Job Requisition #:

• Candidate selected as hired on wrong requisition if disposition changed on incorrect requisition number
• Changes status of others in candidate pool
• Requires significant clean-up

Disposition Status:

• Select "Hired"
• System automatically changes disposition of all other candidates to "Rejected" and changes status on Job Requisition Data 1 to "Filled"

• Applicant hiring will not proceed in SHARP
• Job requisition will remain open

Disposition Date:

• Defaults to system date
• Can re-enter to reflect different date

Rejected Reason:

• System automatically enters reason code when applicant’s disposition changes
• Can enter reason code for other disposition changes
• Must coincide with Letter Code

Letter Code:

• System enters PAK when applicant associates with requisition or applicant disposition changes
• Press F4 or click on list box arrow to select another letter code
• See "Recruit Workforce" CBT for details on generating letters based on Letter Code

Name:

ID

• Enter Applicant ID number
• Applicant ID converts to Employee ID upon saving

Prefix:

SSN:

Home Address/Phone:

Home Address 1

City, State, Zip

Phone

County:

Mailing Address:

• Enter mailing address if different from home address
• Only agency personnel office staff should edit this information for active employees

Other Phone Numbers:

• Optional use
• May enter up to 10 phone numbers

Gender:

Marital Status:

Marital Status Date:

• Optional use
• May enter date of marital status change

Highest Education Level:

• Enter highest level of education
• Drop down box lists codes

Full-Time Student

Birthdate:

• Enter date of birth
• Must enter in MMDDYYYY format

Birth Location:

Date of Death:

Birth Country:

Birth State:

Preferred Language:

Official Language:

Referral Source:

Citizenship Status:

• Enter citizenship code
• Drop down box lists valid codes

Ethnic Group:

• Enter ethnic group code
• Drop down box lists valid codes

Military Status: Should agencies enter in this field?

• Enter military status code
• Drop down box lists valid codes
• Do not enter veteran status unless qualified under KSA 75-2955
• Only DPS should change "Vet Verify" (Veteran Preference Verified) status

Date Entitled to Medicare:

Medicare Number:

Med A Effdt:

Med B Effdt:

Smoker:

Disabled Veteran:

• Defaults from Applicant Personal Data 2 panel
• Only DPS should change to remove status

Disabled:

Employment Eligibility Proof:

Employee Status:

Effective Date:

• Defaults to system date
• Enter employee’s hire date

Effective Date Sequence:

• If appropriate, enter multiple job records with same effective date
• See "Administer Workforce/Plan Salaries" CBT for more information

Action/Reason:

• Enter "Action "code of the personnel action affecting the employee (defaults to HIRE when employee first hires)
• Enter "Reason" code for the purpose of the personnel action

Position Number:

• Enter position number
• Position must already be established and have correct job code information
• Delete and reenter if a number defaults into this field

Position/Entry Date:

Department:

Job Code:

Location:

Tax Location:

Regular Shift:

Rate/Factor

Regular/Temporary:

Full-Time/Part-Time:

Empl Class:

EEO Class:

FLSA Status:

• Defaults from Job Code table
• Only DPS and agencies with classification authority can update

Officer Code:

Company:

FICA Status:

• Must enter a code to maintain federal tax information used to calculate federal taxes
• Drop down box lists valid codes
• See NOTE below on FICA exemptions
• Changes to employee’s FICA status also requires data entry in Job Data 1 panel in Administer Workforce. See CBT for details.

Pay Group:

Employee Type:

Holiday Schedule:

Standard Hours:

FTE :

Adds to FTE Actual Count?

GL Pay Type:

Account Code:

Salary Administration Plan:

Grade/Entry Date:

Step/Entry Date:

• Enter salary grade step and date classified employee was assigned to the step
• Leave "Step" blank for unclassified employee

Rating Scale:

Review Rating:

Review Date:

Comp Frequency:

Compensation Rate:

• Defaults in for classified employees based on value entered in the Step field.
• Enter rate for unclassified employees

Change Amount:

Change Percent:

Annual Benefits Base Rate:

• Enter rate (usually the same as Annual Rate defaulting in to the right of this field)
• Do not enter more than two numbers to the right of decimal point (e.g. 25,000.25)
• Manually calculate rate for:
• Hourly employees – hourly rate x 2080 hours x FTE
• Salaried employees – biweekly salary x 26 pay periods

Employment Status:

Probation End Date:

BAS Group ID:

Eligibility Config Field 1:

Eligibility Config Field 2:

Eligibility Config Field 3:

Effective Date:

• Defaults to date of hire for new hires
• Add a new effective date only if employee is transferring for reasons noted below

Benefits Program:

• Defaults to "GEN" for new hires
• Enter appropriate Benefit Program code if employee is benefits eligible (should match code in "Eligibility Config Field 2)

Company Seniority Date:

Professional Experience Date:

Date Last Bonus:

Date Next Increase:

Benefit Record Number:

• Used for employees working on more than one position
• Position with the matching employment record number and benefit record number is responsible for benefits administration

Last Date Worked:

Expected Return Date:

Last Verification Date:

Home/Host:

Business Title:

Work Phone:

Reports to Posn:

Length of Service Adjustment:

• Leave blank for new hire
• Adjust Years/Days for rehires

Union Code:

Bargaining Unit:

Union Seniority Date:

Security Clearance::

Owns 5% (or More) of Company

PERB Effective Date:

PERB Unit:

Phone Type/Number

• Select valid type of phone from drop down box
• Enter number for type of phone
• Add rows to list more phones and numbers