SHARP Messages

Data Standards

End of Temporary Appointment

Description: When an end of temporary appointment is entered, the temporary position does not become inactive. The position can be reused and another employee hired to the same position number if the classification is the same. Please refer to Administer Workforce/Plan Salaries CBT for more detailed information.

The 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 end of temporary (first day employee does not report to work; see * below)	Incorrect dates default into Employment Data 1 and other panels	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 appropriate Action Code Select appropriate Reason Code See NOTES below for transferring, promoting, or demoting temporary employees	Selecting wrong Action/Reason may affect data in other panels	Yes	Yes
Action Date:	Automatically displays the date you entered the action		Yes	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

"Date Last Worked" field on Employment Data 1 panel automatically defaults to the day before the effective date of termination. The system uses the Effective Date to represent the beginning of an action.

NOTES:

The Action/Reason code selected depends on the employee’s movement at the end of the temporary position. Enter as a promotion, demotion or transfer if employee moves to a regular position. If employee is moving to another position, please see Data Standards concerning transferring, promoting, or demoting an employee for more information.

Exception: Terminate employees from temporary positions if they are using Right of First Refusal (ROFR) to obtain a regular position.

You may need to adjust the employee’s length of service on the Employment Data 2 panel since time spent on a temporary position does not count towards the length of service. Deduct the time spent on the temporary position from the length of service. (Time spent on an Unclassified Special Projects position counts towards length of service)

Regents must also send the following information in an interface file:

Annual Benefits Base Rate, Compensation Frequency, Compensation Rate, Position Number, Step, Tax Location Code

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Page last modified on: June 29, 2012