Updates and Tips for Administering Compensation, Position and HR Actions

1. Updates and Tips for Administering Compensation, Position and HR Actions

2. UNDERSTANDING PERSONAL INDICATORS Programs Processes Partnerships

3. Personal Information Screen Programs Processes Partnerships

4. Personal IndicatorSworn/Certified • Position Based: If the duties of the position involve law enforcement, corrections, firefighting, etc.; if such duties must be carried out by someone who is properly sworn and/or certified; and if the position’s classification is covered by Special Risk retirement, then the agency uses this checkbox to indicate that position incumbents qualify for the public record exemptions stipulated in Section 119.071(4)(d)1., F.S. • Employee Based: Upon appointment (via the PAR process) into a position that has been properly flagged “Sworn/Certified” on the position side, the System will auto populate the “Sworn/Certified” indicator on the (Employee) Personal Information side. However, if the employee is moving to another position that is NOT Sworn/Certified, the employing agency of record should ensure the Sworn/Certified Employee indicator (on the employee side only) is marked to reflect that the employee is now a former holder of a Sworn/Certified position. In the same vein, if a new employee is hired into a non-Sworn/Certified position but was previously in a Sworn/Certified position (with any level of government), the employing agency of record must also mark this indicator (on the employee side only). Programs Processes Partnerships

5. Additional AttributeSworn/Certified Programs Processes Partnerships

6. Personal IndicatorConfidential Employee • Position Based: If the duties of the position involve investigative, judicial, or prosecutorial duties as described in Chapter 119, F.S., or the duties of various personnel of the Department of Juvenile Justice, as described in Chapter 119, F.S., then the agency uses this checkbox to indicate that position incumbents qualify for the public record exemptions stipulated in either Section 119.071(4)(d)1, F.S. or Section 119.071(4)d)7, F.S. • Employee Based: Upon appointment (via PAR process) into a position for which the “Confidential Indicator” has been properly flagged on the position side, the System will auto populate the “Confidential Employee” indicator on the (Employee) Personal Information side. HOWEVER, if the employee is moving to another position that is NOT Confidential, the employing agency of record should ensure the Confidential Employee indicator (on the employee side only) is marked to reflect that the employee is now a former holder of a Confidential position. In the same vein, if a new employee is hired into a non-Confidential position but was previously in a Confidential position (with any level of government), the employing agency of record must also mark this indicator (on the employee side only). Programs Processes Partnerships

7. Position AttributeConfidential Indicator Programs Processes Partnerships

8. Personal IndicatorExempt Record All employees who give notice to their employing agency that they are the spouse or child of any person who is exempted under any subparagraph of Section 119.071(4) (d) 1.F.S. No corresponding indicator on position side. Programs Processes Partnerships

9. Personal IndicatorProtected Identity Any employee who, under the provisions of Section 119.071, F.S. and/or Section 741.465, F.S., gives notice that he/she is the victim of a crime or involved in an investigation where disclosure of contact information if protected by court order or some other legally mandate. No corresponding indicator on position side. Programs Processes Partnerships

10. Chapter 119, F.S., Exemptions Programs Processes Partnerships

11. DO’S AND DON’TS WHEN CREATING AND ACTING UPON PARS Programs Processes Partnerships

12. Original Appointments • Do have a process in place for collection of necessary paperwork (e.g., Social Security card). • Do verify that the employee has never been in the People First system (including for benefits only). • Do correct effective date on very first screen, if date was incorrect on PAR. The first screen is the only place you can correct/change the effective date. Programs Processes Partnerships

13. Original Appointments • Do validate Social Security Number before “Acting Upon” a PAR. • Don’t create a new PAR to correct a wrong Social Security Number. • Do create a Misc Action – SSN Correction to fix wrong Social Security Number. Programs Processes Partnerships

14. Original Appointments • Don’t “Act Upon” a PAR again if you previously saved on the very first screen that contains the employee’s name and Social Security Number. • Do contact the Service Center to assist with completing hiring action if PAR was not properly completed. Programs Processes Partnerships

15. Movements Between Different Pay Cycles (Pay Areas) • Don’t process a separation PAR until the new agency has completed a Dual Hire PAR. • Do contact the new agency if action has not been taken and you need to remove employee from your payroll. • Don’t act upon a Dual Hire PAR more than one time. Programs Processes Partnerships

16. Movements Between Different Pay Cycles (Pay Areas) Do a Dual Hire PAR when: • Employee will continue working at current position (true dual hire). • Employee is coming from an agency with a different pay cycle. • Employee is coming from a “benefits only” agency. Programs Processes Partnerships

17. Movements Between Different Pay Cycles (Pay Areas) Other Actions (for discussion): • Retiree with benefits. • Retiree without benefits. • Terminated employee with COBRA. • Terminated employee who left an agency with a different pay cycle. Programs Processes Partnerships

18. Mid Cycle Changes • Do Submit a Manual Timesheet for the employee if moving to another agency with same pay cycle as yours but movement is mid cycle. • Do Submit a Manual Timesheet for the employee if coming from another agency with same pay cycle as yours but movement is mid cycle. Programs Processes Partnerships

19. Retirement Processing • Don’t use Retirement Reason Code if the employee is NOT continuing State Group Insurance. This code is for insurance processing purposes; not retirement processing purposes. • Do Act Upon the PAR no later than the employee’s last day, as Service Center will not process retiree benefit elections until the PAR is complete. Programs Processes Partnerships

20. Cancelling PARs • Do click “cancel” if you have not saved the PAR and want it to go away. • Do click “cancel” and then “completed” (after clicking on the “act upon” button to take you to the first screen) if the PAR you have created and saved is no longer valid. • Do contact the Service Center (to have notes added to the PAR form) if the PAR is cancelled after being created and saved. Programs Processes Partnerships

21. Implementing Court Ordered Adjustments • Do Contact the Service Center if you have a court order reversing a personnel action. • Do give the Service Center the new action type and effective date of change. • Do keep documentation in the employee’s personnel file. Programs Processes Partnerships

22. QUESTIONS? Programs Processes Partnerships