Presented by Lisa Collins - West Virginia

Presented by Lisa Collins - West Virginia

WV Division of Personnel wvOASIS Presented by Lisa Collins Acting Administrative Services Manager Personnel Transaction Review WV Division of Personnel Objective To identify the most common

challenges for agencies. To discuss those challenges and resolutions. PACT AND PART CODES The WV-11 is now known as an ESMT document. The transaction, code, and cause are now the PACT and PART codes. Only select from the PACT and PART code

combinations identified in the most recent version of the wvOASIS Guide, Version 10.0 was just updated 09/21/2015. Transaction Differences In wvOASIS for Original Appointments According to DOP rules, employees must be initially hired competitively into DOP classified positions as an original appointment.

In wvOASIS, original appointment date is defined as the first time an employee is hired into State government. Original Appointment Terminology PACT - ORIGL Original Appointment / New Hire PART - CLE Classified Exempt PRV Provisional Appointment PTP Part-Time Professional

HAB Hire above Entry HAM Hire above Market Rate HSR Hire Standard POR Provisional to Original Two New Original Appointment Transactions ORIGN Original Appointment NEOGOV NOT IN USE AT THIS TIME TMPOR Temporary to Original Appointment

Temporary Appointments The correct ESMT document to process for a first time hire of a temporary employee in the wvOASIS/Advantage system would be PACT TEMPS PART 1K - 1000 HR Temp PART SEA Seasonal Aide PART 4GI Governors Intern

Temporary Appointment Rehires The correct ESMT document to process if the individual has previously been hired in any capacity in the wvOASIS/Advantage system would be PACT REHIT PART 1K 1000 HR Temp PART SEA Seasonal Aide PART 4GI Governors

Intern Temporary Appointment TIP The only correct Increment Service date for a temporary employee is 12/31/9999. Increment Service date is found on the Pay Progression tab. Agency Time Savers

TIP IF the temporary is being rolled over to another temporary appointment PACT REHIT PART 1K - 1000 HR Temp PART 4GI Governors Intern PART SEA Seasonal Aide IF the temporary is being rolled over to an

original appointment PACT TMPOR PART No PART CODE No termination ESMT is required in either of these two scenarios. Documentation Documentation should be uploaded directly to the

ESMT document in wvOASIS. However, if the documentation is very large you may still have to e-fax. The back up documentation requirement is changing for DOP covered agencies for separation ESMT documents. Voluntary Separations Step 1

Two or three ESMTs are required to separate a permanent employee. If the employee is exception paid, s/he must first be transitioned to positive pay. The PACT code would be TRNP Transition to positive pay. The from date (previously know as effective date) would be the first day of the pay period in which the separation will be completed. Employee Status H Transition Pay Class (Found on Classification Attributes tab) IF it started with SAL should be changed

to start with TER Voluntary Separations Step 2 This ESMT is used to process final payout and record the actual termination date. This is NOT the final ESMT transaction.

PACT TRSN Transition PART ATE Terminate at Will of Employee From Date LAST DAY OF WORK Increment Service Date Update, if necessary Employee Status H - Transition Voluntary Separations TIP The ESMT to process final payout MUST be completed

and the payroll processed BEFORE the final terminating transaction can be processed. Voluntary Separations TIP When processing a Death ESMT the employee name should be changed in Step 2 to Estate of. BUT it has to be changed back to the regular name in Step 3.

Voluntary Separations Step 3 TIPS This ESMT is used to place the employee in final termination status and vacate the position. From Date Day after last day of work even if it is a partial day. Blank out the Position Number on the Assignment Information tab

Change the Payroll Number to TERM on the Classification Attributes tab Voluntary Separations Step 3 Resignation PACT RESGN Resign PART Employment PART Reasons PART

PART School PART EMP Resign Other PSL Resign Personal MOV Resign Relocation SCH Resign Return to ROR Resign Other Reason Employee Status V Voluntary Voluntary Separations Step 3

Retirement PACT RETRE Retirement PART DIS Retirement Disability PART REG Retirement Regular Employee Status R Retirement Voluntary Separations Step 3 Death PACT DEATH Death

PART No PART CODE Employee Status D Death Pay Progression Tab Tab It is extremely important for agencies to understand the Pay Progression Tab and its function. They control benefits, leave accrual, overtime rates, and increment.

Pay Progression Start Date The Pay Progression Start Date: first time the individual was ever hired as a State employee. Includes, permanent, temporary, DOP covered and non-DOP covered employment. Includes hours and minutes. Benefits Progression Start Date

The Benefits Progression Start Date: most recent date the individual was hired into a benefits eligible position. Leave Progression Start Date The Leave Progression Start Date: date used to determine when an employees annual leave accrual should be increased. This date is effected by leaves of absence and prior State service. Anytime a leave return is processed, the

Leave Progression Start Date must be adjusted. A tenure calculation will be required upon each leave return processed for an employee. Increment Service Date The Increment Service Date is the date used to determine how much increment an employee is entitled

to. (affected by leaves of absence and prior State service) Anytime a leave return is processed the Increment Service Date must be adjusted. A tenure calculation will be Closing GoLive date for Wave2 agencies is 11/14/2015.

Get the Pay Progression Dates sorted out and correct. Give enough time for transactions to be processed.

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