|Date: July 1, 2003||Bulletin No. 405|
|Subject||Job Requests, Transfer Requests and Job Request Status|
|Purpose||To provide an overview of Job and Transfer Requests and highlight the changes resulting from the Payroll System upgrade.|
|Affected Employees||All Employees|
The Job Requests and Transfer Request pages are used by the agency to submit requests for changes to an employee’s Job Data record. These transactions include Transfers, Position Changes, Pay Changes, and Data Changes. These transactions are evaluated by a combination of system validations and auditor review. Upon approval, the Job Data record will be updated.Edits have been established to improve the accuracy of the data entered and provide better internal controls. System validations have been added that will enable some transactions to be automatically approved. OSC will continue to validate other aspects of the transactions through a variety of means in addition to system validations. Agencies will continue to be required to submit documentation, as appropriate, and respond to auditor inquiries.
Administer Workforce> Administer Change Request >Use>Job Action Requests
|New Hyperlink||General Comments|
|New Fields||Job Request Status|
|Changes to the Job and Transfer Request Pages||
Job and Transfer Request Pages
The rows will be approved and moved to the Job Data page in chronological order. Each row will pick up the data from the prior row if the data has not been changed. This will cut down or eliminate data moving to Job Data in the wrong order with incorrect data. Subsequent rows will still be required when entering retroactive rows to Job Data.
If multiple transactions are entered for an employee, the system will respond differently depending on the order in which the transactions are entered. When a transaction that does not auto approve is followed by a transaction that would ordinarily auto approve, both transactions remain in Requested status and require auditor approval.
If the effective date of a requested transaction that would ordinarily Auto Approve is earlier than the last effective-dated row on the employee’s Job Data page, the transaction will remain in Requested status and require auditor approval.
NOTE: All validations for Pay Changes, Position Changes and Transfers will be based on the NYS Position number. If an employee has a NYS Position number that is an under-fill of the Position Number, the under-filled grade level will be validated.
Edits have been implemented for the Action/Reason of Position Change/ CHL (Change Line). Only the Position Number field and NYS Position field will be available for data entry. Validations have been established that compare the attributes of the current position to the attributes of the requested position, including the Approved Salary amount on the Position Data page for employees in grade 600, 560 and 980.
An error message will be received if any attribute other than the line number is changed.
A warning message will be received if the approved salary on the Position Record is less than the current salary on the Job Data Record for employees in grade 600, 560 or 980.
The agency must determine if the wrong Action/Reason Code has been entered or if the wrong Position Number has been entered and change the transaction accordingly. If an employee is in a NYS Position, the NYS Position Number must be reentered and remain the same as the existing prior row.
Transactions meeting all of the validation criteria will auto-approve.Pay Change - New
Edits have been implemented for the Action/Reason of Pay Change/New for newly-hired employees in certain graded positions in UCS and Executive agencies. The system will confirm that the salary is at the hiring rate of the grade and that the anniversary date and increment codes are appropriate.
Error and/or Warning messages will be received if the data entered is inconsistent with the validations. The agency must review the transaction and correct the data if necessary, perhaps using a different salary or entering another Reason code, such as Increased Hiring Rate or Rein Commission.
The transactions that are requested and saved with warning messages will be reviewed by the OSC audit unit. Transactions that meet all of the validation criteria will be auto-approved.
NOTE: There will be payroll periods when the transactions will not auto approve because of overlapping action dates and effective dates that will prevent the system from validating the increment code. During these payroll periods, these transactions will be reviewed by an OSC auditor. No warning message will appear. The transaction status will be marked as Requested.Transfer Request
On a Transfer Request page, the Full/Part-time indicator, Part-time percent and Benefit Flag are now required, in addition to the other required fields.
Additional Processing Requirements
|Changes to the Job Request Status Page||
The new Job Request Status page will summarize the requests entered by the agency for a particular employee with the fields that are on the Job Request page. The agency will be able to track the status of each Request. The status of each transaction will be noted with one of the following:
|Agency Action||Agencies must enter transactions according to the applicable rules, regulations, and procedures. The agency must respond to the error. Agencies should review warning messages and adjust the transaction if necessary.|
|Questions||Questions that relate to Job and Transfer Requests resulting from the Payroll System upgrade may be directed to the Payroll Audit mailbox.
Prior to August 4, questions will be answered within two business days. After August 4, questions will be answered within 24 hours.