PERSONAL INFORMATION PAGE
These functions are delivered by PeopleSoft,
but will not be used by the State of Kansas.
Birth Country, Birth State, Birth Location, Waive Data Protection, Language
Code, Alternate ID field and Full-Time Student checkbox
Person ID and Name: defaults in after employee is hired
Effective Date: Date that the data goes into effect.
Status: HR Status of the employee
Format Type: Defaults as English
Display Name: Displays the employee’s name
View Name link: View Formal Name, Display Name, Prefix and Suffix
Date of Birth: Enter the employee’s birthdate (MM/DD/YYYY format). Required field.
Age/Years/Months: Employee’s age displays based on the Birthdate entered.
Date of Death: Date on which an employee died. If a Termination/Death action reason code is entered into Job Data, the date of death will default to 1 day less than the Effective Date in Job Data.
Biographical History section:
Effective Date: Effective Dated rows for Biographical
History fields
Gender: Gender of the employee
Highest Education Level: Select the employee’s highest education level, if known.
Marital Status and As of field: Select employee’s
marital status and as of date
National ID, Country, National ID Type, National ID,
Primary ID: Enter the employee’s SSN in the National ID field. Required
field. Country, National ID Type, and Primary ID all default in.
Employee’s name and ID displays below the page tabs on most pages.
Current Addresses section
Address Type: Type of address, such as Home
or Mailing. Click the + or – button to add or delete an address type.
As Of Date: Effective date of the address listed
Status: Active or inactive status of the corresponding address
Address: Street, City, State, Zip Code, and County of the address
View Address Detail link: History of the address type. Click the + or – button to add or delete an address.
Phone Information section
Phone Type: Type of phone, such as Home or employing
agency name. Make sure the correct agency name is selected for the employee.
This data is used in the online employee directory.
Telephone and Extension: Telephone number of the corresponding phone type. Make sure the employee’s phone number is correct, including area code and extension. This data is used in the online employee directory.
Email Addresses section
Email Type: Type of email, such as Home or agency name.
Make sure the correct agency name is selected for the employee. This data is
used in the online employee directory.
Email Address: Email address of the corresponding email type. Make sure the employee’s email address is correct. This data is used in the online employee directory.
Employee’s name and ID displays below the page tabs on most pages
Ethnic Group section
Regulatory Region: Defaults as USA
Ethnic Group: Select the Ethnic Group for the employee, if known.
History section
Effective Date: Date that the data goes into effect.
Date Entitled to Medicare: Enter the date the employee is eligible for Medicare
Military Status: The Division of Personnel Services is responsible for verifying and entering the Veteran's Preference code once it has been requested.
Citizenship Proof 1 and 2, Eligible to Work in U.S: Relates to the I-9 Form (e.g., driver’s license, social security card, or passport).
JOB DATA PAGE
This function is delivered by PeopleSoft, but will not be used by the State of Kansas - Job Indicator, Override Position Data, Position Management Record.
HR Status: Updated based on the Action and Reason entered. Indicates if the person is active in the human resources system. A person can have an active HR record but not currently receive pay. Conversely, a person could have an inactive job record but continue to receive pay. Values include Active, Suspended, and Terminated.
Payroll Status: Indicates if the person is active in the payroll system and receiving pay.
Effective Date: Date the data goes into effect.
Sequence: Enter values 0-9 to create multiple job record
on the same effective date.
Action/Reason: Identify the job action/change affecting
the employee. Required fields.
Position Number: Enter the position to which the employee is assigned
Position Entry Date: Defaults from the Effective
Date when the Position Number changes.
Regulatory Region, Company, Business Unit: Default
values from Position Data.
Department: The department to which the position is assigned. Defaults from Position Data.
Department Entry Date: Defaults from the Effective Date when the Department number changes.
Location: The code of the position’s location. Defaults from Position Data.
Establishment ID: Defaults as SOK (State of Kansas)
Date Created: Displays the date the action was entered
This function is delivered by PeopleSoft, but will not be used by the State of Kansas - Regular Shift, Shift Rate, Contract Number, Contract Type, Work Day Hours
Job Code: Job code of the job classification. Defaults from Position Data.
Entry Date: Job code entry date.
Reports To: Position number and Title of employee’s supervisor. Defaults from Position Data.
Regular/Temporary: Indicates if the position is Regular or Temporary. Defaults from Position Data.
Full/Part: Indicates if the position is Full Time or Part Time. Defaults from Position Data.
Empl Class: Identifies general employee groups and may affect leave accrual. Defaults from Position Data.
Classified Indicator: Indicates if the position is classified or unclassified. Defaults from Position Data
Standard Hours: Number of hours an employee is scheduled to work each week and is used in SHARP calculations. Defaults from Position Data.
Work Period: Defaults as Weekly. Do not change.
FTE: Full Time Equivalent of the position. Defaults from Position Data.
Adds to FTE Actual Count?: Indicates whether or not the position will count toward the agency’s FTE total. Defaults from Position Data.
FLSA Status: Indicates if the position is exempt or nonexempt. Defaults from Position Data.
EEO Class: Represents the EEO category of the position’s job code. Defaults from the Job Code Table
Payroll System: Defaults as Payroll for North America
Pay Group: Payroll code assigned to employees based on the position’s FLSA status.
Holiday Schedule: Code that determines the number of hours of holiday credit automatically inserted on the employee’s timesheet for each state holiday.
Employee Type: Type of employee for payroll processing that defaults from Position Data.
Tax Location Code: Code is based on the employee’s work location.
FICA Status: Determines employee Social Security and Medicare taxes.
GL Pay Type: Determines the correct expenditure sub-object to charge to payroll when general ledger transaction is charged. Defaults from Position Data.
Combination Code: Used for funding sources in Commitment Accounting.
This function is delivered by PeopleSoft, but will not be used by the State of Kansas - Includes Wage Progression Rule
Salary Administration Plan: Salary Plan associated with the position’s job code
Grade: Pay grade of the salary plan associated with the position’s job code
Grade Entry Date: Date on which the employee was
first assigned to the pay grade
Step: Pay grade step of the employee
Step Entry Date: Defaults the date the employee entered
this step of the pay grade
Compensation Tab:
This function is delivered by PeopleSoft, but will not be used by the State of Kansas - Percent
Compensation Rate: Compensation Rate calculates based on the Comp Rate entered under Pay Components below. It reflects a rate based on the Compensation Frequency of either hourly (nonexempt employees) or biweekly (exempt employees).
Compensation Frequency: Compensation Frequency defaults based on the position’s FLSA status and Employee Type
Change Amount: System generated amount reflecting any changes in compensation rate between the current row and the prior effective dated row.
Change Percent: System generated amount reflecting the change in percentages between the current row and the prior effective dated row.
Compa-Ratio: The system calculates the Compa-Ratio (or percent through range calculation) based on the Salary Plan and Grade.
Pay Rates of Hourly, Daily, Monthly, Annual: System calculated rates based on the comp rate and position’s standard hours
Rate Code: Rate Code is always NAHRLY (North American Hourly)
Comp Rate: For employees who are on a pay grade/step, click the Default Pay Components button to pull in the hourly rate. For employees who are not on a pay grade/step, enter an hourly rate and click the Default Pay Components button to calculate the pay rates of hourly, daily, monthly and annual.
Frequency: Defaults as H for hourly
Work Schedule: Work Schedule defaults from Position Data and determines the default hours inserted in the employee’s timesheet.
Country and State: Defaults as USA and KS
County: County where the position is located. Defaults from Position Data.
Salary Authorized: Salary Authorized defaults from Position Data
Employment Status: Status of the employee as original probation, promotional probation, trainee, permanent of not applicable. See SHARP Message739 for more details.
Probation End Date: Date the employee’s probationary period ends.
Date Next Increase: For eligible employees, the
system calculates when they are to receive their next step increase based on
when the employee started on their current step. This date appears on all Job
Data rows. Specific Actions used in Job Data automatically reset this field
-
Hire
Rehire
Promotion
Pay Rate Change (not related to General Increase or Adjustment)
Transfer reasons that change the employee’s step
Demotion (Voluntary and Involuntary)
When using other Actions and Reasons, you must manually enter the Date Next
Increase field.
GHI Direct Bill Member Type and DB Approval Date: DPS enters these fields
EMPLOYMENT DATA PAGE
This function is delivered by PeopleSoft, but will not be used by the State of Kansas - Last Start Date, First Start Date, Termination Date, Org Instance Service Date, Years/Months/Days, Organizational Assignment Data, Last Assignment Start Date, First Assignment Start Date, Assignment End Date, Home/Host Classification, Company Seniority Date, Seniority Pay Calc Date, Probation Date, Professional Experience Date, Last Verification Date
Organizational Instance Rcd: Same as the Empl Rcd #
Original Start Date: Employee’s original hire date
Business Title: Employee’s working title. Defaults from Position Data.
Benefits Service Date: Employee’s service date
Length of Service: Displays the current length of service which also displays on the Employment Dates page.
Length of Service Adjustment: Adjust length of service by entering a positive number to increase and a negative number to decrease length of service. For example, If you need to deduct one year, enter -1 in the Years field. If you need to deduct 40 days, enter -40 in the Days field. The amount you enter will be deducted after you save.
BENEFITS PROGRAM PARTICIPATION PAGE
Benefit Record Number: When an employee is active on multiple Employment Record Numbers, the Benefit Record Number indicates which position is responsible for benefits.
Effective Date, Effective Sequence, Action/Reason : Defaults from Job Data
Benefits System: Defaults as Benefits Administration. Do not change.
Annual Benefits Base Rate: Used to calculate imputed income of employees enrolled in group term life insurance
BAS Group ID: Defaults as BA for non-Regents agencies. Used in automated benefits administration processing.
Elig Fld 1: Code for employee’s state and county of residence
Elig Fld 2: Employee’s benefit program code (as of the job effective date) which benefit program eligibility
Elig Fld 3 – 9: SOK does not use
Effective Date: Effective date of employee’s benefit program code and benefits eligibility
Benefit Program: Indicates employee’s benefits eligibility. Defaults as GEN (General – No Benefits) for new hires.
Currency Code: Defaults as USD
Effective Date: The effective date of the employee review.
Review Type: The type of review. Options are Classified Probation, Classified Extend Probation, Classified Annual, Classified Special, Governor’s Trainee, Training Evaluation, Unclassified Annual, Unclassified Extend Probation, Unclassified Probation.
From/To Date: Time period the review covers. For a new hire or rehire, the ‘from’ date is the date of hire. The ‘from’ day and the ‘to’ day should be the same, i.e. 01/06/2007 to 07/06/2007.
Next Review Date: Date the next employee review is due. This date should also be the same day as the From/To days, i.e. 07/06/2008.
Business Unit, Department, Company, Job Code, and Position fields default from Job and Position Data
Review Rating: The rating of the employee’s performance for the time period of the review. Options are Unsatisfactory, Satisfactory, Exceptional.
Evaluation Type: The type of evaluation, such as Approved/Official, Customer, Supervisor/Manager, or Self.
Reviewer ID: The Empl ID of the person giving the review.
Comment: Area to enter comments, if desired.