Administer Workforce and Plan Salaries CBT

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Workforce Administration and Compensation

SHARP logo

Main Menu button


triangle bullet Welcome Page
blue bullet Change Highlights
blue bullet Navigation Changes
triangle bullet Introduction
triangle bullet Overview - Workforce Administration
blue bullet Effective Dates
blue bullet Action Types
blue bullet HR Status and Payroll Status
blue bullet Relationships
blue bullet Searching for Employees
   
triangle bullet Pages - Workforce Administration
blue bullet Personal Information
blue bullet Job Data
blue bullet Employment Data
blue bullet Benefits Program Participation
blue bullet Employee Review
   
triangle bullet Transactions - Workforce Administration

Hire/Rehire
blue bullet Add a Person/Hire
blue bullet Rehire
blue bullet Add Employment Instance
blue bullet Promotion
blue bullet Demotion
blue bullet Transfer
blue bullet Suspension and Return

Termination
blue bullet Termination
blue bullet End Temporary Appointment
blue bullet Retirement

Leave of Absence
blue bullet Leave of Absence without Pay – Appoint and Return
blue bullet Paid Leave of Absence – Appoint and Return

Data Change
blue bullet Leave of Absence to Accept Unclassified Assignment – Appoint and Return
blue bullet Classified Acting Assignment – Appoint and Return
blue bullet Status Change

Pay Rate Change
blue bullet Unclassified Employee Pay Rate Change
blue bullet In-Grade Pay Increase

Employee Review
blue bullet End Probation Review
blue bullet Classified Employee Review

Personal Information
blue bullet Personal Information Change
   
triangle bullet Overview - Compensation
blue bullet Salary Plans
blue bullet Longevity Bonus
   
triangle bullet Reports
triangle bullet Resources
blue bullet SHARP Customer Service
blue bullet Action Reason User Guide
blue bullet How Do I's
triangle bullet Text File
triangle bullet TEST - Workforce Administration and Compensation

 

1

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.)

red arrow pointing to Introduction link


MAJOR CHANGES TO Workforce Administration and Compensation: Version 8.0-8.9

Navigation has changed. Please go to the Change Highlights page for specifics.

 

2

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 menu

Personal Information has three pages as shown below. Each page is discussed in more detail later in the CBT.

Personal information tabs

 

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.


HR Status field on Work Location page


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 Default Pay Components Buttonto 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.

Default Pay Components button on Compensation page for hourly.

 

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 calculate compensation. The Pay Rates (such as Biweekly and Annual rates) populate.

Default Pay Components button on Compensation page for biweekly.


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.


Shows Date Next Increase field on Kansas Info page


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.

Benefit Program Participation showing ABBR field



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.

Compensation menu


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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

 

4

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: 
blue bullet SHARP Customer Services (http://www.da.ks.gov/sharp/
blue bullet Division of Personnel Services (http://www.da.ks.gov/ps/
blue bullet Accounts and Reports (http://www.da.ks.gov/ar/)

We will discuss basic procedures for entering information for employees at your agency, such as:
blue bullet Hiring and Rehiring Employees
blue bullet 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.

 

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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:

blue button Effective Dates
blue bullet Action Types
blue bullet Personnel Actions - HR Status and Payroll Status
blue bullet Relationship of Job Data with Other Components
blue bullet Searching for Employees

 

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WORKFORCE ADMINISTRATION OVERVIEW
Effective Dates
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As explained in the Introduction Book, SHARP has 3 categories of effective dates:
blue button Current
blue button History
blue button 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 plus sign to add a row 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.
Effective sequence 0 field on Work Location

Effective sequence 1 field on Work Location


Use the Effective Sequence field to enter multiple rows with the same effective date.

  1. Add a row on Work Location page
  2. Enter Effective Date, Action/Reason and related data entry. Effective Sequence defaults to 0
  3. Add another row on Work Location page
  4. Enter 1 in Effective Sequence field
  5. Enter Effective Date (same date as the Effective Sequence 0 row)
  6. Enter Action/Reason and related data entry
  7. Save

 

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WORKFORCE ADMINISTRATION OVERVIEW
Action Types
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Four types of actions are used in SHARP:
blue bullet Update/Display
blue bullet Include History
blue bullet Add
blue bullet 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

Update Display
All agencies have Update/Display access to:
blue bullet View current and future-dated rows (not history)
blue bullet Change future-dated rows (not current or history)
blue bullet Insert new rows with an effective date greater than or equal to the date of the current row

Include History button
All agencies have Include History access to:
blue bullet View all job data - future, current, and history
blue bullet Change future dated rows (not current or history)
blue bullet Insert new rows with an effective date greater than or equal to the date of the current row

Add to Create a New Record
blue bullet 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.
Search for Matching persons on Add the Person

Add Employment Instance

Correct History
blue bullet 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.

 

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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.

hr and payroll status fields

A change in HR status or payroll status can affect an employee’s benefits or payroll processing.

 

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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.

 

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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.
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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:

blue bullet Employee ID
blue bullet 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.
blue bullet 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].

Job Data search page

 

You can also Search by Name or Search by National ID on Personal Information.
Search by name or national id

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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.

 

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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.

Personal Information>Biographical Details

Open the Glossary for the Contact Information page.

Modify a person, contact information page

Open the Glossary for the Regional page.

modify a person, regional page

 

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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.

Work Location>Job Data

Open the Glossary for the Job Information page.

Job Data, Job Information page

Job Labor
State of Kansas does not use this page delivered by PeopleSoft

Open the Glossary for the Payroll page.

Job Data, Payroll page

Open the Glossary for the Salary Plan page.

Job Data>Salary Plan

Open the Glossary for the Compensation page.

Job Data>Compensation

Open the Glossary for the Kansas Information page.

Job Data> KS Information

 

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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.

Employment Data, Employment Information page

Open the Glossary for the Kansas Employment page.

Employment Data, KS Employment

 

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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.

blue bullet Incorrect information may affect an employee's benefits eligibility.
blue bullet Do not change Benefits Administration Eligibility fields when an employee terminates, retires, goes on leave without pay, or returns from leave without pay.
blue bullet 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.

Employees in benefits eligible positions whose:

  • FTE is .90 or greater are considered full-time for benefits.
  • FTE is .50-.89 are considered part-time for benefits.
  • FTE is .49 or less are not benefits eligible.

The benefit programs for full-time employees are based on their annual salary and are divided into salary tiers FT1, FT2, and FT3. As of benefit plan year 2011, the current salary tier levels are:

  • FT1 - equal to or less than $27,999
  • FT2 - $28,000 to $48,000
  • FT3 - greater than $48,000

The benefit program for part-time benefits eligible employees is always PT1.

Open the Glossary for the Benefit Program Participation page.

Benefit Program Participation table

 

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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.

Employee Review page

 

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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.

 

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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.

Add a new person page

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.

Personal, Biographical Details page, Add A Name link

 

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.

Edit Name page

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.

Personal, Contact Info page, Add Address Detail link

Edit Address page

Click on the Regional tab and select the Ethnic Group and History information.

Personal, Regional page

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.

Personal, Organizational Relationships page

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.

Job Data, Work Location page shows Hire action

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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.

Hire action in Job, Work Location page.

 

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.)

Hire action in Job, Job Information page.

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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

Hire action on Job, Payroll page.

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.

Hire action on Job, Salary Plan page.

All of the compensation fields on the Compensation page are blank until you click on the default pay components button.

Hire action on Job, Compensation page.

Clicking on default pay components 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.

Hire action on Compensationo page, Default Pay components.

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 calculate compensation button. The Rate Code is always ‘NAHRLY.’ The Pay Rates (such as Biweekly and Annual rates) populate.

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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.

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 Save button..

See the How Do I - Add A Person/Hire for step by step instructions.

 

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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.

Job Data search page.

The former employee’s HR Status is ‘Inactive’ and the Payroll Status is ‘Terminated.’ Add a row plus sign to 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.

Work location, term row.
Work location rehire row.

 

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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.

 

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TRANSACTIONS IN WORKFORCE ADMINISTRATION
Add Employment Instance
8 of 28


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.

Job Data search page.

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.

Add Employment Instance page.

The next available Employment Record Number defaults in when you enter the Employee ID. Click Add button. to continue to Job Data pages to appoint the employee.

add employment instance

 

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TRANSACTIONS IN WORKFORCE ADMINISTRATION
Add Employment Instance cont.
9 of 28


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.

Work location page, concurrent positions.

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:

blue bullet Multiple non-benefits eligible positions (GEN).
blue bullet 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.
blue bullet 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.

 

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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:
blue bullet 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.

blue bullet 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).

Promotion action on  Work Location.

Enter the step to which the employee is being appointed.

Promotion action on Salary Plan.

 

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TRANSACTIONS IN WORKFORCE ADMINISTRATION
Promotion cont.
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For a classified promotion, click on default pay components button to update the pay rate for the pay grade and step. Other compensation rates will also update.

Promotion action on Compensation page.

Accept the default data or change as appropriate.

Promotion action on KS Information page.

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.

Promotion action on Benefit Program Participation page.

Click Save button to save your data.

 

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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:
blue bullet Action/reason is Promotion/Unclassified Promotion on Work Location page
blue bullet Manually enter Rate Code of NAHRLY and hourly rate on Compensation page
blue bullet Click calculate compensation button 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.

 

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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.

Demotion action on Work Location page.

 

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.

 

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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.

Transfer action on  work location page.

 

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.

 

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TRANSACTIONS IN WORKFORCE ADMINISTRATION
Suspension and Return
15 of 28


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.

 

33

TRANSACTIONS IN WORKFORCE ADMINISTRATION
Termination
16 of 28


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.

 

34

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.

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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.

 

36

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.

 

37

TRANSACTIONS IN WORKFORCE ADMINISTRATION
Paid Leave of Absence - Appoint and Return
20 of 28


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

Leave with pay when an employee sustains a qualifying job injury. K.A.R. 1-9-22

Paid Leave of Absence Leave w/Benefits Place an employee on leave with pay in order to comply with a Civil Service Board ruling that grants benefits and pay.
Paid Leave of Absence Military Leave Leave with pay for an employee in a regular position for active duty (K.A.R. 1-9-7b) or when called to state emergency duty (K.A.R. 1-9-7c)
Paid Leave of Absence Sabbatical Place an employee on leave with pay when an employee is relieved of duties with pay due to a sabbatical.
Paid Leave of Absence Long-Term Disability Regents use only in conjunction with RTD earnings code for employees on long-term disability but no longer eligible to receive continued contributions to the Board of Regents Mandatory Retirement Plan.

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.

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.

 

38

TRANSACTIONS IN WORKFORCE ADMINISTRATION
Data Change
Leave of Absence to Accept Unclassified Appointment – Appoint and Return
21 of 28


A leave of absence may be granted to an officer or employee holding a regular position in the classified service to enable the employee to take an appointive position in the unclassified service. The leave of absence from the classified position and subsequent appointment to the unclassified position are entered on the same employment record.

Add a row in Job Data with the action/reason of Data Change/Leave to Take Unclassified to place the employee on leave from the classified position. Then add another Job Data row with the same effective date to appoint the employee to an unclassified position. If the employee's FLSA status changes, the effective date should be at the beginning of a payroll period for accurate payroll processing. Enter the appropriate reason from below to appoint the employee to the unclassified position:

Action Reason When to Use
Data Change Unclass Assign KAR 1-9-6(e)

Appoint an employee to an unclassified position after placing them on leave of absence from a classified regular position. K.S.A. 75-2947(c) and K.A.R. 1-9-6(e)

Data Change Unclas Act Asgn KSA 75-4315(a)

Appoint a classified or unclassified employee to an acting assignment on an unclassified position. If a classified regular employee, place the employee on leave of absence prior to appointing to the unclassified acting assignment. K.S.A. 75-4315(a) and K.A.R. 1-9-6(e)

Please see the How Do I’s for details on entering a leave of absence to accept an Unclassified Assignment.

Return from Leave of Absence on Unclassified Assignment
An officer or employee may take a leave of absence from a classified position in order to accept an appointive position in the unclassified service. At the end of service in the unclassified position, the employee returns from leave of absence to the classified service.

Add a row in Job Data with the action/reason of Data Change/Return from Acting Assignment to return the employee from their unclassified position back to their classified position. When a classified employee returns from a leave of absence, be sure to determine if the next increase date needs to be changed. If the employee's FLSA status changes the effective date should be at the beginning of a payroll period for accurate payroll processing.

Please see the How Do I’s for more Return from Leave of Absence on Unclassified Assignment details.

 

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TRANSACTIONS IN WORKFORCE ADMINISTRATION
Data Change
Classified Acting Assignment – Appoint and Return
22 of 28


An appointing authority may appoint a permanent employee to an acting assignment when a classified position will be vacant for more than 30 days (such as due to illness or lengthy recruitment process). Acting assignments should not exceed one year unless approved by the Director of Personnel Services. Agencies can future date the expected date of return. Since acting assignments cannot be retroactive, be sure to identify acting assignment needs in advance. K.A.R. 1-6-29

Add a row in Job Data with the action/reason of Data Change/Acting Assignment on a Classified Position to appoint the employee to the new position. If the employee's FLSA status changes, the effective date should be at the beginning of a payroll period for accurate payroll processing.

To extend an acting assignment beyond one year, add a row in Job Data with the action/reason of Data Change/Extension of Action Assignment.

Please see the How Do I’s for details on entering a classified acting assignment.

Return from Classified Acting Assignment
Add a row in Job data with the action/reason of Data Change/ Return from Acting Assignment to return the employee back to their original classified position. If the employee's FLSA status changes the effective date should be at the beginning of the payroll period for accurate payroll processing.

Please see the How Do I’s for more Return from Classified Acting Assignment details.

 

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TRANSACTIONS IN WORKFORCE ADMINISTRATION
Data Change
Status Change
23 of 28


Use the action/reason of Data Change/Status Change to update an employee’s Job Data when a more specific action/reason is not available, such as changes to FICA and Tax Location

 

41

TRANSACTIONS IN WORKFORCE ADMINISTRATION
Pay Rate Change
Unclassified Employee Pay Rate Change

24 of 28


For Salary Administration Plans that don't have a pay structure - Grades and Steps - employee pay rate changes are entered by adding a Pay Rate Change row in Job Data.

 

On the Compensation page, enter the Rate Code 'NAHRLY'. Enter the hourly rate in the Comp Rate field and click Calculate Compensation button. The Pay Rates (such as Biweekly and Annual) populate.

 

Enter the new Annual Benefits Base Rate amount on the Benefits Program Participation page and save.

 

The Reason selected depends on the reason for the pay rate change action. Most pay changes for classified employees are done centrally.

Action Reason When to Use

Unclassified Employees

Pay Rate Change Other (Unclassified)

Pay changes for unclassified employees other than for merit or promotion.

Pay Rate Change Merit (Unclassified) Merit Pool pay changes for eligible unclassified employees whose salaries are set by the Governor based on a salary increase pool corresponding to the general increase to the classified pay plan. This reason is used only during the unclassified merit process and is usually entered by DPS.
Pay Rate Change Adjustment Change the rates of pay for a group of unclassified employees that is unrelated to the unclassified merit process. For central use only for classified employees.
Classified Employees
Pay Rate Change Decrease – Disciplinary Agency may reduce the pay of an employee one step by reason of a less than satisfactory rating. K.A.R. 1-5-20(a)(1)
Pay Rate Change Adjustment Change the rates of pay for a group of unclassified employees that is unrelated to the unclassified merit process. For central use only for classified employees.
Pay Rate Change General Increase (COLA) Used for General Increases (COLAS) authorized by legislation. Central use for CLA, WS salary plans.
Pay Rate Change Step Movement System generated based on time on step requirements. Step movement for classified employees in the Executive Branch is currently frozen. Otherwise, see K.A.R. 1-5-7(c)


Refer to the How Do I - Unclassified Pay Rate Change for more details.

 

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TRANSACTIONS IN WORKFORCE ADMINISTRATION
Pay Rate Change
In-Grade Pay Increase

25 of 28


Executive Directive 04-353 authorizes appointing authorities to provide in-grade pay increases to classified regular employees upon approval by the Division of the Budget and the Division of Personnel Services. In-grade pay increases offer appointing authorities the option to move classified regular employees in the Executive Branch from one step to another step on the same pay grade. Such increases may be permanent or temporary, depending on the reason for the action. The guidelines and mandatory requirements for in-grade pay increases are located at http://www.da.ks.gov/ps/documents/ingrade/ingradepay.htm

 

Action Reason When to Use
Pay Rate Change In-Grade Pay Increase

Provide a permanent increase in pay by moving a classified regular employee from one step to another step on the same pay grade.

Data Change Temporary In-Grade Pay Increase Provide a temporary increase in pay by moving a classified regular employee from one step to another step on the same pay grade.
Data Change Return from Temporary In-Grade Pay Increase Return an employee to the salary step the employee was on prior to a temporary in-grade pay increase.
Data Change Extend Temporary In-Grade Pay Increase Extend a temporary in-grade pay increase when circumstances require the temporary increase to continue beyond the expected time.
Data Change Change Temporary In-Grade Pay Increase to Permanent Change an employee’s temporary in-grade pay increase to permanent when circumstances requires the increase to become permanent. Agencies must manually adjust the time on step to include the time spent on the temporary in-grade pay increase.


See the How Do I - In-grade Pay Increase for more information.

 

43

TRANSACTIONS IN WORKFORCE ADMINISTRATION
Employee Review
- End Probation
26 of 28


End Probation Employee Review
When you enter an end of probation review for an employee you must also enter a corresponding Data Change/End of Probation row in the employee’s Job Data. This Job Data row changes the Employment Status from Probationary to Permanent and the Probation End Date field becomes blank.

Prior to the end of the original 6 month probationary period, an employee’s probationary period may be extended for up to 6 additional months (K.A.R. 1-7-3). Enter a row in Job Data with the action/reason of Data Change/Extend Probation.

Under certain circumstances, a probationary employee may appeal a performance review. Extend the employee’s probationary period for a limited period as is necessary for the appeal committee to prepare the final performance review. Enter a row in Job Data with the action/reason of Data Change/Extend Probation for Appeal.

See the How Do I - End Probation Employee Review for more details.

 

44

TRANSACTIONS IN WORKFORCE ADMINISTRATION
Employee Review
- Classified
27 of 28


Classified Employee Review
Agencies are responsible for conducting an employee performance review for each classified employee at least annually. The purpose of the employee review is to assess the employee’s performance during a specified time period. Enter the time period the performance review covers in the From/To fields. For a new hire or rehire, the ‘From’ date is the date of hire. The ‘From’ date for others should correspond with the ‘To’ date from the previous row. The next review date should be a full 6 or 12 months later than the ‘To’ date on the current row. The ‘from’ day and the ‘to’ day should be the same, i.e. 4/6/2007 to 10/6/2007 for a 6-month period. The next review date should also be the same day, i.e. 10/6/2008 for a 1-year period. K.A.R. 1-7-10 http://da.state.ks.us/ps/documents/regs/default.htm

See the How Do I - Classified Employee Review for more details.

 

45

TRANSACTIONS IN WORKFORCE ADMINISTRATION
Personal Information Changes

28 of 28


Navigation: Workforce Administration > Personal Information > Modify a Person

The Personal Information pages record an employee's address, marital status, original hire date, birth date, social security number and other personal information. Personal Information has an effective date like Job Data.

Click plus sign to add a row to add a row. A new row is added with the current date in the Effective Date field. Change the date as appropriate. To change the name, click on Edit Name link.

Add effective date on Biographical Details.

Change the name and click OK. SHARP returns you to the Biographical Details page.

Change name on Edit name page.

To change the address, go to the Contact Information page and click on the View Address Detail link.

Change address on Contact information page.

The Address History box opens. Click plus sign to add a row to add a row in the Address History.

Add address on Address history page.

The Address History row copies up the most recent address in the system. Enter the effective date and click the Add Address link.

Give new address effective date.

Enter the new address in the Edit Address box and click OK to return to the Address History box.

Add new address on Edit Address.

At this point the employee's address history displays. Click OK again on the Address History box to return to the Contact Information page in Personal Information.

Click ok on Address History.

The employee's new address displays

Click Edit/View Address Detail to view address history.

Click Save button.

Please see the How Do I on Personal Information Changes for information on changing other types of personal information such as email address and phone number.


This concludes the Workforce Administration section. There are many other employee transactions you will enter in the Job Data pages. See the How Do I? section for step-by-step instructions for the above and other actions.

 

46

COMPENSATION OVERVIEW
Salary Plans
1 of 3


In SHARP, salary plans are established for Executive Branch salaries set by the Governor, Judges, Legislative Branch, Elected Officials, and SRS Physicians. Employees whose pay is set by statute, board or other authority are tied to a salary plan as well.

Salary plans provide a method to set rates of pay for positions. Each job code is assigned to a salary plan. The State of Kansas uses several salary plans:

blue button Classified Salary Plan - Assigned to job codes for Classified Regular and Temporary positions. This plan has unique Pay Grades 005 - 038. Each Pay Grade has steps 4-16 that set minimum and maximum rates of pay.

blue button Unclassified Salary Plan - Assigned to job codes for Unclassified Regular and Temporary positions (excluding Judicial Branch positions). The plan does not use Pay grades or steps to set minimum and maximum rates of pay.

blue button Non-Judicial Judicial Salary Plan - Assigned to job codes used by the Judicial Branch for Unclassified Regular and Temporary Non-Judicial positions.

blue button Judges Salary Plan - Assigned to job codes used by the Judicial Branch for Unclassified Regular and Temporary Judicial positions.

blue button Legislature Salary Plan - Assigned to certain job codes for Unclassified Regular and Temporary positions. The plan does not have Pay Grades or steps.

blue button Daily Salary Plan - Assigned to certain job codes for Unclassified Regular and Temporary Board Members.

blue button SRS Physician's Salary Plan - Assigned to certain job codes for Unclassified Regular and Temporary positions.

blue button Classified Without Grade Salary Plan - Assigned to unique Classified Regular and Temporary positions that do not follow the Classified Salary Plan.

 

47

COMPENSATION OVERVIEW
2 of 3


The Plan Salaries pages in SHARP are renamed “Compensation.” You can use these pages to view the pay rates on grades and steps for salary plans and maintain the Longevity Bonus pages. These pages are also used to change default increases related to the unclassified merit process and run the accompanying report. Specific instructions for the unclassified merit process are distributed to agencies and are not covered in this CBT.

 

48

COMPENSATION OVERVIEW
Longevity
Bonus
3 of 3


Classified employees (and designated unclassified employees) are eligible to receive longevity bonus payments when they have reached 10 years of service with the state as authorized by K.S.A. 75-5541. At that time, employees receive payments based on $50 for each year of service. Payments are capped at 25 years of service, or $1,250.

The Benefits Service Date on the Employment Information page impacts when the employee receives the longevity bonus.

Employment Information

If Length of Service is adjusted on the Kansas Employment page, the Benefits Service Date adjusts automatically to reflect this change. You can also change the Benefits Service Date manually by checking the ‘Override’ box next to the field on the Employment Information page.

Kansas Employment page

SHARP runs a program at the beginning of each pay period (Sunday) which “reads” the Service Date. If the month and day of the Service Date falls within that pay period, and the employee is in Active status, the employee is added to the Longevity Bonus- Active page with the Approved? check box on. This means the Longevity (LNG earnings code) and Overtime Differential Pay due (ODP earnings code) -- if overtime was reported in the previous 12 months -- will add to the employee’s timesheet on the Monday night following the end of the pay period.

If the employee is on Leave of Absence or Suspended, the employee will appear on the Longevity Bonus - Inactive page with the Approved? check box off.

The bonuses are paid in the next regular pay check after the employee's length of service reaches 10 or more years of service if the employee is in Active Payroll Status. (Length of service for employees who work .50 or more are not prorated.)

Except for employees on military leave, employees who do not accumulate length of service while on leave (e.g., classified employees on leave without pay) do not receive a longevity bonus while in leave status. Employees on military leave without pay are to receive longevity bonuses that they would have received had the employee not been on military leave without pay. Bonuses are to be paid when due, just as if the employee were not on military leave. Agencies are responsible to temporarily return the employee from leave in order to process the longevity bonus.

 

49

REPORTS


Agencies are able to run a variety of Workforce Administration reports from SHARP. It’s a good idea for users to run each report for a department or employee in order to see the report contents.

blue bullet Department Action Notice (KPER001)
Workforce Administration > Workforce Reports > Department Action Notices
Includes information related to upcoming employee birthdays, upcoming employee reviews, leaves of absence, new hires, past due reviews, promotions, and more.

blue bullet Employee Detail Profile (KCONVSUM)
Workforce Administration > Workforce Reports > Employee Detail Profile
Includes employee address, birth date, original hire date, and current employment information.

blue bullet Employee Job Action History (KPER021)
Workforce Administration > Workforce Reports > Employee Job Action History
A history of the employee’s work history, such as position, department, and salary.

blue bullet Employee Job Code History (KPER237)
Workforce Administration > Workforce Reports > Employee Job Code History
A history of the job codes and positions in which an employee has worked.

blue bullet Employee Review History (KPER237)
Workforce Administration > Workforce Reports > Employee Review History
A history of employees’ review type, review rating, position, and employee status.

blue bullet Employee Turnover Analysis (KPER254)
Workforce Administration > Workforce Reports > Employee Turnover
Turnover information for Classified Regulars based on department, time period and other criteria set by the user.

blue bullet Governor Unclassified Salary Recommendations (KBUD211)
Compensation > Base Compensation > Salary Plan Reports > Gov Unc Salary Recommendations
This report is used only during the unclassified merit process to list proposed salary increases for eligible unclassified employees.

blue bullet Performance Reviews Due (KPER214)
Workforce Administration > Workforce Reports > Performance Reviews Due
Lists employees who are due for a performance review.

blue bullet Supervisors with Overdue Employee Reviews (KPER217)
Workforce Administration > Workforce Reports > Supervisors with Overdue Reviews
List supervisors and employees who are overdue for a performance review.

blue bullet Years of Service (PER003)
Workforce Administration > Job Information > Reports > Years of Service
List of employees who have completed a certain number of years of service with the state. Users can specify the number of years and the report will include employees who have completed the specified number years of service or more.

You can also find a list of SHARP reports available on the SHARP Customer Service website at: http://da.ks.gov/sharp/reports/default.htm.

 

50

RESOURCES


SHARP Customer Service
http://da.ks.gov/sharp

Here you will find a variety of information such as:
blue bullet SHARP Messages: The latest updates and additions to SHARP.

blue bullet FAQs: Answers to frequently asked SHARP questions.

blue bullet SHARP Infolist: Subscribe to our SHARP Infolist to receive up-to-date information relating to SHARP procedures, transactions, and more.

blue bullet Documents and Forms: Schedules, additional information on specific topics, security forms, and more.

blue bullet Information on SHARP security and access.

blue bullet SHARP Upgrade Center

The SHARP Action Reason User Guide
You have learned that 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 regulations and statutes. Please print 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.

How Do I’s
The How Do I’s provide step-by-step instructions for entering many of the transactions in SHARP. You may want to print each How Do I to use as a reference.

 

51

HOW DO I'S
Step by step guides to complete SHARP transactions or view SHARP information.


Hire/Rehire

blue bullet Add a Person - Hire

blue bullet Rehire

blue bullet New Employment Instance

blue bullet Demotion

blue bullet Promotion

blue bullet Promote Classified Employee to an Unclassified Position

blue bullet Transfer

blue bullet Suspension

blue bullet Return from Suspension


Termination

blue bullet Termination

blue bullet Termination Due to Death

blue bullet End of Temporary Appointment

blue bullet Retirement


Leave of Absence

blue bullet Leave of Absence without Pay

blue bullet Return from Leave of Absence without Pay

blue bullet Leave of Absence with Pay

blue bullet Return from Leave of Absence with Pay


Data Change

blue bullet Leave of Absence to Unclassified Acting Assignment

blue bullet Return from Leave of Absence to Unclassified Acting Assignment

blue bullet Classified Acting Assignment

blue bullet Return from Classified Acting Assignment


Pay Rate Change

blue bullet Unclassified Pay Rate Change

blue bullet In-Grade Pay Increase


Employee Review

blue bullet Classified Employee Review

blue bullet End of Probation Review


Personal Information

blue bullet Personal Information Changes

 

 



UPDATE LOG:

DATE PAGE CHANGE WHO
1/7/11

PAGES IN WORKFORCE ADMINISTRATION
Benefit Program Participation
5 of 6

Added clarification of what is benefit's eligible, based on the FTE of the position.

Added benefit level tier levels for full-time and part-time empoyees.

PAP
10/5/07 21/28 Changed "Return from Leave/Return from Leave of Absence" to Data Change/Return from Acting Assignment" PAP-KYS
3/11/08 19/28

Added paragraph adjusting length of service. Starts with "Since SHARP continues..."

Also updated "Leave of Absence with out Pay" in the How Do I section.

PAP-KYS
9/10/08 Glossary Changed the definition of the Employment Status field due to field option changes. http://www.da.ks.gov/sharp/documents/739.htm PAP-KYS