Recruitment CBT

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TOC

Recruiting

SHARP logo

Main Menu button


triangle bullet Welcome Page
blue bullet Change Highlights
   
triangle bullet Introduction
   
triangle bullet Overview
blue bullet Purpose/Benefits
blue bullet Key Terminology
blue bullet Policies and Procedures
   
triangle bullet Job Opening Data Overview
blue bullet Selection of Job Posting Types
blue bullet Explanation of Posting Dates
blue bullet Create New Job Openings
blue bullet Reminders
blue bullet Filling Multiple Job Vacancies with One Job Opening
blue bullet Find Job Openings
   
triangle bullet Manage Applicant Data Overview
blue bullet Personal Information Registration Form
blue bullet Veterans Preference
blue bullet Verify if Applicant Exists in SHARP
blue bullet Add Applicant
blue bullet Find Applicant
blue bullet Manage Applicant Data

Kansas Employee Preference Overview
blue bullet KEPP Preferance Table

Mass Applicants Overview
blue bullet Mass Applicants Page

Applicant Summary Report Overview
blue bullet Parameters, Report Sample, and Flat File
   
triangle bullet Filling Your Job Opening Overview
blue bullet Hiring the Candidate Selected to Fill Your Job Opening
blue bullet Manage Hires
blue bullet Manage Hires Process for Applicant with no Employee ID
blue bullet Manage Hires Process for Applicant with an existing Employee ID
blue bullet Job Opening Page After Filling Your Vacancy
blue bullet Updating Applicant Data with Employee ID when no Job Opening Exists
   
triangle bullet How Do I's
triangle bullet Text File
triangle bullet Test

1

Welcome to the Recruiting CBT!

To navigate through this CBT, either click the links on the Side Navigation Menu on the right hand side of your screen, or press the Next button at the bottom of each page.

To begin learning about Recruiting functions, click Change Highlights on the Side Navigation Menu.

**To resize the left-hand navigation frame, you can  place your cursor just on the right side of up/down scroll bar until you get a double horizontal arrow. You can make the navigation window skinny or wider, by holding your left mouse button down and moving your mouse left or right, depending on your needs. (Firefox browser users may not have this capability.)

red arrow pointing to Introduction link


MAJOR CHANGES TO Recruiting: Version 8.0-8.9

Navigation has changed. Please go to the Change Highlights page for specifics.


 

 

2

RECRUITING CHANGES
Change Highlights

1 of 2


Recruiting Terminology Changes:

PeopleSoft 8.0 PeopleSoft 8.9
Applicant Hire Manage Hires
Job Requisition Job Opening
Job Requisition # Job Opening ID
SSN National ID

Applicant ID Format Changes:

In 8.9 the Applicant ID will no longer contain alpha-characters in the field. As a result, all existing Applicant ID’s will be converted to a numeric number through the upgrade conversion process. Applicant ID’s will be converted to SHARP 8.9
as follows:

Any new applicants or employees that do not exist in the recruiting module in SHARP on July 20, 2007 will have the next available Applicant ID that starts with ‘23’ assigned as their Applicant ID when they are added to the recruiting module in PeopleSoft 8.9. If the applicant has an Employee ID in SHARP the Employee ID displays in their Applicant Data in the EmplID field on the Contact page. However, going forward the two numbers will have no correlation as they do in SHARP 8.0.

 

3

RECRUITING CHANGES
Navigation Changes

2 of 2


Navigation within Recruiting has changed with Version 8.9 PeopleSoft. The following list identifies the v8 navigational path and the new v8.9 path for Recruiting pages and reports:

Add New Applicant
blue bullet 8.0 Develop Workforce > Recruit Workforce (GBL) > Use > Add Applicant
blue bullet 8.9 Recruiting > Add New Applicant

Create New Job Opening
blue bullet 8.0 Develop Workforce > Recruit Workforce (GBL) > Use > Job Requisition Data
blue bullet 8.9 Recruiting > Create New Job Opening

Manage Applicant Data
blue bullet 8.0 Develop Workforce > Recruit Workforce (GBL) > Use > Maintain Applicant Data
blue bullet 8.9 Recruiting > Find Applicants

Manage Hires
blue bullet 8.0 Develop Workforce > Recruit Workforce (GBL) > Use > Hire Applicant
blue bullet 8.9 Workforce Administration>Personal Information>Organizational Relationships>Manage Hires

Find Job Opening
blue bullet 8.0 Develop Workforce > Recruit Workforce (GBL) > Use > Job Requisition Data
blue bullet 8.9 Recruiting > Find Job Opening

Mass Applicants
blue bullet 8.0 Develop Workforce > Recruit Workforce (GBL) > Use > Mass Applicants
blue bullet 8.9 Recruiting >Mass Applicants

Applicant Summary
blue bullet 8.0 Develop Workforce > Recruit Workforce (GBL) > Report > Applicants Summary
blue bullet 8.9 Recruiting >Reports > Applicant Summary

4

INTRODUCTION TO RECRUITING


Please complete the Introduction to CBT and SHARP computer-based training (CBT) before starting Recruiting. The information in Recruiting assumes that you have taken the introduction training and does not discuss some of the basic functions that apply to all SHARP components.

The Introduction CBT will teach you how to navigate through the menus and pages and introduce you to the basics of adding, updating, and maintaining data in PeopleSoft.

For the most up to date information (including new or revised Regulations and Bulletins), please check the following websites: 
blue bullet SHARP Customer Services (http://www.da.ks.gov/sharp/
blue bullet Division of Personnel Services (http://www.da.ks.gov/ps/

After completing this CBT, you should be able to:
blue bullet Create New Job Openings
blue bullet Search for Applicants
Manage Applicant Data
Hire Applicants
Generate Applicant Summary Report

 

5

RECRUITING OVERVIEW
Purpose/Benefits
1
of 3


Purpose
The purpose of this training book is to introduce the State of Kansas recruitment process and to provide a comprehensive training session on how to use SHARP system pages, forms, and reports to track, select and hire State employment applicants.

The recruiting process is composed of four major steps 1) Creating Job Openings, 2) Registering Applicant Data 3) Associating Applicants and 4) Selecting and appointing the successful candidate for your Job Opening.

Benefits of using SHARP Recruiting:
blue bullet Produces a consistent and complete source of information for classified vacant positions due to posting job requisitions on-line.
blue bullet Simplifies application process through on-line forms.
blue bullet Improves tracking of vacancies and applicants.
blue bullet Creates a pool of candidates who have expressed interest in a position.
blue bullet Provides departments with flexibility to modify hiring process to meet unique needs.
blue bullet Simplifies applicant correspondence process.

 

6

RECRUITING OVERVIEW
Key Terminology
2
of 3


Applicant - A person who indicates an interest in state employment by registering with the state.

State of Kansas Personal Information Registration Form - This form captures an Applicant's personal information. It is available on the web at https://www.da.ks.gov/ps/skills/

Kansas Employee Preference Program - Authorized by K.A.R. 1-6-23, the Kansas Employee Preference program provides for individuals who have been or will be laid off from their current position the opportunity to apply for and be offered a position at or below their current pay grade as long as that individual meets the minimum qualifications for that position. Refer to K.A.R. 1-6-23 for more information.

New Hire - Any person hired by a state agency who has not been previously employed by the state.

Rehire (former employee) - Any person hired by the state who was previously employed by the state and has an Employee ID in the SHARP system.

Employment Application Form - A form used for applying directly to the State of Kansas agency where the vacancy exists.

Reemployment - Rehiring a classified employee who was laid off, demoted in lieu of layoff, or transferred in lieu of layoff -- within three years after the layoff.

Reinstatement - Rehiring a former employee with permanent status within one year of a voluntary termination.

Job Opening - The first step in the Recruiting process is to set up job openings for vacancies in your agency. Applicants are then linked to job openings.

SHARP - SHARP stands for Statewide Human Resource and Payroll system: It supports the State's HR, Payroll and Benefits Administration functions.

Veteran's Preference – Qualified Veterans must meet the preference specified by the statute and regulation in order to receive Veteran’s Preference.

 

7

RECRUITING OVERVIEW
Policies and Procedures
3
of 3


Kansas Employee Preference

Each employee who has been laid off or has received a formal written notice of layoff is eligible for the Kansas Employee Preference Program. This is provided that the employee received a satisfactory evaluation and that the employee has not been demoted or suspended for disciplinary reasons within the 12 months prior to receiving notice of layoff.

An individual has a right to this preference for 12 months from the effective date of their layoff or until they accept another position with the State of Kansas.

Kansas Employee Preference

Each individual who is eligible for Preference can apply for any classified vacancy that is at the same or lower pay grade as that which the individual was paid at the time of layoff notice. The individual shall be offered the position following an interview provided that during the interview it was determined that the individual meets the minimum requirements of the position. If two or more individuals use their Preference rights then additional job related criteria may be used to select the appropriate candidate. Reference: K.A.R. 1-6-23 (b)

 

In this training book you will find many sections cited to either a regulation or statute.

Kansas Administrative Regulations (K.A.R.)
For more information on Personnel regulations (K.A.R.) you may refer to: http://www.da.ks.gov/ps/documents/regs/default.htm

Kansas Statutes Annotated (K.S.A.)
For the Kansas Statutes (K.S.A.) (free version without annotation) you may refer to:
http://www.kslegislature.org/legsrv-statutes/index.do

 

8

JOB OPENING DATA
Overview
1 of 12


The first step in the Recruitment process is to set up Job Openings for job vacancies in your agency. Job Openings are created so that you can advertise and fill vacant positions in your agency. Job Openings are required for all classified regular positions. They are optional for unclassified and temporary positions.

Before you create a job opening make sure that the position is assigned to the correct job classification and all other position information is correct.

Job Openings that are entered in SHARP are added to the State Job Vacancy website at approximately 8:00 p.m. each day except Saturday and on certain holiday’s.

Once you have created the Job Opening verify that it appears as expected on the State's Job Vacancy website at www.jobs.ks.gov

View Job Postings page

NOTE: Each State Agency will only have security authorization to view and update Job Openings for their agency within SHARP.

9

JOB OPENING DATA
Selection of Job Posting type
2 of 12


When selecting the posting type for the announced vacancy, choose the posting type that best serves your agency's recruitment needs. SHARP 8.9 will only post one posting type definition at a time. You do not need to list multiple posting types, as they will not post to the State Job Vacancy web site.

Posting Type Definitions:

External: Open to all applicants.

Internal: Open to all state employees, persons eligible for reemployment or reinstatement, applicants who are eligible for veteran's preference under the provisions of K.S.A. 75-2955 and persons who separate from state service due to a permanent disability for which the employee receives disability benefits from either the Kansas public employee retirement system or the United States social security administration.

Agency: Open to agency employees, persons eligible for reemployment, applicants who are eligible for veteran's preference under the provisions of K.S.A. 75-2955 and persons who separate from state service due to a permanent disability for which the employee receives disability benefits from either the Kansas public employee retirement system or the United States social security administration.

 

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JOB OPENING DATA
Selection of Job Posting type
2 of 12


When selecting the posting type for the announced vacancy, choose the posting type that best serves your agency's recruitment needs. SHARP 8.9 will only post one posting type definition at a time. You do not need to list multiple posting types, as they will not post to the State Job Vacancy web site.

Posting Type Definitions:

External: Open to all applicants.

Internal: Open to all state employees, persons eligible for reemployment or reinstatement, applicants who are eligible for veteran's preference under the provisions of K.S.A. 75-2955 and persons who separate from state service due to a permanent disability for which the employee receives disability benefits from either the Kansas public employee retirement system or the United States social security administration.

Agency: Open to agency employees, persons eligible for reemployment, applicants who are eligible for veteran's preference under the provisions of K.S.A. 75-2955 and persons who separate from state service due to a permanent disability for which the employee receives disability benefits from either the Kansas public employee retirement system or the United States social security administration.

11

JOB OPENING DATA
Create New Job Opening
4 of 12


Entering and Reviewing Job Opening Data

Purpose: The purpose of this lesson is to review the process for creating a new Job Opening for a position that needs to be filled. You will complete the following process each time you need to create a new Job Opening.

Navigation: Recruiting> Create New Job Opening

Enter Primary Job Opening Info

The “Enter Primary Job Opening Information” dialogue box displays, select ‘State of Kansas’ in the Company field. Next, you will enter the Position Number of your vacancy in the Position Number field and tab out. You will see the Job Code and Posting Title display. You will then click on the Continue button and the Job Opening page appears.

NOTE: The Posting Title is the Job Code title assigned to the Position. You have the option of changing this to a more descriptive Working Title. To assign a working title to your Job Opening, you will need to delete the Job Code title that defaulted in the Posting Tile field and enter a working title. If you choose this option the Working Title you enter will be displayed next to the Job Opening on the State Job Vacancy web site at www.job.ks.gov

 

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JOB OPENING DATA
Create New Job Opening cont.
5 of 12


When the Job Opening page displays the majority of fields are automatically populated from the Position Number you entered in the search box. Verify the information that defaulted in is correct.

For field definitions see the Glossary.

Job Opening Page


Next, Click on the ‘Add Job Postings’ link at the bottom of the Job Opening page to enter the Job Posting Description, Posting Type and Posting dates.

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JOB OPENING DATA
Create New Job Opening cont.
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The Posting Information page is used to enter the Job Posting Description, Posting Type and Posting Dates. It is important that the information you enter in the Description field is accurate and descriptive of the position requirements because applicants will use this information to identify vacancies for which they want to apply. Remember to check for spelling, grammar, and other errors.

The Destination field should always be equal to 'I' for Internet. Also, make sure the values in the Visible field and the Posting Type field match.

Because of the way the text in the Description paragraphs run together, adding simple HTML tags to the text of your job description in SHARP will make the description that displays on the State Job Vacancy at www.ks.jobs.gov more readable for applicants.

The 2 HTML tags that will improve the readability of the Job Description
are the <P> and <strong> </strong>

<P> will create new paragraph for the text following the HTML tag
<strong> </strong> will bold the contents between it and the end tag

For example, you will input your text in the SHARP Description field
as you normally would, but wherever you want a new paragraph, just type a <P>
HTML tag and whenever you want to bold a section type a <strong> HTML tag before
and an end </strong> HTML tag after. To see an example of how the HTML tags can format the text that is entered into the Description field in SHARP,
please view the link below:

http://da.state.ks.us/ps/documents/tagsexample.pdf

For field definitions see the Glossary.

Job Posting Page

14

JOB OPENING DATA
Create New Job Opening cont.
7 of 12


The Posting Information page contains the ability to spell check the text you entered in the Posting Description field. Click on the Spell Check icon next to the Description field to begin the Spell Check process.

The Spell Check Feature will look for misspelled words and offers you spelling alternatives.

Spell check page

 

Select and replace any misspelled words and click ‘OK’ when you are finished and you will be returned to the Posting Information page.

Once you have finished entering information on the Posting Information page click on ‘OK’ and you will be returned to the main Job Postings Page.

Posting information page

When you are finished entering and reviewing all of your posting information turn on the ‘OK to Post’ checkbox and press the ‘Save & Open’ button.

Job Opening page

 

When you create a new job opening SHARP automatically assigns the next available Job Opening ID number after you press the ‘Save & Open’ button. This number is then used to track your Job Opening throughout the remainder of the recruitment process. It will also display on the State Job Vacancy website for applicants to reference when applying for your job.

Job Opening page

 

15

JOB OPENING DATA
Reminders
8 of 12


1. Recruiter contact information must be entered in the Descriptions box on the Posting Information page. Please enter a contact name and/or phone number so that applicants applying for your job vacancy know how to contact your agency if they have questions regarding the vacancy.

2. Up to 10,000 characters can be entered into the Job Posting Description field.

3. Be sure to check the spelling and grammar of the Job Posting text to ensure that all information is accurate. Utilize the Spell Check Feature next to the Description field to assist you with spell checking.

4. Select the appropriate posting type of External, Internal, or Agency. This will determine the category that will appear next to your job opening on the State Job Vacancy website at www.jobs.ks.gov This is very important as each posting type has different requirements for who may apply for your job vacancy.

5. Once you click the "Ok to Post" checkbox and press save your requisition will be updated daily at approximately 8:00 P.M., on the Internet provided that the Open date is not future dated.

6. If the position is not located within one county or if the position could be placed within any county of the state be sure to click on the "Statewide" checkbox.

 

16

JOB OPENING DATA
Filling Multiple Job Vacancies with One Job Opening
9 of 12


Special feature of Job Opening page:

The Job Opening page allows the agency to fill multiple vacancies using the Target Openings field. If your agency has identical vacancies that need to be filled simultaneously, enter the number of vacancies to be filled in this field.

If you wish to increase/decrease the target openings of the job opening you can simply type in the new number of openings into the field.

When you wish to hire applicants from a job opening that has more than one target opening, simply change the position number for which each applicant is hired against. *Hiring applicants will be discussed in more detail in the Manage Hires section.

 

17

JOB OPENING DATA
Find Job Openings
10 of 12


Purpose: The purpose of this lesson is to review the process for finding a Job Opening that has already been created.

Navigation: Recruiting> Find Job Openings

To find an existing job opening for your agency you can either enter the Job Opening ID assigned to your vacancy or the position number of your vacancy.

Click on the down arrow next to the ‘Status’ field and select the blank space above the 'Canceled’ option. If you skip this step the search will only look for job openings with a status equal to 'Open'. Changing it to the blank space option will allow the search to look for all existing job openings matching the other criteria that you entered.

Next, you will click on the ‘SEARCH’ button to find your job opening.

Find Job Openings

 

The Job Opening Search Criteria page will display. You will click on the Posting Title hyperlink in the Job Opening column to access your Job Opening.

Job_Opening Search Criteria

 

 

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JOB OPENING DATA
Find Job Openings cont.
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The Job Opening page that displays will provide you with a single point from which you can complete many recruiting tasks. Four pages make up the Job Opening component.

Job Opening page after Save

 

To navigate between the four different pages and their sub-pages you will click on the hyperlinks located in the blue shaded area in the middle of the Job Opening page. To determine which page and/or sub-page you are currently accessing you will look in the blue shaded area. The top row explains the main page options you can access and the second row contains any sub-pages that pertain to the option you have selected on the top row. The page you are viewing will not have an underline under the page name and/or sub-page name in the blue shaded area. In the example above, you are currently viewing the View Applicants sub-page located in the Manage Applicants page.

The four page options in the Job Opening component are explained below.

A. Job Opening - Manage Applicants: Use this page to view a list of the applicants associated to the job opening. If you have not associated any applicants to your job opening using the Mass Applicants page no Applicant Data will appear on this page. If you click on the Applicant’s Name in the Applicant Name column you will be taken to the Manage Applicants pages. These pages will be explained in detail in the Manage Applicants portion of the training book

The Manage Applicants Page offers you three sub-page options. They are View Applicants, Screen Applicants and Interview Schedule. The Screen Applicants and Interview Schedules sub-pages are optional and not used in any business processes used by the State of Kansas.

B. Job Opening - Find Applicants: Use this page to search for applicants. You may also use the ‘Find Applicants’ search page located at Recruiting > Find Applicants to accomplish the same task.

C. Job Opening - Activity & Attachments: Not Used by the State of Kansas.

D. Job Opening - Job Opening Details: Use this page to view job opening details. The page that displays is similar to the page used when the job opening was created. You will use this page to review and/or change the Posting Dates, Posting Type and Posting Description associated with your Job Opening.

Click on the Job Opening hyperlink in the top row of the blue shaded area to access the page. NOTE – there are no sub-pages associated with this page. To see a definition of the fields on this page review the ‘Create New Job Openings’ section of this training manual.

To change the Posting Type, Description or Posting Dates click on the Posting Title of your Job Opening located at the bottom of the page to access the Posting Information page where you can make your changes.


Job Opening after Save

 

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JOB OPENING DATA
Find Job Openings cont.
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On the Posting Information page you can modify the Posting Title, Description, Posting Type and Posting Dates. To add new Posting Dates click on the 'Add Posting Destinations' hyperlink and a new row is inserted in the Posting Destinations area for you to complete. After you finish making changes click on “OK” to be returned to the Job Opening Page.

Posting Info Updates

 

IMPORTANT: On the Job Opening Page you will need to press the SAVE button at either the top or bottom of the page or your changes will not be saved.

Press Save for Changes

 

20

MANAGE APPLICANT DATA
Overview
1 of 9


The second step in the recruitment process is to register applicant personal data in SHARP for individuals who have expressed an interest in your job opening. Most of the time an applicant's personal data will be submitted through the on-line Personal Information Registration form. However, occasionally you may need to enter this information manually. You may also occasionally want to make a simple update or correction without asking the applicant to complete another form.

The state employment application process refers to the entry of applicant data into SHARP. The process is recommended for unclassified or temporary job applicants, but it is not required.

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MANAGE APPLICANT DATA
Personal Information Registration Form
2 of 9


The Personal Information Registration Form can be completed on-line or printed off and entered manually by the agency. Individuals interested in State employment can complete a State of Kansas Personal Information Registration Form, which is provided for completion at: https://www.da.ks.gov/ps/skills/admin_fna.htm

Applicants enter personal information such as name, address, phone number, social security number, and veteran status on the form. Each new registrant will be assigned an applicant ID number during the application process. Applicants will be sent an Applicant Confirmation Letter containing their Applicant ID by the Division of Personnel Services. The letter will be sent to the address they enter on the Personal Information Registration form. Generally, applicants will receive the letter within 3-5 days after filling out their information. Applicants also have the option of completing the Applicant Characteristics Survey. The Applicant Characteristics Survey is not used in the employment process. It is used for statistical reporting purposes only.

Individuals can update their personal data at any time by completing another Personal Information Registration form. Agencies are also allowed to update the applicant data directly in SHARP.

Employment history does not appear on the paper version of the form. However, agencies have the option of capturing this information on an Employment Application Form (DA215) found at: http://da.ks.gov/ps/aaa/recruitment/pilot.htm

After an applicant has registered, they can apply for specific vacancies by:
• Identifying a vacancy for which they are interested from the State Job Vacancy website

AND

• Notifying the agency contact and specifying the job requisition number (job opening ID).


Privacy and the Use of Social Security Numbers: Applicants who do not want to use their social security number need to contact the agency advertising the vacancy. Employees are required to use their social security number. Every effort should be made to use a social security number rather than an assigned ID.

If an applicant insists on an assigned ID number, make sure they understand that they must continue to use the assigned ID until they are hired. If an applicant using an assigned ID later uses their Social Security Number when they update their information, it will result in a duplicate Applicant ID number, with only partial information on each ID number.

 

22

MANAGE APPLICANT DATA
Veterans Preference
3 of 9


Veterans Preference can be indicated on the Personal Information Registration Form and the Employment Application Form. As the FORM is processed, the veterans' preference request will be recorded in SHARP. The agency advertising the vacancy should determine if any veterans show a status of claimed before beginning the interview process. Agencies should instruct applicants who have claimed veteran’s preference to send their DD-214 to the Division of Personnel Services. Following a determination, veterans' preference status will be entered in SHARP.


Each veteran who meets the minimum requirements for a vacant position shall be offered an interview for that vacancy when all of the following conditions are met:

1. The vacancy is a regular classified position.
2. A notice of vacancy, including a notice of an internal or agency only vacancy has been posted for that position.
3. No individuals who are eligible for the Kansas Employee Preference Program have applied for that vacancy.
4. The military service member was dismissed or did not resign in good standing from state service.
5. The military service member’s active duty is not for the Reserves or National Guard training.
6. The military service member is separated and not on active service at the time of application.

How To Determine Eligibility

State Law – K.S.A. 75-2955 allows veterans’ preference for veterans who separated with honorable conditions or under honorable conditions from active service.

For additional information on Veterans Preference go to: http://www.da.ks.gov/ps/aaa/recruitment/veterans.htm

 

23

MANAGE APPLICANT DATA
Verify if Job Applicant exists in SHARP
4 of 9


The SHARP Recruiting module uses an Applicant ID to track and store applicant data. Verifying that an applicant already exists in SHARP prior to assigning them a new ID will avoid creating duplicate IDs. To determine if your job applicant already exists in SHARP, you should check Applicant Data records within Recruiting and Personal Data records within Workforce Administration.

Listed below are 5 ways you can search to see if the individual has an existing applicant or employee record in SHARP:

The first three options displayed below do not have any departmental security applied. Therefore, if the person you are searching for exists on the tables you are searching you will be able to retrieve their information.

1. Recruiting>Find Applicants

2. Recruiting > Applicant Name Search

3 . Workforce Administration>Personal Information>Search by Name

 

The following two options have departmental security applied. You will not be able to retrieve their personal information if you are not authorized to access the Department ID to which the person is assigned.

An additional option would be to log on using a SHARP UserId that has statewide security access to search for your Job Applicant.

4. Workforce Administration>Personal Information>Modify a Person

5. Workforce Administration>Personal Information>Biographical>Search by National ID

 

Applicants who have Employee ID’s

An Employee will only show up in the Recruiting pages if that person has previously applied for job openings.

If you locate an Employee ID number, but the employee does not exist in the Recruiting module, you must add them to Applicant Data so an applicant record is created.

It is very important that you enter their Employee ID when you add their applicant data. Upon saving the information the employee will be assigned an Applicant ID to track their data in the recruiting module.

 

Applicants with no Employee ID or Applicant ID

If the applicant does not possess an Applicant or Employee ID, you will enter the new applicant in SHARP or request they complete a Personal Information Registration form at https://www.da.ks.gov/ps/skills/

 

24

MANAGE APPLICANT DATA
Add Applicant
5 of 9


Purpose: The purpose of this lesson is to review the process for adding Applicant Data in SHARP.

Navigation: Recruiting > Add New Applicant

You will use the same pages to create an Applicant ID for a new applicant or for an Employee that does not yet exist in the Recruiting module.

If the applicant you are entering has an Employee ID you should enter it in the Employee ID field and tab out. The majority of fields will be automatically populated from data stored in the Workforce Administration module. Verify and correct any information that is incorrect before saving.

If the applicant does not have an Employee ID you will need to enter their information on the Contact Details page including the applicant’s Name and Address.

Once you have completed entering information on the Contact Details page you will need to click on the Eligibility & Identity page hyperlink to enter the applicant’s SSN, Military Status and other Personal information.

For field definitions see the Glossary.

Status Reason

 

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MANAGE APPLICANT DATA
Add Applicant cont.
6 of 9


On the Eligibility & Identity page you will enter any Personal information that was provided to you by the Applicant or you will review information that defaulted in for an existing employee. IMPORTANT: You will need to click on the ‘Add National ID’ hyperlink to enter the Applicant’s Social Security Number.

For field definitions see the Glossary.

Marital Status

 

Add National ID

 

On the Add National ID Page you will need to enter “USA” in the Country field and Tab out. The national ID type of ‘PR’ for social security number will display. Enter the Applicant’s social security number or assigned number. If an applicant does not enter a social security number on the registration form, the agency will need to contact the Division of Personnel Services (785-296-4278) for the next available assigned number to enter in this field.

NOTE: If you enter the Social Security Number of an applicant that already exists in the Recruiting module you will receive the following error: “National ID xxx-xx-xxxx is already used for applicant XXXXXXXXXXX in Applicant Data. (21000,60)” You should verify the Social Security Number you entered is accurate and reenter if necessary. If you entered the correct SSN you should note the ID that is displayed in the error message, select cancel and access Find Applicants in the Recruiting module to view your applicant’s information.

Once you have entered all of the information on this page, click ‘OK’ to return to the Eligibility & Identity page.

After you are returned to the Eligibility & Identity page you should click on the ‘SAVE’ button to assign the Applicant ID.

Add new applicant before save

 

After you press Save the Applicant’s ID will be displayed. You should record the number so you can track this applicant’s information in SHARP.

NOTE: All applicants (including existing employees) who are added in SHARP will be assigned a new Applicant ID that starts with the number ‘23’. Any applicants that existed in SHARP prior July 25, 2007 will have different numbers at the beginning of their Applicant ID.

Add New Applicant after save

 

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MANAGE APPLICANT DATA
Find Applicants
7 of 9


Purpose: The purpose of this lesson is to review the process for finding an existing Applicant record in SHARP. You may enter an Applicant ID; National ID; or First Name and/or Last Name to search for the applicant. Next, click on the ‘Find Applicants’ push button to perform the search.

HINT: Make sure the ‘Search My Applicants’ checkbox is turned off and ‘Applicant Status’ is set to blank or you may not find the applicant you are searching for in SHARP.

Navigation: Recruiting> Find Applicants

Find applicants search box

 

The Applicant Search results screen will display the name or name(s) of any applicants that matched the criteria you entered on the Find Applicants search page.

If the Name of your Applicant is displayed you should click on their Name to access the Manage Applicant Data pages.

If you do not see the name of your Applicant you can click on the right triangle to display the search page icon to display the Find Applicants search page where you can change your search criteria.

Applicant Search Criteria

27

MANAGE APPLICANT DATA
Manage Applicant Data
8 of 9


After clicking on your applicant’s name the Manage Applicant page appears. Three pages make up the Manage Applicants page. They are Applicant Activity, Contact Notes and Applicant Data. Only the Applicant Activity and Applicant data pages are used in the State of Kansas recruitment process.

 

A. Applicant Activity: Current Status sub-page, you can see where applicants are in the recruitment process for each job opening to which they are associated. Instructions on how to associate an Applicant to your Job Opening are included in the Mass Applicants chapter of this training manual. You can also view applicant activity by using the Job Opening component. From the Job Opening - Manage Applicant page, you can see where all applicants are in the recruitment process for a specific job opening. The Applicant Activity Page has three sub-pages. They are: Current Status, Interview Schedule/Evaluation and Expenses. Only the Current Status page is used in the State of Kansas Recruitment process. The other two sub-pages are optional.

B. Contact Notes: Not used by the State of Kansas

C. Applicant Data. The Applicant Data page displays an existing applicant’s Applications & Resumes, Contact, Verification and Eligibility & Identity data. The Applications & Resumes hyperlink does not display during the process of ‘Adding a New Applicant’. You will use this link to add the ‘ACN’ letter code to send an applicant an updated Applicant Confirmation letter.


Click on the ‘Applicant Data’ page hyperlink to access the applicant’s data. On the Applicant Data page make sure you are on the Applications & Resumes sub-page. Click on the ‘View Application’ hyperlink if you would like to send the applicant an updated Applicant Confirmation Letter. If the applicant has submitted their information multiple times you may see more than one resume listed in the Applications area. If the applicant has multiple resumes, Click on the ‘View Application’ hyperlink that has the most current date displayed in the Last Updated column.

 

28

MANAGE APPLICANT DATA
Manage Applicant Data cont.
9 of 9


The Application Details page will display. Enter the ‘ACN’ letter code. Make sure the ‘Date Letter Printed’ field is blank. Press 'Save & Continue' button and then click on 'Return to Previous Page' hyperlink.

Application Details

 

The Applicant Data Applications & Resumes page displays. Click on the ‘Contact’ hyperlink to access Applicant Data page that displays the applicants name and address information. It will also be the page that the applicants Employee ID will be displayed if available. To see field definitions for any of the sub-pages in Applicant Data review the ‘Add New Applicant’ chapter in this training module.

To update the information on this page you will delete any incorrect information and update the field with the correct information. No history will be maintained on this page.

IMPORTANT: Press the Save icon Save Icon to confirm your changes.

Manage Applicant

 

Click on the Eligibility & Identity page hyperlink to verify/update the applicant’s personal information including military status, birth date, etc.

IMPORTANT: Press the Save icon Save Icon to confirm your changes.

 

29

KANSAS EMPLOYEE PREFERENCE
Overview
1 of 2


Verifying Applicant Data

As discussed in the Policy and Procedures section, vacancies are open to employees' utilizing their Employee Preference while the position is posted. Therefore you will need to review the status of applicants submitting their preference to determine whether the preference is still active.

NOTE: Agencies will have view only access to the Kansas Employee Preference Table. You must enter an Employee ID of a person on the table to view this page. Any other ID will give you an error message. If you are trying to access someone that you think should be on the table, try typing the ID number again in case you entered the information incorrectly.

NOTE: If an employee has used their preference the field will indicate expired.

30

KANSAS EMPLOYEE PREFERENCE
KEPP Table
2 of 2


Purpose: The purpose of this lesson is to review the Kansas Employee Preference Table. You will navigate to this page when verifying the Preference rights of an Applicant.

Navigation: Recruiting > KEPP Preference

 

In the ‘Find an Existing Value’ search criteria box enter the Employee ID of the applicant requesting Preference. If you do not know the Employee ID you can select the Search button to see a list of all employees who are on the Kansas Employee Preference Table.

For field definitions see the Glossary.

31

MASS APPLICANTS
Overview
1 of 2


The third step in the recruitment process is to associate applicants to your job opening. After you have verified if any of the applicants for your job vacancy have Kansas Employee Preference rights you will attach all of the applicants that have applied for your vacancy to your Job Opening using the Mass Applicants page in SHARP. The Mass Applicants Page is used to associate multiple employees and/or applicants with the job opening for which they want to apply.

The Mass Applicants page is also used to indicate the request of a laid-off employee to exercise their Kansas Employee Preference rights.

NOTE: After the information entered on this page has been saved, the SHARP system will automatically update the Manage Applicant Data pages and the KEPP Preference pages with this information.

 

32

MASS APPLICANTS
Mass Applicants Page
2 of 2


Entering Information in Mass Applicants

Purpose: The purpose of this lesson is to review how to use the Mass Applicant page. You will use this page when associating applicants to requisitions.

Navigation: Recruiting > Mass Applicants

Mass applicant search

 

In the ‘Search by:’ criteria box you can search by the Job Opening ID number or you can search for your Job Openings by Department ID.

Associate all applicants that have applied for your job opening using the Mass Applicants page. You may enter the Applicant ID or Employee ID of the individual applying for your vacancy. Once you enter the ID you tab out and their name and SSN will be displayed so you can confirm you entered the correct ID. WARNING: Make sure you Tab from this field rather than pressing Enter or you may inadvertantly save before you have a chance to verify the name and SSN of the applicant are correct.

Next, you will press ‘SAVE’ and the individual is associated to your job opening. Repeat this same process until all of the applicants have been associated to your job opening.

NOTE: If an employee has expressed their right to use their Employee Preference for your job vacancy you will also need to click on the KEPP – Employee Preference flag before pressing ‘SAVE’.

For field definitions see the Glossary.

Job Opening ID

NOTE: If you get an error message on this page when attempting to associate an applicant to your vacancy, first check the following:

1. Verify the Employee ID or Applicant ID number entered is correct.
2. KEPP Rights are active by checking the KEPP table.
3. Verify that the employee is eligible to use their Employee Preference for the vacancy. For KEPP, the pay grade must be the same or lower as the pay grade they were laid off from.

You will receive the error message “Warning –Applicant or Employee ID entered is already associated with this Job Opening. (21000,59)” if you attempt to associate an applicant that has already been associated with the Job Opening.

If you are still unable to determine the problem, contact the Division of Personnel Services.

Note: It is strongly recommended that agencies run the Applicant Summary Report to verify that all applicants requesting to be associated with a job opening have been entered and associated with it. This report also reflects the Veterans’ Preference status of individuals associated to your job opening. Accessing the Applicant Summary Report is explained later in this training course.

33

APPLICANT SUMMARY REPORT
Overview
1 of 2


You've published your job openings and entered applicant data in the system. Now you're ready to start the selection process. The next step in the Recruitment process is to begin the selection process of applicants to interview for your job vacancy.

The Applicant Summary Report allows you to view a listing of all the applicants you have associated with your job opening. It is recommended that you run this report immediately after associating applicants using the Mass Applicant page in order to double check your data entry and correct any mistakes. The report should also be used to determine if any qualified veterans have applied for your vacancy.

For detailed information on running reports in SHARP please refer to the Reporting CBT (http://www.da.ks.gov/sharp/cbt89/reporting.htm - Authorware required) book.

You can also find a list of SHARP reports available on the SHARP Customer Service website at: http://da.ks.gov/sharp/reports/default.htm.

 

34

APPLICANT SUMMARY REPORT
Parameters Page, Report Sample, and Flat File
2 of 2


Purpose: The purpose of this lesson is to provide instructions on generating the Applicant Summary Report in SHARP.

The Applicant Summary report process provides you with the ability to create a pdf and a flat file containing the output of the report. The flat file can be imported into most database software packages such as excel, access or lotus. You may use the flat file data to create mailing labels, etc.

Navigation: Recruiting > Reports > Applicant Summary

Note: Detailed information about how to create a Run Control ID is contained in the Reporting CBT.

After you enter your Run Control ID the Run Parameters page will display. You will enter your Job Opening ID assigned to your vacancy in the ‘Job Req’ field and tab out. Next, you will click on the ‘Run’ button.

Run Parameters page

 

When the report has finished running (see Reporting CBT for details on running reports) , you will have 2 different files on the View/Log Trace page to choose from. To access the pdf version of your report you will click on the report file name ending in .pdf. If you want to retrieve the data file output of your report, click on the report file name ending in .DAT.

View/Log Trace page

 

See below for sample of the kapp300.pdf file.

Applicant Summary Report

35

FILLING YOUR JOB OPENING
Overview
1 of 13


The final step in the recruitment process is to hire the candidate you have selected to fill your vacant position. You will use pages located in Recruiting and Workforce Administration to appoint the successful candidate to your Job Opening.

NOTE: The majority of the appointment process will be the same for both new employees (never worked for the State of Kansas) and existing employees. Specific differences will be pointed out in the pages used to complete this process.

See below for a description of the pages used to hire the candidate you selected to fill your Job Opening.

Pages and Purpose

 

After your candidate has accepted the job offer and their disposition status is set to Offer Accepted, you can begin the hiring process.

Select Prepare for Hire in the Take action column to access the Prepare for Hire page. Information from the position that is tied to your job opening appears. Next, you will enter the start date, and type of hire.

Click on the Verify employee ID hyperlink. Verifying the employee ID enables you to check whether the applicant is already in SHARP with an Employee ID before you create a new one.

When you submit the hire request, the system sets the applicant’s disposition to Ready to Hire.

The applicant's name will then appear in the Manage Hire Results group box on the Manage Hires page.

After completing the remaining screens in Workforce Administration and the applicant is hired, the SHARP system will automatically:

blue bullet Sets the applicant’s disposition to Hired.
blue bullet Sets the job opening status to Closed if the Available Openings is zero.
blue bullet Updates the applicant record with the employee ID and the applicant status is set to Hired, if the type of hire is Hire.
blue bullet Sets all other dispositions for other job openings for this applicant to Reject if the available openings is zero.
blue bullet Sets the disposition of all other applicants associated to this Job Opening to Reject.

36

FILLING YOUR JOB OPENING
Hiring the Candidate Selected to Fill Your Job Opening
2 of 13


Purpose: The purpose of this lesson is to review the Recruiting and Workforce Administration pages used to appoint the successful candidate to your Job Opening.

These steps assume the candidate has already been associated to your Job Opening using the Mass Applicants page. For instructions on how to associate your candidate see the Mass Applicants chapter in this training manual.

Go to the Find Applicants section of this CBT for more detailed instruction on searching for applicants.


Step 1: Retrieve Applicant Data for the candidate selected to fill your Job Opening.

Navigation: Recruiting> Find Applicants

blue bullet Enter Applicant ID; National ID; or First Name and/or Last Name
blue bullet Click on ‘Find Applicants’ Push Button

HINT: Make sure the ‘Search My Applicants’ checkbox is turned off and ‘Applicant Status’ is set to blank.

Example below uses Applicant ID.

Find Applicants

 

Step 2: Update disposition to Offer Accepted. Click on the ‘020 Applied’ link in the Disposition column next to the Job Opening that the candidate has been selected to fill.

WARNING: Verify the Job Opening number is correct before changing an applicant's disposition. You will not have security access to view/update Job Openings created by other State Agencies. These Job Openings will appear as display only and only the agency that created them will have access to view or update the Job Opening.

Manage Applicant

 

37

FILLING YOUR JOB OPENING
Hiring the Candidate Selected to Fill Your Job Opening cont.
3 of 13


Step 3: Click on the down arrow in the Status Code field and select 071 Offer Accepted and press Save. Next, click on the Return to Previous Page hyperlink.

Disposition Details-Manage Applicant

 

Step 4: Click on the down arrow in the Select Action field in the Take Action column and select Prepare for Hire.

Disposition Details bottom of page

 

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FILLING YOUR JOB OPENING
Hiring the Candidate Selected to Fill Your Job Opening cont.
4 of 13


Step 5 (Applicant does not have an Employee ID): If the individual you have selected for your Job Opening is not an existing Employee you will enter the Start Date, Select Hire for the Type of Hire and then click on Verify Employee ID hyperlink. Once the status changes from ‘Employee ID not verified’ to ‘Employee ID Verified’ press the ‘Save & Submit Request to HR’ push button.

Prepare for Hire

 

Step 5 (Applicant with an existing Employee ID): If the individual you have selected for your Job Opening is an existing Employee you will enter the Start Date, Select Transfer or Add Concurrent Job for the Type of Hire and then click on Verify Employee ID hyperlink. Once the status changes from ‘Employee ID not verified’ to ‘Employee ID Verified’ press the ‘Save & Submit Request to HR’ push button.

NOTE: You should only select Add Concurrent Job if the employee will be holding multiple jobs. For information on adding a concurrent job review the Add Employment Instance topic in the Workforce Administration training manual.

Prepare for hire.

 

After Employee ID has been verified for Applicant with no existing Employee ID:

Verify Applicant with no EE ID

 

After Employee ID has been verified for Applicant with an existing Employee ID:

Verify Applicant with EE ID

 

Step 6: Verify you see the message You have successfully submitted this request. Next step is to access Manage Hires in Workforce Administration.

Prepare for hire.

 

39

FILLING YOUR JOB OPENING
Manage Hires
5 of 13


The Manage Hires page displays a list of applicants that have gone through the recruiting process and are ready to be hired. When you add the applicant, much of the applicant's information is transferred to the Personal Data pages.

If you are hiring an applicant with an existing Employee ID you will be given the opportunity to review their Personal Data before accessing the Job Data pages used to complete their appointment.

NOTE: There is Departmental Security applied to the Manage Hires process. Therefore, if the successful candidate for your Job Opening has an existing Employee ID and does not currently work for your agency you will need to contact the Division of Personnel Services to complete the remainder of this process for your applicant.

Navigation: Workforce Administration>Personal Information>Organizational Relationships>Manage Hires

Enter Date Ranges that will pick up the Start Date you entered on the Prepare for Hire page and press Refresh. Your applicant should display in the Manage Hires Results portion of the Screen. Click on your applicants name in the Applicant Name Column.

Manage Hires page

 

Click on your applicant’s name on the Manage Hires page to open the Manage Hire Details page.

40

FILLING YOUR JOB OPENING
Manage Hires Process for Applicant with no Employee ID
6 of 13


The Manage Hires Detail page for an applicant should have Hire selected in the Type of Hire field. You may also change the Desired Start Date if the start date for your employee has changed. At the bottom of the Manage Hires Detail page for an applicant you will see the Add Person push button. After you push this button you will begin the process of verifying and/or entering the new employee’s personal data.

Manage Hires Detail page

 

Verify all of the information that is displayed is correct. Click on Add Person push button.

On the Biographical Details page you should verify the information that defaulted in from their Applicant Data record. Complete any missing fields and click on the Contact Information page.

IMPORTANT: Verify the effective date displayed is the correct date for their appointment.

Biographical Details

 

On the Contact Information page you should verify the address displayed is correct. To change the address, click on the View Address Detail link. The Address History box opens. Click add a row to add a row in the Address History. The Address History row copies up the most recent address in the system. Enter the effective date and click the Add Address link. Enter the new address in the Edit Address box and click OK to return to the Address History box. At this point the employee's address history displays. Click OK again on the Address History box to return to the Contact Information page in Personal Information.

Contact Information

 

Click on the Regional page and review/update the Ethnic Group and other fields displayed on the page.

Regional Page

 

41

FILLING YOUR JOB OPENING
Manage Hires Process for Applicant with no Employee ID cont.
7 of 13


Next, click on the Organizational Relationships page. The relationship of Employee is pre-selected. Click on the Add the Relationship button. It is very important that you do not save on any pages before clicking Add the Relationship. If you do, you will not be able to retrieve the person from the system or hire them into a position. Also, the system will prevent you from attempting to add the person again.

Organizational Relationships

 

The Work Location page will display. Enter the correct Reason Code for the appointment. A complete list of all valid Action/Reason codes and their definitions can be found at:
http://www.da.ks.gov/sharp/documents/actionreasonuserguide.pdf

Verify the Position Number displayed is correct. If you are filling multiple positions from one Job Opening you should enter the correct Position Number and tab out of the field.

Job Data Applicant

 

On the Payroll page, select the Tax Location Code and Holiday Schedule. If appropriate, change the FICA Status. (Read more about FICA at FICA – Social Security and Medicare Status guide.) Most employees are subject to FICA, but the State’s Section 218 Agreement with the Social Security Administration exempts some employees from Social Security (OASDI) and Medicare. Agencies are responsible for ensuring that employees are exempted from Social Security and Medicare coverage as appropriate. If the employee is exempt from both Social Security and Medicare, ‘Exempt’ should be chosen for the FICA Status field. If the employee is exempt only from Social Security, ‘Medicare only’ should be chosen. Please see Accounts and Reports Informational Circular No. 05-P-025 for more information and a partial list of employees who are exempted. http://www.da.ks.gov/ar/infocirc/archive/fy2005/ic05p025.htm

Payroll applicant

 

Click on the Salary Plan page to verify the Salary Plan, Grade and Step are correct. Change the Step displayed if it is not correct and tab out.

Salary Plan

 

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FILLING YOUR JOB OPENING
Manage Hires Process for Applicant with no Employee ID cont.
8 of 13


Next, click on the Compensation page and click on the Default Pay Components push button. Clicking on Default Pay Components fills in the Rate Code and compensation rate fields based on the Step entered on the Salary Plan page for classified employees and others whose positions are tied to a pay matrix - salary plans CLA, WS, and JDG.

WARNING: If you do not push the button the compensation information from the previous Job Data row will remain and the employee will not be paid correctly.

Note: For employees whose pay is not tied to a pay matrix (such as unclassified) manually enter the hourly rate in the Comp Rate field on the Compensation page and click Default Pay Components. The Rate Code is always ‘NAHRLY.’ The Pay Rates (such as Biweekly and Annual rates) populate.

Compensation page

 

Verify that the Employment Status, Probation End Date, and Date Next Increase fields populate correctly on the Kansas Information page. Other fields on the page default from Position Data.

Next, click on the Benefit Program Participation hyperlink located at the bottom of the page.

Enter the Annual Benefits Base Rate (ABBR) amount, which is usually the same as the employee’s Annual Rate.

The Division of Accounts and Reports uses this field in calculating the employee’s imputed income for the cost of group term life insurance coverage in excess of $50,000 provided to the employee by the State of Kansas. Some employees are actively employed on more than one position but may not be benefits eligible on all of the positions. KPERS regulations require that if an employee has KPERS coverage in one position, all of the positions are considered for imputed income. If there are two separate benefit records for an employee on multiple positions, the amounts for each position should be listed individually. If both employee records are pointing to the same benefit record number you only need to enter the combined amount of both jobs on the Employment Record number that is controlling the benefits.

A small group of employees or situations are exempt from this concept: Legislators (legislative group term life is not calculated on any non-benefits eligible positions), Board Members, Foster Grandparents, National Guard, and Student. Do not enter an amount in the ABBR field for these employees. http://www.da.ks.gov/sharp/documents/ImputedIncome.pdf
Please also see the Payroll CBT for more information.

The BAS Group ID is always BA. Enter the employee’s salary tier for benefits (or GEN if not benefits eligible) in Elig Fld 2 and the Benefits Program fields.

Press the OK button when you have finished reviewing all of your changes.

Benefit Program

 

You will be returned to the Manage Hires screen. Your applicant will no longer be displayed.

Manage Hires

 

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FILLING YOUR JOB OPENING
Manage Hires Process for Applicant with an Existing Employee ID
9 of 13


The Manage Hires Detail page for an existing employee should have Transfer or Add Concurrent Job selected in the Type of Hire field. The Workforce Administration training manual has additional information regarding these appointment types. You can change the Desired Start Date on this page if the start date for this employee has changed. Since this is an existing employee they already have a Personal Data record in SHARP. You can click on the View/Edit Person hyperlink if you want to review the employee’s existing Personal data records. However, you also have the option of completing their appointment in Job Data and then going back to edit/review their Personal Data. To access Personal Data go to: Workforce Administration > Personal Information > Modify a Person

At the bottom of the Manage Hires Detail page for an existing employee you will see the Add Job push button. After you push this button you will begin the process of updating the employee’s Job Data.


Manage Hires

 

The Work Location page will display. Change the Action/Reason Code if Transfer is not accurate for this appointment. A complete list of all valid Action/Reason codes and their definitions can be found at :
http://www.da.ks.gov/sharp/documents/actionreasonuserguide.pdf

Verify the Position Number displayed is correct. If you are filling multiple positions from one Job Opening you should enter the correct Position Number and tab out of the field.

Job Data

 

Next, click on the Payroll page. On the Payroll page, verify the Tax Location Code and Holiday Schedule displayed are correct. If appropriate, change the FICA Status. (Read more about FICA at FICA – Social Security and Medicare Status guide.) Most employees are subject to FICA, but the State’s Section 218 Agreement with the Social Security Administration exempts some employees from Social Security (OASDI) and Medicare. Agencies are responsible for ensuring that employees are exempted from Social Security and Medicare coverage as appropriate. If the employee is exempt from both Social Security and Medicare, ‘Exempt’ should be chosen for the FICA Status field. If the employee is exempt only from Social Security, ‘Medicare only’ should be chosen. Please see Accounts and Reports Informational Circular No. 05-P-025 for more information and a partial list of employees who are exempted. http://www.da.ks.gov/ar/infocirc/archive/fy2005/ic05p025.htm

Payroll page

 

44

FILLING YOUR JOB OPENING
Manage Hires Process for Applicant with an Existing Employee ID cont.
10 of 13


Click on the Salary Plan page to verify the Salary Plan, Grade and Step are correct. Change the Step displayed if it is not correct and tab out.

Salary Plan

 

Next, click on the Compensation page and click on the Default Pay Components push button. Clicking on Default Pay Components fills in the Rate Code and compensation rate fields based on the Step entered on the Salary Plan page for classified employees and others whose positions are tied to a pay matrix - salary plans CLA, WS, and JDG.

WARNING: If you do not push the button the compensation information from the previous Job Data row will remain and the employee will not be paid correctly.

Note: For employees whose pay is not tied to a pay matrix (such as unclassified) manually enter the hourly rate in the Comp Rate field on the Compensation page and click Default Pay Components. The Rate Code is always ‘NAHRLY.’ The Pay Rates (such as Biweekly and Annual rates) populate.

Compensation

 

Verify that the Employment Status, Probation End Date, and Date Next Increase fields populate correctly on the Kansas Information page. Other fields on the page default from Position Data. Next, click on the Employment Data hyperlink located at the bottom of the page. On the Kansas Employment page verify the Length of Service displayed is correct. If you are rehiring an employee with a break in service greater than 30 days you will need to adjust their Length of Service.

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.

Kansas Employment page

 

45

FILLING YOUR JOB OPENING
Manage Hires Process for Applicant with an Existing Employee ID cont.
11 of 13


Next, click on the Benefit Program Participation hyperlink located at the bottom of the page.

Enter the Annual Benefits Base Rate (ABBR) amount, which is usually the same as the employee’s Annual Rate.

The Division of Accounts and Reports uses this field in calculating the employee’s imputed income for the cost of group term life insurance coverage in excess of $50,000 provided to the employee by the State of Kansas. Some employees are actively employed on more than one position but may not be benefits eligible on all of the positions. KPERS regulations require that if an employee has KPERS coverage in one position, all of the positions are considered for imputed income. If there are two separate benefit records for an employee on multiple positions, the amounts for each position should be listed individually. If both employee records are pointing to the same benefit record number you only need to enter the combined amount of both jobs on the Employment Record number that is controlling the benefits.

A small group of employees or situations are exempt from this concept: Legislators (legislative group term life is not calculated on any non-benefits eligible positions), Board Members, Foster Grandparents, National Guard, and Student. Do not enter an amount in the ABBR field for these employees. http://www.da.ks.gov/sharp/documents/ImputedIncome.pdf
Please also see the Payroll CBT for more information.

Do not change the Benefits Program and Eligibility fields if the employee's pay increases or decreases. You will need to change this field if the percent FTE changes or the Employee goes from temporary (no benefits) to regular or if you are entering a Rehire.

Press the Save button when you have finished reviewing all of your changes.

Benefit Program

 

46

FILLING YOUR JOB OPENING
Updating Applicant Data with Employee ID when no Job Opening Exists
13 of 13


If you select a person to fill a temporary position or unclassified position but they have an applicant ID number, you should follow the Add a Person instructions in the Workforce Administration training manual.

Once you have finished the appointment and you have their Employee ID. You will need to update their Applicant Data with this information.

Purpose: The purpose of this lesson is to review the process for updating an applicant’s data with their Employee ID if they are hired outside of the Recruiting process. (Unclassified or Temporary appointments that do not require a Job Opening to be created).

Navigation: Recruiting> Find Applicants

Search for Applicnts

 

Navigate to the Applicant Data page and the Contact sub-page by clicking on the hyperlinks in the blue shaded area. On the Contact page change the Applicant Type from External Applicant to Employee and tab. The Employee ID field will display. Enter the Employee ID that was assigned during the Add a Person process in Workforce Administration and press Save.

Applicant Data

 

 

UPDATE LOG:

DATE PAGE CHANGE WHO