PPM 5210 610 PA FORM V0
PPM 5210-610S
Adminstration Policy & Procedure Manual
Personnel Action Form
Raleigh Public Utilities Department – 2018 Version 0
Table of Contents
2.04.P06.5210‐Hire/Promotion/Voluntary Demotion/Transfer Process......................................... 1 2.04.P07.5210‐Employee Resignation/Retirement Process .......................................................... 12 2.04.P08.5210‐Acting Position Process.......................................................................................... 17 2.04.P09.5210‐Over/Under Paid Adjustment Process................................................................... 23 2.04.P11.5210‐Incentive for Certification Process ........................................................................ 27 WPI.5210.610.2018.05‐Corecon PA Form Completion ................................................................. 37 WPI.5210.610.2018.06‐Review Corecon PA Form......................................................................... 39 WPI.5210.610.2018.07‐Personnel Requisition .............................................................................. 41 WPI.5210.610.2018.08‐Salary Exception....................................................................................... 43 WPI.5210.610.2018.09‐Review a NeoGov PA Form ...................................................................... 45 WPIA.5210.610.2018.03‐PA Form Refrence.................................................................................. 47
3 KEY SUPPLIERS
SUPPLIER 1 Request to Hire
SUPPLIER 2
SUPPLIER 3
7 KEY ACTIVITIES 3 KEY INPUTS 3 KEY OUTPUTS
ACTIVITY 1 Director Approves
ACTIVITY 2 Personnel Requisition Entered
ACTIVITY 3 Interviews Conducted
ACTIVITY 4 Submit Request for Background Check
ACTIVITY 5 Start PA
ACTIVITY 6 Update Paylog
ACTIVITY 7
CUSTOMER 1 Request for Hire
CUSTOMER 2
CUSTOMER 3
3 KEY CUSTOMERS
Process Reference:
Process Name:
Linda Tillmon Hire/Promotion/Voluntary Demotion/Transfer Process Process Owner:
2.04.P06.5210
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A
B
C
D
E
F
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1
1
DMan
2
2
Request Permission to Hire
3
3
1
4
4
Review Request
DIR
5
No
5
RTP
Approve?
Yes
2 Notify of Approval
6
6
Outlook
DIR
7
7
Approval to Hire
8
8
9
9
3
FAnyst
CC: DMAN
CC: Admspct
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Hire/Promotion/Voluntary Demotion/Transfer Process Process Owner:
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A
B
C
D
E
F
G
1
1
3
3 Updates Vacancy Spreadsheet
2
2
Excel
FAnyst
Updated Vacancy Spreadsheet
3
3
4
4
AdmSpc
5
5
4
6
6
Review Email
Outlook
AdmSpc
7
7
8
8
9
9
4
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Hire/Promotion/Voluntary Demotion/Transfer Process Process Owner:
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A
B
C
D
E
F
G
1
1
4
First Time Filling this Job Title
2
No
2
4.01
Yes
5 Get Salary Range for Job Title
3
3
Outlook
AdmSpc
Approval to Hire
4
4
5
5
AdmSpc
6
6
HR BP
6
Enter Personnel Requisition
7
7
4.01
Peoplesoft
8
8
9
9
5
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Hire/Promotion/Voluntary Demotion/Transfer Process Process Owner:
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A
B
C
D
E
F
G
1
1
5
7 Reviews Requistion
2
2
Peoplesoft
FAnyst
Reviews Requisition * Accuracy (Pos. #, Title, Job Code, Desc.) * Approval to Hire Email * Physical Activity Checklist Attached
3
No
3
Approved?
4
Yes
4
8
Approves Requisition
5
5
Peoplesoft
FAnyst
Approved Requisition
6
6
Job Posting Process
7
7
8
8
9
9
6
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Hire/Promotion/Voluntary Demotion/Transfer Process Process Owner:
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B
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Job Posting Process
1
1
6
2
2
Peoplesoft
Referred Canditates
3
3
9 Review Candidates
4
4
NeoGov
PrgMgr
HrgMgr
Hiring Manager * PA creator must be on Hiring Manager List
List of Candidate to Schedule
5
5
Yes
6
6
10 Conduct Interviews
7
7
PrgMgr
AdmSpc
11
Candidate and Verbal Offer Draft
8
8
Select Candidate
InrvPnl
AdmSpc
9
9
7
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Hire/Promotion/Voluntary Demotion/Transfer Process Process Owner:
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A
B
C
D
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F
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1
1
7
WPI Salary Exception Review
12 Review Salary for Exception
2
2
AdmSpc
Salary Excception?
3
Yes
3
11
No
13 Contact Candidate with Verbal Offer
4
4
7.01
HrgMgr
Accept Verbal Offer?
5
No
5
6
Yes
14 Complete Conditional Offer Template
6
6
Outlook
AdmSpc
7
7
Background Check Request
8
8
HR Background Check Process
9
9
8
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Hire/Promotion/Voluntary Demotion/Transfer Process Process Owner:
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B
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HR Background Check Process
1
1
8
2
2
Background Check Results
3
3
15
4
4
Start PA
Neogov
AdmSpc
Start PA * Must select approvers (FiscAnyst)
PA
5
5
Temp?
6
No
6
8.01
Yes
16
Complete Employment Forms
7
7
Temp
AdmSpc
Employment Forms * I9 * Employment Verification * Pepare Backup Forms
17
Submit for Approval
8
8
8.01
Neogov
AdmSpc
9
9
9
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Hire/Promotion/Voluntary Demotion/Transfer Process Process Owner:
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A
B
C
D
E
F
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1
1
9
18
2
2
Review PA
Neogov
FAnyst
Review Neogov PA * Approve‐Status goes from Pending to Awaiting Authorization * Disapprove‐Goes back to Staff Support
3
Yes
3
9.01
Approved?
No
19 Send back to Staff Support
4
4
Neogov
FAnyst
5
5
20
PA Submitted to HR
6
6
9.01
Neogov
FAnyst
Approved PA
7
7
8
8
HR Data Process
9
9
10
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Hire/Promotion/Voluntary Demotion/Transfer Process Process Owner:
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A
B
C
D
E
F
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1
1
10
21
2
2
Print Copy for File
Neogov
3
3
PA
4
4
22
Distribute PA Copies
5
5
PA
6
6
7
7
CP/JW
23
8
8
Update Paylog
9
9
RTP
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Hire/Promotion/Voluntary Demotion/Transfer Process Process Owner:
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A
B
C
D
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1
1
11
24 Submit Salary Exception Justification
2
2
DMAN
25
3
3
Review Exception
AD
Approve Exception?
4
No
4
5.01
Yes
26
5
5
Review Exception
DIR
Approve Exception?
6
No
6
5.01
Yes
Pay outside of Range?
7
Yes
7
12
No
27 Submit Approval to Div. Manager
8
8
9
9
7.01
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Hire/Promotion/Voluntary Demotion/Transfer Process Process Owner:
2.04.P06.5210
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3 KEY SUPPLIERS
SUPPLIER 2 Employee Resignation
SUPPLIER 1 Retirement Process
SUPPLIER 3
ACTIVITY 1 Forward Notice of Resignation
7 KEY ACTIVITIES 3 KEY INPUTS 3 KEY OUTPUTS
ACTIVITY 2 Create PA
ACTIVITY 3 Review PA
ACTIVITY 4 Submit PA
ACTIVITY 5
ACTIVITY 6
ACTIVITY 7
CUSTOMER 1 HR Resignation Process
CUSTOMER 2
CUSTOMER 3
3 KEY CUSTOMERS
Process Reference:
Process Name:
Linda Tillmon Employee Resgination/Retirement
2.04.P07.5210
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Process Owner:
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B
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Retirement Process
1
1
Resignee
2
2
Outlook
Notice of Resignation
Notice of Retirment
3
3
4
4
3
1 Forward Notice of Retirement
5
5
Outlook
Director
HR Notice of Retirement
6
6
7
7
8
8
FslAnyst
9
9
3
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Employee Resgination/Retirement
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B
C
D
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1
1
3
2 Sends notification of resigniation
2
2
Outlook
Sup
Employee Resignation Notification
3
3
4
4
5
5
StafSprt
3
6
6
Review Email
Outlook
StafSprt
4
7
7
Create PA
Corecon
StafSprt
Create PA * Corecon PA * For Retirement PA create 1 month prior to retirement
Corecon PA for Resigning Employee
8
8
9
9
4
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Employee Resgination/Retirement
2.04.P07.5210
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A
B
C
D
E
F
G
1
1
4
5
2
2
Review PA
FscAnyt
3
No
3
4
PA Correct?
Yes
6
4
4
Print PA
Outlook
FscAnyt
5
5
Resignation PA
6
6
PC User During Pay Period
7
No
7
5
Yes
7
Zero Out Time Sheet
8
8
Peoplesoft
FscAnyt
9
9
5
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Employee Resgination/Retirement
2.04.P07.5210
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A
B
C
D
E
F
G
1
1
5
8
2
2
Submit to HR
FscAnyt
PA of Employee Resignation
3
3
HR Resignation Process
4
4
FscAnyt
5
5
6
6
FscAnyt
7
7
8
8
9
9
RTP
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Employee Resgination/Retirement
2.04.P07.5210
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3 KEY SUPPLIERS
SUPPLIER 1 Supervisor Request for Acting Position
SUPPLIER 2
SUPPLIER 3
ACTIVITY 1 Manager Reviews Request
7 KEY ACTIVITIES 3 KEY INPUTS 3 KEY OUTPUTS
ACTIVITY 2 Staff Support Creates PA
ACTIVITY 3 Fiscal Analyst Reviews PA
ACTIVITY 4 Fiscal Analyst Approves PA
ACTIVITY 5 PA Delivered to HR
ACTIVITY 6
ACTIVITY 7
CUSTOMER 1 HR PA Keying Process
CUSTOMER 2
CUSTOMER 3
3 KEY CUSTOMERS
Process Reference:
Process Name:
Linda Tillmon Acting Position Assignment
Revision:
Process Owner:
Page:
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A
B
C
D
E
F
G
1
1
Sup
2
2
Request for Acting Position
3
3
1 Review Request for Acting Position
4
4
Sup
DM
5
No
5
RTP
Approve Acting?
Yes
2 Forward Request to Staff Support
6
6
Outlook
DM
Approved Request for Acting Position
7
7
8
8
9
9
3
StffSprt
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Acting Position Assignment
Revision:
Process Owner:
Page:
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A
B
C
D
E
F
G
1
1
3
3
2
2
Review Email
Outlook
StffSprt
4
3
3
Creates PA
Corecon
StffSprt
Completed PA
4
4
5
5
5
Review PA
Outlook
FscAnyst
6
6
Correct?
Yes
6
7
7
Print PA
Outlook
FscAnyst
Correct PA
8
8
9
9
4
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Acting Position Assignment
Revision:
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A
B
C
D
E
F
G
1
1
4
7 Review Effective Date
2
2
FscAnyst
Review Effective Date * Employee to be in 30 days or date closet to start of pay period
In Acting Position for 30 Days?
3
No
3
5
Yes
8
Review Pending Folder
4
4
FscAnyst
5
No
5
3.01
Any Past 30 Days
Yes
9 Remove from Pending for Approval
6
6
FscAnyst
10
7
7
Approves PA
FscAnyst
8
8
3.01
9
9
5
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Acting Position Assignment
Revision:
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A
B
C
D
E
F
G
1
1
5
11
Approved PA
2
2
Delivered to HR
FscAnyst
3
3
HR PA Keying Process
4
4
5
5
6
6
7
7
8
8
9
9
RTP
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Acting Position Assignment
Revision:
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A
B
C
D
E
F
G
1
1
6
12 Place into Pending Folder
2
2
FscAnyst
3
3
4
4
5
5
6
6
7
7
8
8
9
9
RTP
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Acting Position Assignment
Revision:
Process Owner:
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3 KEY SUPPLIERS
SUPPLIER 1 PU Employee Report of nder/Over Payment
SUPPLIER 2
SUPPLIER 3
7 KEY ACTIVITIES 3 KEY INPUTS 3 KEY OUTPUTS
ACTIVITY 1 Report Reviewed
ACTIVITY 2 Research if HR Pay Issue
ACTIVITY 3 Contact HR if System Issue
ACTIVITY 4 Create PA if HR is not able to correct
ACTIVITY 5 Notify requestor of results
ACTIVITY 6
ACTIVITY 7
CUSTOMER 1 PU Employee Report of Under/Over Payment
CUSTOMER 2
CUSTOMER 3
3 KEY CUSTOMERS
Process Reference:
Process Name:
Linda Tillmon Over/Under Paid Adjsutment Process
2.04.P09.5210
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Process Owner:
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A
B
C
D
E
F
G
1
1
PUEmp
2
2
Report of Under/ Overpay in Relation to Pay System
3
3
1
4
4
Review Report
FscAnlyt
5
5
6
No
6
4
HR Issue?
Yes
2 Research Pay Issue
7
7
Peoplesoft
FscAnlyt
8
No
8
3.01
System Error?
Yes
9
9
3
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Over/Under Paid Adjsutment Process
2.04.P09.5210
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Process Owner:
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A
B
C
D
E
F
G
1
1
3
3
2
2
Contact HR
FscAnlyt
HR Able to Fix without PA?
3
Yes
3
3.01
No
4
Create PA for Adjustment
PA
4
4
FscAnlyt
5
5
6
6
HR PA Proc.
5 Notify Employee of Research Resutls
Notification of Results
7
7
3.01
FscAnlyt
8
8
9
9
RTP
PUEmp
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Over/Under Paid Adjsutment Process
2.04.P09.5210
Revision:
Process Owner:
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A
B
C
D
E
F
G
1
1
4
Payroll Issue
6 Correct Timesheet
2
2
FscAnlyt
7
3
3
Amend Paycheck
FscAnlyt
4
4
5
5
6
6
7
7
8
8
9
9
RTP
A
B
C
D
E
F
G
Process Reference:
Process Name:
Linda Tillmon Over/Under Paid Adjsutment Process
2.04.P09.5210
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Process Owner:
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3 KEY SUPPLIERS
SUPPLIER 1 Certification School Application
SUPPLIER 2 Certification Exam Application
SUPPLIER 3
ACTIVITY 1 Review and Approve Application
7 KEY ACTIVITIES 3 KEY INPUTS 3 KEY OUTPUTS
ACTIVITY 2 Register and Enter Travel
ACTIVITY 3 Attend School
ACTIVITY 4 Attempt Exam
ACTIVITY 5 Provide Proof of Completion
ACTIVITY 6 Update Training System and Travel
ACTIVITY 7 Create and Submit PA for Stipend or Bonus
CUSTOMER 1 HR PA Keying Process
CUSTOMER 2
CUSTOMER 3
3 KEY CUSTOMERS
Process Reference:
Process Name:
Undefined Incentive for Certification
2.04.P11.5210
Revision:
Process Owner:
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A
B
C
D
E
F
G
1
1
PU Staff
PU Staff
2
2
Certification School Application and Experience Log
Certification Exam Application and Experience Log
3
3
4
4
6
1 Review Application
Supervisor Reviewed Application/Logs
5
5
Supvsr
Review Application 10.1,10.2 * Successfully Meets Expectations * Completeness of Logs
6
6
Approve?
Yes
Supervisor Approved Application/Logs
Program Admin Reviewed Application/Logs
2
Program Administrator Review
7
7
PrgAdm
Review Application 10.2 * Applicable experience * Certification requirements
8
8
Approve?
Yes
9
9
3
A
B
C
D
E
F
G
Process Reference:
Process Name:
Undefined Incentive for Certification
2.04.P11.5210
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A
B
C
D
E
F
G
1
1
3
Program Admin Approved Application/Logs
3 Application Audit
ART Audited Application/Logs
2
2
ART
Application Audit 10.2 * Applicable experience * Errors * Certification requirements
3
3
Pass Audit?
Yes
Div Manager Reviewed Application/Logs
4 Division Manager Review
ART Audit Approved Application/Logs
4
4
DMan
5
5
Approved?
Yes
Div Manager Approved Application/Logs
5 Forward Approval
6
6
DMan
7
7
StfSprt
6
Enter Travel Authorization
8
8
Peoplesoft
StfSprt
Div Manager Approved Application/Logs
Expense Report
9
9
4
A
B
C
D
E
F
G
Process Reference:
Process Name:
Undefined Incentive for Certification
2.04.P11.5210
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A
B
C
D
E
F
G
1
1
4
7
Submit Registration Application
2
2
Outlook
StfSprt
Application Form
3
3
4
4
5
5
School
8
Certificate of Completion
6
6
Attend School
PU Staff
9 Submits Proof of Training
7
7
PU Staff
8
8
StfSprt
9
9
5
A
B
C
D
E
F
G
Process Reference:
Process Name:
Undefined Incentive for Certification
2.04.P11.5210
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A
B
C
D
E
F
G
1
1
5
10
Expense Report Updated
2
2
Peoplesoft
StfSprt
11
Set Due Date of Exam to 1 Year
3
3
Intelex
StfSprt
4
4
5
5
6
6
7
7
8
8
9
9
RTP
A
B
C
D
E
F
G
Process Reference:
Process Name:
Undefined Incentive for Certification
2.04.P11.5210
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A
B
C
D
E
F
G
1
1
6
12 Enter Travel
2
2
Authorization for Exam
Peoplesoft
StfSprt
13
Submits Exam Registration
3
3
StfSprt
4
4
State
14
5
5
Attempt Exam
PU Staff
15
Expense Report Updated
6
6
Peoplesoft
StfSprt
16
Submit Exam Results
7
7
PU Staff
8
8
Pass Exam?
Yes
9
9
7
A
B
C
D
E
F
G
Process Reference:
Process Name:
Undefined Incentive for Certification
2.04.P11.5210
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A
B
C
D
E
F
G
1
1
7
17
Review for Monetary Impact
2
2
Supvsr
StfSprt
Monetary Impact?
3
3
RTP
Yes
18
4
4
Create PA
StfSprt
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Work Process Instruction (WPI) City of Raleigh Public Utilities Department
Number WPI.5210.601.2018.05
SUBJECT Completing Corecon PA
REV
EFFECTIVE DATE
PAGE
OF
0
1
2
PREPARED BY Title
APPROVED BY Title
Supersedes
Signature____________________________
Signature___________________________________
1.0 Purpose : 1.1 Provide guidance with the task of completing Corecon personnel action form correctly in related PA form processes within the Public Utilities Department. 2.0 Scope
3.0 Records
4.0 Associated Documents
5.0 Definitions
5.1 PA – Personnel Action Form
6.0 Responsibility
7.0 Tools, Gauges, Fixtures
8.0 Safety Requirements
9.0 Instructions
See attached instruction sheet
PRINTED COPIES ARE UNCONTROLLED
37
INSTRUCTIONS FOR COMPLETING PERSONNEL ACTION FORMS (PAF)
Purpose The primary purpose of the Personnel Action Form (PAF) is to record any employment change, such as, an employee's salary, job assignment, classification, location, and/or supervisor. Since the information on this form can affect an employee's paycheck and benefits, it is critical that the department complete it accurately and in a timely manner. Completing the PAF The following provides information for each field of the PAF. Use this form for all personnel actions except new hires. Section I. Complete this section for all personnel actions. Action — Select from the drop-down menu. Reason — Select from the drop-down menu. Choose 'Other' for any action not found or use the blank space to type in your action. Effective Date of Action — Date the change should begin; in accordance with City policies and procedures. Business Unit — Select from drop-down menu. This is the Department. Dept. ID — Use division number. Work Location — Employee’s building location. *In Query Manager- search "%loc"- Select: COR_PY_LOCATIONS* Employee ID# — Every employee has an individual number consisting of 6 digits. Employee number can be found in HCM. Date of Hire — Date employee was hired to City of Raleigh. Position Control # — Each position has an assigned 8-digit position control number. This can be found in the position Last Name/First Name/Middle Initial — Fill in as it appears in HCM. Do not use nicknames. Home Address/City/State/Zip/Phone — Current mailing address and telephone number. Section II. Complete this section for changes to employee information. Job Code/Job Title — New job code/job title for the employee if applicable. List as it appears in the Class and Salary Plan or in HCM under the Job Information tab. Working Title — Approved working title for the position. Business Unit — Select from drop-down menu. This is the Department. Dept. ID — Use division number. Account Code — Find-Dept.-Acct-Program. This can be found in PeopleSoft or with your division’s administrative staff. Work Schedule — Work schedule for employee. Pay Period Hours — Based on bi-weekly scheduled hours and position. Clocker — Select from drop-down menu. Work Location — Employee’s new building location. *In Query Manager- search "%loc"- Select: COR_PY_LOCATIONS* Overtime — Select from the drop-down menu. Employee Type — Select from drop-down menu. FLSA — Is employee non-exempt or exempt from fair labor standards? List as it appears in the Class and Salary Plan Check Location — Location an employee receives check if applicable. Pay Group — Select from the drop-down menu. Pay Plan — Select from the drop-down menu. Step — The step of the employee’s salary if applicable. Specialty Pay Name — Select specialty pay type from the drop-down menu if applicable. Ex. Acting, Hazmat, etc. Specialty Pay % — The percentage of pay for specialty pay. Ex. 5%,10%. New Salary — The new salary for the employee. Hourly Rate — New hourly rate. Can be calculated by dividing annual salary by the annual hours found in pay plan. % of Change — New salary based on compensation procedures and approval. Position Control # — New position 8 digit position control number. This can be found in the position management report, either from your HCM super user or via HCM query (COR_HR_POSITION_LIST_ALL). Section III. Use this section for employees separating from the City. Type of Separation — Select from drop-down menu. (Please ensure the Separation Checklist from CORECON is attached and completed). Reason for Separation — Select from drop-down menu. Resignation—other should be used only when an employee resigns because of pending disciplinary action (termination). When selecting Resignation—other, attach a detailed summary of the circumstances that led to the employee’s resignation. Last Physical Date Worked — This is the last day that the employee physically worked. This cannot be a vacation or sick day. Last Date on Payroll — This is usually the same as the last day physically worked, but in some cases, like suspension, the dates are different. Comments — Use this section for any information that could not be identified above or to clarify any actions. Time Approver’s Full Name/Phone — Employee completing the PA information. Supervisor’s Name/Position Control Number/ Employee ID# — Employee’s supervisor information. Prepared By/Phone/Date Prepared — Employee preparing the PAF. 38 management report, either from your HCM super user or via HCM query. Current Job Code/Title — Current job code and title as it appears in HCM.
Work Process Instruction (WPI)
City of Raleigh Public Utilities Department
SUBJECT
NUMBER
REV
EFFECTIVE DATE
Page 1 of 2
How to Review a Corecon Personnel Action Form
WPI.5210 .610.2018.06
1/1/19
SUPERSEDES
PREPARED BY
APPROVED BY:
Thomasina Barnes
1.0
Purpose : 1.1 To provide guidance with the process of reviewing a personnel action form correctly when completing Corecon related PA form processes within the Public Utilities Department.
2.0
Scope
3.0
Records
4.0
Associated Documents
4.1.1 Personnel Action Form 4.1.2 Personnel Account String Appendix (utilized only if account string changes) 4.1.2.1 Includes program codes, fund codes, and account codes for the various divisions and employee types within Public Utilities. 4.1.3 Vacancy Report 4.1.3.1 Provides job number, position title, level of pay scale, and former employee in position with termination date. 4.1.4 Position Control Form 4.1.4.1 An internal Excel report that is kept by the Fiscal Analyst of all positions within Public Utilities. 4.1.4.2 Report is used for locating program codes and account strings for all employees.
5.0
Definitions 5.1
PU – Public Utilities
5.2 5.3
PA – Personnel Action Form HR – Human Resources
6.0
Responsibility 6.1
Fiscal Analyst Fiscal Specialist
6.2
7.0
Tools, Gauges, Fixtures 7.1 Corecon 7.2 PeopleSoft
8.0
Safety Requirements 8.1 Not applicable
9.0
Instructions 9.1 When reviewing a Corecon PA in any process, the Fiscal Analyst should review for accuracy (based on the instructions on filling out the form)
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39
Work Process Instruction (WPI)
City of Raleigh Public Utilities Department
SUBJECT
NUMBER
REV
EFFECTIVE DATE
Page 2 of 2
How to Review a Corecon Personnel Action Form
WPI.5210 .610.2018.06
1/1/19
SUPERSEDES
PREPARED BY
APPROVED BY:
Thomasina Barnes
9.1.1 Effective Date 9.1.1.1 For acting pay positions, the effective date on the PA form must be 30 days prior to any payments received. 9.1.1.1.1 The PA form should be sent to HR a week before the 30-day period ends, to ensure payment is received with next payroll. 9.1.2 Location, Supervisor, Hire Date, and other demographical information can be verified via PeopleSoft. 9.2 If all information is correct, the Fiscal Analyst will print the PA form, sign it and move on to the next step in the process. (Hand deliver original form to HR) 9.2.1 If information is incorrect, the Fiscal Analyst will make the necessary corrections, and email a corrected copy to the division admin staff; then move on to next step (print, sign, and deliver to HR). 9.3 If the account string is being corrected on the form, use the Personnel Account String Appendix. 9.4 If an employee is being demoted due to disciplinary action, use the Vacancy report to verify that the position is vacant. 10.0 Uses for Corecon Personnel Action Forms 10.1 Terminations or Resignations 10.1.1 Can occur any day of the month. 10.2 Retirements 10.2.1 Must occur on the 1 st of the month. 10.2.2 The employee should apply for retirement with the Human Resources Department or the local Retirement Services branch. 10.2.3 Employee should apply at least 3 months prior to the effective date to ensure their retirement check is received on time. 10.3 Stipends and Certification pay 10.3.1 Must be completed at the beginning of the pay period following the date of certification. 10.4 Bonus Only 10.4.1 Can be completed on any day. 10.4.2 Form is scanned and sent directly to Payroll only. 10.4.3 This is the only PA form that can be scanned and sent digitally to Payroll. 10.5 Pay Adjustment (Underpay/Overpay) 10.5.1 Must be completed at the beginning of the pay period. 10.6 Acting Pay (Stipend Adjustment) 10.6.1 Does not have to be completed at the beginning of the pay period. 10.6.2 Employee must have been acting in position for 30 days prior to payments received. 10.7 Demotions (Disciplinary Actions) 10.7.1 Does not have to be the beginning of the pay period. 10.7.2 Manager referred transfers can occur any day of the month. 10.7.2.1 Employees not getting along
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40
Work Process Instruction (WPI) City of Raleigh Public Utilities Department
SUBJECT Personnel Requisition: New Hires, Transfers, Promotions, Voluntary Demotion
NUMBER
REV
EFFECTIVE DATE 1/1/19
Page 1 of 2
WPI.5210.610.2018.07
SUPERSEDES
PREPARED BY Thomasina Barnes
APPROVED BY:
1.0 Purpose : 1.1 To provide guidance with the requisition process for new hires, transfers, promotions, voluntary demotion in NeoGov within the Public Utilities Department. 2.0 Scope
3.0
Records
4.0
Associated Documents
4.1.1 Personnel Action Form 4.1.2 Personnel Account String Appendix (utilized only if account string changes) 4.1.2.1 Includes program codes, fund codes, and account codes for the various divisions and employee types within Public Utilities. 4.1.3 Vacancy Report 4.1.3.1 Provides job number, position title, level of pay scale, and former employee in position with termination date. 4.1.4 Position Control Form 4.1.4.1 An internal Excel report that is kept by the Fiscal Analyst of all positions within Public Utilities. 4.1.4.2 Report is used for locating program codes and account strings for all employees. 4.1.5 Physical Acuity Checklist 4.1.5.1 A list of requirements for a job, listed on the job posting.
5.0
Definitions 5.1
PU – Public Utilities PA – Personnel Action Form HR – Human Resources
5.2 5.3
6.0
Responsibility 6.1
Fiscal Analyst Fiscal Specialist
6.2
7.0
Tools, Gauges, Fixtures 7.1 PeopleSoft 7.2 NeoGov Safety Requirements 8.1 Not applicable
8.0
9.0
Instructions
PRINTED COPIES ARE UNCONTROLLED
41
Work Process Instruction (WPI) City of Raleigh Public Utilities Department
SUBJECT Personnel Requisition: New Hires, Transfers, Promotions, Voluntary Demotion
NUMBER
REV
EFFECTIVE DATE 1/1/19
Page 2 of 2
WPI.5210.610.2018.07
SUPERSEDES
PREPARED BY Thomasina Barnes
APPROVED BY:
9.1 Administrative staff enters pertinent information about the vacant position on the requisition form in NeoGov. (i.e. Position Number) 9.1.1 NeoGov will populate the job code and title, which is pulled from PeopleSoft. 9.1.2 While requisitions are completed for temp employees as well as permanent positions; PeopleSoft will not populate information for temp employees; information must be manually entered for temps. 9.1.3 For temp employees, job codes and job classes cannot be the same as permanent positions codes. 9.1.3.1 If permanent codes are used, the Fiscal Analyst must deny the requisition; the administrative staff must correct the form and resubmit it for approval. 9.2 During the requisition process, the administrative staff must select ALL hiring managers for the position. 9.2.1 The Fiscal Analyst must always be selected as one of the hiring managers. 9.2.1.1 If the Fiscal Analyst is not selected, he/she will not receive the requisition nor the PA form. 9.2.2 At the end of the requisition, an approver must be selected (must always be Fiscal Analyst) 9.2.2.1 If an approver is not selected, the requisition will go straight to HR instead of the Fiscal Analyst. 9.2.2.1.1 The Fiscal Analyst needs to review and approve the requisition; therefore, HR would need to be contacted to have the Fiscal Analyst added to the requisition. 9.3 Attach the approval email and the physical acuity checklist of the position to the requisition. 9.4 Save and release the requisition. 9.5 The requisition will go to the approver’s queue for verification and final approval. 9.6 Once approved, the requisition goes to HR recruiters for posting.
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42
Work Process Instruction (WPI) City of Raleigh Public Utilities Department
SUBJECT Salary Exception
NUMBER
REV
EFFECTIVE DATE 1/1/19
Page 1 of 2
WPI.5210.610.2018.08
SUPERSEDES
PREPARED BY Thomasina Barnes
APPROVED BY:
1.0 Purpose : 1.1 To provide guidance with the salary exception process for the Public Utilities Department. 2.0 Scope
3.0
Records
4.0
Associated Documents
4.1.1 Personnel Action Form 4.1.2 Personnel Account String Appendix (utilized only if account string changes) 4.1.2.1 Includes program codes, fund codes, and account codes for the various divisions and employee types within Public Utilities. 4.1.3 Vacancy Report 4.1.3.1 Provides job number, position title, level of pay scale, and former employee in position with termination date. 4.1.4 Position Control Form 4.1.4.1 An internal Excel report that is kept by the Fiscal Analyst of all positions within Public Utilities. 4.1.4.2 Report is used for locating program codes and account strings for all employees.
5.0
Definitions 5.1
PU – Public Utilities PA – Personnel Action Form HR – Human Resources
5.2 5.3
6.0
Responsibility 6.1
Fiscal Analyst Fiscal Specialist
6.2
7.0
Tools, Gauges, Fixtures 7.1 PeopleSoft 7.2 NeoGov Safety Requirements 8.1 Not applicable
8.0
9.0
Instructions 9.1 Once a candidate is selected, determine if the offer will be beyond the minimum of the provided salary range.
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43
Work Process Instruction (WPI) City of Raleigh Public Utilities Department
SUBJECT Salary Exception
NUMBER
REV
EFFECTIVE DATE 1/1/19
Page 2 of 2
WPI.5210.610.2018.08
SUPERSEDES
PREPARED BY Thomasina Barnes
APPROVED BY:
9.1.1 If the hiring manager wants to offer the candidate a salary higher than the beginning of the salary range, approval must be given by the DH. 9.1.2 If the hiring manager wants to offer the candidate a salary higher than the salary range, approval must be given by the DH and HR. 9.2 A salary exception must be compared to other salaries for the specific position within the department. 9.3 A verbal offer is then made to the candidate with a salary within an approved range (must be provided in the requisition process). 9.4 The candidate accepts the verbal offer, and a conditional offer template is completed.
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44
Work Process Instruction (WPI) City of Raleigh Public Utilities Department
SUBJECT Review a NeoGov Personnel Action Form
NUMBER
REV
EFFECTIVE DATE 1/1/19
Page 1 of 2
WPI.5210.610.2018.09
SUPERSEDES
PREPARED BY Thomasina Barnes
APPROVED BY:
1.0 Purpose : 1.1 To provide guidance with the process of reviewing a personnel action form correctly when completing NeoGov related PA form processes within the Public Utilities Department. 2.0 Scope
3.0
Records
4.0
Associated Documents
4.1.1 Personnel Action Form 4.1.2 Personnel Account String Appendix 4.1.2.1 Includes program codes, fund codes, and account codes for the various divisions and employee types within Public Utilities. 4.1.3 Vacancy Report 4.1.3.1 Provides job number, position title, level of pay scale, and former employee in position with termination date. 4.1.4 Employee Background Check 4.1.5 Employee Job Application 4.1.6 Position Control Form 4.1.6.1 An internal Excel report that is kept by the Fiscal Analyst of all positions within Public Utilities. 4.1.6.2 Report is used for locating program codes and account strings for all employees.
5.0
Definitions 5.1
PU – Public Utilities PA – Personnel Action Form HR – Human Resources
5.2 5.3
6.0
Responsibility 6.1
Fiscal Analyst Fiscal Specialist
6.2
7.0
Tools, Gauges, Fixtures 7.1 NeoGov 7.2 PeopleSoft Safety Requirements 8.1 Not applicable
8.0
9.0
Instructions
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45
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