Data Standards

Data Standards

Return From Leave of Absence to Take an Unclassified Position

Description: An officer or employee may take a leave of absence from a classified position in order to accept an appointive position in the unclassified service. At the end of service in the unclassified position, the employee returns from leave of absence and returns to the classified service. 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 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 "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	Incorrect compensation	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

Incorrect compensation

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, if necessary (See NOTE below)	Incorrect increase date	Yes	If needed

NOTE: Time spent on an unclassified position does not count towards time on step. When a classified employee returns from a leave of absence to take an unclassified position, the agency should determine when the date of the next increase should occur based on the time on step requirements of the current step and adjust the Date Next Increase field.

Benefits Program Participation Note:

Be sure to enter changes on the Benefit Program Participation panel if the employee’s benefits eligibility changes as a result of returning to the classified service. For example, a full-time employee who goes from a full-time benefits eligible position to a part-time position would have a change in benefits. See Administer Workforce CBT for more information.

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

Compensation Frequency, Compensation Rate

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Page last modified on: June 29, 2012