General HR Job Processes

Transcription

1 HR PEOPLESOFT TRAINING MANUAL Palm Beach County School District General HR Job Processes DIVISION OF HUMAN RESOURCES Compensa on and Employee Informa on Services 3300 Forest Hill Blvd., Suite A 152 West Palm Beach, FL 33406

2 TABLE OF CONTENTS PeopleSoft - HCM pages 4 Employee Self Service - Personal Information 5-6 Personal Data - DOB; Address; Phone; 7-9 Job Data - Job Code; Union; Seniority dates Review/Print Signed Employee Contracts Job Actions - In-house moves; terminate temp jobs, etc Review Job Actions - Check status or review completed actions Supplements - Yearly; Dept Chair; Club; Seasonal; Coaching Person Profile - Tests; Certifications How to Run Reports How to Run Queries Leave of Absence General Information 36 Determine Type of Leave 37 Leave Application Family Medical Leave Act (FMLA) 40 Family Medical Leave Act (FMLA) forms Intermittent FMLA 50 Intermittent FMLA - How to Process 51 Sick Leave Transfer 52 Sick Leave Transfer - Family Member 53 Sick and/or Annual Leave Transfers - NBU & PBA 54 Submitting Leave Requests 55 Paid Leaves 56 2

3 TABLE OF CONTENTS Reassignment Pool 56 Expired Leave 56 Job Abandonment 56 Resignations/Terminations Resignation/Terminations - Need to Know Information 61 Retirement 62 Retirement Process 63 DROP and DROP Extension Retirement/DROP Information 66 PeopleSoft DROP Information HR Customer Care Center flyer 70 3

4 PeopleSo HCM pages All Human Resources related ac ons are processed through the PeopleSo Human Capital Management (HCM) pages. A er signing into the District s Employee Portal, click on the PeopleSo le. Once on the PeopleSo Homepage, click on the Human Capital Management le. Note: Once in Human Capital Management, you can navigate to the HR PeopleSo pages using the NavBar Navigator menu or by using Classic Home. Click on the NavBar icon in the upper right corner of the page to access the NavBar Menu. Choose either Navigator or Classic Home. The examples in this manual were made with the Classic Home naviga on. 4

5 Employee Self Service - Personal Information Self Service allows employees to review and update their personal information, when necessary. Once on the PeopleSoft Human Capital Management main page: 1. Click on the Main Menu link, then A. Click on Self Service B. Click on Personal Information C. Click on Personal Information Summary The Personal Information Self Service page will display. 2. View the Personal Information displayed in each section. A. If all of the information is correct, you may exit the page. (Click the Main Menu link at the top of the page to exit). B. If there is incorrect or incomplete information displayed, or the information just needs updating, click the Change buttons, where applicable, and make* the changes. *NOTE: Although the employee has the ability to change their name in Self Service, the name will not be changed in PeopleSoft until a copy of the new Social Security card showing the name change has been submitted to Compensation & Employee Information Services, FHESC, A-152. The employee may present it in person, or attach a scanned version to an to: AskHR@palmbeachschools.org. 3. An example of a Self Service change is an address change. To update an address, go to the Home/Mailing Addresses section and click the Change home/mailing addresses button. 5

6 The Home and Mailing Address page will display. 4. Click the Edit button to change the Home address OR click the Add button to add a Mailing Address (if different from the Home Address). If editing either address, after clicking the edit button, type your new information OVER the existing information already listed. IMPORTANT: For payroll and tax purposes, all active employees must have a Florida home address. Only terminated employees who have received their last paycheck can have an out-of-state address. All former employees must submit a PBSD 0108 form (Address and/or Telephone Number Change for Former Employees) to Compensation & Employee Information Services to have their address changed in the system. 5. Click Submit. (For additional assistance, contact the HR Customer Care Center.) 6

7 Personal Data This section directs a user how to locate employee personal data, such as home address, telephone number, address and emergency contact information. To access this information, navigate to the Modify a Person page. 1. Click on Main Menu > Workforce Administration > Personal Information > Modify a Person. The Personal Information search page will display. 2. There are three (3) ways to search for an employee: A. by entering the employee ID in the Empl ID field, or B. by entering the last name, first name in the Name field, or C. by entering the last name, only, in the Last Name field. 3. Click on Include History. 4. Click on Search. 7

8 5. The Biographical Details page will display with the employee s name, employee ID, date of birth, and gender. 6. To view an employee s address, telephone numbers and information, click on the Contact Information tab. 8

9 7. To review an employee s ethnicity and race, click on the Regional tab. 8. To view an employee s Public Records Exempt status, click on the PBC Public Records Exemption tab. 9

10 Job Data This section directs a user how to locate employee job data information such as department and location, job code, duty days, scheduled hours, union seniority date and compensation information. To access this information, navigate to the Job Data page. 1. Click on Main Menu > Workforce Administration > Job Information > Job Data. The Job Data search page will display. 2. There are three (3) ways to search for an employee: A. by entering the employee ID in the Empl ID field, or B. by entering the last name, first name in the Name field, or C. by entering the last name, only, in the Last Name field. TIP: When searching for employee Job Data, always click the Include History box. 10

11 3. Click on Search. If an employee has more than one job, a Search Results page will display. 4. Click on the Empl Record (Job Data Record) to be viewed. Empl Record 0 is the Primary Job. The employee s Job Data page will display with six (6) tabs. Information displayed on these pages begins as of July 1, 2006 to current. The Work Location page displays the following job information: Empl ID: Unique number assigned to each employee for tracking. Empl Record: Indicates the job record number. Effective Date: Date the Action/Reason is effective. Action/Reason: Type of change or adjustment to the employee s job. Job Indicator: Indicates if the employee s job is Primary or Secondary. (An employee can only have one primary job. Any additional jobs are considered secondary jobs.) HR Status: The employment status of the employee with the District. Payroll Status: Indicates if the employee will be paid. Position Number: Created and maintained by Budget. Department & Location: Where the employee is assigned to work. Date Created: Date the Job Data row was created. 11

12 Click on the Job Information tab. The Job Information page will display. Click on the Job Labor tab. The Job Labor page will display. 12

13 The Payroll and Salary Plan tabs are for use by the Compensation and Payroll Departments, only. Click on the Compensation tab to display the page. Click on the Employment Data link at the bottom of the Compensation page to display the Employment Information page. 13

14 Review/Print Signed Contracts Schools/Departments can view or print an employee s contract. Click on Main Menu > Workforce Administration > Job Information > Contract Administration > PB Review Signed Contracts The PB Review Signed Contracts page will display. Enter Fiscal Year and Employee ID and click Search. 14

15 The Review Signed Contracts page will display. Click on the View/Print Contract link. The document will display as a pdf. 15

16 Job Actions The online Job Action is used to request and monitor changes to an employee s job. Please note: As a process error reduction feature, this online system incorporates data input validation processes regarding your budgeted employees and positions. 1. Click on Main Menu > Workforce Administration > Job Information > PB Online Job Action Request > PB Online Job Action Request. The PB Online Job Action Request search page will display. 2. There are three (3) ways to search for an employee: A. by entering the employee ID in the Empl ID field, or B. by entering the last name, first name in the Name field, or C. by entering the last name, only, in the Last Name field. 3. Click on Search. 16

17 If more than one result is returned, the search results will display on the same page. If only one result is returned, the Job Action Request page will be displayed. 4. Click on the Employee you want to select. TIP: Select the Employee Record Number (Empl Rcd Nbr) related to the job of the job request being submi ed. Excep on: If you are reques ng to add an Addi onal Job or a Return from Leave Job Ac on, use the 0 record. TIP: If an employee has mul ple jobs and you are unsure of which Empl Rcd Nbr to choose, you can select the 0 record and use the Next in List bu on at the bo om of the page to view employee details for each job un l you get to the correct job. The PB Online Job Action page will be displayed. The Employee s Name, Emplid, and Employee Record Number will display on the top portion of the page. The Employee s current job information is displayed in the Current Employee Data section on the left hand side of the page. TIP: Review the displayed informa on to ensure you have chosen the correct employee and job. 17

18 5. Click on the down arrow in the Job Action field to display the list of Job Actions. 6. Select a Job Action from the Job Action dropdown menu. Additional Job Assignment - Employee will be working a temporary assignment. End Temporary Employment - If temporary employee has not worked for 6 months or longer, use this Job Action to terminate the job. Interim to Regular - The regular employee on leave resigns or transfers to another location. The interim filling the position is eligible to be a regular employee. Job Code Change/Progression - The request is for a new job code on the current position, i.e., Grade 2 Teacher to Grade 5 Teacher. Employee has been approved or meets the qualification for a Job Progression, i.e., Data Processor I to a Data Processor II. Position Change - Employee will be moved to a different position, i.e., change in funding; i.e., Title I Paraprofessional II to Paraprofessional II or hours/duty day change; i.e. 206 Assistant Principal to 216 Assistant Principal. Return From Leave - Employee has returned to work. This action is necessary to activate the job record which enables the employee to receive a paycheck.. The chosen Job Action will be displayed in the Job Action field. The Effective Date defaults to the current date. If the effective date of the Job Action is for a different date, then Key in the appropriate Effective Date, or Click on the Calendar to select the effective date of the change. TIP: The effec ve date entered must be on or a er the posi on effec ve date. 18

19 The populated Effective Date field will be used in processing the Job Action. If you have chosen either the Interim to Regular or Job Code Change/Progression Job Action, please skip to step 10 as the position information will already be populated. 7. Key in the Position Number or Click on the Magnifying Glass search icon to look up the appropriate position. If you click on the Magnifying Glass icon, the Look Up position page displays. 8. Look up the Position by entering any relevant position information into one or more search category fields. 9. Click the Look Up button or hit the Enter key on your keyboard. The Search Results will be displayed. 10. Click on the appropriate Position Number. 19

20 11. The chosen Position will be displayed in the Position field. Information relevant to the position chosen will be displayed in the New Employee Data section on the right-hand side of the page. Review the information to make sure you have selected the correct position number. 12. Optional: If further information is needed to process the Job Action request, you may enter comments in the comment box. TIP: Addi onal comments are typically not needed to process your Job Ac on request. 13. Click on the Submit Electronic Signature button to send the Job Action request to Compensation for processing. 14. The Submit Electronic Signature button is, then, disabled, and the submitter information (Submitter Name and Date/Time Submitted) is displayed in the Routing Status section. No further changes can be made to the Job Action request once submitted. You will be notified via when the Job Action request has been processed. If you need further assistance with completing the Online Job Action Request, please contact the HR Customer Care Center. 20

21 Review Job Actions Review Job Actions allows the user to monitor the status of a submitted Job Action or review a completed Job Action. Click on Main Menu > Workforce Administration > Job Information > PB Online Job Action Request > PB Review Job Actions. The PB Review Job Actions page will display. 1. Search for the Job Action request(s) by entering any relevant Job Action information into one or more search category fields. 2. Click the Search button. TIP: If you would like to limit your search results based on Job Ac on Status, enter a P, D, or C in the Job Ac on Status Search field. P = Pending Requests D = Denied Requests C = Completed Requests 21

22 If more than one result is returned with the entered criteria, the Search Results will display. Click on the Job Action you wish to review. TIP: If you would like to view mul ple job ac ons without returning to the PB Review Job Ac ons Search Results page, you can use the Previous in List and Next in List bu ons at the bo om of the PB Review Job Ac on page to move back and forth through your Search Results. Your PB Review Job Actions page will be displayed. 22

23 You can monitor the status of your Job Action request by reviewing the Routing Status section at the bottom of the PB Review Job Action page. Job Actions require various department approvals. If an approval is needed, Pending will display next to the Department name. If no approval is needed, No Approval Needed will display next to the Department name. As the Departments make a decision (Approved or Denied), it will be reflected next to the Department name. A Denied Request will state the reason for denial. When the request has been processed, the Current Status will display as Completed or Denied. Upon completion, the Submitter of the Job Action Request will be notified via indicating Approval or Denial. Receipt of an approval indicates that the Job Action has been approved. Receipt of a denial indicates that the Job Action will not be processed. A sample Approval A sample Denial 23

24 Supplements - Yearly and Seasonal 1. Click on Main Menu > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > PB Supplemental Pay. The PB Supplemental Pay search page will display. 2. In the Search by field, key in your Department number and click the Search button. 24

25 3. A page will be displayed that contains two tabs, one called PB Seasonal Job and one called PB Yearly Job. You will see the allotted supplements for the Fall season on the first tab. 4. When you click on the second tab, you will see your school s allotted yearround supplements. The quantity of each supplement allotted is displayed on each line. 5. Enter an EMPLID on each line of the supplement for the employee you wish to receive the supplement. To split the supplement between employees, enter the EMPLID and amount for the first employee and then click the plus sign. This will create an additional line for entry of another employee. The total dollars assigned to each of these employees cannot exceed the total of the AMOUNT times the QUANTITY on the first line for that supplement. The Department Grade Chair and Team Leader supplements are shown at the bottom of the PB Yearly Job tab. Team Leader supplements are for Middle Schools only. In the FACTOR column, key in the total number of employees in the department which includes the Grade Chair/Team Leader. The total number of FACTORs for each type (DGC or TLM) cannot exceed the budgeted teacher positions at the school. Click the plus sign (+) on this page to add an additional line to enter the next Grade Chair or Team Leader. 6. Click the Submit button on the bottom of the page to save the information. NOTE: Once year-round supplements have been uploaded for payment, the page is closed and cannot be changed. You must contact the Compensation department to request additions or changes. 25

26 Click the PB Seasonal tab to add or view the FALL, WINTER, SPRING and SUMMER seasonal supplements. The Fall Supplements are created at the same time as the Yearly Supplements. Once employees have been paid for a Season, the next Seasonal Supplement page will be created. The DESCRIPTION field is only required for intramurals and special activities. Special activities are clubs that last the entire year, not just a semester, and are paid in the Spring. Elementary schools receive 1 per 65 students and Secondary schools receive 1 per 75 students. Middle School Intramurals are to be used for athletic-type activities (i.e., football, volleyball, swimming) and are available at the rate of 1 per 75 students. The allocation is for the entire school year, not each season. ALL Athletic coaches must have CPR and First Aid certifications to qualify for a coaching supplement. If the employee does not have these qualifications an error message will display when trying to enter their EMPLID. If a teacher from another school will be coaching at your school, Rebeca Robinson- Doby and request to have an additional Job Data page created. Include EMPLID and position number. Noninstructional employees that wish to coach must have a Florida Teacher Coaching Certification. They must meet with Rebeca Robinson-Doby and the Certification staff to complete the necessary paperwork before coaching. 26

27 Person Profile The Person Profile page displays employee information that pertains to certifications and/or licenses other than those associated with Florida Teacher Certification. Examples include CPA, CPS/CAP, American Speech Language Hearing Association (ASHA) certification, etc. The page also displays the employee s Testing and Education information if the information was received and entered. 1. Click on Main Menu > Workforce Development > Profile Management > Profiles > Person Profiles. The Person Profile search page will display. 2. There are three (3) ways to search for an employee: A. by entering the employee ID in the Empl ID field, or B. by entering the last name, first name in the Name field, or C. by entering the last name, only, in the Last Name field. 3. Click Search. 27

28 The employee s Person Profile page will display with three tabs: Test/Lic/Lang/Hon Education Competencies (not used) The Test/Lic/Lang/Hon tab, will have the following information: Test/Examinations information Licenses & Certifications information (NOTE: You may see older information listed for items that are now tracked in the elearning system, such as ETHICS, BBP, and STPLAD.) Language Skills Honors and Awards 28

29 The second tab, Education, will list: Degrees the employee has been awarded Degree awarded/conferral dates Degree majors University name where the degree was earned Note: If an employee has earned a degree that is not reflected on their Education page, the employee should contact the HR Customer Care Center who can check to see if a transcript is on file. If no transcript is on file, the employee will need to send an original transcript, in the University s sealed envelope, to the Compensation and Employee Information Services Department with the request to have their Education information updated. (If the employee is applying for Advanced Degree Pay, the appropriate form must also be submitted: PBSD 2277 for Instructional employees and PBSD 2276 for Non-Instructional employees [non-aesop/ FPSU]). The third tab, Competencies, is not used. 29

30 Reports Reports in PeopleSoft are formatted in Adobe Acrobat (PDF) format. To run a report, navigate to the appropriate page, set the parameters (if any), then run the report. Once the process is run or saved, it is not necessary to re-establish the parameters. The results run through the Process Scheduler. For example, to run the Teacher Certification Report: Click on Main Menu > Workforce Development > Competency Management > Track Person Competencies > Teacher Certification Report 1. The Teacher Certification Report Run Control page will display. 2. If running the report for the first time, click on the Add a New Value tab. Next, you will need to create a Run Control ID. Name the Run Control ID by typing in Certification or a name that is easy to remember. Then click Add. (It is suggested that the Run Control ID match the report name.) 3. If you have already created a Run Control ID for a Report, just click Search, then click on the Run Control ID name. (For this example, click on Certification.) 30

31 4. In the next window, type the appropriate Department/School number in the Department field. 5. Click Save. Then click Run. 6. On the Process Scheduler Request page, click the dropdown arrow in the Type field and choose Window. Next, click the dropdown arrow in the Format field and choose PDF. Then, click OK. 7. Once the system finishes running the report, the report will display in PDF format. You may print or save the report. 31

32 Report Manager To view reports that have already been run, you will need to navigate to the Report Manager. 1. Click on Main Menu > Reporting Tools > Reporting Manager A list of the completed reports will display in the Reports section on the page. 2. Click on the link to the report you would like to view. The link will be located in the Report column. (Note: If the report you are looking for is not displayed, click on View All to display all your reports.) If you have run a report more than one time, look at the Completion Date/Time column to find the correct report.) 32

33 3. In the next window, click on the pdf version of the report. It will be listed in the File List section. 4. The report will display. It can be printed or saved. 33

34 Queries In PeopleSoft, users have the ability to extract information using the Query Tool. The data will display in an HTML or an Excel format. Running queries to Excel provides the flexibility of sorting, adding formulas, printing with different parameters, changing format, and ing the results like any other Excel spreadsheet. 1. To see a list of queries available, click on Main Menu > Reporting Tools > Query > Query Viewer. The Query Viewer page will display. 2. Click on the dropdown arrow in the Search By field and choose Folder Name. Type Employee Info in the begins with field, then click Search. 34

35 A list of Queries will be displayed. You can choose to run a Query to HTML or to Excel. (Note: For Queries that you may run more than once, you can add them to your My Favorite Queries list by clicking on Favorite.) 3. To run the Birthday List query, for example, look for PB_HR_BIRTHDAYLIST in the Query Name column and click on the Excel link. 4. Enter your Department/School Number and the type of employee (Reg/Temp) and click View Results. Note: You may get a message asking you if you want to open or save the file. Click Open. 5. The data will display in Excel format. If you get a protected view message, click on Enable Editing. This will allow you to sort and filter the information in the spreadsheet. You may save the file for future reference. 35

36 Leave of Absence - General Information A leave of absence (LOA) is permission granted by the Board, or allowed under its adopted policies, for an employee to be absent from duty for specific periods of time. When applying for a leave of absence, employees must fill out District-approved Leave Request forms. When an employee is absent from work, the employee must be on an approved leave (i.e., using sick or vacation hours, a School Board approved leave, etc.). If the employee is out using sick/vacation time or is out ten (10) days or less, consecutively, the TDE should be processed through their job site. If the employee is out for more than ten (10) unpaid days, consecutively, the employee must apply for an unpaid leave of absence. PeopleSoft Dashboard After clicking on the Human Capital Management tile on the PeopleSoft Portal page, you will see two tabs: the My Page tab which houses current menu items and the personalized Dashboard which has been setup for specific groups such as Principals, Secretaries or District Administrators. You will see quick links that are specific to your area of responsibility and you will see live reports for daily actions that may need your attention. You will see reports regarding employees who need to go out on Unpaid Leaves or employees who are expected to return from leave. As we move forward, other quick links will be added based on the needs of the group. Leave of Absence website: For general Leave of Absence information, employees may contact the HR Customer Care Center via phone ( ; press 1 for HR) or via (AskHR@palmbeachschools.org). 36

37 Determine Type of Leave You can assist in determining the type of leave needed by reviewing the different leave options on our Leave of Absence website. The Leave options available are listed under the appropriate Bargaining Unit/Non-Bargaining Unit headers. An additional FMLA section is provided that includes information available to all District regular employees. Leave of Absence (LOA) forms are available from the dropdown menu on the Leaves website or from the District Forms website. 37

38 Leave of Absence - Application 1. Once you have determined the type of leave needed, print out the Leave applications forms. 2. On the LOA website, click on the LOA Forms dropdown menu. 3. Click on PBSD 1666 to get the District Unpaid Leave of Absence Application. Form PBSD 1666 must be completed by the employee when applying for an unpaid leave. Please use the following checklist when completing the form. Employee name and EMPLID Last day worked Last sick/vacation day after last day worked Expected return date Sick leave expected return date is based on the doctor s recommendation Type of Leave Requested Employee and Principal/Department Head signature If this is a Leave extension, the following needs to be completed: Section B, with the revised expected return date Type of Leave Requested Employee signature and Principal/Department Head signature 38

39 PBSD Request for Leave of Absence form 39

40 Family Medical Leave Act (FMLA) 40

41 Family Medical Leave Act (FMLA) - Forms The employee will need to choose the appropriate FMLA form for their situation. 1. If the Leave is for Sick or Child Care/Maternity, the employee will need to complete the appropriate District FMLA form (PBSD 2312). 2. On the LOA website, click on the LOA Forms dropdown menu. 3. Click on PBSD 2312 to get the District FMLA Application. NOTE: The forms are also available on the District Forms website and via the eforms Desktop tile within the Employee Portal. 41

42 FMLA Health Care Provider for Employee s Serious Health Condition (PBSD 2312) This form is required for the following: When the employee is applying for unpaid leave for his/her own illness. When the employee is applying for Child Care/Maternity Leave. NOTE: This Certification form MUST be completed and signed by the attending physician. 42

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44 FMLA Health Care Provider for Family Member s Serious Health Condition (PBSD 2313) This form is required for the following: When the employee is applying for unpaid leave of absence to care for an immediate family member. NOTE: This Certification form MUST be completed and signed by the attending physician. 44

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46 FMLA Health Care Provider for a Covered Servicemember Certification (PBSD 2314) Military Family Leave Entitlements FMLA also includes a special Leave provision that permits eligible employees to take up to 26 weeks of Leave to care for a covered servicemember during a single 12-month period. A covered servicemember is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the servicemember medically unfit to perform his or her duties for which the servicemember is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list. NOTE: PBSD 2314 is required to be submitted with the PBSD

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48 FMLA Military Qualifying Exigency Certification (PBSD 2315) Military Family Leave Entitlements Eligible employees with a spouse, son, daughter, or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week Leave provision to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending postdeployment reintegration briefings. NOTE: PBSD 2315 is required to be submitted with the PBSD

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50 Intermittent FMLA FMLA permits employees to take leave intermittently, or on a reduced schedule basis, when medically necessary for their own serious health conditions or to care for certain family members with serious health conditions. FMLA covers the employee s District paid health insurance and protects the employee s job. To be eligible for FMLA you must have worked at least 1,250 hours within the previous 12 months of the request and have been employed with us for at least one year. Intermittent FMLA is unpaid unless the employee has sick/vacation days. The employee is required to give the employer notice of his or her need for foreseeable intermittent leave, or foreseeable reduced schedule leave, at least 30 days before the leave is to begin. If treatment requires the leave to begin earlier, the employee must give notice as practical. The burden is on the employee to make a reasonable effort to schedule foreseeable medical treatments (for himself or herself, or for a family member) in a manner that does not unduly disrupt the employer s operations. When an employee applies for intermittent leave, for his/her own serious health condition the employee is required to submit a medical certification form PBSD 2312 to their employer. If intermittent leave is for scheduled treatment, the medical certification must include the dates on which such treatment is expected and the duration of the treatment. When the employee s intermittent leave is for his/her own health condition (but not for scheduled medical treatments), the certification must state that there is a medical necessity for such leave and must include a statement of the expected duration of the intermittent scheduled leave. When the employee needs to request intermittent leave to care for a family member with a serious health condition, the employee is required to submit medical certification form PBSD The family member s healthcare provider must state that the employee s intermittent leave is necessary for the care of the family member. In addition, the certification must include a statement of the expected duration and schedule of the intermittent leave. Employees need to be aware that their attendance at work may affect their benefits. According to the District s benefits guidelines, in order to remain eligible for benefits, employees must have been in a paid status the majority of the duty days in any given month. Therefore, if an employee is in an unpaid status for more than the majority of monthly work days, he/she is in jeopardy of losing their benefits. Keep in mind that for benefits purposes only, the unpaid days do not need to be consecutive in order to have an impact on benefits. This is why it s important for employees who have a qualifying reason to apply for Intermittent FMLA. 50

51 Processing Intermittent FMLA 1. The Employee submits a written request detailing the qualifying reason. 2. The Employee must also submit the appropriate FMLA form completed by the attending physician (PBSD 2312 or 2313). 3. The written request and the FMLA form must be submitted to the Principal/ Department Head. 4. The School/Department faxes the request to the Compensation and Employee Information Services Department ( ) to the attention of: Leaves/Annette Arriaga. 5. Once the FMLA eligibility is established, the Leave Office will contact the School/Department Administrative Assistant. 6. The School/Department Administrative Assistant will receive an Excel spreadsheet so that the employee s time used under FMLA can be tracked. NOTE: Once the Intermittent Leave has been approved, it is the employee s responsibility to notify their Principal/Department Head EACH TIME they will need to be out due to their approved Intermittent FMLA. 51

52 Sick Leave Transfer 1. Visit our Leave of Absence website at: 2. Click on Sick Leave Trxfr on the dropdown menu. 3. Click on the appropriate form for your situation. PBSD 1791 is used when an employee is transferring time to a Family member. PBSD 2175 is used when an employee is transferring time to an eligible employee. 52

53 Family Member Sick Leave Transfer - PBSD 1791 This form may be used when an employee has depleted all of their sick time. The Transfer can only be made from an immediate family member. If the transfer of Leave time exceeds 24 hours, the recipient is required to also submit a medical certification. If an employee is going out on an unpaid leave after the transfer of sick days, please submit a copy of this form and all other documentation with the appropriate Leave application. 53

54 Sick and/or Annual Leave Transfer Request for Eligible District Employees - PBSD 2175 This form may be used when an employee has depleted all of their paid benefits time (i.e., Sick, Annual, CTA Sick Bank, Short Term/Long Term Disability). The recipient must have a serious health condition. They will need to submit medical certification for the condition. If the employee will be going out on an unpaid leave, the employee will need to submit a copy of this form and all documentation with the Leave application. 54

55 Submitting Leave Requests 55

56 Paid Leaves Sabbatical Leave: Instructional employees, after each six (6) consecutive years of satisfactory service in the District as an employee as defined in Article I, Section A, may apply for a year s leave of absence for professional academic advancement. If selected, based on contract criteria, these employees will receive half of their salary. The employee is required to submit a letter requesting the leave by May 1st for the following year. CTA Sick Bank: Instructional staff that run out of sick leave and are members of the CTA Sick Bank will need to apply directly to the CTA. If approved, the CTA will notify the District. Catastrophic Leave: Catastrophic Leave is a District benefit for illness or injury defined as a medical condition, not covered by Workers Compensation, requiring absence from work greater than fifty (50) working days of consecutive absence for a single illness or injury. The employee will be required to submit a letter and two (2) medical verifications of such catastrophic illness or injury to the District. This paid leave benefit may not be used if the instructional employee is a member of the CTA Sick Bank. Reassignment Pool Per the CTA Bargaining Agreement, a school or department must hold a teacher on Leave s position for one full year. Once the employee is out for over twelve (12) months and one (1) day, the Principal/Department Head can request that the teacher be transferred to the reassignment pool by sending an to Annette Arriaga at annette.arriaga@palmbeachschools.org. Once the request has been approved and transferred, Annette will you a letter to be mailed to the employee notifying them of the reassignment. Expired Leave When an employee s Leave expires and they fail to return or apply for a Leave extension, please send an to Annette Arriaga at annette.arriaga@palmbeachschools.org. Once the is received, Annette will you the Failure to Return From Leave letter. The letter should, then, be sent to the employee by U.S. and certified mail. Job Abandonment If the employee is out for more than three (3) consecutive days and has not contacted the school/department, please contact the Office of Professional Standards at (561) / PX If you need further assistance you may also contact the HR Customer Care Center via phone at /PX (Press 1 for HR) or via at AskHR@palmbeachschools.org. 56

57 Resignations During the employment period, the employee initiates a voluntary termination of employment (resignation) by submitting an Online Resignation Request through Self Service in PeopleSoft. The request is forwarded to the employee s Principal/ Director/Manager who acknowledges the request in the system. The request is then forwarded to Human Resources for processing. Each resignation is subject to the approval or disapproval of the Board. Employee submits Online Resigna on form to Supervisor. Principal, Director, or Manager acknowledges the request in the System. HR Office processes the Online Resigna on Request and submits Request to the Board. According to School Board Policy 3.20: All resignations must be filed with the Principal or Department Head no later than ten (10) working days prior to the proposed effective date of the resignation. Failure to give the prescribed notice may be cause for disapproval of the resignation. The Superintendent, however, upon good cause shown, may recommend waiver of the prescribed notice. The Effective Date of Resignation shall be as follows: a) the last duty day the employee is physically on duty unless the employee is, by necessity, required to resign or terminate while on sick leave or authorized extended leave approved by the School Board; or b) the date assigned by Professional Standards if the employee failed to respond by dates established, in writing, to report to work. The Principal/Director/Manager: Acknowledges the Resignation Request in Manager Self Service then Signs and Submits the Resignation Request to Human Resources for processing. The Human Resources Office will submit the Resignation to the Board for the next regularly scheduled meeting. All resignations are approved by the Board and positions may not be filled until Board action has occurred. Remember, resignations and terminations cannot be processed during Payroll Processing Periods. Training videos and manuals can be found on the Resignation website and on the Human Resources page on the PeopleSoft Portal My Help Center page. 57

58 Completing the Online Resignation Request The Online Resignation Request is submitted through Self Service in PeopleSoft. (NOTE: This process is not for those employees who will be retiring from the District. The Retirement process is a separate process.) From the Employee Portal, the employee clicks on the PeopleSoft tile, then on the Human Capital Management tile. Once in the Human Capital Management pages, the employee navigates to the PB Request Resignation page: Self Service > Personal Information > PB Request Resignation 58

59 When the Employee Resignation Request page opens, all jobs the employee currently holds with the District will be listed. The employee chooses the job they wish to resign from by clicking on the Select button next to the job. Please note: If you have more than one job with the District and you choose to resign from your Primary Job, any other jobs you hold with the District will be terminated, as well, unless you indicate in the Termination Information section of the Request that you are NOT resigning from all jobs. The Termination Information section will appear. The employee will need to complete the following fields in this section: Wish to resign from all Jobs? - From the dropdown menu, the employee must indicate whether or not they will be resigning from all jobs. Last Day at Work - From the calendar icon, the employee must choose the last physical* day at work. (*Unless they are on an approved leave. Confirm last day at work with the Leaves Office.) Resignation Reason - From the Look Up icon, the employee must choose a Resignation Reason. In the Method of Payment for Sick Leave Accrual, the employee must choose an option from the dropdown menu. The employee must Electronically sign the request, then click Submit. The employee will have an opportunity to complete an Exit Survey once the request has been submitted. 59

60 Terminations - Voluntary/Involuntary Schools or Departments terminating employees will enter a Termination through Manager Self Service in PeopleSoft. The PBSD 1176 Employee Resignation/ Termination form will no longer be used for this process. (NOTE: This process is not to be used for Retirement, Job Abandonments, or Non-Reappointments.) Voluntary or Involuntary Terminations The Manager-Initiated Voluntary/Involuntary Termination Process is to be used for the following Voluntary or Involuntary Termination Actions: Employee Resignations - Not submitted through Employee Self Service The Employee should be encouraged to submit their Resignation through Self Service. Managers should only enter the Resignation if there are extenuating circumstances. Interim Terminations - Unrelated to the End of Year Reappointment Process Written notice must be given to the employee at least three days prior to the termination. Probationary Terminations - Probationary Termination Letters must be given to all Instructional employees. All required documentation, such as Resignation letters or s, Interim letters, and Probationary letters, must be uploaded directly into the Termination in Manager Self Service. The Manager must enter the following information in the employee s Termination: Last Day at Work (Employee s last physical day at work, unless on an approved Leave of Absence.) Reason for Termination (Do not use CC codes): -Term During Prob Period for Probationary employees (NOT Term During Prob Period NR) -Interim Position Completed for Interim employees -Reason that matches the employee s Resignation reason from their Resignation letter or NOTE: Terminations can be input but will not be processed during Payroll Processing Periods. The Manager must sign and submit the Termination to route it to the HR Offices for processing. Training videos and manuals can be found on the Resignation website and on the Human Resources page on the PeopleSoft Portal My Help Center page. 60

61 Temporary Jobs Employees Employees resigning from a Temporary Job will submit an Online Resignation Request for the job in PeopleSoft Self Service. School/Departments Schools or Departments terminating a Temporary Job can use either process below: Terminate the job through Manager Self Service using End Temporary Employment as the Reason OR Submit an Online Job Action using End Temporary Employment as the Reason Need to Know (Resignations/Terminations) Processing Timelines Processing time for Resignations/Terminations may be impacted by Payroll Processing Periods. District Property Returns If the Resigning/Terminated employee has any District Property, it must be returned prior to their last day. A PBSD 0082 Transfer of Property form must be completed, as needed. Access Removal All District access will be removed from the employee by the end of the day on the employee s last day. They will no longer have access to PeopleSoft Self Service, District , or any other District Applications once access has been removed. 61

62 Retirement Information and Preparation Membership? Membership in the Florida Retirement System (FRS) is compulsory if you are working in a full-time or part-time regularly established position with the District. Within the first five months of employment, employees must make a decision to participate either under the FRS Pension Plan or the FRS Investment Plan. Choice information is presented during Employee Orientation. Within the first several weeks of employment, the Division of Retirement will send each employee a Choice Starter Kit. The following describes the plan choices: FRS Pension Plan - This plan is a defined benefit plan. The benefits to be paid at the normal retirement date of thirty (30) years of service or age sixty-two (62). For those enrolled into FRS after July 1, 2011, the normal retirement date is thirty-three (33) years of service or age sixty-five (65). It is formula-based and is guaranteed under the Florida Constitution. FRS Investment Plan - Officially named the Public Employee Optional Retirement Program (PEORP), this plan is a defined contribution plan in which employees select various plan options. What is the basic difference between the Pension Plan and the Investment Plan? The Pension Plan is a traditional retirement plan that pays a guaranteed monthly benefit when you retire. The Investment Plan is based upon the amount of money contributed to your account and how well that money grows over time. Both plans are funded by the employer. The vesting period for the Pension Plan is six (6) years whereas the vesting time for the Investment Plan is one (1) year. Under the Investment Plan, the employee chooses where to allocate the contributions and account balances among various investment funds. These are subject to the performance of the market. The Pension Plan is a plan wherein the longer you stay in the plan, the greater the retirement benefit. This plan is adjusted by the cost of living increase each July after you retire. Can I ever change plans? Retirement Every employee has the opportunity to make a one-time Second Choice Election. If you choose to switch plans you must complete and submit the Second Choice Election form to the FRS Plan Choice Administrator. This form is located on the MyFRS website. How do I get additional information on the Investment plan? Visit MyFRS.com and review the New Hire Roadmap information site. Call FRS toll-free: MY FRS Financial Guidance Line to Investment Plan Information. 62

63 WHAT IS THE PROCESS FOR RETIRING? Plan Ahead - Check your FRS Member Annual Statement for accuracy. Review the Charting the Course guides found on the Retirement website. A Retirement Quick Checklist is also available, for your convenience. Go to the Retirement website: ( to locate the links for the Charting the Course guides and the Retirement Quick Checklist. NOTE: There are additional guides, brochures, and applications available by clicking on the Guides & Applications link on the Retirement website. Plan to attend provided workshops, small group sessions, and individual counseling sessions. For a Retirement appointment for either the group or the individual sessions, you will need to contact the HR Customer Care Center via phone at or, locally, at (PX 48777) or via at: AskHR@palmbeachschools.org. If you are in the FRS Pension Plan, you will need to submit an application for benefits for either a Regular Service Retirement or DROP. You will also need birth verification at the time of retirement. The following documents will be accepted as proof of age: Retirement Process Birth Certificate issued by the state or county of origin Delayed Birth Certificate Florida driver s license issued on or after January 1, 2010 (Federal Real ID) U.S. Passport (unexpired) Census report more than 30 years old Life insurance policy more than 30 years old Documentation from the Social Security Administration (SSA) stating the date of birth the SSA has established for payment of benefits to you or your joint annuitant. (An estimate of projected future SSA benefits does not establish your date of birth for the payment of the SSA benefits.) Certification of naturalization If you are in the FRS Investment Plan, you will need to complete the FRS Investment Plan Exit application and submit the application the Retirement Division of the Compensation and Employee Information Services Department who will, then, submit the application to the Florida Retirement System. You will receive a packet from the Investment Plan Administrator with further instructions. 63

64 DROP and DROP Extension What is DROP? The Deferred Retirement Option Program (DROP) is offered for members who have reached their normal retirement date. This program allows you to effectively retire without terminating employment. While participating in the program, your monthly retirement benefits accumulate in the FRS trust fund, earning tax-deferred interest, while you continue to work. Frequently Asked DROP Questions: Q1: Who is eligible to participate in DROP? A1: All vested members of the FRS Pension Plan who have reached their normal retirement date are eligible to participate. Q2: Who is NOT eligible to participate in DROP? A2: Renewed members of the FRS Pension Plan and participants under the FRS Investment Plan. Q3: How soon can I enroll in DROP? A3: You may begin program participation in the month you reach your normal retirement date based upon your age or in the month following the month you reach your normal retirement date based upon your years of service. Q4: Is there a time limit for enrolling? A4: Yes, in most cases, to participate in DROP you must enroll within your personal election window. To enroll, you must notify the Compensation and Employee Information Services Department, via application, of your election to participate, starting no later than 12 months after you reach your normal retirement date (or deferred participation date if you are a teacher, paraprofessional or, in some cases, a police officer). You may apply for DROP anytime in the 6 months before you reach your normal retirement date. If you fail to notify us with your 12 month election window, you will lose the opportunity to participate. However, members who are instructional personnel, as defined by law, and who are reported as such by the District (including classroom teachers, employees in pupil services, media specialists, and other instructional staff) may elect to participate in DROP at any time after reaching their normal retirement date. Q5: When will I reach my normal retirement date? A5: You reach your normal retirement date based on your retirement classification. In this District, with the exception of school police officers, the normal retirement date is age 62 or 30 years of service for those enrolled prior to July 1, For those enrolled after July 1, 2011, the normal retirement date for the regular class is age 65 or 33 years of service. 64

65 Q6: Does my 12 month DROP election period begin when I reach my normal retirement date? A6: Not necessarily. If you qualify as instructional personnel, you may elect to enroll in the program at any time after you reach your normal retirement date. If you don t qualify as instructional personnel, your election window opens when you reach your normal retirement date, unless you are eligible to defer your election. Once you reach your normal retirement date (or deferred participation date), you will have 12 months to elect to participate in DROP (however, at that point, for every month that you delay application, you lose a month of potential participation time). You can defer your DROP election under the following circumstances: If you complete 30 years of service before you reach age 57, you may defer your program election period to begin at any time after the date you complete 30 years of service until the month you reach age 57. There are special rules for the Elected Class and Special Risk Class. Information concerning these classes can be obtained by the Manager of Leaves and Retirement in the Compensation and Employee Information Services Department. Q7: How long can I be in DROP? A7: In most cases, you may participate in the program for a maximum of 60 months. Q8: What if I don t terminate my job when my DROP participation period ends? A8: If you fail to terminate employment at the end of your participation period, your retirement application is voided and your program participation is retroactively cancelled. If your election window has closed, you would be (board/rule/policy/written guidelines) barred from future participation in this program. Your FRS membership and service credit would be reestablished under regular retirement. However, your termination from employment will proceed as originally scheduled. Q9: Will my DROP money earn interest? A9: Yes. While you are in the DROP program, your DROP account earns interest, compounded monthly. No interest is earned on benefits on deposit for less than 1 month or after your DROP participation ends. Q10: Will I receive cost-of-living adjustments while in DROP? A10: Yes. Your retirement benefits accumulating in your program account will be increased by the cost of living adjustment each July. Q11: What is DROP Extension and does it apply to me? A11: The Superintendent of Schools has been granted the authorization to extend the DROP participation of certain K-12 Instructional Personnel beyond their initial sixty (60) months. Eligibility is determined annually and will be communicated through a District Bulletin. 65

66 Retirement / DROP Information How do I get information concerning my Retirement or DROP? Attend a District-Sponsored Workshop. (Workshop information can be found on the Retirement website in the Retirement Resources section.) Attend a small group informational session. Registration is through the HR Customer Care Center via phone at (Press 1 for HR) or via at AskHR@palmbeachschools.org. (These groups are for those employees who will be retiring within a year.) Visit the Florida Retirement System website ( or call, toll free, Review the brochures, guides and applications found on the District s Retirement website. What publications are available for additional information? The following publication are available through the District s Retirement Office upon request: Membership Class Guides - A retirement guide is available that describes the benefit of each class. FRS Disability Benefits - This booklet provides explanations of regular and in-line-of-duty disability benefits available to members of the FRS Pension Plan and the FRS Investment Plan. Survivors Benefits - This booklet provides explanations of benefits available under the FRS Pension Plan to eligible joint annuitants and beneficiaries of deceased members. Preparing to Retire - This brochure provides information which is useful when you are preparing for retirement from the FRS Pension Plan. It describes the procedures and requirements to follow when you are applying for retirement benefits. Deferred Retirement Option Program (DROP) - This pamphlet describes the DROP, discusses potential advantages and disadvantages of participation, explains eligibility and participation requirements, answers commonly asked questions and provides examples. FRS Bulletin - This newsletter contains articles intended to keep employees informed of retirement legislation, benefit provisions, and other retirement-related news of interest. This publication comes out once a year. Members Annual Statement - This statement is on the FRS vested members FRS webpage and is posted once a year. This statement shows the total number of years of creditable service and estimated projections. 66

67 Where do I look in PeopleSoft to see if my employee is in DROP? Click Workforce Administration Click Job Information Click Review Job Information Click Workforce Job Summary PeopleSoft DROP Information On the Workforce Job Summary page, enter the Employee Name or ID and click Search. 67

68 Review the Workforce Job Summary page for DROP Actions for this employee. Where in PeopleSoft can I see the DROP Expected End Date? Click on Workforce Administration Click on Job Information Click on Job Data 68

69 On Job Data page, enter the Employee Name or ID and click Search. Click on the Employment Data link at the bottom of the page. See Ret/DROP Expected End Date field. (NOTE: You can see DROP End Dates for employees at your site who are in DROP by running your PB_HR_STAFF_LISTING_BY_DEPT query.) 69

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