Personnel Representative Procedures Employee Benefits Division

Transcription

1 Personnel Representative Procedures Employee Benefits Division Subject: New Hires & Rehires Date Originated: April 5, 2012 Revised: December 8, 2015 Summary: New Hires are individuals selected to fill vacancies who are not currently employed by Fresno County. Every effort should be made to start new hires on the first Monday of the pay period. If the beginning of a pay period is a holiday, Departments are encouraged to begin employment the following day. If the new hire paperwork reflects the date of the holiday, the employee will be eligible for holiday pay. An Employee Hire Data form (PAN-106) and other supporting documentation shall be submitted by the biweekly deadline (due in Personnel Services by 3:00 PM on the Friday before the pay period begins). If paperwork is received after the deadline, it will be processed the following pay period and the department will be responsible for processing a payroll adjustment. If paperwork is incomplete, it will be returned to the department as incomplete. Reference(s): Personnel Rule 2 - Status Personnel Rule 4 - Selection Process o Personnel Rule Immigration and Naturalization Form I-9 o Personnel Rule Basic Forms Personnel Rule 5 - Probationary Periods Personnel Rule 8 - Medical Examinations Salary Resolution Section Alphabetical Position Listing o (JCN, Title, Band/Range, Probation Period, ) Salary Resolution Pay Provisions o Salary Resolution Anniversary Date o Salary Resolution Hiring Rate Documentation: Employee Hire Data form (PAN-106) - Print on Green paper. o Ensure that all information is filled out completely. I-9 Form (Dept of Homeland Security Employment Eligibility Verification form) o Section One - completed by employee no later than his/her first day of employment. Must be signed and dated by the employee on the date the employee completed the form. o Section Two - signed and dated by Department Representative no later than the third business day of employment. o Attach copies of documents used to establish identity and employment authorization (see I-9 Form for a List of Acceptable Documents). Note: documents must be provided to the employer no later than the third day of employment. Copy of the Social Security Card (to ensure Payroll records match SSA records, even if not used for I-9 purposes). Verification of Selective Service Registration - Required if male, 18 to 25 years old. Revised 12/15 1

2 Procedure Manual Employee Benefits Division COF Employment Application approved by Personnel s Employment Services Division. Ensure that the application provided includes the signature page. Copies of any certifications or licenses required as part of position s Minimum Qualifications. EFIF (Essential Functions Inventory Form). Signed by authorized department representative. Signed Condition(s) of Employment Letter (if stipulated by medical clearance) Extra Help Hires Extra Help- Questionnaire. Completed and signed by employee. In-processing documents - completed by employee, (prior to his/her first day of employment, with the Department and submitted with PAN-106: Oath or Affirmation of Allegiance (completed by employee/witnessed by Dept s Rep.); use the County Clerk s two-part form or send one original and one copy. New Hire Information Form (print on green paper) Documents that need to be sent directly to Payroll by department - completed by employee prior to his/her first day of employment with the Department: Please ensure you make notation of the employees Date of Hire (DOH) on the forms sent to payroll. Bank authorization card IRS Form W-4 California DE-4 Form PAN-106 Completion: Complete Employee Hire Data (PAN-106) form with the following information: Field Name Prefix Employee ID Address Phone # Birth Date Leave Plan Social Security No. Sex/Marital status Ethnicity Citizenship Emergency contact Department Dept/Div No. Description/ Last, Suffix, First, Middle - (must match SS card) Ms., Mrs., Mr. or enter previous PeopleSoft employee ID# if rehired As listed on I-9 Form and New Hire Information Form As listed on I-9 Form and New Hire Information Form Verified with supporting documentation (driver s license or birth certificate) Reference the Annual Leave Plan Quick Reference Sheet, located on the Personnel Website Employee Benefits Annual Leave Information Annual Leave Plan Quick Reference Sheet (number 3). Taken from SS card Use one Letter in the appropriate box to indicate: Male or Female; Married or Single (same as listed on New Hire Information Form) Use one Number only to indicate: 1. White 2. Black 3. Hispanic 4. Asian/Pacific Islander 5. American Indian/Alaska Native 6. Southeast Asian (same as listed on New Hire Information Form) US Citizen or Other (taken from I-9) Name, relationship, phone number, check the same address box if applicable or enter a different address (same as listed on New Hire Information Form) Department name Department budget number (Org) Revised 12/2015 2

3 Action/Reason Effective Date Position Number Position Group Job Title JCN Holiday Officer Code FLSA Procedure Manual Employee Benefits Division New Hire/Probationary (for permanent hire). See next page for more types of hires. Date of Hire (always first day of a pay period, unless the first Monday of the pay period is a holiday). Departments may have a new employee begin employment on Tuesday (new employee is not paid for the holiday). Matches approved application Number corresponding to Job Title (Refer to Sal Res, Sec 100 Alpha Position Listing) REG Update (even if it remains the same); None, Safety Retirement Eligible or Blue Shield Health Eligible. Safety Retirement can be found in the Retirement handbook, page 8. Blue Shield employees are everyone in Unit 1 that are not in Safety Retirement along with some Unrepresented employees in the DA / Sheriff Dept. Bargaining Unit, 98 or XTR (extra help), UNR, Mgt or SMG (refer to Sal Res, Sec 100 Alpha Position Listing) (PeopleSoft generated field) Pay Group Emp. Type Shift Location Lic./Cert FTE/ St Hrs Grade Step Range REG, SAF (Unit 01 & 14), XTR (Extra Help) H (hourly) N/A (no longer used for shift code validation) Last day of Probationary period (duration is noted in Sal Res Sec Alpha Position Listing). Dept. Rep. prepares a Probationary Period Action Form and retains for future use/follow-up. Six months if permanent and starting on Step 1 (leave blank if in Senior Management Compensation Plan). If Sal Res Sec 100 Alpha Position Listing notes position as Flat (only 1 salary step, e.g.; Staff Nurse I) the review period is one-year. If applicable, include pay code (Employee Benefits will provide a list) 1.0 FTE and 40 standard hours (full time status), if < or > 1.0 indicate FTE and hours. The Grade (same as JCN) or Band designation If above normal hiring step, Step 1 (or SMCP); attach documentation showing Director of Personnel Services approval. Noted in the Alpha Position Listing; relates to Step 1 for that JCN Hourly Rate Biweekly comp rate divided by 80 Biweekly Comp Biweekly base pay (corresponds with JCN/range/step). Refer to Salary Range Steps or PeopleSoft query: Compensation by JCN Annual Biweekly comp rate multiplied by 26 Description and information needed to process action: Effective date, Type of Hire (New Hire, Probationary, Provisional, Extra help, Part-time, Rehire, Reinstatement, At-Will, Backfill, Recall from Layoff, etc.), Job Title, Requisition Number and If applicable, note eligibility for incentive pay. Revised 12/2015 3

4 Procedure Manual Employee Benefits Division Ensure PAN-106 form is signed and dated by Department Head or authorized individual. Forward to Personnel Services-Employee Benefits/Roster, Stop #188. Types of Hires: The following are the various categories of new hires for the County. Paperwork should be completed as detailed in PAN-106 Completion section above with the following differences: New Hire/Probationary: Same as New Hire note above New Hire/Extra Help: Extra Help Supplemental Questionnaire required Action/Reason New Hire - Extra Help Hire 98 or XTR (see Sal Res Sec 100 Alpha Position Listing) Pay Group XTR New Hire/At Will: Action/Reason New Hire/Provisional: Action/Reason New Hire At Will New Hire Provisional Provisional classifications with only one step should not have review dates (see Sal Res Sec 100 Alpha Position Listing) New Hire/Elected Officials: Action/Reason New Hire - Newly Elected Official ELC Step Range Lic./Cert Auto (if applicable, see Sal Res ) Indicate employee s choice of monthly auto allowance or County vehicle (Sal Res ) Rehire/Hire Former Employee: Employee ID # Request ID# from Personnel Services-Roster Action/Reason Rehire - Hire Former Employee Rehire/Reinstatement: When reinstatement is requested within 1 year of voluntary separation (include a copy of Personnel Services letter to the employee approving their request for reinstatement) Employee ID # Request ID# from Personnel Services-Roster Action/Reason Rehire/Reinstatement Revised 12/2015 4

5 Procedure Manual Employee Benefits Division Rehire/Reinstatement: When reinstatement is from a Layoff list, refer to Procedure for Rehire /Reinstatement from Layoff list Extra Help to Permanent: See Procedure for Extra Help to Permanent (A JCI (F-102) is used for this action) New Hire/Backfill LOA Position: Action/Reason New Hire - Backfill LOA Position Description information needed to process action: Effective date, Backfill position for (Name & ID# of employee on LOA), Requisition number Revised 12/2015 5