Data Standards

Data Standards

Classified Acting Assignment

Description: 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. Please refer to Administer Workforce/Plan Salaries CBT for more detailed information.

Last column refers to data interfaced with SHARP by the Regents institutions.

Menu Path: Go, Administer Workforce, Administer Workforce (U.S.), Use, Job Data

Employee ID and Employee Record # - Online agencies must enter in search box; Regents must send in interface file. Incorrect data entry updates the wrong employee.

Job Data 1 Panel

Data Fields	Comments	Impact of Error	AgencyRequired?	RegentsInterface?
Employee Status:	Defaults based on the Action Code selected Verify status is "Active"		Yes	Yes
Effective Date:	Insert new row Enter effective date of the classified acting assignment If possible, use first day of a pay period	Incorrect date defaults to other panels, such as Job Summary and Time and Leave	Yes	Yes
Effective Sequence:	Defaults as "0" Change only if action is not the first transaction to occur on the Effective Date entered	Incorrect sequence of events that occur on same effective date	Yes	Yes
Action/Reason:	Select "Data Chg" as Action Select "AAC" as Reason	Selecting wrong Action/Reason may affect data in other panels	Yes	Yes
Action Date:	Automatically displays the date you entered the action		Yes	Yes
Position Number	Enter the number of the position requiring the acting assignment	Employee appointed to wrong position	Yes	Yes
Tax Location Code:	Defaults value entered on previous job data row Change if needed. Tax location should represent the state where employee works, not where employee lives	Incorrect tax location code will default into the state tax data panels	Yes	Yes

Job Data 3 Panel

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Step:	Enter the step	Incorrect compensation rate	Yes	Yes
Annual Benefit Base Rate:	Enter annual base rate (usually the amount that defaults in to right of this field) Verify rate by calculating: Hourly: hourly rate x 2080 hours x FTE Salaried: biweekly rate x #pay periods Do not enter more than two numbers after the decimal point (round off, if necessary)	Incorrect calculation of benefits coverage	Change if needed	Yes

Data Fields

Comments

Impact of Error

Agency Required?

Regents Interface?

Step:

Enter the step

Incorrect compensation rate

Yes

Annual Benefit Base Rate:

Enter annual base rate (usually the amount that defaults in to right of this field)
Verify rate by calculating:

Hourly: hourly rate x 2080 hours x FTE

Salaried: biweekly rate x #pay periods

Do not enter more than two numbers after the decimal point (round off, if necessary)

Incorrect calculation of benefits coverage

Change if needed

Yes

Job Data 4 Panel

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Employment Status:	Defaults value entered on previous job data row Change if needed		Yes	Yes

Employment Data 1 Panel

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Date Next Increase:	Enter the date of next increase (See NOTES below)	Incorrect date of next increase	Yes	If needed

NOTES:

Enter the date of next increase if the employee is hired at step 1 or 2 and the acting assignment is projected to last six months or longer.

Manually track the date of next increase on the employee’s original position. Upon returning to the original position, the employee will receive any step increases that would have occurred had the employee not taken the acting assignment. Contact your Human Resource Consultant in the Division of Personnel Services if more than one step is due.

Benefit Program Participation

Change benefits information on the Benefit Program Participation panel if the employee’s benefits change due to the acting assignment. For example, a part-time employee who goes to a full-time acting assignment would have a change in benefits. The effective date should occur at the beginning of the payroll period for accurate benefits processing if there is a change in benefits.

Regents must also send the following information in an interface file: Compensation Frequency, Compensation Rate

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Page last modified on: June 29, 2012