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Employee Master Data Instructions

By Dana Gordon,2014-05-19 14:04
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Employee Master Data Instructions

    INTERNAL INSTRUCTIONS

    For

    DFA Employee Master Data Form

    If this document is being submitted for a CLIP transaction, please indicate so in the upper

    right corner of the form in the space provided.

    Request Data

    Employee Name

    Enter the employee’s actual name as it appears in their personnel record. Do not enter

    nicknames or name abbreviations.

    Transaction Effective Date

    Enter the date that this transaction will be effective.

    Personnel Number

    Enter the 8-digit personnel number. If this is a new hire, there will be no personnel number to enter. Leave blank for new hires, and the system will assign the number. Business Area

    Enter the agency code. This is a 4-digit number. For example, 0610 represents the Department of Finance & Administration. It is the old agency number with a 0 for the first digit. Personnel Area

    Enter the unique personnel area that this employee is assigned to. The personnel area is a combination of a 2-digit agency code and a 2-digit sequence number representing that agencies physical location. For example, the Department of Finance & Administration has several locations that are sequentially numbered. DFA’s first physical location is indicated by FA01. See

    the previously distributed list of PAs.

    Organization Unit

    This is an 8-digit numerical designation of specific offices.

    Action/Reason Data

    Employee Action

    Select the appropriate personnel action to be performed on the employee. Refer to the HR

    Coding Guide for a list of valid values.

    Reason

    Enter the proper reason for the selected action.

    Position Number

    If this action requires a new position number such as a new hire, or transfer, enter the position number that will be associated to this personnel action.

    Employee Group

    Enter the appropriate employee group designation for the employee. Refer to the HR Coding

    Guide for a list of valid values.

    Employee Sub-group

    Enter the appropriate employee sub-group designation for the employee. Refer to the HR

    Coding Guide for a list of valid values.

    Position Number

    Enter the position number that the employee should be assigned to.

    Job Title

    Enter the job title that describes the position the employee is filling. This is equivalent to the state classification such as Secretary II.

    Class Code

    Enter the class code that corresponds to the Job Title. For example a Secretary II is a K153.

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    INTERNAL INSTRUCTIONS

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    DFA Employee Master Data Form

Pay Grade

    Enter the pay grade associated to the job title. For example a Secretary II, Code K153 is a

    grade 13.

    Personal Data

    Form of Address

    Select Miss, Ms., Mrs., or Mr. This is optional. Last Name

    Enter the employee’s last name

    First Name

    Enter the employee’s first name as they are legally known. Do not enter a nickname.

    Middle Name

    Enter the employee’s middle name if applicable.

    Suffix

    Enter the employee’s name suffix if applicable. Valid entries are: II, III, IV, Sr., or Jr.

    Nickname/Known As (optional)

    Enter the name by which the employee prefers to be called. Gender

    Select the employee’s gender.

    Nationality

    Enter the employee’s nationality. Most employees will be listed as “American-US”.

    Marital Status

    Enter the employee’s marital status. Valid values are: Single, Married, Widowed, Divorced,

    Separated, Unknown, or blank.

    Birth Date

    Enter the employee’s birth date.

    SSN

    Enter the employee’s social security number.

    Family/Related Person Data

    Spouse Last Name

    Enter the last name of the spouse.

    Spouse First Name

    Enter the first name of the spouse.

    Spouse Gender

    Enter the gender of the spouse.

    Spouse Birth Date

    Enter the birth date of the spouse.

    Spouse Address

    Enter the address of the spouse.

    Spouse SSN

    Enter the social security number of the spouse. This information will be used by benefits if the

    employee chooses to provide spouse coverage. Separation Date

    If the spouse and employee have separated, it may be recorded here. This is optional.

    Reference Personnel Number

    If the spouse is also a state employee, you may optionally enter their AASIS personnel number.

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    For

    DFA Employee Master Data Form

    Organizational Assignment

    Personnel Sub-area

    Enter the 4-digit personnel sub-area for this employee. Personnel Sub-Area is a 4-digit alphanumeric code that indicates what type of leave and timekeeping rules are required for a given position. Refer to the HR Coding Guide for a list of valid values.

    Percentage

    Enter the percentage of time that the employee will spend in this position. Most employees are 100%.

    Contract

    Enter the expected hours that this employee will work while in this position. This field is used by Benefits Administration. Refer to the HR Coding Guide for a list of valid values.

    Cost Center

    Enter the 6-digit number of the cost center the employee/position is assigned to. Personnel Administrator

    Enter the agency personnel administrator that will be responsible for this employee. This should be someone in your office, not someone in DFA Human Resources.

    Payroll Administrator

    Enter the agency payroll administrator that will be responsible for this employee. This is the Payroll Officer in DFA Human Resources assigned to your division. If you do not know this information, leave blank.

    Time Administrator

    Enter the agency time administrator that will be responsible for this employee. This should be someone in your office, not someone in DFA Human Resources.

    Benefits Administrator

    Enter the agency benefits administrator that will be responsible for this employee. For all DFA employees, this will be Nina Rogers.

    Date Specifications

    Original Hire Date

    Enter the date that the employee was originally hired into state employment if applicable.

    Otherwise, this will be the effective date of the hiring action.

    Latest Hire Date

    For those employees that have previous state employment, this field will reflect the date the employee was hired into the new position.

    Career Service Date

    For new employees this will be the effective date of hire. For employees with previous state service, this date must be calculated by Human Resources.

    Leave Accrual Date

    For new employees this will be the effective date of hire. For employees with previous state service, this date must be calculated by Human Resources.

    Performance Evaluation Date

    Enter the date that this employee should have their next performance evaluation. Starting July 1, 2001, this will be the same date as the CLIP Review Date.

    Career Service Payment Date

    This is the date that the employee’s Career Service Recognition Payment is made. It is either

    the employee’s former Increase Eligibility Date (IED) or the Career Service Date, whichever is deemed “more beneficial to the employee.” This date will be calculated by Human Resources,

    or set by AASIS.

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    For

    DFA Employee Master Data Form

    Monitoring of Dates

    End Probation Date

    Enter the date that the probationary period will end for this employee. Reminder Date

    Enter the date that you would like a follow up notice generated. CLIP Review Date

    This is the date the employee’s CLIP Review and Performance Evaluation are due in Human Resources.

    Reminder Date

    Enter a date two months prior to the employee’s CLIP Review date.

    Additional Data

    Ethnic Origin

    Select the employees’ ethnic origin. Valid values are: American Indian/Alaskan, White, Asian, Hispanic, Black.

    Military Status

    If applicable, indicate the employee’s military status. Valid values are: Inactive, Active, Retired, Inactive Reserve, Reserve, On-call, Vietnam Veteran, Disabled Veteran Medicare

    Indicate if the employee is eligible for Medicare

    EEO Exemption

    Indicate if the employee is EEO exempt. This would occur if the employee has an exception to

    their classification.

    Veteran Status

    Indicate the employee veteran status. Valid values are: Special Disabled Veteran, Vietnam Era

    Veteran, Other Veteran, Non-Veteran

    Disability Status

    Indicate if this employee has a disability.

    Disability Date

    Enter the date of the determination of disability.

    Employee Business Address

    Enter the address where the employee works. This is the agency physical address.

    Employee Personal Address

    Enter the employee’s residence address.

    Residence Status

    Residence Status

    Indicate whether this employee is a Citizen, Non-citizen, or Non-resident Alien.

    Personal Identification (Optional on form; however, I-9 form & IDs must be on file)

    ID Type

    Select one of the valid forms of identification from the HR Coding Guide.

    Issuing Authority

    Enter the name of the government agency that issued the employee’s personal identification.

    ID Number

    Enter the ID number of the document. In most cases this will be a driver’s license.

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    INTERNAL INSTRUCTIONS

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    DFA Employee Master Data Form

Data Issued

    Enter the date that the identification document was issued to the employee. Expiration Date

    Enter the date that the identification document will expire.

    Employment Verification (Optional on form; however, I-9 form & IDs must be on file) Work Permit

    Select one of the valid work permit types from the HR Coding Guide.

    Issuing Authority

    Enter the name of the government agency that issued the employee’s work permit.

    Work Permit #

    Enter the ID number of the document. In most cases this will be a driver’s license.

    Date Issued

    Enter the date that the identification document was issued to the employee. Expiration Date

    Enter the date that the identification document will expire.

    Planned Working Time

    Employment Percentage

    Enter the percent of time that this employee will work. If you want an employee's planned working time to be different to that determined by the work schedule rule (especially when reducing planned working time for part-time employees), enter the percentage, in relation to a full-time employee, of planned working time that the employee must work. Work Schedule Rule

    Enter the work schedule that this employee will follow. Refer to the HR Coding Guide for a list of

    valid values.

    Time Management Status

    If this employee is subject to time evaluation, enter the appropriate time evaluation method. Valid values are: 0-No Time Evaluation, 1-Time Evaluation of Actual Times, 2-PDC Time Evaluation, 8-External Services, 9-Time Evaluation of Planned Times, Time Evaluation for Quota Only

    Working Week

    The working week defines a sequence of days that repeats itself on a regular basis and is used in time management to calculate overtime. Refer to the HR Coding Guide for a list of valid

    values.

    Part-time Employee

    Indicate whether this employee is working part-time. Select this option if you want to reduce the planned working time of an existing full-time work schedule rule to the percentage specified in the Employment percent field. Also select this option if you have created a special work schedule rule for part-time employees. You can then use the part-time status of these employees as a criterion in statistical queries.

    Basic Pay

    Reason

    Enter the appropriate reason for changing the employee’s salary. Refer to the HR Coding Guide

    for a list of valid values.

    Hourly Rate

    Enter the hourly rate for the employee (subject to verification in Human Resources).

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    DFA Employee Master Data Form

Annual Salary

    Enter the annual salary for the employee.

    Wage Type

    Enter the wage type for the selected pay entry. Refer to the HR Coding Guide for a list of valid

    values.

    Tax Data

    Residence Tax Area

    Enter the employee’s residence tax area. By default, this will be “Federal”. This is the

    employee’s residence for tax purposes. It is used to derive the tax authorities which will levy taxes that apply to residents.

    Unemployment State

    Unemployment state information is used for the payment of Unemployment Insurance for each employee. This information is also used to provide statistical information to unemployment

    ”. authorities requiring multiple work site reports. By default, this will be “Arkansas

    Worksite

    Optional. This field is only used by those agencies that wish to maintain and report on employees by worksite. The personnel area field is equivalent to agency and location and may support a similar type of reporting.

    State Withholding

    Filing Status

    Indicate the appropriate filing status for the employee. Valid values are: Single, Married, Head of Household, or Married Joint Claiming All.

    Allowances

    Enter the number of allowances claimed by the employee and/or spouse.

    Dependent Allowances

    Enter the number of child allowances claimed by the employee.

    Additional State Tax Withholding Amount

    Enter the additional amount to be withheld, at the employee’s request, for the payment of taxes.

    Tax Exempt Indicator

    Indicate if this employee is exempt from taxation. By default, the employee is subject to both taxation and reporting. If you have an employee who is both exempt from certain taxes and whose earnings should not be reported, such as a foreign national, enter a “Y”.

    Federal Withholding

    Filing Status

    Indicate the appropriate filing status for the employee. Valid values are: Single, Married, Head of Household, or Married Joint Claiming All.

    Allowances

    Enter the TOTAL number of allowances claimed by the employee. For example if the employee was filing Single, claiming 1 allowance and 2 child dependents, enter a 3 in this field. Federal Tax Exempt Indicator

    Indicate if this employee is exempt from taxation. By default, the employee is subject to both taxation and reporting. If you have an employee who is both exempt from certain taxes and whose earnings should not be reported, such as a foreign national, enter a “Y”.

    Additional Federal Tax Withholding Amount

    Enter the additional amount to be withheld, at the employee’s request, for the payment of taxes.

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    INTERNAL INSTRUCTIONS

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    DFA Employee Master Data Form

EIC Status

    Enter the Earned Income Credit status as indicated on the employee’s W5 form. Valid values

    are: 0-Not applicable, 1-Single or married, spouse not filing W5, or 2-Married, both spouses filing form W5

    Authorizations

    Submitting Office Contact

    The person completing the master data form should sign and indicate his/her office phone number. This person will be contacted in case of questions on or problems with the master data form.

    Approvals

    The employee supervisor must approve and date the request. The appropriate Deputy Director or Assistant Commissioner must also approve and date the form for all transactions affecting pay, including hires and terminations.

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