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Data Standards

Leave of Absence to Take an Unclassified Position

Description: 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 state unclassified service (K.S.A. 75-2947(c)). Leave of absence from the classified position and subsequent appointment to the unclassified position are entered on the same employment record. 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.

► To enter the leave of absence:

Job Data 1 Panel

Data Fields Comments Impact of Error Agency Required? Regents Inteface?

Employee Status:
  • Defaults based on the Action Code selected
  • Verify status is "Active"
  Yes Yes

Effective Date:
  • Insert new row
  • Enter effective date
  • If possible, use first day of a pay period
Incorrect date defaults to 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 "Data Chg" as Action
  • Select "LOA "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

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 4 Panel

Data Fields Comments Impact of Error Agency Required? Regents Inteface?

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 Inteface?

Expected Return Date:

Enter date employee is expected to return to classified position

Optional

If needed

► To enter the appointment to the unclassified position:

Job Data 1 Panel

Data Fields Comments Impact of Error Agency Required? Regents Inteface?

Employee Status:
  • Defaults based on the Action Code selected
  • Verify status is "Active"
   Yes Yes

Effective Date:
  • Insert new row (today’s date appears)
  • Do not enter effective date yet
  • Click on Effective Sequence field
   Yes Yes

Effective Sequence:
  • Enter "1" to represent another transaction with the same effective date
  • Tab out of field
   Yes Yes

Return to Effective Date:

 Change today’s date to the Effective Date Incorrect date of appointment Yes Yes

Action/Reason:
  • Select "Data Chg" as Action
  • Select Reason code of "UNA" or "UNC" as appropriate
Selecting wrong Action/Reason may affect other panels Yes Yes

Action Date:

 Automatically defaults based on Action Code selected   Yes Yes

Position Number:

 Enter position number of unclassified 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 Inteface?

Step:

 Leave blank   No Yes

Compensation Rate:

 Enter rate 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

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

NOTE: Be sure to enter changes on the Benefit Program Participation panel if the employee’s benefits eligibility changes as a result of appointment to the unclassified position. Also, an increase in pay may affect the Benefit Program Code. See Administer Workforce CBT for more information about Benefits Program Participation.

These employees may appear twice on selected agency run reports that contain active employees.

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

Compensation Frequency

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Page last modified on: June 29, 2012