Report, online in WSUORG, or from HRS.

Overtime (OT) Status/ PERMS automatically completes this field based on the indicated Work Period position number. Any changes to the overtime status and/or work period of any

appointment must be made by changing the position. Contact HRS to make changes to overtime status or work period designations.

Explanation The overtime status or work period designation determines the

employee's eligibility for premium compensation for overtime hours.

See also BPPM 60.59 regarding overtime status. Pay Basis Complete this field for all PERMS transactions. Code Select the applicable code from the dropdown menu at the

Appointment Add/Change/Route screen. NOTE: The codes used for pay basis in PERMS match the codes used in DEPPS.

Pay Basis Code

Exception time reporting; most WSU employees E Positive time reporting (see BPPM 55.26). P Appointment Type PERMS automatically completes this field based on the indicated

position number. Explanation Select the type of appointment from the dropdown menu. NOTE:

The codes used for appointment type in PERMS match the codes used in DEPPS.

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.21 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Explanation (cont.) Appointment Type Code Normal Blank Summer Session E Summer Appointment H Adjunct C Term PERMS automatically completes this field based on the indicated

position number. Any changes to the term of any appointment must be made by

changing the position. The department submits a completed Position Action form to make such changes (see BPPM 58.02).

Appt. Status Complete this field for all PERMS transactions. Select the

applicable appointment status code from the dropdown menu available on the Appointment Add/Change/Route screen. NOTE: The codes used for appointment status in PERMS match the codes used in DEPPS.

Codes Appointment Status Code Permanent 1 Probationary 2 Trial Service 3 Transition Review Period 4 Temporary 7 1 Permanent A classified employee who has successfully completed a

probationary or trial service period within the current period of employment or a faculty or administrative professional employee hired on a permanent basis.

2 Probationary The initial six or twelve months of employment following (Classified Position) classified appointment from an eligible list. 3 Trial Service The initial period of employment following promotion, demotion, (Classified Position) intersystem transfer, interinstitutional transfer, or elevation into a

classification in which the employee has not held permanent status. Trial service begins with the effective date of change and continues for six or twelve months, dependent upon classification. Refer to appropriate collective bargaining unit agreement regarding trial service.

4 Transition Review Period The transition review period is a six-month evaluation period that (Classified Position) allows the employer and employee to determine whether a

placement into a position as a layoff option or appointment to a position from a layoff list is a good match. (WAC 357-01-340)

7 Temporary Any appointment with an appointment end date.

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.22 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Periodic Increment Date PERMS calculates this date for classified employees. HRS enters

any future changes to the date in this field. Salary Range and Step Complete this field for PERMS transactions for classified

employees and graduate assistants. Classified Employees For classified positions, enter the position number. PERMS

automatically completes the Salary Range field based on the indicated position number. The range for classified positions is not modifiable.

See BPPM 60.29 to determine the appropriate step within the

salary range. Enter the correct step in the Step field. Direct any questions to HRS. Graduate Assistants For graduate assistant positions, the department must enter the

correct salary range in this field. For graduate assistants, use the information in the Graduate

Assistantship Processing memorandum and Assistantship Salary Grid located on the Graduate School Assistantship Information website at:

gradschool.wsu.edu/assistantships/ Direct questions to the Graduate School; telephone 509-335-6424. Appt. % Complete this field for all pay-affecting PERMS transactions. Explanation Enter the percent of full-time worked for each appointment, e.g., 100, 75, 50. Decimal points may be used for a fraction of a

percent, e.g., 65.50. FTE Less Than 100% If the FTE is less than 100%, enter the actual monthly salary in

Conditions. Full-Time Salary Complete this field for all PERMS transactions except retire/rehire faculty. Faculty, Administrative Enter the full-time monthly base salary without stipends or ADRs Professional (Added Responsibility/Administrative Stipend) in this space. Enter

the annual salary actually paid the employee in Conditions. Classified Employees For classified positions, PERMS automatically completes the Full-

Time Salary field based on the indicated position number, salary range, and step. See above regarding completing the Salary Range and Step fields.

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.23 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Summer Session Use the PERMS summer session calculator to calculate and enter

the FT Rate. Salary calculation guidelines and worksheets are available on the Summer Session Administrative website at:

summeradmin.wsu.edu/ Direct questions to Summer Session; telephone 509-335-3564. Summer Appointment Payment for a summer appointment is set at an agreed amount,

which in no case may exceed a monthly rate of one-ninth of the previous academic year salary.

Stipends/ADRs/Differentials Complete this field as applicable. Stipends/ADRs To add a stipend or ADR, enter the amount in the Differential (Faculty, APs) field. PERMS automatically adds the stipend or ADR to the base

salary (FT Rate) and calculates the Pay Rate. If the faculty or AP salary includes a stipend or ADR, show the

amounts for the stipend or ADR and the base salary in Conditions. Differential If the classified employee salary includes a differential, enter the (Classified Employees) amount in the Differential field. Show the separate amounts for

the differential and the base salary in Conditions. Leave Indicator Not on Leave is the default leave indicator for an active

appointment. Leave Reason Choose a leave reason from the dropdown menu. NOTE: This field

is only available when the action code 17 (Leave—Professional), 18 (Leave—Without Pay), or 19 (Leave—Return) is selected from the Action Code dropdown menu (see Table 2).

Leave Begin Date Enter the beginning date of leave without pay (LWOP) or

professional leave. NOTE: This field is only available when the action code 17 (Leave—Professional), 18 (Leave—Without Pay), or 19 (Leave—Return) is selected from the Action Code dropdown menu (see Table 2).

Expected Return Date Enter the expected date of return. Conditions Complete this field as necessary. Several commonly used

conditions are provided in dropdown menus based on employee type. Select as needed.

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.24 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Condition of Employment Enter anything not already specified which is a condition of

employment; such as, relocation expense, years credited toward tenure, or date PhD must be awarded. The conditions of employment may be modified based on departmental needs.

Absence During Breaks Generally, faculty are expected to work during academic breaks. If

the faculty member is exempt from this requirement as a part of the employment contract, so indicate in Conditions.

Retroactive Actions Explain retroactive actions in detail in the comments section. The

comments section is available by selecting View Log. Previous Service Enter the name used during previous service if it is different from

the name currently used, dates of previous state or WSU service, and the name of the Washington state agency in Conditions.

Actual Salary Enter the actual salary for all graduate assistants. Enter any differential type(s) and amount(s) or perquisites and

designate the position number associated with the differential. If employment is less than full time, enter the amount of money the

employee will receive each month, * Actual Salary: (amount). Actual salary could reflect a combination of circumstances. For

example, if a half time employee were also eligible for a differential, Conditions would show actual salary as half of the figure in Full-Time Rate plus the differential. Report each figure and show the basis of the calculation.

For faculty and administrative professional employees, enter the

yearly salary. Temporary Faculty, Select the following statement from the dropdown list in Temporary APs Conditions on all PERMS transactions for temporary faculty and

administrative professional (AP) personnel.

"This is a temporary appointment which shall terminate on the date specified and shall not be renewed unless positive action is taken to renew your appointment."

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.25 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Temporary Faculty and AP Select the following statement from the dropdown list in Appointments Eligible for Conditions on all PERMS transactions for temporary faculty or Annual Leave temporary APs who are eligible to earn annual leave (see

BPPM 60.56).

"Accumulated annual leave must be used prior to the termination date unless you obtain a written exception from the appointing authority."

Assistants Select the following statement from the dropdown list in

Conditions on all PERMS transactions for graduate assistants.

"This appointment is conditional, subject to the maintenance of a 3.0 cumulative grade point average, satisfactory academic progress, and continued regular enrollment in the Graduate School."

Assistant Requirements For graduate assistants, add the appropriate statements regarding

GPA, residency, minimum credits, etc. as specified in the Graduate Appointment Processing memorandum.

Residency Fee Waiver For students who do not qualify for the resident operating fee

waiver, add "Does not qualify for resident operating fee waiver" under Conditions.

Waiver of Nonresident Portion If the nonresident portion of a graduate assistant's fees is waived,

enter the voucher number under Conditions. Additional Waivers NOTE: Contact the Graduate School regarding additional waivers

that may be applicable to specific graduate assistant appointments. Enter applicable information regarding such waivers under Conditions.

English Exam Teaching assistants whose native language is not English are

required to pass an English examination. Indicate the date the oral English exam was passed under Conditions.

If the PERMS transaction is submitted prior to the exam, include:

"This appointment is contingent upon the student's satisfactorily passing the language examination."

Comments This section is used for explanations of actions or notes to other

approvers. These comments do not appear on the printed Personnel Action Form generated by PERMS.

PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL 60.25.26 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) Separations Appointment-completed separations for temporary faculty or (Appointment Completed) administrative professional employees require PERMS

transactions. Appointment-completed separations for graduate assistants do not.

Appointing Authority The department's appointing authority must approve any changes

to an employee's appointment in PERMS. See BPPM 60.10 for information regarding appointing authority.

When more than appointing authority is involved, add the Network

ID of the additional person to the routing list on the Routing for Approvals screen. Each appointing authority must select Approve under Routing Action.

Employee Network IDs are often the user name portion of the

employee's WSU e-mail address, e.g., the portion before the @ symbol. Employee e-mail addresses may be found in the WSU Electronic Phonebook at:

search.wsu.edu/ ROUTING PERMS When all edits are reviewed and accepted, select the Continue TRANSACTIONS button on the Appointment Add/Change/Route screen to save the

PERMS transaction. When PERMS indicates that a pending appointment is Waiting to

Send, the transaction has not been routed for approval. To route a PERMS transaction for approval, select the red Routing

button on the pending appointment. Routing begins when Send for Approvals is selected on the Routing for Approvals screen. Routing is based upon employment type. To add additional approvers, add the Network ID of each approver to the routing list.

Additional documentation may be required for the employment

type, as indicated below. For detailed instructions regarding routing, refer to the PERMS User Manual, available on the PERMS website at:

webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx New Faculty When hiring new faculty, submit the offer letter and any letters of

recommendation received to HRS (see BPPM 60.11). NOTE: The Provost's Office requires that the department submit

four letters of recommendation for new faculty who are hired with tenure or if tenure is to be granted at the time of hire as part of the

BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.25.27 Revised 11-17 Human Resources Services 509-335-4521 Personnel/Position/Payroll Electronic Routing Management System (PERMS) New Faculty (cont.) faculty member's contract with WSU. The department must submit

at least three letters of recommendation for new faculty who are hired without tenure (see BPPM 60.11).

New Administrative When hiring new administrative professional employees, submit Professionals a resume and a copy of the offer letter to HRS. Joint Appointments When more than one college/area is involved with a given action,

each appointing authority is to approve the PERMS transaction. Terminations For terminations, submit the faculty, administrative professional,

or classified employee's original time/leave records to Human Resource Services, mail code 1014.

Not Approved If an appointing authority does not approve a PERMS transaction,

he or she selects the Notify Originator button. An e-mail message opens which is prefilled with the employee's information and a link to the PERMS transaction. The approver may add comments about the action. Upon receiving the notification, the originator may modify the pending action or discard the action.

MANUAL PROCESSING In unusual situations, a department may be unable to submit a

personnel action through PERMS. In such a case, HRS may advise the department to submit a signed paper Personnel Action form to request the action.

The Personnel Action form is available in PDF and FileMaker

formats on the PR&F website at: policies.wsu.edu/prf/index/forms/ Contact HRS for further information.