Projected Employees Eligible to Exit DROP Report

Transcription

1 Overview The will assist agency HR and Budget staff to determine the projected potential cost for an employee(s) who will exit the Deferred Retirement Option Program (DROP) within the user defined timeframe. The Data Warehouse provides the data in this report, which is as of the previous day. The leave balance data is as of the pay period in which the report is processed. As an example, a report processed on March 12, 2019 will contain leave balance information as of pay period ending 03/07/2019 for a biweekly agency and pay period ending 02/28/2019 for a monthly agency. The data provided in this report is based on dates on the DROP / Retirement screen in the People First system. It does not include eligible service for retirement from other sources (e.g., Teacher s Retirement System, State and County Officers and Employees Retirement System, purchased optional service like military service, etc.). An employee s eligibility to exit DROP must be confirmed by the employee with the Division of Retirement. This report does not consider previous leave payouts. Agency staff must validate the eligibility for a leave payout and the amount. Access the Projected Employees Eligible to Exit DROP report from the Reports tile in the HR Reports section of the People First System. The report returns both a PDF and Excel format when processed. The PDF format is presented in one tab and the Excel format is presented in a separate tab within the report. Refer to the Running Reports in People First instructional guide for additional information on processing data warehouse reports. Definitions The reports include the following fields: Org Code 24-digit HR Org Code from the employee s position record Org Name Name of the HR Org Code Appt ID Employee s appointment ID Pos Num Position number Last Name Employee s last name First Name Employee s first name MI Employee s middle initial Creditable Months of Service Number of creditable service months from the Key Service Dates screen Annual Leave Adjusted Hourly Pay Rate Hourly pay rate which includes the matching costs for retirement, social security and Medicare contribution amounts Potential Compensable Annual Leave Hours Employee s annual leave (Leave Type 0051) balance or maximum amount for the pay plan. The PEETED- 1

2 annual balance does not reflect any previous leave payouts that have been paid to the employee (e.g., Career Service 24-hour annual leave payout) Potential Projected Cost of Annual Leave The projected cost for the annual leave balance (Adjusted Hourly Pay Rate * Potential Compensable Annual Leave Hours Special Comp Adjusted Hourly Pay Rate Hourly pay rate which includes the matching costs for social security and Medicare contribution amounts Potential Compensable Special Comp Hours Employee s special comp leave balance (Leave Type 0055) Potential Projected Cost of Special Comp The projected cost for the special comp leave balance (Adjusted Hourly Pay Rate * Potential Compensable Special Comp Hours) FLSA Adjusted Hourly Pay Rate Hourly pay rate which includes the matching costs for retirement, social security and Medicare contribution amounts Potential Compensable FLSA Hours Employee s FLSA leave balance (Leave Type 0085) Potential Projected Cost of FLSA The projected cost for the FLSA leave balance (Adjusted Hourly Pay Rate * Potential Compensable FLSA Hours) Sick Leave Adjusted Hourly Pay Rate Hourly pay rate which includes the matching costs for social security and Medicare contribution amounts Potential Compensable Sick Leave Hours Employee s sick leave balance (Leave Type 0052) or the maximum amount (1,920 hours) divided by four (4) Potential Projected Cost of Sick Leave The projected cost for the sick leave balance (Adjusted Hourly Pay Rate * Potential Compensable Sick Leave Hours / four Potential Total Projected Cost The total of all costs for the employee Retirement Code Retirement code for the employee Pay Plan Pay Plan code from the employee s position record DROP Entry Date The date the employee entered DROP from the DROP / Retirement screen in People First DROP Exit Date - The date the employee will exit DROP from the DROP / Retirement screen in People First OCA The other cost accumulator (OCA) code from the employee s position record Months Out The number of months remaining before the employee s DROP Exit Date PEETED - 2

3 FLAIR Org FLAIR Org code and description from the employee s position record Filters The following are the available filters on the reports: Agency Code Required filter Org Code (From-To) Optional filter. To process the report for one org code, enter the org code in the From and the same org code in the To org code fields. To process the report for a range of org codes, enter an org code in both the from and to org code fields. Click the Refresh Values button to see all available org code selections. FLAIR Org Code (From-To) Optional filter. To process the report for one FLAIR org code, enter the FLAIR org code in the From and the same FLAIR org code in the To FLAIR org code fields. To process the report for a range of FLAIR org codes, enter a FLAIR org code in both the from and to FLAIR org code fields. Click the Refresh Values button to see all available FLAIR org code selections. Budget Entity Code (From-To) Optional filter. To process the report for one budget entity code, enter the budget entity code in the From and the same budget entity code in the To budget entity code fields. To process the report for a range of budget entity codes, enter a budget entity code in both the from and to org code fields. Click the Refresh Values button to see all available Budget Entity code selections. Months Out (From-To) Required filter. To process the report for one month, enter the number of months in the From and the same number of months in the To Months Out fields. To process the report for a range of months, enter the number of months in both the from and to Months Out fields. Note: Enter zero (0) to get employees who will exit DROP in the current month. Appt ID Optional filter; defaults to blank (no Appt ID). Enter the employee s appointment ID Sort Hierarchy The report uses the following sort sequence: Org Code Appt ID Totals The report includes the following totals: Count of employees for each Org Code. Grand total of employees for the report. Authorization Users with a security role code of A, C, D, F, G, H, I, K, M, N, S, U, X, and Y will be able to run the report. PEETED - 3

4 Special Notes The following special notes apply to this report. Eligibility to exit DROP must be verified by the Division of Retirement by the employee. Agency HR staff should verify eligibility for a leave payment and if any previous leave payouts have been processed. A leave balance under.025 will not be displayed on the report since no payment can be made. The projected compensable annual leave balance will be the actual leave balance or the pay plan limit; 240 hours for Career Service, 480 hours for Selected Exempt Service (SES) / Senior Management Service (SMS) or 360 hours for Lottery employees (e.g., a Career Service employee s actual annual leave balance is 320 hours, but only 240 hours will be displayed). The projected compensable sick leave balance will be the actual leave balance divided by four or the maximum amount (e.g., a Senior Management Service employee s actual balance is 1,920 hours, but only 480 hours will be displayed.) Employees with a DROP exit date of 12/31/9999 are excluded from the report. For these records, corrective action should be taken to update the employee s record to reflect the correct DROP exit date. Process Steps Step 1: Select Manager landing page > Reports > HR Reports Step 2: Select Projected Employees to Exit DROP Report (Excel or PDF version) Step 3: Select/Enter filter values Step 4: Select OK to run the report the OK button will not be enabled until all required prompts are completed To view the report, click the Export button and select the report you want to view (defaults with all reports selected). Select the file type (defaults to PDF) to match the type of report you selected to view and click OK. A pop-up box will appear in the lower left corner (Chrome) or bottom of the screen (IE). PDF reports are formatted for printing, while Excel reports are unformatted so that the user can work with the data as needed. PEETED - 4

5 Selection Criteria Sample Below is a sample of the Selection Criteria screen and the available filters: Report Sample For best results, print this report as landscape, letter size. Below is a sample of an Adobe Acrobat (PDF) report: PEETED - 5