Data Standards

Data Standards

Classified Promotion

Description: A promotion occurs when an employee changes to a different position with a job classification that is assigned to a higher pay grade. (A promotion differs from a reallocation/promotion which occurs when an employee’s job is reallocated to a higher classification. See Data Standards for Position Activities for information on how to process a reallocation/promotion.) 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	Agency Required?	Regents Interface?
Employee Status:	Defaults based on the Action Code selected Verify status is "Active"		Yes	Yes
Effective Date:	Insert new row Enter effective date of promotion If possible, use first day of a pay period	Incorrect date in "Probation End Date" in Job Data 4	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 "Promotion" as Action Select appropriate value from drop down list for Reason	Incorrect date in "Date Next Increase" in Employment Data 1	Yes	Yes
Action Date:	Automatically displays the date you entered the action		Yes	Yes
Position Number	Enter position number for the new position	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?
Grade:	Defaults from Position Data		Yes	No
Step/Entry Date:	Step defaults as "1"; change as appropriate Date defaults as effective date of promotion	Incorrect compensation rate	Yes	Yes
Compensation Frequency:	Defaults from Job Code Table		Yes	Yes
Compensation Rate:	Defaults as hourly or biweekly rate based on Grade/Step		Yes	Yes
Annual Benefits Base Rate:	Enter annual base rate (usually the annual 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 Temporary: hourly rate x 999 hours x FTE 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 as "B" (Probation) Change value if appropriate (drop down box lists valid values)		Yes	Yes
Probation End Date:	Defaults as 6 months from effective date of promotion Enter new date if appropriate		Yes	If needed

Employment Data 1 Panel

Data Fields	Comments	Impact of Error	Agency Required?	Regents Interface?
Date Next Increase:	Defaults as 6 months from effective date of promotion Enter new date as appropriate	Incorrect increase date	Yes	If needed

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Page last modified on: June 29, 2012