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UpdatedUpdatedActions / ReasonsActions / Reasons

June 2011June 2011

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ObjectivesObjectives

►Discuss Action ProcessesDiscuss Action Processes Appointment ChangesAppointment Changes Separations Separations Temp – Perm vice versaTemp – Perm vice versa Retro PCRRetro PCR Grade/Band Salary AdminGrade/Band Salary Admin Miscellaneous Miscellaneous

►Discuss new / updated ReasonsDiscuss new / updated Reasons►QuestionsQuestions

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Appointment ChangesAppointment Changes

►Effective date – Prob to PermEffective date – Prob to Perm OSP definition of OSP definition of CURRENTCURRENT: : The same The same

month in which you are INITIATING the PCR.month in which you are INITIATING the PCR.

Probationary Period Ends June 14Probationary Period Ends June 14thth

►Effective Date : June 14Effective Date : June 14thth

Probationary period ended January 15Probationary period ended January 15thth

►Effective Date: June 1st Effective Date: June 1st

Probationary Period ended May 25Probationary Period ended May 25thth ►Effective Date: June 1Effective Date: June 1stst

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Appt Changes Misc.Appt Changes Misc.

►Be careful when copying and pasting Be careful when copying and pasting notesnotes Dates, months, names, etc.Dates, months, names, etc.

►Make sure dates in comments Make sure dates in comments correspond with effective date on PCRcorrespond with effective date on PCR

►Changes with salary increases. Changes with salary increases. If going to the SMR, please include the If going to the SMR, please include the

salary in commentssalary in comments Same with trainee to permSame with trainee to perm

►Call Judith if you have ANY questions as Call Judith if you have ANY questions as you are generating actions/PCRsyou are generating actions/PCRs

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Separation ActionsSeparation Actions

► Ask yourself before beginning a PCR…Ask yourself before beginning a PCR… Has the ee worked their last day?Has the ee worked their last day? Am I beginning this PCR during corrections?Am I beginning this PCR during corrections?

►Yes – then key 9400s to prevent overpayment and Yes – then key 9400s to prevent overpayment and process/initiate PCR AFTER finalizationprocess/initiate PCR AFTER finalization

►NoNo Have time entries been removed (ie 9400s, etc) after the Have time entries been removed (ie 9400s, etc) after the

proposed absenceproposed absence Ensure time entries have been made up to the effective Ensure time entries have been made up to the effective

datedate Check for negative balancesCheck for negative balances

► PCRs will be returned if 3 bullets above are PCRs will be returned if 3 bullets above are not correctnot correct

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Enter 9400 LWOP to cover time between

last day worked and end of the

month.

Is the date of the

Separation on or after Payroll Finalization?

Is it Past Payroll

Initialization?

Do not initiate Separation Action in Workflow

Yes Do not process

Separation Action

Process Separation

Action per OND Process

After Payroll has run, delete the 9400 Time Entry and let it

update overnight.

Yes

No NoNo

Yes

Contact Coordinator to

discuss timeline for processing

Separation Action

Decision Flow on whether or not to process a Decision Flow on whether or not to process a Separation Action in BEACON SAP. Separation Action in BEACON SAP.Start

Has employee

worked his/her last day?

Process Separation after

Payroll Finalization per OND ProcessDHHS Process Separation

Actions rev09/22/2010

Is time entry entered up to date of Separation

only?

Yes

Do not initiate Separation Action in Workflow

No

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Temp to Perm or Perm to Temp to Perm or Perm to TempTemp

► Initiate PCR timely as usual, receiving all Initiate PCR timely as usual, receiving all levels of approvallevels of approval

►Once PCR has been approved and back in Once PCR has been approved and back in your inbox for processing, leave in your your inbox for processing, leave in your inbox, open a ticket with BEST with the “EE inbox, open a ticket with BEST with the “EE Movement within System Form” attached, Movement within System Form” attached, not a maintenance formnot a maintenance form http://www.ncosc.net/BEST/forms/EE_Movement_http://www.ncosc.net/BEST/forms/EE_Movement_

111907.doc111907.doc Make sure the notes/comments on the form Make sure the notes/comments on the form

correspond with the notes/comments in the correspond with the notes/comments in the approved PCRapproved PCR

BEST will process the transfer actionBEST will process the transfer action When possible, create these actions on or around When possible, create these actions on or around

the effective datethe effective date

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Temp to Perm or Perm to Temp to Perm or Perm to TempTemp

►Once the PCR has been processed by BESTOnce the PCR has been processed by BEST BEST will notify you that the action has been BEST will notify you that the action has been

processedprocessed Check infotypes that were “touched” by BESTCheck infotypes that were “touched” by BEST

►Actions, Org Assignment, Planned Working Time, Actions, Org Assignment, Planned Working Time, Basic Pay, Date SpecificationsBasic Pay, Date Specifications

►If any information BEST entered is incorrect, do NOT If any information BEST entered is incorrect, do NOT change, contact and discuss with BESTchange, contact and discuss with BEST

►Information that BEST does not update, should be Information that BEST does not update, should be maintained by the Agency once the PCR has been maintained by the Agency once the PCR has been completed: Tax information, Monitoring of tasks, completed: Tax information, Monitoring of tasks, address, education, objects on loan, etc.address, education, objects on loan, etc.

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Retro (2010 & Prior) PCRsRetro (2010 & Prior) PCRs

► Initiated PCR comments should include Initiated PCR comments should include justification as to why the action is retro. justification as to why the action is retro. OSP must approveOSP must approve

►Once the PCR has been approved at all Once the PCR has been approved at all levels and is back in your box for levels and is back in your box for processing, leave PCR in your inbox, open a processing, leave PCR in your inbox, open a ticket with BEST and attach the “Employee ticket with BEST and attach the “Employee Maintenance Form” (different from the Maintenance Form” (different from the movement form)movement form) http://www.ncosc.net/BEST/forms/EE_Maintenanchttp://www.ncosc.net/BEST/forms/EE_Maintenanc

e_111907.doce_111907.doc

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Retro (2010 & Prior) PCRsRetro (2010 & Prior) PCRs

►BEST will process the retro actionBEST will process the retro action Be sure the maintenance form is Be sure the maintenance form is

completed with all the information completed with all the information requested for processing.requested for processing.

►BEST will usually not process retro BEST will usually not process retro actions until payroll corrections begin actions until payroll corrections begin for that monthfor that month

► If you are working on multiple retro If you are working on multiple retro actions for one individual, contact actions for one individual, contact Central and we will work with you and Central and we will work with you and BEST to completeBEST to complete

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Grade to Band Grade to Band

Salary AdministrationSalary Administration

►OSP generates Salary Monitoring OSP generates Salary Monitoring Reports and shares any Reports and shares any ““inappropriate”inappropriate” actions to legislatures actions to legislatures

► In light of these reports, we have been In light of these reports, we have been given more information for given more information for determining salary when an employee determining salary when an employee moves from grade to bandmoves from grade to band

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Grade to Band Grade to Band

Salary AdministrationSalary Administration►2010-2011 Freeze by the Legislatures 2010-2011 Freeze by the Legislatures

“trumps” OSP policy that may allow a “trumps” OSP policy that may allow a salary increasesalary increase

►Memo from Linda Coleman, 7/6/10, Memo from Linda Coleman, 7/6/10, “only exceptions to legislative salary “only exceptions to legislative salary freeze were for…or any other freeze were for…or any other adjustment related to an increase in adjustment related to an increase in job duties/responsibilities.job duties/responsibilities.

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Grade to Band Grade to Band

Salary AdministrationSalary Administration►Salary increases are allowable when Salary increases are allowable when

we “can document an employee is we “can document an employee is transferring to a position with higher transferring to a position with higher SG or SG Equivalent.”SG or SG Equivalent.”

►When determining salary increases for When determining salary increases for grade to band, SGE is used to grade to band, SGE is used to determine legislative eligibility for an determine legislative eligibility for an increase due to higher level duties and increase due to higher level duties and responseresponse

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MiscellaneousMiscellaneous

►Review PA20 BEFORE beginning any Review PA20 BEFORE beginning any PCRPCR

►Check for any IT 27s (Cost Check for any IT 27s (Cost Distributions) that may be erroneously Distributions) that may be erroneously outstanding after completing outstanding after completing reinstatementsreinstatements

►Make it a practice to run the cross Make it a practice to run the cross agency verification report BEFORE agency verification report BEFORE starting a PCR on an employeestarting a PCR on an employee

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Actions / ReasonsActions / ReasonsDefinitionsDefinitions

►This presentation will only include new This presentation will only include new A/R, definitions for actions that are A/R, definitions for actions that are processed by Class and Comp.processed by Class and Comp.

►There are new A/R for RIF and ER. There are new A/R for RIF and ER. Please refer questions or concerns Please refer questions or concerns regarding these areas to the regarding these areas to the designated contactdesignated contact

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New / Updated ReasonsNew / Updated Reasons

►Appointment ChangeAppointment Change Time Limited to ProbationTime Limited to Probation

►Cancel Salary AdjustmentCancel Salary Adjustment Cancel Temp Comp/SkillCancel Temp Comp/Skill Cancel Temp IRA for Job ChangeCancel Temp IRA for Job Change

►Career ProgressionCareer Progression Temporary Comp/SkillTemporary Comp/Skill DO NOT USE – Grade Band TransferDO NOT USE – Grade Band Transfer

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►Non-Beacon to Beacon – revised Non-Beacon to Beacon – revised definitiondefinition Grade Band TransferGrade Band Transfer Class/Pay Plan Change – two SPA positionsClass/Pay Plan Change – two SPA positions

►GradedGraded►Career BandedCareer Banded►Pilot BandedPilot Banded►Skill Based PaySkill Based Pay►Flat RateFlat Rate

EPA to SPAEPA to SPA Return to State – Revised updated definitionsReturn to State – Revised updated definitions

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► Range Revision Range Revision Labor Market (LM) FullLabor Market (LM) Full Labor Market (LM) PartialLabor Market (LM) Partial LM After Effective Date – CompleteLM After Effective Date – Complete LM After Effective Date – Retro to MinLM After Effective Date – Retro to Min LM No Salary AdjustmentLM No Salary Adjustment Job Change FullJob Change Full Job Change PartialJob Change Partial Job Change After Effective Date – CompleteJob Change After Effective Date – Complete Job Change After Effective Date Retro to MinJob Change After Effective Date Retro to Min Job Change No Salary AdjustmentJob Change No Salary Adjustment

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►ReallocationReallocation Class/Pay Plan ChangeClass/Pay Plan Change - No change in - No change in

Position NumberPosition Number►GradedGraded►Career BandedCareer Banded►Pilot BandedPilot Banded►Skill Based PaySkill Based Pay►Flat RateFlat Rate

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► ReinstatementReinstatement Return from STD with RestrictionsReturn from STD with Restrictions

►Two actions required – Reinstate & Appt Change with Two actions required – Reinstate & Appt Change with the same effective datethe same effective date

Return from Worker’s Comp with RestrictionsReturn from Worker’s Comp with Restrictions►Two actions required – Reinstate & Appt Change with Two actions required – Reinstate & Appt Change with

the same effective datethe same effective date

N/A Return from Worker’s Comp Trial RehabN/A Return from Worker’s Comp Trial Rehab►NO LONGER VALIDNO LONGER VALID

► Salary AdjustmentSalary Adjustment Temp In-Range for Job ChangeTemp In-Range for Job Change Correct New Hire SalaryCorrect New Hire Salary

► SeparationSeparation Appointment EndedAppointment Ended

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►TransferTransfer Class/Pay Plan Change - Change in Class/Pay Plan Change - Change in

position numbersposition numbers►GradedGraded►Career BandedCareer Banded►Pilot BandedPilot Banded►Skill Based PaySkill Based Pay►Flat RateFlat Rate

EPA to SPAEPA to SPA Temp to PermTemp to Perm Perm to TempPerm to Temp Within Agency ReorganizationWithin Agency Reorganization Agency to Agency Reorganization Agency to Agency Reorganization

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QUESTIONS?