Data Standards

Data Standards

Return From 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 the Division of Personnel Services. To enter a return from an acting assignment, complete the following actions on the Employment Record Number associated with the classified acting assignment. Please refer to Administer Workforce/Plan Salaries CBT for more 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 the employee will return to previous position 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 "RET" 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 position number to which the employee is returning	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 increase employee would have received if had not been placed on an acting assignment (Contact DPS if employee is eligible for more than one step increase)	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 increase employee would have received if had not been placed on an acting assignment (Contact DPS if employee is eligible for more than one step increase)

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:	Adjust date of next increase if necessary	Incorrect date of next increase	Yes	If needed

Benefit Program Participation

Change benefits information on the Benefit Program Participation

panel if the employee’s benefits change due to returning from the acting assignment. For example, a part-time employee who returns from 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, Position Number

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Page last modified on: June 29, 2012