Presented by Lisa Collins

Acting Administrative Services Manager

Personnel Transaction ReviewWV Division of Personnel

WV Division of PersonnelwvOASIS

• To identify the most common challenges for agencies.

• To discuss those challenges and resolutions.

Objective

• The WV-11 is now known as an ESMT document.

• The transaction, code, and cause are now the PACT and PART codes.

• Only select from the PACT and PART code combinations identified in the most recent version of the wvOASIS Guide, Version 10.0 was just updated 09/21/2015. You can find it at:

Enterprise Readiness – Training – HRM/Payroll – Supplemental Training Aids/Guides – Personnel

Action Code and Reason Guide

PACT AND PART CODES

• According to DOP rules, employees must be initially hired competitively into DOP classified positions as an original appointment.

• In wvOASIS, original appointment date is defined as the first time an employee is hired into State government.

Transaction Differences In wvOASIS

for Original Appointments

PACT - ORIGL – Original Appointment /New Hire• PART - CLE – Classified Exempt• PRV – Provisional Appointment• PTP – Part-Time Professional• HAB – Hire above Entry• HAM – Hire above Market Rate• HSR – Hire Standard• POR – Provisional to Original

Appointment

Original AppointmentTerminology

• ORIGN – Original Appointment NEOGOV NOT IN USE AT THIS TIME

• TMPOR – Temporary to Original Appointment

Two New Original Appointment Transactions

• The correct ESMT document to process for a first time hire of a temporary employee in the wvOASIS/Advantage system would be

PACT – TEMPS PART – 1K - 1000 HR Temp

PART – SEA – Seasonal Aide PART – 4GI – Governor’s

Intern

Temporary Appointments

• The correct ESMT document to process if the individual has previously been hired in any capacity in the wvOASIS/Advantage system would be

PACT – REHIT PART – 1K – 1000 HR Temp

PART – SEA – Seasonal Aide PART – 4GI – Governor’s

Intern

Temporary AppointmentRehires

• The only correct Increment Service date for a temporary employee is 12/31/9999.

• Increment Service date is found on the Pay Progression tab.

Temporary AppointmentTIP

• IF the temporary is being rolled over to another temporary appointment

PACT – REHIT PART – 1K - 1000 HR Temp PART – 4GI – Governor’s Intern

PART – SEA – Seasonal Aide

• IF the temporary is being rolled over to an original appointment

PACT – TMPOR PART – No PART CODE

• No termination ESMT is required in either of these two scenarios.

Agency Time SaversTIP

• Documentation should be uploaded directly to the ESMT document in wvOASIS.

• However, if the documentation is very large you may still have to e-fax.

• The back up documentation requirement is changing for DOP covered agencies for separation ESMT documents.

Documentation

• Two or three ESMTs are required to separate a permanent employee.

• If the employee is “exception paid,” s/he must first be transitioned to positive pay. The PACT code would be TRNP – Transition to positive pay. The “from date” (previously know as effective date) would be the first day of the pay period in which the separation will be completed.

• Employee Status – H – Transition• Pay Class (Found on Classification Attributes

tab) IF it started with SAL – should be changed to start with TER

• Pay Rule Code (Found on Classification Attributes tab)– starts with “P” for positive pay

• DO NOT CHANGE ANNUAL SALARY.

Voluntary Separations – Step 1

• This ESMT is used to process final payout and record the actual termination date.

• This is NOT the final ESMT transaction.• PACT – TRSN – Transition• PART – ATE – Terminate at Will of

Employee• From Date – LAST DAY OF WORK• Increment Service Date – Update, if

necessary• Employee Status – H - Transition

Voluntary Separations – Step 2

The ESMT to process final payout MUST be completed and the payroll processed

BEFORE the final terminating transaction can be processed.

Voluntary SeparationsTIP

When processing a Death ESMT the employee name

should be changed in Step 2 to Estate of….

BUT it has to be changed back to the regular name in Step 3.

Voluntary SeparationsTIP

• This ESMT is used to place the employee in final termination status and vacate the position.

• From Date – Day after last day of work – even if it is a partial day.

• Blank out the Position Number on the Assignment Information tab

• Change the Payroll Number to TERM on the Classification Attributes tab

Voluntary Separations – Step 3TIPS

• PACT – RESGN – Resign PART – EMP – Resign Other Employment PART – PSL – Resign Personal Reasons PART – MOV – Resign Relocation PART – SCH – Resign Return to School PART – ROR – Resign Other Reason

• Employee Status – V – Voluntary

Voluntary Separations – Step 3Resignation

• PACT – RETRE – Retirement PART – DIS – Retirement Disability PART – REG – Retirement Regular

• Employee Status – R – Retirement

Voluntary Separations – Step 3Retirement

• PACT – DEATH – Death PART – No PART CODE

• Employee Status – D – Death

Voluntary Separations – Step 3Death

It is extremely important for agencies to understand the Pay Progression Tab and its function.

They control benefits, leave accrual, overtime rates, and increment.

Pay Progression Tab Tab

The Pay Progression Start Date: first time the individual was ever hired as a State employee.

• Includes, permanent, temporary, DOP covered and non-DOP covered employment.

• Includes hours and minutes.

Pay Progression Start Date

The Benefits Progression Start Date: most recent date the individual was hired into a benefits eligible position.

Benefits Progression Start Date

• The Leave Progression Start Date: date used to determine when an employee’s annual leave accrual should be increased. This date is effected by leaves of absence and prior State service.

• Anytime a leave return is processed, the Leave Progression Start Date must be adjusted.

• A tenure calculation will be required upon each leave return processed for an employee.

Leave Progression Start Date

• The Increment Service Date is the date used to determine how much increment an employee is entitled to. (affected by leaves of absence and prior State service)

• Anytime a leave return is processed the Increment Service Date must be adjusted.

• A tenure calculation will be required upon each leave return processed for an employee.

Increment Service Date

• GoLive date for Wave2 agencies is 11/14/2015.

• Get the Pay Progression Dates sorted out and correct.

• Give enough time for transactions to be processed.

Closing