Documentation Guide For wvOASIS Transactions Guide Rev. 9-05-2017.pdfDocumentation Guide For wvOASIS Transactions By: Personnel Transaction Review Revision: 9/05/2017 ... Appointment

Based on Personnel Action and Personnel Action Reason Codes Rev. 5/23/2017

**Grey boxes in the PART codes means there is no PART code required**

Documentation Guide

For wvOASIS TransactionsBy: Personnel Transaction Review

Revision: 9/05/2017

Disclaimer: Subject to revision as necessary. Documentation guide is only a tool and while it will cover "most" cases, DOP reserves the right to request additional

information not listed in this guide as needed.

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PACT

Code

General Objective PART

Code

PART Code Description Mandatory

StatusRequirements:

CLE Classified Exempt

Appointment

A

STA Statuatory Appointment ACLN Classified Non Exempt

Appointment

A

EXE Exempt Elected Officer APRV Provisional Appointment A

1) Job posting

2) Application

3) Register - approving provisional appointment

PTP Part-Time Professional AHSR Hired Standard A

HAB Hire Above Entry APRC Preference Appointment A

POR Provisional to Original AHAM Hire Above Market Rate A 1) Must be future dated

2) Job posting

3) Certification memo

4) Application, Degrees, and Licenses

5) Register

6) Justification Memo for Above Market Rate A 1) Must be on the Saturday that starts the Pay

Period

2) Job posting



5) Register

6) Must have worked within two weeks prior to

the TEMPOR From date


Appointment

A"Contact Class and Compensation"

ORIGL Original Appointment/New Hire 1) Must be future dated

2) Job posting



5) Register

TMPOR Temp to Original Appointment

1. Hire Documents. (Page 1)

**Unless hiring a temporary employee

to an Classified Exempt Appointment,

there will be no PART Code for this

transaction.**

"Contact Class and Compensation"

2 of 16

PACT

Code


Code


StatusRequirements:

PPE Employee did not complete

probationary period before

resignation

A 1) Only use if a probationary employee is being

hired into a new title within their current

agency/division/ or facility

2) Must be future dated



5) Register

6) Job Posting

REI Reinstate A 1) Only to be used in association with a grievance

decision/ settlement/ or court order Same

backup as "REHIR-PRC"

PRC Preference Appointment A

REC Recall A

HSR Hire Standard A

COV From a non DOP covered

HAB Hire Above Entry A

HAM Hire Above Market Rate A1) Must be future dated

2) Job posting


4) Register

5) Justification Memo for the Above Market Rate

CLN Classified Non Exempt

Appointment



Appointment


POR Provisional to Original A "Refer to TEMPOR"

REHIR Rehire Permanent



2) Job posting


4) Register

3 of 16

PACT

Code


Code


StatusRequirements:

REI Reinstate A Refer to REHIR - REIPRC Preference Appointment A

REC Recall AHSR Hired Standard AHAB Hired Above Entry A

HAM Hired Above Market Rate A "Refer to REHIR - HAM"CLE Classified Exempt

Appointment


CLN Classified Non-Exempt

Appointment


STA Statuatory Appointment A "Contact Class and Compensation"PPE Employee did not complete

Probationary Period before

resignation

A

"Refer to REHIR - PPE"

NMA New Multiple Appointment A "Contact CPU"

STA Statuatory Appointment A "Contact CPU"

MULTP Multiple Appointment Per DiemNMA New Multiple Appointment P

"Contact CPU"

MULTTMultiple Appointment

TemporaryNMA New Multiple Appointment M

"Contact CPU"

PERORPer Diem to Original

AppointmentA

"Refer to TEMPOR"

TEMPD Per Diem Hire P 1) Must be future dated

REHIP Rehire Per Diem P 1) Must be future dated

ORIGRRehire of Employee with no

record in OASIS

Multiple Appointment

PermanentMULTI


Refer to REHIR - HSR

4 of 16

PACT

Code


Code


StatusRequirements:

4GI Temporary Governor's Intern M1) Must be future dated

2) Temporary Agreement Form

3) 3.0 GPA or higher on unofficial transcripts

4) Two reference letters

SEA Temporary Seasonal 1733

Hours

M


2) Can only be used by DNR, Tourism, or Forestry

1K Temporary 1000 Hours M 1) Must be future dated

2) Temporary Agreement Form

4GI Temporary Governor's Intern M"Refer to TEMPS - 4GI"

SEA Temporary Seasonal1733

Hours

M"Refer to TEMPS - SEA"

1K Temporary 1000 Hours M "Refer to TEMPS - 1K"

Temporary Hire

REHIT Rehire Temporary

2. Temp Hire Documents. (Page 1)

TEMPS

5 of 16

PACT

CodeGeneral Objective PART

Code


StatusRequirements:

MED Medical Leave A 1) New Physician's Statement per occurrence

*Redacted*

2) Signed Leave Slip or leave approval memo

3) Notification of going off payroll

4) Leave of Absence Cover Sheet

5) Kronos Time Sheet from LDW to LDP

PAR Parental Leave A 1) Leave of Absence Cover Sheet


3) Signed leave slip or leave approval memo


5) Physician's Statement *Redacted*

FML FMLA Leave A 1) Physician's Statement *Redacted*





PER Personal Leave A

EDU Educational Leave A

MPU Military Unpaid Leave A 1) Military Orders.

2) Signed leave slip or leave approval memo.

3) Leave of Absence Cover Sheet.

4) Notification of going off payroll.

5) Kronos Time Sheet from LDW to LDPWC Worker's Compensation A 1) Zurich letter with start date of benefits.


3) Kronos Time Sheet from LDW to LDPUNA Unauthorized Leave A 1) Unauthorized leave memo / letter.







3. Off Payroll Documents. (Page 1)

LOA Leave of Absence

6 of 16

PACT

Code


Code


StatusRequirements:

MED Medical Leave A1) New Physician's Statement per occurrence

*Redacted*

2) Signed Leave Slip or leave approval memo



5) Progression Date Calculator

6) Kronos Time Sheets for LDW to LDP and LR

PAR Parental Leave A 1) Employee must have worked 12 weeks





6) Physician's Statment *Redacted*


FML FMLA Leave A1) Physician's Statement *Redacted*






PER Personal Leave A

EDU Educational Leave A

LOASDLeave of Absence Same Day

*Continued on next page*







7 of 16

PACT

Code


Code


StatusRequirements:

MPU Military Unpaid Leave A1) Military Orders






UNA Unauthorized Leave A1) Unauthorized leave memo




MIS Misconduct A

PRF Poor Performance A

ABS Absenteeism A

LIC License Revoked A

OTH Other A

INV Pending Investigation A

LVRTN Leave ReturnA 1) Progression Date Calculator

2) Time Sheet Showing Return

LOASD

Leave of Absence Same Day

*More options on previous

page*


SUSPD Suspension


2) Suspension letter

3) Time Sheet(s) covering the time span of the

suspension

8 of 16

PACT

Code


Code


StatusRequirements:

TRNP Transition to Positive Pay

H 1) Does not flow through DOP

2) Date is the start of the pay period in which the

last day worked was in

3) Only needed for Salary employees and

employees whose Pay Rule Time Code starts with

an "E" Must be completed in current or Future

Dated - Start of a pay period pay period,

otherwise contact CPU

ATE Terminate at Will (of the

Employee)

H

ATW Terminate at Will (of the

Employer)

H

DEATH Death of Employee D 1) Separation Cover Sheet

EMP Other Employment V

LOA Leave of Absence V

PSL Personal Reasons V

MOV Relocation V

LHD Local Health Department V

SCH Return to School V

ROR Resigned Other Reasons V

DBS Resignation Disability V1) Separation Cover Sheet

2) Resignation/ Retirement Letter

3) Disability Award Letter, Physician's statement

*Redacted* showing employee cannot return to

work, or Social Security Disability award letter

RESGN Resignation

Transition

4. Separation Documents. (Page 1)

1) Separation Cover Sheet


3) Final Kronos time sheet (unless Future Dated -

Start of a pay period TRSN From Date)

4) Resignation/Retirement/Dismissal Letter


2) Resignation Letter

TRSN

9 of 16

PACT

Code


Code


StatusRequirements:

LOA Leave of Absence R

REG Regular Retirement R

DIS Disability Retirement R1) Separation Cover Sheet

2) Resignation/Retirement Letter

3) Disability Award Letter, Physician's statement

*Redacted* showing employee cannot return to

work, or Social Security Disability award letter

DOR Dismissal Other Reasons T

MCN Misconduct T

GRO Gross Misconduct T

DPP Poor Performance T

DAB Absenteeism T

DLR License Revoked T

ABD Job Abandonment T

WRP Lack of Work Payout LV T

WRA Lack of Work Applied LV T

FNP Lack of Funds Payout LV T

FNA Lack of Funds Applied LV T

TEM Terminate Temp Employee V 1) Detailed Notes on ESMT

2) Must include Last day worked

RFS Refused Job/ Did not Report V

EWO Employer Withdraw Offer V

1) Detailed Notes on ESMT


2) Dismissal LetterDISMS

Terminate TemporaryTERMT

LAYOF Layoff 1) Separation Cover Sheet

2) Layoff Letter


2) Retirement Letter

RETRE Retirement

Dismissal

4. Separation Documents. (Page 2)

10 of 16

PACT

Code


Code


StatusRequirements:

ATB Across the Board A

SPD State Personnel Board

Remove Temporary Increase

A

SPU State Personnel Board

Temporary Increase

A

EQY Pay Equity (Not PPP) A

LEG Legislated A

COR Correcting Error in salary A

SAD Downgrade A

SAP Promotion A

PPD Pay Plan Policy Decrease A

PPI Pay Plan Policy Increase A

PT1 Pay Plan Policy Increase -

Temp

A

PT2 Pay Plan Policy Decrease -

Temp

A

SAU Personnel Board Permanent

Increase

A

TEN Tenure APAT Salary Adjustment for

Temporary

M

SAD Downgrade MCOR Correcting Error in salary MOBS Other State Boards MSAG Board Of Governors M

SALAN Salary Advancement SAM Salary Advancement A

1) Future Dated - Start of a pay period

2)Approval memo from Governor's Office

3) Most Recent EPA 3 (within past 12 months)

4) DOP Hourly Rate Calculator

SADJ



3) Class and Compensation may require

additional information, contact them as

necessary

5. Salary Adjustment Documents. (Page 1)

Salary Adjustment


2) Detailed Notes on ESMT SADJT

Salary Adjustment Temporary

Employee

11 of 16

PACT

Code


Code


StatusRequirements:

RMP Reduced to Minimum Pay AABV Promotion Above Entry ASTD Promotion Standard Pay

Rules

A

WIN Transfer within Department A

PRJ Demotion with Prejudice A 1) Notification letter to employee

2) Application *Employee must qualify for new

title*

3) Detailed Notes on ESMT DMS Demotion and Salary Adj. AVOL Demotion without Prejudice A


TMPUPTemporary Classification

Upgrade

A 1) Future Dated - Start of a pay period

2) Upgrade Letter signed by employee

3) Detailed Notes on ESMT for reason for

Temporary Upgrade

4) Application

TMPDNDowngrade of Temporary

UpgradeA


SAD Salary Adjustment

Downgrade

A 1) Future Dated - Start of a pay period

2) Job Posting

3) Application

4) Employee Memo notifying them of change in

Title and reduction in Salary

5) Detailed Notes on ESMT SAU Salary Adjustment Upgrade A


LATRL Lateral Change


2) Job Posting

3) Application


6. Status Changes. (Page 1)


2) Application

3) Job Posting



2) Job Posting

3) Application


DEMOT Demotion

PROMT Promotion

12 of 16

PACT


Code


StatusRequirements:

SAD Salary Adjustment

Downgrade

M

SAU Salary Adjustment Upgrade M

DEM Demotion ADMS Demotion and Salary Adj. APRO Promotion A 1) "See PROMT"

2) Verification of No Preference CandidateLAT Lateral Change ALSA Lateral Change & Salary Adj. A

COV From non-DOP Covered

position to DOP Covered

Position

A 1) Future Dated - start of pay period

2) Job Posting

3) Application

4) Verification of No Preference Candidate

*If Original Appointment* Must provide 5 + 6

5) Register

6) Cert MemoCLE Classified Exempt

Appointment


PRS Promotion & Salary Adj. A 1) Future Dated - start of pay period

2) Job Posting

3) Application


5) Detailed Notes on ESMT HBL House Bill Legislation A 1) Note House Bill Number on ESMT SBL Senate Bill Legislation A 1) Note Senate Bill Number on ESMT

REO Reorganization Within

Cabinet

A

TIL Transfer in Legislation AEXO Executive Order A 1) Executive Order signed by the Governor

ATOL Transfer out Per Legislation. A

*Special Use Only: Contact DOP before use*


LATRT Lateral Change for Temporary1) Future dated - Start of a pay period


1) "See DEMOT"


1) "See LATRL"


"Contact CPU"TRANOTransfer Permanent Employee

Out to a Different Department

TRANITransfer Permanent Employee

in from Different Department

13 of 16

PACT


Code


StatusRequirements:

A 1) Page 1 of the Position Description form signed

by Class & Comp

2) Reallocation Letter from Class and Comp


4) Future Dated - Start of Pay Period LEG DNR Use Only A 1) Application, Degrees, and Licenses

2) Future Dated - Start or Pay Period

LDD Light Duty Downgrade A

LDU Light Duty Upgrade A

LDR Light Duty Reversal A

RECLS ReclassificationA 1) Application, Degrees, and Licenses

2) Future Dated - Start of Pay Period

NPS No Posting A "Contact Class and Compensation"

POS Posting A 1) Job Posting


FTECDFTE Correction Decrease

Permanent Employee

A 1) Memo or Email from Employee requesting

reduction in hours, or a physician's order *Must

clearly list hours per week requested*


FTECIFTE Correction Increase

Permanent Employee

A 1) Future Dated - Start of Pay Period

2) Job Posting from hire/promotion to position

employee is currently in

FTEPDFTE Correction Decrease Per

Diem EmployeeP

FTEPIFTE Correction Increase Per

Diem EmployeeP

FTETDFTE Correction Decrease

Temporary EmployeeM

FTETIFTE Correction Increase

Temporary EmployeeM

STAPTContsitutional Officer/

Statuatory AppointmentsA "Contact Class and Compensation"

1) Future Dated - Start of a pay Period

REALL Reallocation

1) Work Accomodation Letter

2) Contact DOP - Personnel Transaction Review

Prior to Use.


UNITC Unit Code Change

14 of 16

PACT


Code


StatusRequirements:

AMEND Amend Effective Date A

AMNDP Amend Effective Date Per DiemP

AMNDT Amend Effective Date Temp M

AFFIL Affiliation A 1) House/Senate Bill or Executive Order

CIVSC Civil Service Code Change A 1) Detailed Notes on ESMT

DATFXData Elements Fix Only (PRE GO-

LIVE Only)"Contact CPU"

PFC Position FLSA Correction A

INJ Court Ordered Temporary

Injunction

A

SAU Salary Adjustment Upgrade A

INC Change all Progression Dates

and Increment Amount

A

PBL Change all progression dates

with no Increment Amount

Change

A

OADTC Original Appointment Date

Correction

1) Date can be moved back in time, but never

forward

2) Verification of prior state service

3) Contact CPU

PAYCH Pay Class Changes A "Contact CPU"

PAYCTPay Class Changes for

Temporary

M"Contact CPU"

INCSV Increment Service Date Update

7. Miscellaneous. (Page 1)


2) Employment verifications for every agency

employee has worked for previously

3) Must be on the Saturday that is the start of the

current pay period or a future pay period

FLSA FLSA Status Update Only

1) PSMT Must be processed first *Contact Class

and Compensation*


1) Forward From Date should be the date

employee first physically reported to work


15 of 16

PACT


Code


StatusRequirements:

PDCHG Position Description Change "Contact CPU"

PERMT Certified PermanentA 1) CP Date Calculator if employee at reduced FTE

or any Breaks in Service

PRTC Pay Rule Time Code Change A "Contact CPU"

PRTCPPay Rule Time Code Change Per

diem

P"Contact CPU"

PRTCTPay Rule Time Code Change

Temporary

M"Contact CPU"

PYNO Payroll Number Change A "Contact CPU"

SUBTC Title Subtitle Changes

A 1) PSMT Must be Completed *Contact Class and

Compensation


SUPTI

Supervisor Timekeeper

Seniority Date and other

changes

1) Must be on DEPTD

SENRD Seniority Date Change 1) Must be on DEPTD

TICHTTitle Changes on Temporary

Employees

M1) Future Dated - Start of pay period

WKCYL Work Cycle Change 1) Must be on DEPTD

NPS No Posting A "Contact Class and Compensation"

POS Posting A 1) Job Posting

2) Application, Degrees, Licenses

WPLOC Work and Pay Location Update

7. Miscellaneous. (Page 2)

16 of 16