Updated Actions / Reasons

1. UpdatedActions / Reasons June 2011

2. Objectives • Discuss Action Processes • Appointment Changes • Separations • Temp – Perm vice versa • Retro PCR • Grade/Band Salary Admin • Miscellaneous • Discuss new / updated Reasons • Questions

3. Appointment Changes • Effective date – Prob to Perm • OSP definition of CURRENT: The same month in which you are INITIATING the PCR. • Probationary Period Ends June 14th • Effective Date : June 14th • Probationary period ended January 15th • Effective Date: June 1st • Probationary Period ended May 25th • Effective Date: June 1st

4. Appt Changes Misc. • Be careful when copying and pasting notes • Dates, months, names, etc. • Make sure dates in comments correspond with effective date on PCR • Changes with salary increases. • If going to the SMR, please include the salary in comments • Same with trainee to perm • Call Judith if you have ANY questions as you are generating actions/PCRs

5. Separation Actions • Ask yourself before beginning a PCR… • Has the ee worked their last day? • Am I beginning this PCR during corrections? • Yes – then key 9400s to prevent overpayment and process/initiate PCR AFTER finalization • No • Have time entries been removed (ie 9400s, etc) after the proposed absence • Ensure time entries have been made up to the effective date • Check for negative balances • PCRs will be returned if 3 bullets above are not correct

6. Decision Flow on whether or not to process a Separation Action in BEACON SAP. Start Is the date of the Separation on or after Payroll Finalization? Has employee worked his/her last day? Is time entry entered up to date of Separation only? Yes Yes Is it Past Payroll Initialization? Yes Yes Do not process Separation Action No No No No Enter 9400 LWOP to cover time between last day worked and end of the month. Do not initiate Separation Action in Workflow Do not initiate Separation Action in Workflow Process Separation Action per OND Process Contact Coordinator to discuss timeline for processing Separation Action After Payroll has run, delete the 9400 Time Entry and let it update overnight. Process Separation after Payroll Finalization per OND Process DHHS Process Separation Actions rev09/22/2010

7. Temp to Perm or Perm to Temp • Initiate PCR timely as usual, receiving all levels of approval • Once PCR has been approved and back in your inbox for processing, leave in your inbox, open a ticket with BEST with the “EE Movement within System Form” attached, not a maintenance form • http://www.ncosc.net/BEST/forms/EE_Movement_111907.doc • Make sure the notes/comments on the form correspond with the notes/comments in the approved PCR • BEST will process the transfer action • When possible, create these actions on or around the effective date

8. Temp to Perm or Perm to Temp • Once the PCR has been processed by BEST • BEST will notify you that the action has been processed • Check infotypes that were “touched” by BEST • Actions, Org Assignment, Planned Working Time, Basic Pay, Date Specifications • If any information BEST entered is incorrect, do NOT change, contact and discuss with BEST • Information that BEST does not update, should be maintained by the Agency once the PCR has been completed: Tax information, Monitoring of tasks, address, education, objects on loan, etc.

9. Retro (2010 & Prior) PCRs • Initiated PCR comments should include justification as to why the action is retro. OSP must approve • Once the PCR has been approved at all levels and is back in your box for processing, leave PCR in your inbox, open a ticket with BEST and attach the “Employee Maintenance Form” (different from the movement form) • http://www.ncosc.net/BEST/forms/EE_Maintenance_111907.doc

10. Retro (2010 & Prior) PCRs • BEST will process the retro action • Be sure the maintenance form is completed with all the information requested for processing. • BEST will usually not process retro actions until payroll corrections begin for that month • If you are working on multiple retro actions for one individual, contact Central and we will work with you and BEST to complete

11. Grade to Band Salary Administration • OSP generates Salary Monitoring Reports and shares any “inappropriate” actions to legislatures • In light of these reports, we have been given more information for determining salary when an employee moves from grade to band

12. Grade to Band Salary Administration • 2010-2011 Freeze by the Legislatures “trumps” OSP policy that may allow a salary increase • Memo from Linda Coleman, 7/6/10, “only exceptions to legislative salary freeze were for…or any other adjustment related to an increase in job duties/responsibilities.

13. Grade to Band Salary Administration • Salary increases are allowable when we “can document an employee is transferring to a position with higher SG or SG Equivalent.” • When determining salary increases for grade to band, SGE is used to determine legislative eligibility for an increase due to higher level duties and response

14. Miscellaneous • Review PA20 BEFORE beginning any PCR • Check for any IT 27s (Cost Distributions) that may be erroneously outstanding after completing reinstatements • Make it a practice to run the cross agency verification report BEFORE starting a PCR on an employee

15. Actions / ReasonsDefinitions • This presentation will only include new A/R, definitions for actions that are processed by Class and Comp. • There are new A/R for RIF and ER. Please refer questions or concerns regarding these areas to the designated contact

16. New / Updated Reasons • Appointment Change • Time Limited to Probation • Cancel Salary Adjustment • Cancel Temp Comp/Skill • Cancel Temp IRA for Job Change • Career Progression • Temporary Comp/Skill • DO NOT USE – Grade Band Transfer

17. Non-Beacon to Beacon – revised definition • Grade Band Transfer • Class/Pay Plan Change – two SPA positions • Graded • Career Banded • Pilot Banded • Skill Based Pay • Flat Rate • EPA to SPA • Return to State – Revised updated definitions

18. Range Revision • Labor Market (LM) Full • Labor Market (LM) Partial • LM After Effective Date – Complete • LM After Effective Date – Retro to Min • LM No Salary Adjustment • Job Change Full • Job Change Partial • Job Change After Effective Date – Complete • Job Change After Effective Date Retro to Min • Job Change No Salary Adjustment

19. Reallocation • Class/Pay Plan Change - No change in Position Number • Graded • Career Banded • Pilot Banded • Skill Based Pay • Flat Rate

20. Reinstatement • Return from STD with Restrictions • Two actions required – Reinstate & Appt Change with the same effective date • Return from Worker’s Comp with Restrictions • Two actions required – Reinstate & Appt Change with the same effective date • N/A Return from Worker’s Comp Trial Rehab • NO LONGER VALID • Salary Adjustment • Temp In-Range for Job Change • Correct New Hire Salary • Separation • Appointment Ended

21. Transfer • Class/Pay Plan Change - Change in position numbers • Graded • Career Banded • Pilot Banded • Skill Based Pay • Flat Rate • EPA to SPA • Temp to Perm • Perm to Temp • Within Agency Reorganization • Agency to Agency Reorganization

22. QUESTIONS?