Adding an Employment Instance

Add Employment Instance USF Page

FEDERAL_EMP_ADD

This component uses existing data from a person of interest or contingent worker in the new federal employment instance. Use existing data for a person of interest or a contingent worker in the new federal employment instance.

Add Employment Instance USF - Data Control Page

GVT_JOB0

Enter information for the hiring process, such as the NOA code, approving authorities, PAR remarks, and tracking information.

PAR Remarks Page

GVT_PAR_PROCESS_RK

Enter or look up comments specific to this position or employee situation.

Award Data Page

GVT_AWD_DATA

Assign an award to a federal employee and enter award, informational, and payroll details.

Job Tracking Information Page

GVT_EE_CNTRL_SEC

View or enter job-tracking information.

Personal Data Page

GVT_PERS_DATA1

Enter the employee's personal information, such as name, address, birthplace, education, military service, citizenship, veteran, marital status, race or origin, and handicap.

The Personal Data page does not appear when you are entering an additional assignment for a federal employee.

Additional Birth Information Page

GVT_BRTHINF_SEC

Enter birth information.

Address Information Page

GVT_ADDRINF_SEC

Enter home and mailing address information.

Personal Phone Numbers Page

GVT_PERS_PH_SEC

Enter employee phone, fax, cellular, and other numbers.

Veterans Info Page

GVT_VETINF_SEC

Enter veteran information.

Marital Status Page

GVT_MARITAL_SEC

Enter marital information.

Add Employment Instance USF - Job Data Page

GVT_JOB1

Enter job information, including the employee's position, agency, and department.

Benefits/FEHB Data Page (Benefits / Federal Employees Health Benefits Data)

GVT_BENDATA_SEC

Specify benefit programs in which the employee is enrolled in PeopleSoft Human Resources or in PeopleSoft Benefits Administration.

FEGLI/Retirement/FICA Page (Federal Employees Group Life Insurance / Retirement / Federal Insurance Contributions Act)

GVT_BENDATA1_SEC

Enter life insurance and retirement data.

Departmental Hierarchy Page

GVT_DEPTINF_SEC

View departmental hierarchy for the individual's position.

Detail Assignment page

GVT_DETAIL_SEC

Track information for employees on a detail assignment. You probably won't use this page when first hiring an employee.

Federal NFC Page Page

GVT_NFC_JOB_SEC

Track required National Finance Center (NFC) information for employees. Enter Job, Benefits and Payroll values necessary for processing this employee at NFC.

Add Employment Instance USF - Position Data Page

GVT_JOB2

Enter position information like employee type, classification, appointment type, work schedule, and pay group.

Add Employment Instance USF - Compensation Data page

GVT_JOB3

Enter employee compensation information, including pay rate determinant, pay plan/table/grade/step, frequency, and other pay. You can also enter retained pay plan/table/grade and step on this page.

Other Pay Information Page

GVT_OTH_PAY_SEC

Enter compensation that employees receive that's in addition to base pay.

Expected Pay Page

GVT_LOC_PAY_SEC

View the various pay rate and compensation calculations the system calculates and displays based on the base pay and compensation frequency you enter on the Compensation page.

Accounting Information Page

GVT_JOBDIST_SEC

View a summary of the employee's job earnings distribution.

Employment Data 1 Page

GVT_EMPLOYMENT1

Enter employment information, such as employee service computation and conversion dates, and within-grade-increase data.

Expiration Dates Page

GVT_EXPIRDT_SEC

Enter expiration dates for temporary promotions, position changes, sabbaticals, or detail assignments.

Appointment Info Page

GVT_APPDATA_SEC

Enter appointment limits and indicate if this person is in a special employment program.

Employment Data 2 Page

GVT_EMPLOYMENT3

Enter additional employment data including union, probation, RIF, tenure, and security data. Also record the retained grade information.

Federal Probation Dates Page

GVT_EMPL_PROB_SEC

Document any probation start and end dates that apply to this person.

Non - Pay Data Page

GVT_NONPAY_SEC

Track information related to a status of nonpay. Information on this page affects FEHB eligibility and FEGLI.

Financial Disclosure Page

GVT_SECURTY_SEC

Indicate if financial disclosure is required and the due date.

Time and Labor Data Page

TL_EMPL_DATA_FG_S

Review PeopleSoft Time and Labor data for this employee.

CI Exceptions Page

GVT_PAR_CI_MSG

Warning messages generated during the hire process are displayed on the CI Exceptions page after the transaction has been successfully saved.

Actual Effective Date

Enter the actual effective date, which is used as the default effective date of the action throughout the system. If necessary, change this to reflect the effective date of the new employment instance. When working on other pages, these dates are unavailable, so if you need to change the effective date, return to the Data Control page.

Proposed Effective Date

This field is populated by default with the date that is entered in the Actual Effective Date field. Human resources personnel processing a request have final authority on when the action becomes effective, and they will enter the official actual effective date, but the proposed effective date will remain unchanged.

Transaction Number and Sequence

Set by default to 1/1—the correct numbers for new employees. Your agency can use these numbers to track both the individual transactions for this employee and the multiple administrative actions that occur on the same day.

This field controls the order in which actions are processed internally and the order in which they are output across interfaces. After you save a request, the system automatically increments it by one for each new action effective on the same day. If human resources personnel perform a correction of the original hire request, the correction's assigned value is 1/2 (1 is the transaction number for this particular action for this employee on this day and 2 is the sequence number for any correction of this action for this employee on this day).

Not to Exceed Date

(Optional) Enter the ending date of a temporary action (for example, the date a temporary job expires).

Action

The default value for this field depends on whether the employment instance is for a new employee or is based on existing data for a current employee, person of interest, or contingent worker.

PAR Status (personnel action request status)

References the status of this request within the PAR request/approval process. On the Data Control page, this field is set by default to PRO (Processed by HR). If you choose to save with this (PRO) status, the personnel action information is saved and applied as its "finalized" state. The value that remains after you leave this page is the displayed status on other pages within the component.

Reason Code

A default reason code may display in this field. Otherwise, enter the reason code for this employment instance, such as new position, temporary assignment, or trainee.

Contact Emplid (contact employee ID)

Enter the employee ID of the person to contact with any questions regarding the hire.

NOA Code (nature of action code)

Select the federal numerical code defined to identify the nature of action that is occurring, such as an appointment or promotion. Nature of action codes are used for statistical and data processing purposes, such as Standard Form 52 or Standard Form 50, and are defined on the Nature of Actions USF Page. See this page for more information on using and maintaining NOA codes.

Authority (1), Authority (2), Descr (1), Descr (2), Descr (1) Part 2, and Descr (2) Part 2

Select the appropriate legal authority for this NOA code. This field is usually reserved for use by human resources specialists. PeopleSoft provides a list of common legal authority codes and descriptions as provided by the US Office of Personnel Management.

Print SF-52 and Print SF-50

Select these buttons to print the Notice of Personnel Action USF or Request Personnel Action USF action request. For more information, see the Notice of Personnel Action USF or Request Personnel Action USF - Parameters Page.

PAR Remarks

Click to view or enter comments specific to this position or employee situation.

Award Data

This link is active only for award and bonus personnel actions.

See Award Data Page.

Tracking Data

Click this link to view or enter job-tracking information.

PAR Request Nbr (PAR request number)

(Optional) Enter a PAR request number for each employee request after you save this request. This field is for your agency's information only.

Validate Edits

Click this button to initiate online regulatory edits for this PAR row. Edits should be triggered after all hire information is entered.

View Edit Errors

Click this link to view regulatory edit errors resulting from the validation process. Correct any errors and validate the transaction again.

GPPA Website

Click this link to open the Personnel Documentation page of the Office of Personnel Management website (http://www.opm.gov/feddata/gppa/gppa.asp).

Remark CD (remark code)

Select from the list of descriptions, conditions, and comments about this position or employee action. The remarks that you select appear in the comments box. Edit them as necessary.

Insertion Required

If this remark needs employee-specific information, this check box is selected. The default settings for this box are defined with the codes on the PAR Remarks Table page.

Empl ID

When you create a concurrent job, or an employment instance for a person of interest or contingent worker, the previously assigned Person ID is displayed.

Effective Date

The effective date for all of the pages in this group box is set by default to the effective date that is entered on the Data Control page. Change the effective date by returning to the Data Control page.

Gender

Indicate the employee's gender.

Citizenship Status

Select the appropriate citizenship status.

Draft Status

(Optional) Select a draft status.

Date of Birth

Enter the employee's date of birth. If you do not enter a birth date, a warning message appears when you save the record. Although this field isn't required for the Administering Workforce business process, the system uses the date in some benefit and payroll tasks to calculate an employee's age. If you do not have the birth date currently, after you acknowledge the message, you can continue entering information. However, it is recommended that you enter the information later.

Disability Code

Select the disability code from the list, or if none, select the value No Handicap.

Date Entitled to Medicare

(Optional) Enter the date the employee is entitled to Medicare.

Country

Many countries have unique name formats. Select the country with the name format you want to use for this person. When you move out of this field, the system displays the appropriate fields for the country you entered.

Type/Description

Enter the corresponding type/description of the employee's national ID.

National ID

Enter the employee's Social Security Number.

Additional Birth Info

Click to access the Addl Birth Info page and enter the employee's birth information.

Address Information

Click to access the Address Information page and enter home and mailing address information.

Personal Phone Numbers

Click to access the Personal Phone Numbers page and enter employee phone, fax, cellular, and other numbers.

Veterans Info (veterans information)

Click to access the Veterans Info page and enter veterans information.

Marital Info (marital information)

Click to access the Marital Status page and enter marital information.

Birth Location

Enter the name of the city.

Birth State

Select the birth state.

Birth Country

Select the birth country.

Veterans Preference

Select the veteran's hiring preference that applies. For information about preference guidelines refer to the U.S. Office of Personnel Management's Vets Info Guide.

Veterans Status

Select the veteran's status.

Uniformed Service

Select the type of uniformed service in which this veteran served.

Military Separation Status

Select the veteran's military separation status.

Military Grade

Select the veteran's military grade.

Military Service Start Date and End Date

Enter the veteran's military service start and end dates.

Reserve Category

Select the employee's reserve category, or select Not Applicable.

Years, Months, and Days

Enter the creditable military service in years, months, and days.

Military Service Verified

Select if you have received verification of service.

Veterans Preference RIF (veterans preference reduction in force)

Select to indicate the employee is eligible for veteran's preference in instances of Reductions In Force. See the U.S. Office of Personnel Management's Vets Info Guide for more information.

Disabled Veteran

Select if the veteran is disabled.

Notify Military Pay Center

This check box is visible only for personnel actions that were effective before October 1, 1999. For these personnel actions, the check box indicates whether the military pay center was notified of the personnel action. This check box is informational only and therefore not editable.

Marital Status

Select the person's marital status.

Marital Status Date

Enter the date on which this status took effect.

Action Type

Set by default depending on the type of employment instance you are creating.

Position

Select a position. When you move out of this field, the system completes position-related fields with default data from the Add/Update Position Info component if the Manage Positions business process is being used. Job code, agency, subagency, business unit, department, and location all are set by default to position management data.

In addition, the system inserts a default value in the Supervisor's ID and Reports to Position fields on the Employment 2 page if these are entered when setting up the position.

If you've associated agencies with departments on the Department page, the system enters the agency code on the Job Data page and the field is unavailable for entry. It also enters default values on the Position Data page for the Pay Periods/Year, Employee Type, Holiday Schedule (which you define in the Pay Group table), and Pay Group fields (which you associate with a position in the Add/Update Position Info component in the Organizational Development, Position Management, Maintain Positions/Budgets menu). On the Position Data page, the system enters the standard hours that correspond to the job code. If you've associated them with the job code on the Job Code page, the system also enters the pay plan/table/grade, and compensation frequency on the Compensation page. In addition, on the Compensation page, the system enters the grade/step entry (date), which is the date the employee was first assigned to the grade and step. The Position Number, Hire Date, and Position Override fields are discussed in Hiring Employees Into Positions.

Position Management Record

Selected by default if updates to the Position Management record exist. For an initial employment instance (for a new hire), the check box is deselected, as the new hire would not have information to update.

If your organization uses the Manage Positions business process and this position were updated, the check box would be selected. The option then would be to select the Position Override check box to make changes to position data that are otherwise locked in by the position data record.

Job Code

If you are not using the Manage Positions business process, enter the job code. Otherwise, the job code is derived from the value established in the Add/Update Position Info component.

Position Override

Select to change any of the position-related fields, such as the Job Code, Department, Agency, and Sub-agency.

PeopleSoft Human Resources issues a warning message if you assign an employee to a position that has already been filled by another employee or if a new employee appointment exceeds the maximum head count for that position.

Agency, Sub-Agency, Business Unit, Department, and Location

Select the ID types for these fields individually. If the position management hiring process is used, the system enters default values when the Position ID is selected.

Transferred From Agency

If the reason code entered on the Data Control page was Transfer, select the agency from which the employee is transferring.

Transferred To Agency

This is not a valid field in the hiring process. This field is used primarily in other types of PAR requests. It becomes active based on the action and reason code entered on the Data Control page.

Tax Location

Derived from the department-tax location relationship established on the Department page. You can also select the tax location for this person.

GVT Detail Position Number (government detail position number)

Select the employee's detail position number.

GVT Detail Bargaining Unit (government detail bargaining unit)

Select the employee's detail bargaining unit.

GVT Detail Union Code (government detail union code)

Select the employee's detail union code.

LEO Position (law enforcement officer position)

If this is a law enforcement officer position, a value appears from the Job Code page.

SF-113G Ceiling

If this position is reportable for the SF-113G ceiling, select this check box.

POI (personnel office identifier)

Set by default from the Add/Update Position Info component or the Job Code page.

Regular Shift and Rate/Factor

If the employee is working shifts, select the appropriate shift, and specify the rate or factor for that shift type.

Pay Group

(Required) A value appears here if you defined one on the Position Data page. Otherwise, select a pay group.

Pay Frequency

Set by default from the Pay Group page.

Work Period

Select the time period in which employees must complete the standard hours. The system uses the annualization factor of the standard work period, in combination with the standard hours, to calculate FTE (full-time equivalency).

Holiday Schedule

If you linked an established holiday schedule on the Pay Group page, it appears here.

Employee Type

Depends on the pay group and is set by default from the Pay Group page. If an employee type doesn't exist for this pay group, establish one on the Pay Group page or enter one here.

Employee Classification

Provides another method of grouping employees.

Reg/Temp (regular/temporary)

Indicate whether the new hire is a regular or temporary employee. The Manage Base Benefits business process of PeopleSoft Human Resources uses this value when determining eligibility requirements.

Supervisor Level

If the employee is in a supervisory position, this value is set by default from the Position Data page.

Type Appt (type of appointment)

Enter the employee's type of appointment, such as Career (Competitive Service Permanent), Limited, Executive, or Schedule A - C.

Posn Occupied (position occupied)

This field identifies the type of appointment which can occupy the position. Values are Competitive, Excepted Senior Executive Service (SES) Career Reserved and SES General. This is a CPDF reported field.

Work Schedule

Set by default from the Add/Update Position Info – Description page.

FLSA Status (Fair Labor Standards Act status)

Set by default from the position data on the Job Code page.

Adds to FTE Actual Count (adds to the full-time equivalency actual count)

Select to include this employee's job when processing FTE edits for budgeting purposes.

Standard Hours

The field is populated by default with the standard hours for the agency as specified in the Installation tables. You can change this information manually.

FTE (full-time equivalency)

The percentage of full-time the employee should normally work in this job. The system calculates this value based on the standard hours entry for this job and the standard work period. However, you can override the system-calculated FTE and enter a new value less than 1.0.

Cyber Security Specialty

Select the applicable Cyber Security Specialty code. It Indicates the cyber security specialty required for this position and the specialty area where the work of the incumbent is predominantly done.

This is a CPDF reported field.

Priority

Indicate the priority of the selected Cyber Security code, if you have selected more than one Cyber Security code for the position.

Add Cyber Security Code

Click the button to add more Cyber Security code to the position.

Pay Rate Determinant

Select a pay rate determinant.

Pay Basis

This field is for HR purposes only and is used in CPDF edits. It is not used in the PeopleSoft Federal Payroll system to calculate or pay the employee; as long as an employee is active, a paysheet will still be created and the employee paid.

Select the basis that defines the ranges for basic pay. A rate of basic pay is expressed consistent with the applicable pay basis. Values are in accordance with the United States Office of Personnel Management (OPM) and the value selected should be in accordance to the latest OPM guidance.

Pay Plan/Table/Grade

Select the pay plan, table, and grade. Once these are entered, the PeopleCode automatically populates the data in the Quoted Pay group box and the Expected Pay Page, accessible through the Expected Pay link on this page. The adjusted hourly rate from the Expected Pay page is reflected on the paysheets and used to calculate the payroll checks. 

Step

Assign the correct step for the employee.

Step Entry Date

The effective date of the request for this action.

If the Multi-Step/Grade check box is selected on the Installation table and you select a step on this page, the system automatically enters the base pay for that step.

Rtnd PP/Table/Grade (retained pay plan/table/grade)

There are several instances where retained grade or pay is authorized based on prior federal experience within the employing agency or at another federal agency. After selecting the appropriate pay rate determinant (for example, Retained Grade-Diff Posn), you can enter information in this field.

Step and Grade Entry Date

Enter the step and the date the employee was first assigned to the grade and step.

Base Pay

If you are using partial or full position management, a value is set by default here based on your prior assignment in the Step field.

A GM pay plan position is the exception to this rule. Because the GM pay plan has no steps, you must enter the base pay amount.

If you selected the Position Override check box on the Job Data page, you may also enter a base pay amount for a position with steps. This is appropriate in cases where the base pay amount is beyond the step 10 level.

Enter the base pay amount based on the compensation frequency period indicated. For example, if the frequency period is one month, the base pay entered would be the pay earned for one month. The system calculates and displays the value in the Loc/LEO Adjustment (if appropriate) and Total Pay fields after you have provided the compensation data.

Adjusted Base Pay

The system calculates and displays the adjusted base pay by applying the Loc/LEO adjustments to the employee's base pay. This field is used for pay limits computation of the locality pay.

Compensation Frequency

Set by default from the Job Code page; override if necessary.

Annuity Offset Amount

This field is available only after the annuitant job record has been saved with one of the following values in the Annuitant Indicator field: 1, 4, 5, A, C, or E.

If the employee is an annuitant, enter a CSRS, FERS, or FERS RAE annuity offset amount.

Benefit Base Override and FEGLI Base

The system calculates the FEGLI base rate. Select the Benefit Base Override check box to override this default and then enter a new amount.

Other Pay Information

Click to access the Other Pay Information page and enter compensation that employees receive that's in addition to base pay.

Expected Pay

Click to access the Expected Pay page and view the various pay rate and compensation calculations the system calculates and displays based on the base pay and compensation frequency that you enter on this page.

Accounting Info

Click to access the Accounting Information page and view a summary of the employee's job earnings distribution.

Earnings Code

Select the code for the additional pay type, such as automobile and beeper allowances. The system issues a warning indicating that the earnings code may be applicable to pay limits, at which time the employee's earnings calculation within payroll may be reduced.

Locality Percentage or LEO Percentage (law enforcement officer percentage)

Displays the locality or LEO percentage. This field shows the LEO Percentage label when the Primary FEPCA or Secondary FEPCA is selected in the LEO Position field.

Change Percent

Displays information regarding a percent change when new rows are inserted that change the base salary amounts.

Base Pay

Based on the base pay and compensation frequency you enter, the system calculates and displays the hourly, daily, biweekly, monthly, and annual rates for this employee.

With Locality/LEO Adjustment

The system calculates the same base pay figures using the locality/LEO adjustment listed at the top of the page.

The adjusted hourly rate is reflected on the paysheets and used to calculate the payroll checks. 

Total Other/Premium Pay

The total of annual expected pay for the items you entered on the Other Pay Information page.

Total Pay

The system calculates total pay by summing the annual pay with the locality/LEO adjustment and the total other/premium pay contributions.

Job Earnings Distribution

Select the appropriate option to indicate the job earnings distribution frequency: by hours, by percent, or not at all.

When you select the By Hours or By Percent options, the GL Pay Type and Account Code fields are unavailable for entry. Use the scroll bar to distribute earnings among departments.

If you select the By Hours option, then enter the hours to be distributed to each department in the Standard Hours field corresponding to each department entered.

If you select the By Percent option, enter a percentage corresponding to each department in the Percent of Distribution field. Percentages must total 100 percent and must equal the value in the Standard Hours field.

Compensation Rate

The annual salary, including the locality and LEO adjustments.

Standard Hours

Set by default from the Job Code page.

GL Pay Type (general ledger pay type)

Enter the GL pay type that has been established by your agency.

Position, Business Unit, Department, Job Code, and Shift

Select the business unit, department, job code, position, and shift to which to charge the earnings.

Earn Code (earnings code)

Specify the earnings code. This will default to the Regular Earnings code defined on the Paygroup Table.

Stnd Hrs/Wk (standard hours per week)

If you select the By Hours option, then specify how many hours will be charged to the corresponding earnings code.

Distrb % (percent of distribution)

If you select the By Percent job earnings distribution option, enter the percent to be charged to the corresponding earnings code.

EOD Date (entered on duty)

Reflects the effective date of the hire request after you save the request. This date is distinct from the SCD dates in that it describes when the employee started federal employment with the employing agency; it does not reflect total federal service involving the employee's total career.

Hire NTE Dt (hire not to exceed date)

Set by default from the Not to Exceed Date field on the Data Control page. In the case of a temporary hire, it designates the length of time the temporary employment can last.

Mand Retire Date (mandatory retirement date)

If applicable, enter the employee's mandatory retirement date.

Exp Dates (expiration dates)

Click to access the Expiration Dates page and enter expiration dates for temporary promotions, position changes, sabbaticals, or detail assignments.

Next Review Dt (next review date)

Enter the next review date. This date, while informational only, can serve as a tickler date for employee performance review.

Appt Data (appointment data)

Click to access the Appointment Info page and enter appointment limits.

Temporary Promotion

Enter the temporary promotion date.

Temporary Position Change

Enter the temporary position change expiration date.

Sabbatical

Enter the sabbatical expiration date.

Detail

Enter the detail assignment expiration date.

Nature of Action Code, Current Appointment Auth Nbr 1 (current appointment authorize number 1) and Current Appointment Auth Nbr 2 (current appointment authorize number 2)

CPDF reportable fields maintained to reflect historic data on the employee's current appointment authority used to authorize the employee's hire.

Benefit Record Number and Severance Pay Previous Weeks

For a new hire, you do not need to enter the benefit record number and the number of severance pay previous weeks. If changes occur to the employee's employment status, you must update these fields (for example, RIF).

Special Employment Program

Indicate the special employment program: Not Applicable, Other, Presidential Management Intern, SES Candidate Development, or Veteran's Readjustment Program.

Bargaining Unit

Select a code representing the bargaining unit to which the employee belongs.

Union Code

If your new employee belongs to a union, select the appropriate union code.

Union Anniversary Date

If the bargaining unit covers the position and the employee has elected to join, enter the date on which the employee's seniority ranking within the union is based.

Tenure

Indicate the type of tenure.

Supervisor/Mgr Probtn Req Cd (supervisor manager probation required code)

Identifies whether a supervisory/managerial probationary period is required, served, or waived.

SES Probation End Date (Senior Executive Service probation end date)

Enter the applicable probation end date.

Supervisor/Mgr Probtn Start Dt (supervisor/manager probation start date)

The starting date for the supervisory/managerial probationary period, or for the SES probationary period.

Supervisor/Mgr Probtn End Dt (supervisor/manager probation end date)

Enter the applicable probation end date.

Probation Start Date

Identifies whether the employee's appointment is subject to completion of a one year probationary (or trial) period and to show the commencing date of the probationary period.

Probation End Date

Enter the applicable probation end date.

NOA Code

Indicates the PAR processed to place the employee in a nonpay status.

Expiration Date

The nonpay expiration effective date, which reflects the projected expiration of nonpay status and consequent processing of a PAR to return to pay status.

Last Date Worked

Enter the date last worked prior to being placed in a nonpay status.

SCD Hours, Probation Hours, and Career Tenure Hours

Enter and track SCD hours, probation hours, and career tenure hours in these informational fields.

Financial Disclosure Required and Due Date

If a financial disclosure is required, select this check box, and enter the due date for receipt.