Entering a New Hire. Standard Operating Procedure (SOP)

Transcription

1 Government of the District of Columbia District of Columbia Human Resources (DCHR) PeopleSoft 9.0 Standard Operating Procedure (SOP) June 2010 (Updated November 2015)

2 StandardOperating Procedure(SOP) Instruction Manual Table of Contents 1.0 Overview Purpose Pre-requisites Key Terms Roles Involved In This Process Business Process Overview Processing an Employee Direct Hire Add a Person Page Biographical Details Page Contact Information Page Regional Page Organizational Relationships Page Data Control Page Personal Data Page Job Page Position Page Compensation Page Employment 1 Page Employment 2 Page CI Exceptions Page ACA Eligibility Page Processing an Employee Rehire Business Process Overview HR Processing USF Data Control Page Personal Data Page Job Page Position Page Compensation Page Employment 1 Page Employment 2 Page ACA Eligibility Page

3 Standard Operating Procedure (SOP) Instruction Manual 1.0 Overview The DC Government embarked upon its first major Upgrade to the PeopleSoft Human Resources Management System (HRMS), in the spring of The Upgrade from PeopleSoft 8.8 to 9.0 included Human Resources, Payroll, Time and Labor and Benefits administration. The project was a collaborative effort between DC Human Resources (DCHR), the Office of Pay and Retirement Services (OPRS) and the Office of the Chief Technology Office (OCTO). A new hire is defined as a new applicant who has never been employed with the District Government previously and has no data currently in the system or was previously employed with the District Government but whose employment data was not converted at the inception of the PeopleSoft application. Personal, benefits, compensations, and other employment data is manually entered via the new hire process. A rehire is defined as the hire of applicant who was previously employed with the District Government and whose employment data is in the system. 1.1 Purpose This Standard Operating Procedure (SOP) documents the process used to enter a new hire or a rehire in the PeopleSoft application. 1.2 Pre-requisites Before entering a new hire or rehire in PeopleSoft, it is important that all necessary documentation have been received, reviewed and verified: Signed Employment Application Certified Position Description Reference Checks / Salary Verification Appropriate Certifications 1.3 Key Terms Listed below are some terms you will encounter during data entry. Term Action Codes Effective Date Employee Identification [Empl ID] Employee Record Definition Action codes are used to identify a change in the employee s job data. When an employee is hired, the HIR (Hire) action code defaults and is The actual date that identifies when an action takes effect. Effectivedating provides the District with a chronological history of actions taken. The unique identification number associated with every employee in PeopleSoft. A system generated number is assigned when a new hire action is processed by the system. When a rehire action is processed, a former employee retains there previously assigned identification number. A collection or documentation of information created for each employee. 3

4 Standard Operating Procedure (SOP) Instruction Manual Employee Record Number Legal Authority National Identification [National ID] Nature of Action Code [NOA] New Hire Reason Codes Rehire Row A number assigned to each of the employee s job record. It is used to indicate if an employee has a concurrent job. The employee record number assigned to the employee s initial job is 0 (zero). The employee record number for the employee s first concurrent A legal authority is the regulation that empowers the Office of Personnel and the independent personnel authorities to process or grant a personnel action request (PAR). The national identification number is used to define an employee s Social Security Number (SSN) in PeopleSoft. The number is entered on the Personal Data page for each employee. A code used to identify the type of action being taken on the employee. An applicant who has no data currently in the system or a former DC government employee whose data did not covert to the PeopleSoft application at its inception. Reason codes are used to describe an action. Reason codes are entered after the action code is selected. A rehire is as an employee who returns to work after terminating employment with the District and whose employment data is still in PeopleSoft. A page or section of an employee s record that gives a chronological history of actions taken. 1.4 Roles Involved In This Process DCHR Human Resource Specialist Independent Agency Human Resource Specialist 1.5 Business Process Overview 1. The HR Specialist coordinates the enter on duty date with the Hiring Manager / HR Advisor and the perspective employee preferably the date will be set at the beginning of a pay period. 2. The HR Specialist prepares and forwards an official job offer letter to the new hire. 3. When the new hire reports to duty, the HR Specialist conducts the enter on duty process. This includes the swearing in and completion of paperwork necessary to enter employment data into PeopleSoft. 4. The HR Specialist subsequently reviews and verifies the relevant new hire data and enters it into PeopleSoft by following the steps outlined. 2.0 Processing an Employee Direct Hire This process documents the steps involved to entering a new hire. This is a 2-step process. In the first step only the personal information is entered and EMPLID (Person ID) is created. At the end of the first step the new hire is saved in the system as Person of Interest. In the second step all the job information for the new hire is entered at which point he no longer is a person of interest but changes to an employee. 4

5 Standard Operating Procedure (SOP) Instruction Manual 2.1 Add a Person Page Step 1: To enter a direct hire, the Human Resource Specialist will use the following navigational path: Workforce Administration Personal Information Biographical - Add a Person Person ID Add the Person This will default to New. This value should not be modified. Click on this link to start the step 1 process of new hire. 2.2 Biographical Details Page Effective Date Format Type Display Name This will default to current system date. This will default to English and should not be modified Click on add Name link to add a value Prefix First Middle Suffix (Required) Enter or click the to retrieve and select a prefix (e.g., Mr.).. (Required) Enter the first name. Enter a middle name or initial. Enter or click the to retrieve and select a value, if applicable (e.g., Jr.). 5

6 StandardOperating Procedure(SOP) Instruction Manual Date of Birth Birth Country Birth State Birth Location Waive Data Protection (Required) Enter the date of birth by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. The system defaults to USA. Click the magnifying glass to retrieve and select a different value, if applicable. Click the magnifying glass to retrieve and select a value. Enter the hire s place of birth. This field is not used. Effective Date Gender Highest Education Level Marital Status As of Language Code Alternate ID Full Time Student Enter the effective date of the biographical history entered. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. (Required) Select the appropriate value from the drop down list. Enter the highest level of education for the new hire. The system defaults to A- Not Indicated value. (Required) The system defaults to Unknown. Click the to retrieve and select a value. Enter the effective date of the marital status entered. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. This field is not used. This field is not used. This field is not used. Country National ID Type National ID Defaults to USA Defaults to Social Security Number. (Required) Enter the hire s Social Security number. USE NO HYPHENS OR SLASHES. 6

7 StandardOperating Procedure(SOP) Instruction Manual An error message appears if a Social Security number is entered that already exists. If this should occur: 1. Check the Social Security number to see if the correct number was entered. 2. Check to see if a record already exists in PeopleSoft with the same Social Security number. 3. Contact the PeopleSoft HR helpdesk at (202) for assistance. 2.3 Contact Information Page Add Address Detail Click on this link to add Address details Effective Date Country Status Add Address Enter the effective date of the address entered. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. The system defaults to USA (United States). The system defaults to A (Active) Click on Add Address link to enter address details. Address 1 Address 2 Address 3 City (Required) Enter the hire s street address. Include the Apt# or Unit#, if applicable. Enter second line of address Any entry in the 3rd address line is not passed to M-UPPS. (Required) Enter the city. 7

8 StandardOperating Procedure(SOP) Instruction Manual State (Required) Enter the state. Postal (Zip Code) Enter the zip code. County Enter the county where the hire resides. A street address is required when entering the home address. However, a Post Office Box can be used as a home address for MPD employees only. Click OK twice to come back to Contact Information page. Phone Type (Required) Enter the appropriate value from the drop down list. Telephone Enter the hire s telephone number starting with the area code. The system will format the number. A new row is required for each additional contact number. To add a row, click the in the Phone Information frame and enter the appropriate phone type and number. Type Click on this link to start the step 1 process of new hire. Address Click on this link to start the step 1 process of new hire. A new row is required for each additional address. To add a row, click the in the Addresses frame and enter the appropriate type and address. 2.4 Regional Page Regulatory Region Ethnic Group The default value is set at USA and should not be modified. Click the and select a value (e.g., Chinese). 8

9 StandardOperating Procedure(SOP) Instruction Manual Effective Date Date Entitled to Medicare Military Status Citizenship (Proof 1) Citizenship (Proof 2) Eligible to work in US Enter the appropriate date for the information entered in this section. This is not a required field. Enter the appropriate date. This is not a required field. Select the appropriate value from the drop down list. This is not a required field. Enter the appropriate value. This is not a required field. Enter the appropriate value. This is not a required field. This check box is selected as default. 2.5 Organizational Relationships Page Choose Org Relationship to Add Add the Relationship This is the end of step 1. Employee is always selected as the default value. Click on this button to save all the personal information entered and create a EMPLID before going the Data Control page to enter job information. 9

10 Standard Operating Procedure (SOP) Instruction Manual Step 2: To enter job information 2.6 Data Control Page The Data Control page is used to identify specific action information for the hiring process such as the nature of action codes (NOA), approving authorities, personnel action request remarks (PAR), and tracking information. Actual Effective Date Enter the actual date the employee reports to duty. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. Transaction / Sequence The system will display 1/1 when the Actual Effective date is entered. This field should never be updated. Action The system will display the value HIR (HIRE) which is grayed out. Reason (Required) Click the and select the appropriate reason code. Not To Exceed Date Enter the ending date of the new hire s job assignment only if the appointment is term or temporary. Term Appointment An appointment that is greater than 12 months and not to exceed 4 years with entitlement to benefits. Temporary Appointment An appointment that is limited to 1 year or less with no eligibility for benefits. PAR Status The system defaults to PRO Processed by Human Resources. (Personnel Action Request) NOA (Required) Click the and select a 3-digit code (e.g., 100 Career (Nature of Action) Appointment). Authority (1) (Required) Click the and select a 3-digit code for the hire. The 10

11 StandardOperating Procedure(SOP) Instruction Manual Descr (1) & Descr (1) Part 2 (Description 1) code selection will be based on the NOA [Nature of Action] code previously selected. (Required) The system defaults to a value that is based on the Authority (1) code previously selected. 22. Click the PAR Remarks link. The PAR Remarks page displays. Remark Cd (Required) Click the and select a 3-digit code for the hire. (Remark Code) The system will automatically enter a remark based on the code selected (e.g., Y01 This action taken as the result of Notice of Vacancy). If you know the remark code to use you can enter the value directly in the field. For later interfacing with IRR [Individual Retirement Record] purposes, IT IS IMPORTANT that the correct remark code is selected for the first row. This will become more important when PeopleSoft Payroll is implemented. If an additional remark code is needed, click the to add a row and select another code. Also, you have the option of selecting a code to enter your own remarks. 23. Click the button. 24. Click the Personal Data Tab. The Personal Data page displays. All the information entered in Step 1 will appear on this page. 11

12 StandardOperating Procedure(SOP) Instruction Manual 2.7 Personal Data Page The information entered in step 1 should appear in this section. The Personal Data page contains identifying personal information related to the employee such as name, address, phone numbers, veteran s information, marital information, and educational details. Prefix (Required) Enter or click the to retrieve and select a prefix (e.g., Mr.). First (Required) Enter the first name. Middle Enter a middle name or initial. Suffix Enter or click the to retrieve and select a value, if applicable (e.g., Jr.). Gender (Required) Select the radio button for Male or Female. Citizenship Status Ethnic Group Date of Birth Disability Code (Required) The system defaults to None. Click the different value, if applicable. to select a Click the and select a value (e.g., Chinese). (Required) Enter the date of birth by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. The system defaults to 05 No Handicap. Click the a different 2-digit code, if applicable. to select 12

13 StandardOperating Procedure(SOP) Instruction Manual Residency Preference Country Type / Description National ID (Social Security Number) Click the and select a code (e.g., C Not DC Res No Pref). The system defaults to USA. The system defaults to PR Primary. The value refers to the nine-digit code used for employee identification in PeopleSoft. (Required) Enter the hire s Social Security number. USE NO HYPHENS OR SLASHES. An error message appears if a Social Security number is entered that already exists. If this should occur: 1. Check the Social Security number to see if the correct number was entered. 2. Check to see if a record already exists in PeopleSoft with the same Social Security number. 3. Contact the PeopleSoft HR helpdesk at (202) for assistance. 25. Click the Additional Birth Info link. The Addl Birth Info Page [Additional Birth Information] displays. The Additional Birth Information page identifies the hire s birth information. The information entered on this page is optional. Birth Location Enter the hire s place of birth. Birth State Click the to retrieve and select a value. Birth Country The system defaults to USA. Click the to retrieve and select a different value, if applicable. 26. Click the button back to the Personal Data page. 27. Click the Mailing Address link. 13

14 StandardOperating Procedure(SOP) Instruction Manual The Address Information page displays. The Address Information page identifies the hire s home address and / or a mailing address. 28. Click the Edit Address link in the Address frame. The Edit Address page displays. Country / Change Country Address 1 Address 2 Address 3 The system defaults to United States. (Required) Enter the hire s street address. Include the Apt# or Unit#, if applicable. Enter second line of address Any entry in the 3rd address line is not passed to M-UPPS. 14

15 StandardOperating Procedure(SOP) Instruction Manual City (Required) Enter the city. State (Required) Enter the state. Postal Enter the zip code. (Zip Code) County Enter the county where the hire resides. A street address is required when entering the home address. 29. Click the button back to the Address Information page. 30. Click the button back to the Personal Data page. 31. Click the Personal Phone Numbers link. The Personal Phone Numbers page displays. The Personal Phone Numbers page identifies the hire s contact numbers. Phone Type (Required) The system defaults to Home. Eff. Date The system defaults to the effective date of the hire. (Effective Date) Telephone Enter the hire s telephone number starting with the area code. The system will format the number. A new row is required for each additional contact number. To add a row, click the in the Telephone frame and enter the appropriate phone type and number. 32. Click the button to back to the Personal Data page. 33. Click the Veterans Info link. 15

16 StandardOperating Procedure(SOP) Instruction Manual The Veterans Information page displays. The Veterans Information page identifies if the hire is a Veteran, if applicable. Veterans Preference The system defaults to None. Click the to retrieve and select the appropriate value if the employee is a veteran (e.g., 5 Points). Veterans Status The system defaults to Not indicated. Click the to retrieve and select a value if the employee is a veteran (e.g., Air Force). Uniformed Service Click the to retrieve and select a value if the employee is a veteran (e.g., Marines). Military Separation Status Click the to retrieve and select a value, if applicable (e.g., Honorable). Military Grade Click the to retrieve and select a value, if applicable. Military Service Start Date Enter the date the military service began, if applicable. End Date Enter the date the military service ended, if applicable. Reserve Category Click the to retrieve and select a value, if applicable (e.g., Air force). Creditable Military Service Enter the number of years of creditable service, if applicable. The number of years entered is used in computing service computation dates. Notify Military Pay Center DO NOT MAKE AN ENTRY IN THIS FIELD Military Service Verified Veterans Preference RIF [Reduction in Force] Disabled Veteran 34. Click the button back to the Personal Data page. 35. Click the Marital Info link. Place a if verification of service has been received, if applicable. An example of verification would be the receipt of a DD-214 form. Place a if the hire is eligible for veteran s preference in periods of reduction in force. Place a if the hire is a disabled veteran. An official letter is needed from the Department of Defense for verification. 16

17 StandardOperating Procedure(SOP) Instruction Manual The Marital Status page displays. The Marital Status page identifies the marital information of the employee. Marital Status (Required) The system defaults to Unknown. Click the to retrieve and select a value. Marital Status Date Enter the effective date of the status. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the date. 36. Click the button back to the Personal Data page. 37. Click the Education Details link. The Education Details page displays. to select the The Education Details page identifies the employee s education information. This link is ONLY available when processing a new hire. Otherwise, education information is maintained through Workforce Development. Degree (Required) Click the and select a value (e.g., AA). Year Earned / Expected Enter the year a degree was earned or is expected to be earned. GPA Enter the hire s GPA, if applicable. (Grade Point Average) Graduated Place a if the hire has graduated from the school attended. Major Code Click the and select the school degree earned or is expected to be earned. School Code Click the and select a code. The code designates the school the employee graduated from or currently attends. State The system defaults to the state where the school is located based on the school code previously selected. 17

18 Standard Operating Procedure (SOP) Instruction Manual Country Credit Hours Hour Type The system defaults to USA. Enter the number of credit hours completed or to this point if not completed. Click the Hours). 38. Click the button back to the Personal Data page. 39. Click the Job Tab. The Job page displays. 2.8 Job Page to retrieve and select a value (e.g., Semester The Job Page identifies the hire s job information, including position, work location and benefits. On this page, the system will enter certain values that cannot be changed or updated. Position (Required) Enter an approved and active 8-digit position number. Press the TAB key of your keyboard and the system will automatically populate relevant position data in other key fields on this page. Pressing the TAB key of your keyboard after the position number is entered allows the system to automatically populate relevant position data in the following fields of the Job Data Page: Job Code Reports To Agency Sub-Agency Business Unit 18

19 Standard Operating Procedure (SOP) Instruction Manual Department Location Tax Location 40. Click the Benefits / FEHB Data link. The Benefits / FEHB Data page displays. The Benefits / FEHB [Federal Employee Health Benefits] Data page identifies the hire s benefit programs. Benefit Record Number (Required) The system defaults to 0. This number is used to group several jobs together for benefit purposes. Do not change BAS Group ID (Benefits Administration System Group Identification) Benefit Program FEHB Eligibility (Federal Employee Health Benefits Eligibility) FEHB Date Benefits System 41. Click the button back to the Job page. the value from zero. (N/A) An entry is not needed. The purpose of the BAS Group ID is to link an employee to a specific Benefits Administration group. The system defaults to NBP [No Benefit Program]. Once the hire information has been entered and saved, PeopleSoft Benefits Administration will assign a benefits program to the hire record after a daily process run. The benefits program selected is based on eligibility requirements already identified in PeopleSoft. (Required ) The system defaults to Not Eligible. Click the radio button next to the appropriate status based on the following criteria: Not Eligible The new hire did not have prior Civil Service eligibility status in the District Government. Permanent The new hire has prior Civil Service eligibility status in the District Government. The selection should be Not Eligible unless this is an employee that is eligible for Federal Health Benefits. DO NOT MAKE AN ENTRY IN THIS FIELD Do not enter any value in this field. Once the hire information has been entered and saved, The system will defaults to Benefits Administration. 19

20 Standard Operating Procedure (SOP) Instruction Manual 42. Click the FEGLI/Retirement Data/FICA link. The FEGLI/Retirement Data/FICA page displays. The FEGLI/Retirement Data/FICA page identifies the employee s life insurance, retirement, annuity, and Medicare information. FEGLI Code The system defaults to A0 Basic Life Only and is grayed out. (Federal Employees Group Life Insurance Code) Post 65 Basic Life Reduction (Optional) Click the and select a reduction percentage value, if applicable. The values available are the following: 50 50% Reduction 75 75% Reduction N None Retirement Plan The system defaults to N Ineligible Retirement. Click the and select the appropriate value for the retirement plan. THIS IS AN IMPORTANT FIELD for Benefits Administration and should be selected carefully. FERS Coverage The system defaults to Not Covered by FERS. (Federal Employees Retirement Service Coverage) Previous Retirement Coverage The system defaults to Never Covered. Do not change this value. Annuitant Indicator The system defaults to 9-Not Applicable. Click the and select a value for the annuitant indicator (e.g., Y-Law Enforcement Civil Service). Annuity Commencement Date FICA Status (Federal Insurance Contributions Act Status) See job aid Reemployed Annuitants Enter the effective date of the annuity commencement, if applicable. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. The system defaults to N-Subject. Click the and select a value based on the following conditions: N (Subject) The new hire is subject to FICA and Medicare. 20

21 Standard Operating Procedure (SOP) Instruction Manual E (Exempt) The new hire is a Civil Service Eligible hired prior to March, 1986 who continued to work without a break in service. M (Medicare Only) The new hire is a Civil Service Eligible with a break in service and rehired after March, Click the button back to the Job page. 44. Click the Position Tab. The Position page displays. 2.9 Position Page The Position Data page identifies various elements of the position. Based on the position number entered on the Job page, the system will automatically populate data in the following fields, where applicable: LEO Position (For law enforcement officers, fire officials, and correctional officers Only this is defined in the position data.) POI [Personnel Office Identifier] Work Period Employee Classification Reg / Temp [Regular / Temporary] Regular Shift Posn Occupied [Position Occupied] 21

22 Standard Operating Procedure (SOP) Instruction Manual Work Schedule FLSA Status [Federal Labor Standard Act] Standard Hours Adds to FTE Actual Count [Full Time Equivalent] Supervisor Level Pay Group Earnings Program Pay Frequency Pay Group (Required) Click the and select a value. The value selected will be one of the following: Pay Frequency Employee Type Type Appt (Type of Appointment) Job Indicator Adds to FTE Actual Count (Full Time Equivalency) FTE (Full Time Equivalency) The system defaults a value based on the pay group selected. (e.g., Bi-Weekly). (Required) The system defaults to a value based on the pay group selected. Click the and select a different value, if applicable: E Except Hourly S Salaried H Hourly (Required) Click the to retrieve and select a value. The value selected will either be a regular, temporary or term status under the following appointment types: Career Service Educational Service Excepted Service Executive Service Legal Service MSS Service [Management Supervisory Service] The system defaults to Primary. In cases of Concurrent hires [an employee working more than one job], it identifies whether a job / position is Primary or Secondary for benefit purposes. This field should not be changed. The system will select based on the position number entered. A indicates the job is included when processing FTE edits for budgeting purposes. This field is currently not being used. Enter the appropriate numeric value. Typically the FTE count is Click the Compensation Tab. 22

23 StandardOperating Procedure(SOP) Instruction Manual The Compensation page displays Compensation Page The Compensation Page identifies the new hire s pay information. Pay Rate Determinant The system defaults to Regular Rate. Click select a value. to retrieve and Pay Basis Pay Plan / Table / Grade Step Step Entry Date Rtnd PP / Table / Grade (Retained Pay Plan / Table / Grade) Grade Entry Date Base Pay Compensation Frequency The system defaults to a value based on the position number entered. The system defaults to values based on the position number entered. (Required) Click the step (i.e. 1-10). and select a numerical value for the The system defaults to the date that the new hire is assigned the step. These fields are made available ONLY when a pay rate determinant is selected based on authorization to retain a grade or pay. When authorization has been received, the Pay Rate Determinant selected will have to be one of the seven (7) values labeled retained (e.g., Retained Grade Different Position, Retained Grade Same Position, Retained Pay Different Position, etc). The system defaults to the date that the new hire is assigned a grade. Confirm the base pay amount listed. The value is based on wage computations. Entry of a base pay amount may be necessary depending on the pay rate determinant value selected (e.g., Special Rate). The system defaults to a value based on the job code of the position number entered. 23

24 StandardOperating Procedure(SOP) Instruction Manual Loc / LEO Adjust (Locality / Law Enforcement Officer Adjustment) Annuity Offset Amount Benefits Base Override FEGLI Base (Federal Employee Group Life Insurance Base) Total Pay Other Pay Information Expected Pay Enter the pay adjustment amount, if applicable. Enter the annual amount if the employee is a Civil Service retiree. (Optional) Place a to enter a new FEGLI base rate. (Optional) The system defaults to a calculation for the FEGLI base rate. Confirm the new hire s total pay amount. This link is currently not being used. Click the Expected Pay link to view various pay rate and compensation calculations. 46. Click the Employment 1 Tab 47. The Employment 1 page displays Employment 1 Page The Employment 1 page identifies specific data information pertaining to the employee s duration of employment. Information on this page includes service computation dates, service conversion dates, and within grade increase data. Leave Enter the beginning date of the new hire s leave computation. This should include military and federal time, if applicable. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. Retire Enter the beginning date used to calculate the new hire s employment. If the new hire is eligible for Civil Service retirement, use the Leave date. The date entered should include prior service. The exception is if the employee has been hired into a fire official or law enforcement officer position. Enter the date by 24

25 StandardOperating Procedure(SOP) Instruction Manual RIF (Reduction in Force) LEO (Law Enforcement Officer) TSP (Thrift Savings Plan) SEV Date (Severance Date) Conv Begin Date (Conversion Begin Date) Career Conv Date (Career Conversion Date) Career-Cond Conv Date (Career-Condition Conversion Date) using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. Enter the beginning date of service in the District government. This date is typically the same as the Hire date. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. Enter the beginning date the new hire begins working in law enforcement officer, fire official, or correctional officer positions. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. This is a required field if this is law enforcement officer, fire official, or correctional officer position. This field is to be left blank for a new hire. The date to enter is typically the same as the Leave date. WGI Status (Within Grade Increase) Non-Pay Hours WGI The system defaults to (MPD Only New Hires into Recruit Class 0 Grade 00). Enter the beginning date of the 18- month count for the new hire to receive the retention allowance increase. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. This is a required field so a date must be entered if this will be an active employee in the Metropolitan Police Department. This field is to be left blank for a new hire. (MPD Only) The system defaults to the date the new hire is eligible for conversion to Officer Class 01 Grade 01. This date will automatically calculate to be exactly 18 months and 1 day from the date entered in the Conv Begin Date field. The user may override this date if there is an alternate employment duration required before converting to Officer Class 01. In other words, this date can be changed at any time to increase or decrease the period of time that a Recruit is eligible for conversion. The system defaults to Waiting. Last Increase DT (Last Increase Date) WGI Due Date LEI Date (Last Equivalent Increase) Intermittent Days Worked 48. Click the Employment 2 Tab. Enter the actual effective date of the new hire. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. Enter the date of the new hire s next within grade increase. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. This date must always be the first day of a pay period. Enter the actual effective date of the new hire. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. This field is to be left blank. 49. The Employment 2 page displays. 25

26 Standard Operating Procedure (SOP) Instruction Manual 2.12 Employment 2 Page The Employment 2 page identifies additional information pertaining to the new hire, such as union association, Reports To Position data and probation dates. Bargaining Unit The system defaults to a value based on the position number entered. Union Code The system defaults to a value based on the position number entered. It is the same as the CBU code (Collective Bargaining Unit) selected on the position. The field will populate if the employee belongs to a union. Tenure Click the to retrieve and select the type of tenure. The value selection will be one of the following: At Will Conditional None Permanent Time-Limited Pay Plan / Grade The system defaults to a value based on the position number entered. Comp / Area Level (Competitive Area / Competitive The system defaults to a value based on the position number entered. Level) RIF Series (Occupational Series) The system defaults to a value based on the position number entered. Click on Probation Dates link. Supervisor/Mgr Probtn Req Cd SES Probation End Date (Senior Executive Service Probation Date) The value is defaulted and grayed out. Enter the end date associated with the employee s probation, if applicable. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. 26

27 StandardOperating Procedure(SOP) Instruction Manual Supv / Manager Probation Date Enter the time frame date associated with the employee s (Start and End) probation, if applicable. Enter the date by using the PeopleSoft (Supervisor / Manager Probation Date) format (MM/DD/CCYY) or click the to select the date. Probation Start Date Enter the new hire s probation period start date, if applicable. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. Probation End Date Enter the new hire s probation period ending date, if applicable. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. Click OK to go back to the Employment 2 page CI Exceptions Page CI Exceptions- After you insert your personnel action, and have completed it to the best of your knowledge, update the PAR status to PRO (processed), and click the OK/Apply button. The system updates all the relevant tables with the new data. The system uses a series of Component Interfaces (CIs) to make these updates. Should the CIs encounter an Error, the personnel action update will stop and roll back to the original state and thus no updates will be saved until you address the Error and click OK again. Should the CIs encounter any warning messages, the update will continue while the warning messages are displayed for you in the CI Exceptions page after the transaction has been successfully saved. These warnings are relevant to the processed transaction and will be automatically deleted after another personnel action is processed. It is good practice to note the warnings and contact your Helpdesk to help resolve them. 50. Click the OK or APPLY button. The record is saved. The DCHR HR Specialist will inform the Agency HR Advisor that the new hire has been processed. The Agency HR Advisor will send the new hire a printed SF 50 along with the position description as confirmation of hire. 27

28 Standard Operating Procedure (SOP) Instruction Manual 2.14 ACA Eligibility Page 51: To change ACA Eligibility Status for Temporary employee, use the following navigational path: Benefits > Employee dependent Information > ACA Employee Eligibility If the position type is Temporary (Reg_Temp field on Position page) and if the employee will not work for more than three months or if the average hours worked will be less than 30 hours, change the eligibility status to To Be Determined. Click on Save after making the changes. 3.0 Processing an Employee Rehire A rehire is defined as an employee who returns to work after terminating employment with the District and whose employment data was converted to the PeopleSoft application at its inception. When a District employee is rehired in PeopleSoft, the employee retains his/her original Employee Identification Number [EmplID]. Additionally, personal and other employment data at the time of separation continues to exist in the system, thus making the rehire process less labor-intensive as the new hire process. Previous District government employees whose data was not converted to PeopleSoft at inception must be processed as a new hire. 3.1 Business Process Overview 1. The HR Specialist coordinates the enter on duty date with the Hiring Manager / HR Advisor and the perspective employee preferably the date will be set at the beginning of a pay period. 2. The HR Specialist prepares and forwards an official job offer letter to the new hire. 28

29 Standard Operating Procedure (SOP) Instruction Manual 3. When the new hire reports to duty, the HR Specialist conducts the enter on duty process. This includes the swearing in and completion of paperwork necessary to enter employment data into PeopleSoft. 4. The HR Specialist subsequently reviews and verifies the relevant new hire data and enters it into PeopleSoft by following the steps outlined. 3.2 HR Processing USF This process documents the steps involved in entering a rehire in PeopleSoft. To enter a rehire, the Human Resource Specialist will use the following navigational path: Workforce Administration Job Information - HR Processing USF The HR Processing USF page displays. Search By Click the and select a Search by value. It is suggested that 29

30 StandardOperating Procedure(SOP) Instruction Manual Begins with 1. Click the button. you search by EmplID [Employee Identification number], Last Name, or Name of the employee. Enter the value based on your Search By selection; e.g., Name begins with Smith, T. The Data Control Page displays 3.3 Data Control Page It is important to verify that the most recent row on the Data Control page for the rehire displays an Action code of either TER for Termination or RET for Retirement.. Also, confirm that the Empl Rcd Nbr (Employee Record Number) displays a value of 0 (zero). The rehire PAR request should always be performed on the employee s zero record. The exception would be in cases of concurrent hires where more than one record may exist. A concurrent hire is an employee who is working an additional job in a different position in the District Government. 2. An effective-dated row(s) is required when performing a change request. Click the located on the right at the top of the page to insert a new row. 30

31 StandardOperating Procedure(SOP) Instruction Manual The Empl Rcd Nbr [Employee Record Number] is assigned to each of the employee s job recor d. The value 0 identifies the employee s initial job record. For a rehire, it is important that the system shows the Employee Record Number as 0 since a rehire should only be entered on an employee s zero record. Actual Effective Date Enter the actual date the employee reports to duty. Enter the date by using the PeopleSoft format (MM/DD/CCYY) or click the to select the date. Action (Required) Click the icon and select REH-Rehire Reason (Required) Click the icon and select the appropriate code for the rehire. o If rehiring a benefits eligible employee that has been separated less than 3 months, select R03. o If rehiring a benefits eligible employee that has been separated at least 3 months, but less than 6 months, select R06. o If rehiring a benefits eligible employee that has been separated at least 6 months but less than one year, select R12. o If rehiring an employee that has been separated at least one year, select REH. o If rehiring an employee that is not eligible for benefits, select TEM. Not to Exceed Date Enter the ending date of the job assignment only if the appointment is term or temporary. 31

32 StandardOperating Procedure(SOP) Instruction Manual PAR Status (Personnel Action Request) NOA (Nature of Action) Authority (1) The system defaults to PRO Processed by Human Resources. (Required). Click the and select a 3-digit code (e.g., 140 Reinstatement). (Required) Click the and select a 3-digit code for the rehire. Descr (1) & Descr (1) Part 2 (Required) The system defaults to a value that is based on the (Description 1) Authority (1) code selected. Refer to Section Data Control Page under Processing an Employee Direct Hire for further instructions regarding data entries on the Data Control page. 3. Click the Par Remarks Link The Par Remarks page displays. Remark Cd (Remark Code) (Required) Click the and select a 3-digit code for the rehire. The system will automatically enter a remark based on the code selected (e.g., Y01 This action taken as the result of Notice of Vacancy). If you know the remark code to use you can enter the value directly in the field. For later interfacing with IRR [Individual Retirement Record] purposes, IT IS IMPORTANT that the correct remark code is selected for the first row. If an additional remark code is needed, click the to add a row and select another code. Also, you have the option of selecting a code to enter your own remarks. 4. Click the button. 5. Click the Personal Data Tab. 32

33 StandardOperating Procedure(SOP) Instruction Manual The Personal Data page displays. 3.4 Personal Data Page 33

34 Standard Operating Procedure (SOP) Instruction Manual The Personal Data page contains identifying personal information related to the employee such as name, address, phone numbers, veteran s information, marital information, and educational details. Validating the employee s personal data information is an important component of the rehire process. Verify and /or enter information in the following field(s): Name Gender Date of Birth Citizenship Status (Required) Residency Preference Disability Code National ID (Social Security Number) Refer to Section Personal Data under Processing an Employee Direct Hire for instructions regarding data entries on this page. 6. Click the button back to the Personal Data page. 7. Click the Mailing Address link. The Address Information page displays. 34

35 Standard Operating Procedure (SOP) Instruction Manual The Address Information page identifies the rehire s address and / or mailing address. Verify the information in the following field(s): Country Address Refer to Section 2.3 Personal Data under Processing an Employee Direct Hire for instructions regarding data entries on this page. 8. Click the button back to the Address Information page. 9. Click the button back to the Personal Data page. 10. Click the Personal Phone Numbers link. 35

36 Standard Operating Procedure (SOP) Instruction Manual The Personal Phone Numbers page displays. The Personal Phone Numbers page identifies the rehire s contact numbers. Verify the information in the following field(s): Phone Type Telephone Refer to Section 2.7 Personal Data under Processing an Employee Direct Hire for instructions regarding data entries on this page. 11. Click the button to back to the Personal Data page. 12. Click the Marital Info link. 13. The Marital Status page displays. The Marital Status page identifies the marital information of the employee. Verify the information in the following field(s): Marital Status The system will default to the rehire s marital status at the time of termination or retirement from the District. Refer to Section 2.7 Personal Data under Processing an Employee Direct Hire for instructions regarding data entries on this page. 14. Click the button back to the Personal Data page. 15. Click the Job Tab. 36

37 StandardOperating Procedure(SOP) Instruction Manual The Job page displays. 3.5 Job Page The Job Page identifies the rehire s job information, including position, work location and benefits. On this page, the system will enter certain values that cannot be changed or updated. Position (Required) Enter an approved and active 8-digit position number. Press the TAB key of your keyboard and the system will automatically populate relevant position data in other key fields on this page. Pressing the TAB key of your keyboard after the position number is entered allows the system to automatically populate relevant position data in the following fields of the Job Data Page: o Job Code o Reports To o Agency o Sub-Agency o Business Unit o Department o Location o Tax Location 16. Click the Benefits / FEHB Data link. 37

38 Standard Operating Procedure (SOP) Instruction Manual The Benefits / FEHB Data page displays. The Benefits / FEHB [Federal Employee Health Benefits] Data page identifies the rehire s benefit programs. Enter information in the following field(s): FEHB Eligibility Refer to Section 3.5 Job Page under Processing an Employee Direct Hire for instructions regarding data entries on this page. 17. Click the button back to the Job page. 18. Click the FEGLI/Retirement Data/FICA link. 38

39 Standard Operating Procedure (SOP) Instruction Manual The FEGLI/Retirement Data/FICA page displays. The FEGLI [Federal Employees Group Life Insurance]/Retirement Data/FICA page identifies the rehire s life insurance, retirement, annuity, and Medicare information. Enter information in the following field(s): Post 65 Basic Life Reduction Retirement Plan Annuitant Indicator Annuity Commencement Date FICA Status [Federal Insurance Contributions Act] Refer to Section 2.8 Job Page under Processing an Employee Direct Hire for instructions regarding data entries on this page. 19. Click the button back to the Job page. 20. Click the Position Tab. 39

40 Standard Operating Procedure (SOP) Instruction Manual The Position page displays. 3.6 Position Page The Position Data page identifies various elements of the position. Based on the position number entered on the Job page, the system will automatically populate data in the following fields, where applicable: o LEO Position (For law enforcement officers, fire officials, and correctional officers Only this is defined in the position data.) o POI [Personnel Office Identifier] o Work Period o Employee Classification o Reg / Temp [Regular / Temporary] o Regular Shift o Posn Occupied [Position Occupied] o Work Schedule o FLSA Status [Federal Labor Standard Act] o Standard Hours o Adds to FTE Actual Count [Full Time Equivalent] o Supervisor Level o Pay Group o Earnings Program o Pay Frequency Verify and/or enter information in the following field(s) Pay Group Type of Appointment 40

41 Standard Operating Procedure (SOP) Instruction Manual FTE [Full Time Equivalent] Refer to Section 2.9 Position Page under Processing an Employee Direct Hire for instructions regarding data entries on this page. 24. Click the Compensation Tab. The Compensation page displays. 3.7 Compensation Page The Compensation Page identifies the rehire s pay information. Verify and/or enter information in the following field(s): Pay Rate Determinant Step Base Pay Annuity Offset Amount Benefits Base Override Refer to Section 2.10 Compensation Page under Processing an Employee Direct Hire for instructions regarding data entries on this page. 25. Click the Employment 1 Tab 41

42 Standard Operating Procedure (SOP) Instruction Manual The Employment 1 page displays. 3.8 Employment 1 Page The Employment 1 page identifies specific data information pertaining to the rehire s duration of employment. Information on this page includes service computation dates, service conversion dates and within grade increase data. The system will automatically enter dates that reflect the employee s information from the original hire record. Verify and/or enter the information in the following field(s): Leave Retire RIF [Reduction in Force] TSP [Thrift Savings Plan] LEO [Law Enforcement Officer] *if applicable Severance MPD Conversion dates WGI STATUS [Within Grade Increase] LAST INCREASE DATE WGI DUE DATE LEI DATE [Last Equivalent Increase] Refer to Section 2.11 Employment 1 Page under Processing an Employee Direct Hire for instructions regarding data entries on this page. 26. Click the Employment 2 Tab. The Employment 2 page displays. 42

43 Standard Operating Procedure (SOP) Instruction Manual 3.9 Employment 2 Page The Employment 2 page identifies additional information pertaining to the rehire, such as union association, Reports To Position data and probation dates. Enter information in the following field(s): Tenure Probation date Supv/manager probation date (Supervisor / Manager) Refer to Section 2.12 Employment 2 Page under Processing an Employee Direct Hire for instructions regarding data entries on this page. Click the button. When the record is saved and the rehire is processed, The HR Specialist will inform the Agency HR Advisor that the rehire has been entered in PeopleSoft. The Agency HR Advisor will send the rehire a printed SF 50 along with the position description as confirmation of rehire. 43

44 Standard Operating Procedure (SOP) Instruction Manual 3.10 ACA Eligibility Page 27. To change ACA Eligibility Status for Temporary employee, use the following navigational path: Benefits > Employee dependent Information > ACA Employee Eligibility If the position type is Temporary (Reg_Temp field on Position page) and if the employee will not work for more than three months or if the average hours worked will be less than 30 hours, change the eligibility status to To Be Determined. Click on Save after making the changes. 44