Workforce Administration and Compensation
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Overview - Workforce Administration
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Pages - Workforce Administration
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Transactions - Workforce Administration
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Overview - Compensation
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Resources
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TEST - Workforce Administration and Compensation | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Welcome to the Workforce Administration and Compensation CBT!
To navigate through this CBT, either click the links on the Side Navigation Menu on the right hand side of your screen, or press the Next button at the bottom of each page.
To begin learning about Workforce Administration and Compensation functions, click Change Highlights on the Side Navigation Menu.
**To resize the left-hand navigation frame, you can place your cursor just on the right side of up/down scroll bar until you get a double horizontal arrow. You can make the navigation window skinny or wider, by holding your left mouse button down and moving your mouse left or right, depending on your needs. (Firefox browser users may not have this capability.)
MAJOR CHANGES TO Workforce Administration and Compensation: Version 8.0-8.9
Navigation has changed. Please go to the Change Highlights page for specifics.
WORKFORCE ADMINISTRATION AND COMPENSATION CHANGES
Change Highlights
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Personal Data Changed to Personal Information
Personal Information pages remain within Workforce Administration at Workforce Administration > Biographical > Modify a Person. Information about adding a person, searching, and new employment instance are discussed later in this CBT.
Personal Information has three pages as shown below. Each page is discussed in more detail later in the CBT.
HR Status and Payroll Status (formerly Employee Status)
Employee Status is divided into HR Status and Payroll Status. HR Status
indicates whether the person is still active in the human resources system.
Payroll Status indicates the payroll status of the person. If the Payroll
Status is equal to 'Active' or 'Leave with Pay' you can enter payroll
data for the employee. If the Payroll Status is equal to 'Leave of Absence',
'Terminated', 'Retired', or 'Leave Without Pay' you are not able to enter
payroll data for the employee.
A person can have an active HR record but not currently receiving pay, such as an employee on a leave of absence without pay. The statuses are based on either the Action Code or, in a few cases, the reason for the action. When you select an action to change a person’s job data, the system may change the person’s HR or payroll status. A change in HR Status or Payroll Status can affect an employee’s benefits or payroll processing.
Default Pay Components Button on Compensation Page
SHARP no longer automatically updates the hourly pay rate based on the step entered on the Salary Plan page in Job Data.
For employees whose pay is tied to a pay matrix (salary plans CLA, WS,
and JDG) enter the step on the Salary Plan page, go to the Compensation
page and click 
to
pull in the hourly rate corresponding to the step. The new hourly rate
pulls into the Comp Rate field and the Pay Rates (such as Annual Rate)
populate.
For employees whose pay is not tied to a pay matrix (such as unclassified)
manually enter the Rate Code ‘NAHRLY’ on the Compensation
page. Enter the hourly rate in the Comp Rate field and click 
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The Pay Rates (such as Biweekly and Annual rates) populate.
Date Next Increase Field
The Date Next Increase field moved from the Employment page to the Kansas Information page in Job Data. Even though Job Data pages are effective dated, the date in this field is the same on all of the effective dated rows.
Annual Benefits Base Rate (formerly on Job Data Compensation page)
The Annual Benefits Base Rate (ABBR) field is now located on the Benefit Program Participation page in Workforce Administration. Agencies must manually enter the ABBR amount in this field.
The Division of Accounts and Reports uses this field in calculating the employee’s imputed income for the cost of group term life insurance coverage in excess of $50,000 provided to the employee by the State of Kansas. The ABBR is usually the same as the employee’s Annual Rate.
Some employees are actively employed on more than one position but may not be benefits eligible on all of the positions. KPERS regulations require that if an employee has KPERS coverage in one position, all of the positions are considered for imputed income. If there are two separate benefit records for an employee on multiple positions, the amounts for each position should be listed individually. If both employee records are pointing to the same benefit record number you only need to enter the combined amount of both jobs on the Employment Record number that is controlling the benefits.
A small group of employees or situations are exempt from this concept: Legislators (legislative group term life is not calculated on any non-benefits eligible positions), Board Members, Foster Grandparents, National Guard, and Student. Do not enter an amount in the ABBR field for these employees. http://www.da.ks.gov/sharp/documents/ImputedIncome.pdf
Please also see the Payroll CBT for more information.
Plan Salaries Changed to Compensation
The name of the Plan Salaries component under Administer Workforce changed to Compensation. The Salary Increase (formerly Pay Increase) and Longevity Bonus pages are located in Compensation.
WORKFORCE ADMINISTRATION AND COMPENSATION CHANGES
Navigation Changes
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Navigation within Workforce Administration and Compensation has changed with Version 8.9 PeopleSoft. The following list identifies the V8 navigational path and the new V8.9 path:
Job Data
8.0 Administer Workforce > Administer Workforce (GBL) > Use >
Job Data
8.9 Workforce Administration > Job Information > Job Data
Personal Data
8.0 Administer Workforce > Administer Workforce (GBL) > Use >
Personal Data
8.9 Workforce Administration > Personal Information > Modify a Person
Add Employment Instance (Concurrent Job)
8.0 Administer Workforce > Administer Workforce (GBL) > Use >
Add Concurrent Job
8.9 Workforce Administration > Personal Information > Organizational
Relationship > New Employment Instance
Employee Review
8.0 Administer Workforce > Plan Salaries > Use > Employee Review
8.9 Workforce Administration > Maintain Employee Review
Longevity Bonus
8.0 Administer Workforce > Plan Salaries > Use > Longevity Bonus
8.9 Compensation > Base Compensation > Maintain Longevity Bonus
Search by Name
8.0 Administer Workforce > Administer Workforce (GBL) > Use >
Name Search
8.9.1 Workforce Administration>Personal Information>Search by Name
Search by Social Security Number (National ID)
8.0 Administer Workforce > Administer Workforce (GBL) > Use >
Personal Data
8.9 Workforce Administration>Personal Information>Biographical>Search
by National ID
INTRODUCTION TO WORKFORCE ADMINISTRATION AND COMPENSATION
Please complete the Introduction to CBT and SHARP
computer-based training (CBT) before starting Workforce Administration
and Compensation. The information in Workforce Administration and Compensation
assumes that you have taken the introduction training and does not discuss
some of the basic functions that apply to all SHARP
components.
The Introduction CBT will teach you how to navigate through the menus
and pages and introduce you to the basics of adding, updating, and maintaining
data in PeopleSoft.
For the most up to date information (including new or revised Regulations
and Bulletins), please check the following websites:
SHARP Customer Services (http://www.da.ks.gov/sharp/)
Division of Personnel Services (http://www.da.ks.gov/ps/)
Accounts and Reports (http://www.da.ks.gov/ar/)
We will discuss basic procedures for entering information for employees
at your agency, such as:
Hiring and Rehiring Employees
Promoting, Demoting, Transferring, and Terminating Employees
Changing an Employee’s Rate of Pay
There are several very important sources of reference as you enter data into SHARP.
Kansas Administrative Regulations (K.A.R.s): The regulations provide for fair and equitable treatment of the State of Kansas workforce. Many job data changes are based on the regulations and it is important that you are familiar with them. Current K.A.R.s are at http://www.da.ks.gov/ps/documents/regs/
Action Reason User Guide: SHARP uses Actions and Reasons to define data entry actions. Often the Actions and Reasons trigger data inserts into other SHARP pages and fields. Most of the Actions and Reasons are based on the regulations mentioned above. Please refer to the Action Reason User Guide at http://www.da.ks.gov/sharp/documents/ to help determine the appropriate Action and Reason to use for your data entry.
WORKFORCE ADMINISTRATION OVERVIEW
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The Workforce Administration pages are used to set up and maintain employee information. Data entry includes hires, promotions, transfers, terminations, salary increases, leaves of absence and changing employee personal data. Data entered in Workforce Administration plays an important role in employee pay, how timesheets are created, longevity bonuses, and benefits deductions.
Topics Covered In This Section:
Effective Dates
Action Types
Personnel Actions - HR Status and Payroll Status
Relationship of Job Data with Other Components
Searching for Employees
WORKFORCE ADMINISTRATION OVERVIEW
Effective Dates
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As explained in the Introduction Book, SHARP has 3 categories of
effective dates:
Current
History
Future
Effective dating allows you to store historical data, see changes in
your data over time, and enter future data. This means you can view past,
present and future information on positions and employees.
All Job Data pages, except for Employment Data, use effective dated rows.
When you insert a new effective dated row on the Work Location page the
new effective date displays on the other pages. Employment Data does not
use effective dates -- changes to this page overwrite the existing data.
When you click on 
to insert an effective dated row, the system copies the contents of the
previous row into the new row -- only the effective date changes (to the
current date). Change the Action/Reason and effective date as appropriate.
Effective Sequencing of Effective Dates
Most Job Data rows have different effective dates but occasionally you
may have several actions effective on the same date. For example, two
actions with the same effective date are common when an employee's position
is reallocated and the change results in a promotion and pay increase.
Use the Effective Sequence field to enter multiple rows with the same effective date.
- Add a row on Work Location page
- Enter Effective Date, Action/Reason and related data entry. Effective Sequence defaults to 0
- Add another row on Work Location page
- Enter 1 in Effective Sequence field
- Enter Effective Date (same date as the Effective Sequence 0 row)
- Enter Action/Reason and related data entry
- Save
WORKFORCE ADMINISTRATION OVERVIEW
Action Types
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Four types of actions are used in SHARP:
Update/Display
Include History
Add
Correct History (DPS only)
The action type you select determines what information you can access and what you can enter on each data row. For example, Update/Display only displays the top row of data, which may be current or future rows. No rows of history data display.
The action you can perform on effective-dated rows depends on the data
row type [future, current, history].
| Four Possible Action Types | |||
| Action | View | Change | Insert Row |
| Update/Display | Current, Future | Future Only | Effective date greater than or equal to current date |
| Include History | History, Current, Future | Future Only | Effective date greater than or equal to current date |
| Add | Create new record | ||
| Correct History (DPS) | History, Current, Future | All | Add new rows with no effective date restrictions |
How Action Types Work in Job Data
All agencies have Update/Display access to:
View current and future-dated rows (not history)
Change future-dated rows (not current or history)
Insert new rows with an effective date greater than or equal to the date
of the current row
All agencies have Include History access to:
View all job data - future, current, and history
Change future dated rows (not current or history)
Insert new rows with an effective date greater than or equal to the date
of the current row
Add to Create a New Record
All agencies can create a new record, as opposed to inserting a new row
into an existing record. You must enter all required information for the
record to add to the database. Two examples of the Add action type are
shown below.
Correct History
Only the Division of Personnel Services, Department of Administration,
has Correct History access to add or change rows with no effective date
restrictions. If you need to correct current or historical data, submit
a request to the SHARP Corrections Unit in the Division of Personnel Services.
Click on ‘Request a Correction’ on the SHARP Customer Service
website at http://www.da.ks.gov/sharp/faq.htm.
WORKFORCE ADMINISTRATION OVERVIEW
HR Status and Payroll Status
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When you select an action to change a person’s job data, the system may change the person’s HR or payroll status. HR status indicates whether the person is still active in the human resources system. The Payroll Status field indicates the payroll or job status of the person. A person can have an active HR record but not currently receiving pay. Conversely, a person could have an inactive job record but continue to receive pay.
For example, if you select Paid Leave of Absence, the system changes the HR status to Inactive and changes the payroll status from Active to Leave with Pay. The statuses are based on either the personnel action or, in a few cases, the reason for the action.
A change in HR status or payroll status can affect an employee’s benefits or payroll processing.
WORKFORCE ADMINISTRATION OVERVIEW
Relationship of Job Data to Other Components
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Just as personnel actions entered into Job Data affect an individual's Employee Status, other relationships exist between the various components in SHARP. For example, changes made to Position Data may automatically update Job Data if an employee holds that position.
In this section, we'll describe some of the actions that affect or are affected by employee data in Workforce Administration.
How Recruiting Relates to Job Data
Often you will hire an applicant using the Recruiting process in SHARP. Other times, your applicant will not have gone through this process, such as unclassified appointments and new hires for classified temporary positions. These applicants are hired in Workforce Administration pages.
When hiring an applicant in SHARP, you are creating a Job Data record for that person. Following are some examples of the effect on Job Data when you enter a new hire:
* The personal information (such as name and address) you enter creates the Personal Information within Workforce Administration.
* The effective date of a new hire establishes the Service Date and Length of Service calculation on the Employment Data pages.
* The position number you enter pulls in the Job Title, Department, Location, Salary Plan, Employee Class, and much more from Position Data.
WORKFORCE ADMINISTRATION OVERVIEW
Relationship of Job Data to Other Components
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How Position Data Relates to Job Data
Changes made to Position Data may automatically update Job Data if there is an incumbent in the position. For example, if you enter a funding change row in Position Data, SHARP inserts a row in Job Data with the same action/reason. It is important to check employee Job Data after entering changes to Position Data.
Some of the most common Position Change data entries that also insert
a Job Data row are:
| Action | Reason | When to Use |
| Position Change | Percent/FTE Change | Change the FTE associated with the position, such as from 1.0 to .50 |
| Position Change | Position Data Update | Use for all situations not covered by other available reason codes, such as changing the position to a new location code, department, or Reports To position. |
Some Position Data changes also require you to enter additional information in Job Data. For example, if you reallocate or change the job code for a position in Position Data, SHARP adds a corresponding row to Job Data. However, you must manually add another row in Job Data, using effective sequencing, to enter the employee's pay rate. The action/reason entered on the Job Data row you add depends on the circumstances. For example, if the employee’s position was reallocated to a higher pay grade and the employee stays on the same step the action/reason is Promotion/Promotion.
The position reallocation action/reasons below drop a corresponding row into an incumbent’s Job Data. You must manually add another row in Job Data, using effective sequencing, and enter the appropriate action/reason.
| Action | Reason | When to Use |
| Position Change | Pay Grade Change | Assign a position to a new pay grade as the result of a classification study conducted by the Division of Personnel Services pursuant to K.S.A.75-2938. |
| Position Change | Change in Duties | Assign a position to a different job classification due to a change in duties. K.A.R. 1-4-7 |
| Position Change | Reallocation Per Job Study | For Central use only – agencies should not use this code |
| Position Change | Reallocation – Position Review | Assign position to a different job classification and new pay grade as the result of a position review conducted by the agency or DPS at the request of the employee or agency. K.A.R. 1-4-7 |
| Position Change | Reallocation Per Ad Hoc Study | Assign position to a new job code and classification when the existing classification is abolished as the result of an ad hoc classification study conducted by DPS pursuant to K.S.A. 75-2938. |
| Position Change | Recruitment Purposes | Assign a position to a different job class and new pay grade for recruiting purposes due to a lack of qualified candidates and no training class exists. K.A.R. 1-4-7 and K.A.R. 1-4-2 |
| Position Change | Training Purposes | Use in accordance with K.A.R. 1-4-2, K.A.R. 1-4-7, K.A.R. 1-4-8, K.A.R. 1-6-22a (Training Classes) and K.A.R. 1-6-31 (Governor’s Training Program) to temporarily reallocate a position to the lowest level class in a series when it serves as a training class for training a new employee or to use the Governor’s Trainee Program. |
| Position Change | Title Change | Use in accordance with K.A.R. 1-4-3 and K.A.R. 1-4-7 when a position is reviewed and the job classification changes to a new job classification on the same pay grade. Also use on unclassified job code changes to existing positions. |
WORKFORCE ADMINISTRATION OVERVIEW
Searching for Employees
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SHARP has multiple ways to search for employees. On the Job Data Search page you can search by:
Employee ID
Name – This is the employee’s full name (First Name<space>Middle
Initial<space>Last Name [Ex. Kathleen R Smith]). If you are unsure
of the employee's full name you can use the wildcard % option to find
them. For example, you could enter Ka%Smith.
You can use the 'Name' field in combination with the 'Last Name' field
to find employees if you only know a portion of the first or last name.
You may type in as much of the first name as you know how to spell and
then enter the last name in the 'Last Name' field [Ex. 'Name' Kat ' Last
Name' Smit].
You can also Search by Name or Search by National ID on Personal Information.
PAGES IN WORKFORCE ADMINISTRATION
Overview
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You will find that sometimes there are several paths you can use to get to the same page. Following are pages used in Workforce Administration and one of the paths you can use to get to the page. Data in the various fields on the pages are described.
PAGES IN WORKFORCE ADMINISTRATION
Personal Information
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Navigation: Workforce Administration > Personal Information > Modify a Person
Open the glossary for the Biographical Details page.
Open the Glossary for the Contact Information page.
Open the Glossary for the Regional page.
PAGES IN WORKFORCE ADMINISTRATION
Job Data
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Navigation: Workforce Administration > Job Information > Job Data
Open the Glossary for the Work Location page.
Open the Glossary for the Job Information page.
Job Labor
State of Kansas does not use this page delivered by PeopleSoft
Open the Glossary for the Payroll page.
Open the Glossary for the Salary Plan page.
Open the Glossary for the Compensation page.
Open the Glossary for the Kansas Information page.
PAGES IN WORKFORCE ADMINISTRATION
Employment Data
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Click on the link on the bottom on any page within Job Data to access the Employment Data page.
Navigation: Workforce Administration > Job Information > Job Data> Employment Data
Open the Glossary for the Employment Information page.
Open the Glossary for the Kansas Employment page.
PAGES IN WORKFORCE ADMINISTRATION
Benefit Program Participation
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Click on the link on the bottom on any page within Job Data to access the Benefit Program Participation page.
Navigation: Workforce Administration > Job Information > Job Data
You can use the Benefit Program Participation page to view or update information relating to an employee's eligibility for benefits.
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Incorrect information may affect an employee's benefits eligibility. |
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Do not change Benefits Administration Eligibility fields when an employee terminates, retires, goes on leave without pay, or returns from leave without pay. |
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Do not change Benefits Administration Eligibility fields if the employee's pay increases or decreases unless the percent FTE changes. Salary changes occurring throughout the year will automatically update following open enrollment. |
Open the Glossary for the Benefit Program Participation page.
PAGES IN WORKFORCE ADMINISTRATION
Employee Review
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Navigation: Workforce Administration > Maintain Employee Review
Enter the time period the performance review covers in the From/To Date fields. For a new hire or rehire, the ‘From’ date is the date of hire and the next review date should be a full 6 or 12 months later. The ‘From’ day and the ‘To’ day should be the same, for example 04/06/2007 to 10/06/2007. The next review date should also be the same day, i.e. 10/06/2008.
Enter the date the employee’s performance review was completed in the Review Date field. The date the review is completed is the date the supervisor and employee signed the form.
Prior to the end of the probationary period, the supervisor is to give the employee their performance review rating. If the rating is unsatisfactory, the employee shall not be granted permanent status (K.A.R. 1-7-3).
Open the Glossary for the Employee Review page.
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Overview
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As mentioned earlier, you will use the pages in the Workforce Administration to set up and maintain employee information. Here is where you will enter hires, promotions, transfers, terminations, salary increases, leaves of absence and change employee personal information. Data entered in Workforce Administration plays an important role in employee pay, how timesheets are created, longevity bonuses, and benefits deductions.
SHARP uses Actions and Reasons to define data entry actions. Often the Actions and Reasons trigger data inserts into other SHARP pages and fields. Most of the Actions and Reasons are based on the regulations mentioned earlier. Please refer to the Action Reason User Guide at http://www.da.ks.gov/sharp/documents/default.htm to help determine the appropriate Action and Reason to use for your data entry.
Be sure to review the How Do I? section on the Side Navigation Menu. You can print the How Do I? instructions to refer to as you enter data into SHARP.
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Add a Person/Hire
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Add a Person
When not using the Recruiting process to appoint a person to a position,
you must ‘Add a Person’ to SHARP before entering the hire
in Job Data.
Click on the ‘Add the Person’ link to move to Personal Information
pages where you will enter the employee’s name, birth date, Social
Security Number, address, and other information.
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Enter the Effective Date. Do not use a future date on the Biographical Details page here in Personal Data or you will not be able to retrieve the person in SHARP until that date. You may future date the effective date of the hire in Job.
Click on ‘Add Name’ to move to pages to enter the person’s name.
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Enter the person’s name and click ‘OK.’ You will move back to the Biographical Details page. Enter the remaining information (Date of Birth, Gender, Highest Education Level, Marital Status, and Social Security Number). Click on the tab for Contact Information.
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Enter the new employee’s address by clicking on ‘Add Address Detail.’ Enter the address information and click ‘OK.’ You will return to the Contact Information page to enter the phone information and email address.
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Click on the Regional tab and select the Ethnic Group and History information.
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Click on the Organizational Relationships tab. The relationship of Employee is pre-selected. Click ‘Add the Relationship.’ It is very important that you do not save on any pages before clicking ‘Add the Relationship.’ If you do, you will not be able to retrieve the person from the system or hire them into a position. Also, the system will prevent you from attempting to add the person again.
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After clicking ‘Add the Relationship’ SHARP takes you right into Job Data and assigns an Employee ID. The person’s name, ID and Empl Rcd # display. The action of ‘Hire’ defaults.
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TRANSACTIONS IN WORKFORCE ADMINISTRATION
Hire Action
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Hire
The effective date of the Hire must be the same as the effective date
entered to Add the Person. Select the appropriate Reason from the drop
down list. Enter the position number and tab out of the field. The related
position information will automatically display in Job Data, such as position
title and department.
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Other reasons used for the Hire action:
| Action | Reason | When to Use |
| Hire | Vacant Position | Hire a person who is new to state service into a vacant position. |
| Hire | Hire Higher Step – Exceptional Qualifications | Hire an employee with exceptional qualifications at a higher step if cannot employ the candidate at minimum step. Exceptional qualifications are based on education, training, experience, skills and other qualifications directly related to the position. K.A.R. 1-5-8(b)(1) |
| Hire | Higher Step (KAR 1-5-8(b)(2)) | Hire an employee at a higher step due to a lack of candidates for a class of positions as authorized by the Director of Personnel Services. K.A.R. 1-5-8(b)(2) |
| Hire | Concurrent (Multiple) Position | Hire a current regular part-time employee into another part-time position. Percentage of time worked on all positions shall not exceed 100% except for a classified exempt employee holding one or more unclassified teaching or research positions in a state educational institution with appointing authority approval. K.A.R. 1-5-22 |
| Hire | Conversion | Central use only. Used for changes associated with PeopleSoft upgrades. Agencies should not use this reason. |
The information on the Job Information page defaults from Position Data and no additional data entry is required. (Read more about Employee Class in Position Data and how it affects Job Data.)
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TRANSACTIONS IN WORKFORCE ADMINISTRATION
Hire Action cont.
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Hire
On the Payroll page, select the Tax Location Code and Holiday Schedule. If appropriate, change the FICA Status. (Read more about FICA at FICA – Social Security and Medicare Status guide.) Most employees are subject to FICA, but the State’s Section 218 Agreement with the Social Security Administration exempts some employees from Social Security (OASDI) and Medicare. Agencies are responsible for ensuring that employees are exempted from Social Security and Medicare coverage as appropriate. If the employee is exempt from both Social Security and Medicare, ‘Exempt’ should be chosen for the FICA Status field. If the employee is exempt only from Social Security, ‘Medicare only’ should be chosen. Please see Accounts and Reports Informational Circular No. 05-P-025 for more information and a partial list of employees who are exempted. http://www.da.ks.gov/ar/infocirc/archive/fy2005/ic05p025.htm
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The Grade corresponding to the Position’s job code defaults in on the Salary Plan page and the Step defaults as 4. You can change the Step if you are hiring the person above step 4 – be sure that you selected the correct Reason on the Work Location page if you appoint the employee at a higher step! The Step Entry Date defaults as the date the employee first entered the Step.
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All of the compensation fields on the Compensation page are blank until
you click on the
button.
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Clicking on
fills in the Rate Code and pay rate fields based on the Step entered on
the Salary Plan page for classified employees and others whose positions
are tied to a pay matrix - salary plans CLA, WS, and JDG.
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Note: For employees whose pay is not tied to a pay matrix
(such as unclassified) manually enter the hourly rate in the Comp Rate
field on the Compensation page and click .
The Rate Code is always ‘NAHRLY.’ The Pay Rates (such as Biweekly
and Annual rates) populate.
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Hire Action cont.
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Hire
Verify that the Employment Status, Probation End Date, and Date Next Increase fields populate correctly on the Kansas Information page. Other fields on the page default from Position Data.
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Click on the Benefits Program Participation link at the bottom of the page. Enter the Annual Benefits Base Rate (ABBR) amount, which is usually the same as the employee’s Annual Rate.
The Division of Accounts and Reports uses this field in calculating the employee’s imputed income for the cost of group term life insurance coverage in excess of $50,000 provided to the employee by the State of Kansas. Some employees are actively employed on more than one position but may not be benefits eligible on all of the positions. KPERS regulations require that if an employee has KPERS coverage in one position, all of the positions are considered for imputed income. If there are two separate benefit records for an employee on multiple positions, the amounts for each position should be listed individually. If both employee records are pointing to the same benefit record number you only need to enter the combined amount of both jobs on the Employment Record number that is controlling the benefits.
A small group of employees or situations are exempt from this concept:
Legislators (legislative group term life is not calculated on any non-benefits
eligible positions), Board Members, Foster Grandparents, National Guard,
and Student. Do not enter an amount in the ABBR field for these employees.
http://www.da.ks.gov/sharp/documents/ImputedIncome.pdf
Please also see the Payroll
CBT for more information.
The BAS Group ID is always BA. Enter the employee’s salary tier
for benefits (or GEN if not benefits eligible) in Elig Fld 2 and the Benefits
Program fields. Click 
.
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See the How Do I - Add A Person/Hire for step by step instructions.
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Rehire Action
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Rehire
The ‘Rehire’ action is used in Job Data for anyone who has ever worked for the State, including student employees and former temporary employees. All current and former state employees have an Employee ID number. This number remains the same all through the employee’s service with the state, even if the employee moves to a new position or agency. Enter the Rehire on Employment Record Number 0 or the lowest Employment Record Number in which the employee is not active.
Since SHARP continues to calculate length of service when an employee
terminates, you must adjust the length of service if the employee is rehired
more than 30 days after termination. Adjust the length of service by deducting
the years and/or days of service between the employee’s last day
of work and the rehire date on the Kansas Employment page.
If the employee’s last position was not in your agency, you will
not have security access to enter the rehire in the employee’s Job
Data. Contact the HR office at the employee’s prior agency or the
SHARP unit in the Division of Personnel Services to enter the rehire for
you. You will have access to the employee’s record after the Rehire
is entered.
To rehire an employee, enter the Employee ID on the Job Data search page
as shown below.
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The former employee’s HR Status is ‘Inactive’ and the
Payroll Status is ‘Terminated.’ Add a row
and enter the effective date of the rehire if different from the current
date. Select the ‘Rehire’ action from the drop down list and
the appropriate reason. Notice that the employee’s HR State and
Payroll Status change to Active based on the Rehire action you selected.
Enter the position number to which you are appointing the employee. Complete the remaining pages (Job Information, Payroll, Salary Plan, Compensation, Kansas Information, Benefits Program Participation) as described in the Hire process earlier and save your information to SHARP.
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TRANSACTIONS IN WORKFORCE ADMINISTRATION
Rehire Action cont.
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Rehire
The reason used for the Rehire action depends on factors such as the step to which the employee is appointed and prior permanent status. The following reasons for a Rehire action are taken from the Action Reason User Guide. Please see the Guide for a complete list of Actions/Reasons.
| Action | Reason | When to Use |
| Rehire | Rehire | Rehire a former employee who has not had permanent status for more than 1 year. |
| Rehire | Higher Step Rehire – Exceptional Qualifications | Rehire an employee (who has not had permanent status for more than 1 year) at a higher step due to exceptional qualifications such as education, training, experience, and skills. K.A.R. 1-5-8(b)(1) |
| Rehire | Higher Step (KAR 1-5-8(b)(2)) | Rehire an employee at a higher step due to a lack of candidates for a class of positions as authorized by the Director of Personnel Services. K.A.R. 1-5-8(b)(2) |
| Rehire | Reinstatement | Rehire an employee who had permanent status and terminated within the previous year. K.A.R. 1-6-30 |
| Rehire | Higher Step Reinstatement – Exceptional Qualifications | Rehire an employee (who had permanent status and terminated within the previous year) at a higher step if they have exceptional qualifications and you cannot employ the person at minimum step. Exceptional qualifications are based on education, training, experience, skills and other qualifications directly related to the position. K.A.R. 1-5-8(b)(1) |
| Rehire | Reemployment | Rehire an employee who was laid off. K.A.R. 1-6-23 |
| Rehire | Higher Step Reemployment – Exceptional Qualifications | Rehire an employee (who is in a reemployment pool) with exceptional qualifications at a higher step if you cannot employ the person at minimum step. Exceptional qualifications are based on education, training, experience, skills and other qualifications directly related to the position. K.A.R. 1-5-8(b)(1) |
| Rehire | Concurrent (Multiple) Position | Rehire an active part-time employee into another part-time position. Percentage of time worked on all positions shall not exceed 100% except for a classified exempt employee holding one or more unclassified teaching or research positions in a state educational institution with appointing authority approval. K.A.R. 1-5-22 |
See the How Do I - Rehire for step by step instructions.
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Add Employment Instance
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Many employees have multiple employment record numbers. The ‘0’ employment record number is the only active employment record for most state employees. Other employment records usually represent terminations or separations from former positions the employee held.
You need to determine if you can use an existing record or if you need to add a new employment instance.
User your SHARP Statewide security access to see if an employee has multiple records. Go to the Job Data search page, enter the Employee ID, and click the search button. If the employee has multiple records, the search results will list the records the employee has been associated with over time. If you have the appropriate security access, select the different records to see which one(s) the employee is active on.
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If the employee is active on all of their records, use ‘Add Employment Instance’ to add another record for your appointment. If the employee has multiple records and is not active on all of them, then use the lowest record available for your appointment.
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The next available Employment Record Number defaults in when you enter
the Employee ID. Click 
to continue to Job Data pages to appoint the employee.
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Add Employment Instance cont.
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The new Employment Record Number, Effective Date, and ‘Hire’ Action default (change if appropriate). Select ‘Concurrent (Multiple) Position’ as the Reason. Enter the position number to which you are appointing the employee and continue through the pages to hire the employee.
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The Benefit Record Number defaults to "0." If both concurrent jobs are benefits eligible, leave the default as "0" and add a row in the Benefits Program Participation page with an effective date equal to the concurrent hire date. Then change the Benefit Program code appropriately.
The Employment Record Number and Benefit Record Number should always match in the following situations:
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Multiple non-benefits eligible positions (GEN). |
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Multiple positions with different benefits eligibility. For example, if an employee is benefits eligible on Employment Record 0 (PT1), the Benefit Record Number should be 0. If the employee is not benefits eligible on Employment Record Number 1 (GEN), the Benefit Record Number should be 1. |
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Multiple positions with different job status (active and terminated). For example, if a benefits eligible employee is active on Employment Record 0, then the Benefits Record Number is 0. If the same employee has terminated on Employment Record 1, then the corresponding Benefits Record Number is 1. |
If an employee is active on multiple positions in the same agency and both positions are benefits eligible, the Benefit Record Number can be lower than the Employment Record Number. For example, the Benefits Record Number could be 0 for Employment Record 1.
The Benefit Record Number can never be higher then the Employment Record Number. For example, the Benefit Record cannot be 1 for the Employment Record 0.
Note: If each active employment record has a unique benefit record number, leave balances are stored for each Employment Record Number. Also, the automatic longevity bonus process splits the bonus into each timesheet for those employees.
See the How Do I - New Employment Instance for step by step instructions.
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Promotion
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Navigation:Workforce Administration > Job Information > Job Data
If there is a change in the FLSA status, the promotion should occur at the beginning (Day 1) of the payroll period for accurate processing of payroll.
In the Classified service, a promotion occurs when:
a classified employee moves to a different position with a job classification
that is assigned to a higher pay grade and there is an increase in pay.
a classified employee’s position is reallocated to a job classification
that is assigned to a higher pay grade. The reallocation entered in Position
Data inserts a row into the employee’s Job Data with a blank step.
Agencies must add an effective sequence Job Data row with the same effective
date as the reallocation row, select the appropriate action and reason
(such as Promotion/Promotion), enter the step and update compensation.
Please see How Do I’s for details on entering a promotion for an employee. Instructions are provided for both classified and unclassified promotions.
Example: Classified employee moves to a different position on a higher pay grade and is appointed at a step higher than their previous step due to exceptional qualifications.
Add a row in Job Data, enter the effective date of the promotion, and
select the appropriate action/reason. Enter the position number to which
the employee is promoting. Information related to the position defaults
(such as position title and department).
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Enter the step to which the employee is being appointed.
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TRANSACTIONS IN WORKFORCE ADMINISTRATION
Promotion cont.
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For a classified promotion, click on
to update the pay rate for the pay grade and step. Other compensation
rates will also update.
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Accept the default data or change as appropriate.
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Enter the new Annual Benefits Base Rate. Do not change the benefits eligibility fields if the employee's pay changes unless the percent FTE changes. Salary changes occurring throughout the year will automatically update following open enrollment.
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Click
to save your data.
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Promotion cont.
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In the Unclassified service, a promotion occurs when a classified or
unclassified employee moves to an unclassified position with an increase
in pay. The steps to enter an unclassified promotion are similar to a
classified promotion except as noted below:
Action/reason is Promotion/Unclassified Promotion on Work Location page
Manually enter Rate Code of NAHRLY and hourly rate on Compensation page
Click
to update pay rates.
The Reason selected for the Promotion action in Job Data depends on several factors. Following is an excerpt from the Action Reason User Guide of when to use the various Reasons for a Promotion.
| Action | Reason | When to Use |
| Promotion | Higher Step (KAR 1-5-8(b)(2) | Promote a classified employee at a higher step due to a lack of candidates for a class of positions as authorized by the Director of Personnel Services. K.A.R. 1-5-8(b)(2) |
| Promotion | Promote Higher Step – Exceptional Qualifications | Promote a classified employee with exceptional qualifications at a higher step if cannot employ the person at minimum step. Exceptional qualifications are based on education, training, experience, skills and other qualifications directly related to the position. K.A.R. 1-5-13 |
| Promotion | Promotion New Position/Class | Use when a classified employee moves to a different position with a job classification assigned to a higher pay grade. K.A.R. 1-5-13 |
| Promotion | From Training Class | Promote a classified employee from a training class upon meeting the minimum qualifications for the class and satisfactory performance of job duties, responsibilities and training requirements. K.A.R. 1-6-22a(d) |
| Promotion | Unclassified Promotion | Promote an employee from a classified or unclassified position to an unclassified position at a higher rate of pay. Also use when an unclassified employee’s position has a job code or title change and the employee’s pay increases. |
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Demotion
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A Demotion occurs when an employee moves to a position in a lower class, whether voluntarily or for disciplinary reasons, with a decrease in pay. However, an employee accepting a voluntary demotion may be paid at a step of the new pay grade that does not result in a decrease if the action is in the best interest of the state. K.A.R. 1-5-15 and K.A.R. 1-6-27
Add a row in the employee’s Job Data and enter the effective date of the demotion. Select the ‘Demotion’ action from the drop down list and the appropriate reason from the drop down list. ‘Voluntary’ is selected in the view below.
Enter the position number to which the employee is moving. Continue through the pages (Salary Plan, Compensation, Kansas Information, and Benefits Program Participation) to enter salary and other information.
Please see the How Do I’s for more details on entering a demotion.
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| Action | Reason | When to Use |
| Demotion | Voluntary | At the classified employee’s request, move the employee from a position in one class to a position in another class having a lower pay grade. K.A.R. 1-6-27 |
| Demotion | Involuntary | Move a classified employee from a position in one class to a position in another class having a lower pay grade for disciplinary purposes or other good cause. K.A.R. 1-6-27; K.S.A. 75-2949 |
| Demotion | In Lieu of Layoff | Move a classified employee who is exercising bumping rights to a position in another class having a lower pay grade in accordance with the agency layoff plan.. K.A.R. 1-14-10 |
| Demotion | Unsatisfactory Performance | Move a classified employee from a position in one class to a position in another class having a lower pay grade for unsatisfactory performance of duties. K.A.R. 1-6-27; K.s.A. 75-2949 |
| Demotion | Conversion | Central use only. Used for changes associated with PeopleSoft upgrades. Agencies should not use this code. |
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Transfers
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In the classified service, a transfer occurs when an employee moves to a different position with the same job classification or a job class. In the unclassified service a transfer occurs when an employee moves to a different unclassified position at a similar or lower rate of pay.
Please see the How Do I’s for details on entering an employee transfer.
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| Action | Reason | When to Use |
| Transfer | Employee Request | Classified: Classified employee moves to a different classified position (within an agency or between agencies) with the same job classification or a job class with the same pay grade. K.A.R. 1-6-24 Unclassified: Unclassified employee moves to a different unclassified position (within an agency or between agencies) at a similar or lower rate of pay. Between Services: Employee moves from either
branch of service (Classified or Unclassified) to a position in
the other branch of service at a similar or lower rate of pay. |
| Transfer | Employer Request | Classified: The appointing authority moves a classified employee to a different classified position (within an agency or between agencies) with the same job classification or a job class with the same pay grade. K.A.R. 1-6-24 Unclassified: The appointing authority moves an unclassified employee to a different unclassified position (within an agency or between agencies) at a similar or lower rate of pay. Between Services: The appointing authority moves
an employee from either branch of service (Classified or Unclassified)
to a position in the other branch of service at a similar or lower
rate of pay. |
| Transfer | Employer Request with In-Grade Pay Increase | Classified: The appointing authority moves a classified employee to a different classified position (within the same agency) in the same pay grade at a higher step. K.A.R. 1-5-14(c) |
| Transfer | Higher Step (K.A.R. 1-5-14) | Classified: Within the same agency, transfer an employee to a position in the same grade at a higher step |
| Transfer | In Lieu of Layoff | Transfer an employee who would otherwise be terminated due to layoff. |
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Suspension and Return
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A permanent classified employee may be suspended for disciplinary purposes for a period not to exceed 30 calendar days. A suspension for an exempt employee cannot be less than the employee's work week of 7 consecutive 24 hour periods, or multiples of such work week unless the suspension is in good faith for an infraction of a safety rule of major significance. See K.A.R. 1-9-19 and K.S.A. 75-2949
Note: If an employee is due a longevity bonus while on suspension, the employee will appear Inactive pages of the Longevity Bonus pages. The employee appears on the Inactive page because their Employee Status is Suspended, not Active.
| Action | Reason | When to Use |
| Suspension | Personal Conduct | K.S.A. 75-2949 |
| Suspension | Work Performance | K.S.A. 75-2949 |
| Suspension | Safety Violation | K.S.A. 75-2949 |
Return Employee from Suspension
When you return an employee from suspension, enter the effective date
they start back to work. Use Job Data pages to add a Recall From Suspension/Return
From Suspension row.
Please see the How Do I’s for details on entering an employee suspension and a return from suspension.
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Termination
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An employee termination occurs when an employee leaves state service for reasons other than retirement. The effective date of termination is the first day the employee is not in pay status (does not report to work or have leave scheduled). The previous day's date will automatically populate in the "Last Date Worked" field on the Employment Data page. For example, if an employee's last day at work is a Friday, enter Saturday's date as the termination date. Do not enter the following Monday as this may put the employee into the next pay period and extend their GHI coverage.
Important Notes: You must enter the termination by 6:00 P.M. on the Tuesday following the end of the pay period (Cut-Off, Day 3 on the time line chart) in order for SHARP to automatically calculate any vacation leave payout.
TRANSACTIONS IN WORKFORCE ADMINISTRATION
End of Classified Temporary Appointment
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Employment of a person in one or more temporary positions cannot exceed 999 total hours of employment in state service for a period of 12 consecutive months. All time worked, including overtime, counts toward the 999 hours. Each temporary appointment must end after no later than 12 months, even if the appointee works fewer than 999 hours. A person may occupy more than one temporary position in a period of 12 consecutive months if the total number of hours does not exceed 999 hours. See K.A.R. 1-6-25
Even if you intend to immediately rehire the person, you must end the classified temporary appointment once the employee reaches the 999 hour limit or no later than 12 months after the hire/rehire. If rehiring a classified temporary to a regular position, you must enter a Termination/End of Temporary row before rehiring the person to the regular position. Be sure to make the effective date of the rehire at the beginning of a pay period. See K.A.R. 1-6-25
Please see the How Do I’s for details on entering employee terminations.
| Action | Reason | When to Use |
| Termination | Personal Conduct | Terminate an employee on grounds of personal conduct detrimental to the state service. K.S.A. 75-2949 |
| Termination | Death | Death Use when an employee’s job ends due to the employee’s
death. |
| Termination | End of Limited Term | Terminate an employee at the end of a limited term position. K.A.R. 1-6-26a |
| Termination | End of Temporary | Use when an employee’s temporary job ends and the employee is not moving to a regular position. K.A.R. 1-6-25 |
| Termination | Term – Hospital Authority EEs | Used only by the University of Kansas Medical Center |
| Termination | Inability to Perform the Duties of the Position | Terminations per K.S.A. 75-2949e(1) where the employee is no longer able to perform the position duties. |
| Termination | Layoff – Shortage of Work/Fund | Terminate an employee due to a layoff resulting from a shortage of work or funds. K.A.R. 1-14-7(a)(1) |
| Termination | Layoff – Incumbent Returns Leave | Terminate an employee due to a layoff resulting from the reinstatement of an employee returning from authorized leave. K.A.R. 1-14-7(a)(2) |
| Termination | Layoff – Incumbent Return per CSB | Terminate an employee due to a layoff resulting from the reinstatement of an employee per Civil Service Board orders. |
| Termination | Layoff – Other | Terminate an employee due to a layoff for reasons not otherwise stated. |
| Termination | Layoff – Agency Closure | Terminate an employee due to a layoff resulting from agency closure. |
| Termination | Layoff – Non State Job Hire | Terminate an employee who received a layoff notice but was able to find employment outside of the state prior to the actual layoff occurring. |
| Termination | Lack of License/Authorization | Terminate an employee due to failure to obtain or maintain a current license or certificate or other authorization required to practice a trade, conduct a business or practice a profession. K.S.A. 7502949e |
| Termination | Original Probationary Term | Terminate an employee prior to the end of their original probationary period. |
| Termination | Resign – Other | Terminate an employee in good standing who resigns for a reason not otherwise listed. K.A.R. 1-11-1 |
| Termination | Resign – Family Reasons | Terminate an employee in good standing who resigns for family reasons. K.A.R. 1-11-1 |
| Termination | Resign – Job Abandonment | Terminate an employee based on a presumed resignation due to unauthorized absence from work for 5 consecutive working days without a satisfactory explanation. K.A.R. 1-11-1(c) |
| Termination | Resign – Health Reasons | Terminate an employee in good standing who resigns for health reasons. K.A.R. 1-11-1 |
| Termination | Resign – Personal Reasons | Terminate an employee in good standing who resigns for health reasons. K.A.R. 1-11-1 |
| Termination | Resign – Other Position | Terminate an employee in good standing who resigns due to accepting employment outsides of state service. K.A.R. 1-11-1 |
| Termination | Resign – Mutual Consent | Termination agreed to by the employer and the employee. K.A.R. 1-11-1 |
| Termination | Resign – Return to School | Terminate an employee in good standing who resigns to return to school. K.A.R. 1-11-1 |
| Termination | Resign – Dissatisfied w/Work | Terminate an employee in good standing who resigns because they are dissatisfied with the work. K.A.R. 1-11-1 |
| Termination | Resign – Dissatisfied w/Pay | Terminate an employee in good standing who resigns because they are dissatisfied with the pay. K.A.R. 1-11-1 |
| Termination | Resign – Insufficient Notice | Terminate an employee who fails to provide written notice of resignation at least two weeks before their last day of work. K.A.R. 1-11-1(a) |
| Termination | Separation w/o Leave Payout | Terminate an Empl Rcd for an employee who is still actively employed on a benefits eligible position on another Empl Rcd number. This action/reason combination prevents the automatic payout of accumulated vacation leave credits. |
| Termination | Transfer to Affiliate | Used only by University of Kansas Medical Center. |
| Termination | Not Reappointed/Continued | Terminate an unclassified employee who is not reappointed to a position. |
| Termination | Unsatisfactory Work Performance | Terminate an employee with permanent status on grounds of deficiencies in work performance. K.S.A. 75-2949 |
| Termination | Conversion | Central use only. Used for changes associated with PeopleSoft upgrades. Agencies should not use this reason. |
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Retirement
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Retirement uses a different action/reason than other types of terminations – Retirement/Regular Retirement.
The effective date logic is the same as for terminations – the effective date is the first day the employee does not report to work or does not have leave scheduled.
You must enter the retirement by 6:00 P.M. on the Tuesday following the end of the pay period (Cut-Off, Day 3 on the time line chart) in order for vacation and eligible sick leave payouts to automatically calculate.
Please see the How Do I's for more information on entering a retirement.
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Leave of Absence - Without Pay - Appoint and Return
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An employee may be granted a leave of absence without pay for reasons such as health, military obligations, or maternity/paternity. See K.A.R. 1-9-6
Please see the How
Do I’s for details on entering a leave of absence without pay.
| Action | Reason | When to Use |
| Leave of Absence | Health Reasons | Place an employee on leave without pay for health reasons. K.A.R. 1-9-6 |
| Leave of Absence | Maternity/Paternity | Place an employee on leave without pay for maternity or paternity reasons. K.A.R. 1-9-6 |
| Leave of Absence | Military Leave | Place an employee on leave without pay for military leave reasons. K.A.R. 1-9-7a |
| Leave of Absence | Other | Place an employee on leave without pay for situations not covered by other available reasons. K.A.R. 1-9-6 |
| Leave of Absence | Seasonal/Not scheduled to work | Place an employee on leave without pay for seasonal work or extended periods when the employee is not scheduled to work. K.A.R. 1-9-6 |
| Leave of Absence | Sabbatical/Professional Leave | Place an employee on leave without pay who is taking a sabbatical or professional leave. K.A.R. 1-9-6 |
| Leave of Absence | Summer Leave with Benefits | Regents Use – Place an employee on leave without pay for summer months and continue benefits. |
| Leave of Absence | Regent | For Regent use only |
| Leave of Absence | Conversion | Central use only. Used for changes associated with PeopleSoft upgrades. Agencies should not use this reason. |
When an employee returns from a leave of absence without pay, the employee returns to a position in the same class as the position which the employee held at the time the leave was granted, or in another class in the same pay grade for which the employee meets the requirements. (K.A.R. 1-9-6(h))
If the employee terminates, return the employee from leave of absence before entering the termination. The effective date of the return must be at least one day before the date of termination if the terminating employee is to be paid out for leave balances. If not, you may use the same date for the return from leave and termination by using effective sequencing.
Since SHARP continues to calculate the length of service when an employee is on a leave of absence, you must adjust the length of service if the leave was for more than 30 days. Adjust the length of service by deducting the years and/or days of service between the last day before the employee went on leave and the return from leave date on the Kansas Employment page. If preferred, you can adjust the length of service on the Employment Information page by clicking on the Override checkbox and changing the Benefits Service Date.
To return an employee from a leave of absence, add a Return from Leave/Return from Leave row in Job Data. Please see the How Do I’s for details.
TRANSACTIONS IN WORKFORCE ADMINISTRATION
Paid Leave of Absence - Appoint and Return
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An employee may be placed on administrative leave with pay because the employee is relieved of duties with pay pending an investigation (K.A.R. 1-10-7), job injury, health reasons, military leave for training or sabbatical.
To place an employee on a Paid Leave of Absence, add a row in Job Data using ‘Paid Leave of Absence’ as the action and use one of the following reasons:
Please see the How Do I’s for details on entering a leave of absence with pay.
| Action | Reason | When to Use |
| Paid Leave of Absence | Investigation | Leave with pay when an employee is relieved of duties with pay pending an investigation. K.S.A. 75-2949; K.A.R. 1-2-74; K.A.R. 1-9-19 |
| Paid Leave of Absence | Job Injury |