Multiple Actions with the Same Effective Date

On occasion, you may need to enter more than one personnel action that takes effect on the same day. Entering two actions with the same effective date is particularly common when you need to track annual pay adjustments and career promotions that take effect on the same day. Use effective sequence numbers to combine multiple actions and specify which one to process first. On the Data Control page, enter an actual effective date and assign the action, and the system automatically assigns a transaction number/sequence for each personnel action: The first on that date as 1/1 and the second as 2/1.

For example, an employee received a pay rate change and a promotion on the same day. As a result of this pay rate change, that employee's salary was raised by about 2.5 percent. A promotion from a GS-07 position to a GS-09 position produced an additional 7.9 percent increase in salary.

Note:

The sequence number for a request is always 1 unless you are canceling or correcting a request that has already been completed and processed. In this case, the system would assign a sequence number of 2 for that action.

To enter multiple personnel actions with the same effective date:

  1. Open the Data Control page for the employee whose data you're requesting to update.

  2. For the first personnel action, insert a new data row.

  3. Enter a new actual effective date.

    Because it is the first action processed for this actual effective date, the Transaction Nbr / Seq field is 1/1.

  4. Enter any other information required to implement the action, either here or in other pages in the component.

  5. Change the PAR Status on the Data Control page to Requested so that you can continue on to enter the next action.

  6. To enter the second action, such as Promotion, insert another data row.

  7. Enter the same actual effective date as the first action.

    The system enters a Transaction Nbr / Seq of 2/1.

  8. Continue the same steps required for the first action, entering a new action each time.

Note:

If two name changes are submitted for the same person on the same day and a Personnelist logs on and navigates to Worklists, two entries are displayed (one for each name change request), but both link to the most recent request on the PAR pages. If the Personnelist approves and processes the second one but leaves the first one in REQ status, a warning message is displayed that indicates that the Reviewed check box should be selected before processing the request. This warning message alerts the Personnelist to review the possible impact of processing one request before others that are scheduled to take effect on the same day or in the future.

Employee Data Security Considerations

When you reassign employees from one department to another using a data row containing an effective-date sequence number, the system currently allows users with security access to the old or new department to have access to all the employee data. PeopleSoft delivers the system this way because implementing security in system views specific to the function Max (effseq) on PS_JOB would adversely affect online response time.

For example, when you reassign an employee from department one to department two and give the employee a promotion on the same day, because an effective-date sequence number is in the reassignment data row, users with access to either department one or two have access to the employee data.

If you want to modify the system to prevent this, change the security views for the PeopleSoft applications you use. Bear in mind, however, that making the change affects system performance.

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