HRIS Job Role Training
HRIS Job Role TrainingJob ChangeForms: XP52
Table of ContentsIntroduction . 3HRIS Job Change Chart. 5Individual Action (XP52.1) Parameters Tab (JOB CHANGE). 6Individual Action (XP52.1) Selected Items 1 Tab (JOB CHANGE) . 10Individual Action (XP52.1) Selected Items 2 Tab (JOB CHANGE) . 13Individual Action (XP52.1) Selected Items 3 Tab (JOB CHANGE) . 16Individual Action (XP52.1) Parameters Tab (JOB CHNG 2). 19Individual Action (XP52.1) Selected Items 1 Tab (JOB CHNG 2) . 23
IntroductionHRIS requires that a personnel action be performed any time an employee changes jobsand/or positions. A job change may be used for the following types of changes: TransfersPromotion/demotionPosition change, reversionMobility assignmentDetail to special dutyVoluntary grade decreaseReclassificationProcessing job changes accurately ensures that an employee receives the correct positiondefaults and pay for the job/position in which he/she performs. The Human Resources (HR)Initiator/Approver performs the personnel action using the Individual Action Form (XP52.1).The JOB CHANGE action may require that a JOB CHNG 2 be performed; depending upon thetype of change. Both the JOB CHANGE and the JOB CHNG 2 actions must have thesame Effective Date.See the “Job Change Form” in the file, HRIS Forms, for a working template to use.JOB CHANGE actions can be completed through close of business on Monday of computeweek. Keying of JOB CHANGE actions can resume on Wednesday morning after computeTuesday. HR and Payroll need to coordinate all actions affecting employee’s pay to ensurethe actions are processed and paid accurately.JOB CHANGE personnel actions are entered into pending status and then updated nightly. Ifthe action has a future effective date, the action will not process until the nightly run of theeffective date of the action.Notes You cannot exceed the maximum of the grade range for a Job Change. Transactions ofthis nature will error out during the nightly batch. If a salary will put the employee overthe max, the Agency HR Manager must first perform the Pay Range MaximumOverride; then the Job Change can be processed. On XP52.1 - If Employee information appears in the "Current Value" column that youwant removed on the Employee record, you must type "*BLANK" in the "Change To"column. If the position is changing, you will need to click on “Fill Defaults” to populate theposition default information onto the action, e.g., supervisor, process level, department,etc. DO NOT KEY POSITION DEFAULT INFORMATION on the XP52.
If the FTE changes, the status code should match, as well as the Annual Leave Plan,Sick Leave Plan and Work Schedule. When processing a personnel action, HRIS requires that a Reason Code be suppliedfor the action being performed. HRIS displays the results of all processed personnelactions on various management reports. Detailed information (if required) can bedisplayed by running the report based on selected Reason Codes.o Example - An Agency processes a Job Change on an Employee with the reasoncode "JC-MOBIL". Management requests a report that displays a list of allEmployees receiving a Job Change because of a Mobility Assignment within thatAgency over the last 6 months. The report would be run using the reason code of"JC-MOBIL". A created time record in HRIS is like a snapshot of the Employee's information at thatmoment in time. If information is changed (could be the result of a personnel action Job Change) and is reflected on the Employee Master Record (HR11.1) after thecreation of the Employee's time record for that pay period, those changes will not getpicked up on the existing time record. The time record will have to be deleted and readded by your Agency Payroll Office to reflect the job change.o Example - The Agency Timekeeper enters Employee time records onThursdays. A specific Employee within that batch received a promotion (whichincluded a salary increase) that took effect on the first day of the current payperiod but was not entered until after the time record was added. The salaryincrease will not be reflected on the time record entered by the AgencyTimekeeper. The time record must be deleted and re-added to reflect the changeon the paycheck.
HRIS Job Change ChartRequired forms appear as:Optional forms appear as:Receivepaperworknotifying AgencyHRI of JobChangeProcess XP52.1 Individual ActionJOB CHANGE(Required)Process XP52.1 Individual ActionJOB CHNG 2Page 6Page 19Process HR20.1 Additional ContactNumbers(Optional)Process PA12.1 EmergencyContact(Optional)Process ZH12Email and WorkPhoneMaintenanceSteps are covered in the Agency HRInitiator – General Employee InformationTrainingStep is covered in the Agency Phone/EmailMaintenance Specialist Training – Email andWork Phone Maintenance Training.
Individual Action (XP52.1) Parameters Tab (JOB CHANGE)7123456
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R Required, O OptionalHRISFieldWhite SearchBoxR/OR2Company FieldRStep/ActionType XP52.1 in the White SearchBox. Press ENTER on thekeyboard.Type 1 in Company field.3Employee FieldRType the Employee’s EIN.4Action NbrFieldRType or use the Drop Down to enteraction ‘JOB CHANGE’.5Effective FieldRType the Effective Date of the action.Reasons –First Box FieldRType or use the Drop Down to enterthe reason code for the Job ChangeAction.Reasons Second BoxFieldOType or use the Drop Down to enterthe 2nd Reason Code for the JobChange.Inquire ButtonRClick Inquire1Expected ResultsThe Individual Personnel Action(XP52.1) opens.System will access information forCompany 1.System will bring up neededinformation from the employee’srecord.Based on the Action Nbr. selectedthe system will populate theappropriate fields that are needed tocomplete this action.The Effective Date of the JobChange will be in this field.67You should get message "InquiryComplete, add new values" in thelower left corner.The system will populate therequired fields that are needed andwill default all information from theEmployee’s record.Action will process with the nightlybatch depending on the effectivedate of the action.8Immediate FieldRType N or select ‘No’ from the dropdown menu in the Immediate Field.9AnticipatedEnd FieldUpdateBenefits FieldRLeave BlankThis field must be blank.RType or Select from the Drop Down‘Y – Yes’.This field must contain a Y.10Notes/Additional InformationAll forms/actions must contain a 1 in theCompany Field.You must enter the correct EIN.Date is formatted as MMDDYYOne reason code is required. The reasoncodes are smart coded. *Refer back tobasics for more information on ReasonCodes.The 2nd Reason Code is not required butis recommended to better define thereason for the Job Change Action. It canbe useful for reporting purposes.DO NOT CLICK Add at this point!ONLY New Hire and Rehire Actions areprocessed immediately. All other HRISActions are processed during the nightlybatch.Whether the employee is eligible forbenefits or not, a ‘Y’ must be put in thisfield.
eRequiredDeductionsFieldOld DeductionEnd Date FieldNew DeductionBegin DateFieldR/ORStep/ActionLeave BlankExpected ResultsThis field must be blank.RType or Select from the Drop Down‘Y – Yes’.This field must contain a Y.RLeave BlankRLeave BlankWhen the action is processed thesystem will default in the correctdate.When the action is processed thesystem will default in the correctdate.Notes/Additional Information
Individual Action (XP52.1) Selected Items 1 Tab (JOB CHANGE)52134678
123HRISFieldSelected Items 1R/ORCompany fieldEmployee FieldAction, Nbr FieldEffective Date FieldReasons FieldsStatus FieldRRRRRRStep/ActionClick on the Selected Items 1 tab.Expected ResultsThe Selected Items 1 sectionwill appear with the necessaryfields to be populated.No Action Required, these fields will default towhat was entered on the Parameters Tab.Type or Select from the drop down theEmployee’s NEW Status.To access the drop down menu, clickthe V at the end of the Selected Valuefield.**If information displayed in the Current ValueField is correct, no entry is required. Skip to nextstep.456Position FieldFill Defaults buttonJob Code FieldProcess Level FieldDepartment FieldLocation FieldSupervisor FieldUser Level FieldSalary Class FieldRType the Employee’s NEW Position NumberR**If information displayed in the Current ValueField is correct, no entry is required. Skip to step6Click Fill DefaultsRRRRRRRNotes/Additional InformationInformation that was imported fromEmployee’s record will appear in theCurrent Value Field.Leave default information in these fields. NoAction Required.*If status changes, be certain to see ifAnnual Leave Plan, Sick Leave Plan,and FTE fields need updating. Thesefields are found on Selected Items 2.All information related to theposition will be defaulted in.You will receive the message‘Review defaulted fields’.All information needed from theposition will be defaulted in.THIS IS VERY IMPORTANT. Let thesystem default the information in fromthe position.This is very important. Let the systemdefault the information in from theposition. If the information thatdefaulted in is not accurate, theinformation must be changed on theposition, not the employee.
7HRISFieldRate of Pay FieldR/ORStep/ActionType the NEW Rate of Pay for the Employee inthe Change to field.Expected ResultsNotes/Additional InformationFormat for Rate of Pay ‘00.0000’If the Rate of Pay is changing and theEmployee is in a Grade RangeSchedule, enter the NEW Rate of Pay.**If information displayed in the Current ValueField is correct, no entry is required. Skip to nextstep.Selecting the “P” button opens a formwindow where a % increase ordecrease can be entered. Select the“Calculate” button to view the new payrate. Select “Done” to close the form.The calculated new pay rate is thendisplayed in the “new value” field for thepay rate.For employees in a Step & GradeSchedule, this field MUST be blank.8Schedule FieldGrade FieldRRLeave default information in these fields. NoAction Required.All information needed from theposition will be defaulted in.This is very important. Let the systemdefault the information in from theposition. If the information thatdefaulted in is not accurate, theinformation must be changed on theposition not the employee.DO NOT CLICK Add at this point – goto Selected Items 2
Individual Action (XP52.1) Selected Items 2 Tab (JOB CHANGE)21456789101112133
12HRISFieldSelected Items 2LinkR/OR3Company FieldEmployee FieldAction, Nbr FieldEffective Date FldReasons FieldsStep FieldRRRRRO4FTE FieldRStep/ActionClick on the ‘Selected Items 2’tab.Expected ResultsThe Selected Items 2 section willappear with the necessary field to bepopulated.Notes/Additional InformationInformation that appeared on theEmployee’s record will default in.No Action Required, these fieldswill default to what was entered onthe Parameters Tab.This field must be filled in IF theemployee is in a Step & GradeSchedule.Enter the employee’s NEW FTE.All information needed from theposition will be defaulted in.The Step will drive the rate of pay for timeentry and salary history.Full time 1.0, ¾ time .75, ½ time .50,and ¼ time .25These are the only acceptable values.**If information displayed in theCurrent Value Field is correct, noentry is required. Skip to next step.Exempt fromOvertime FieldPay Plan FieldRR7EDUCATION fieldOSelect the Education field asapplicable for your agency.8RETIREMENTCODE fieldREnter the employee’s NEWRetirement Code.NOTE: The FTE works with the timeaccrual plans and employee status.These fields must match or time accrualswill not work.Valid codes are 1 – day shift, 2 – second,swing or evening shift, 3 – night orgraveyard shift.Shift 2 and 3 will drive the ShiftDifferential Pay.This is very important. Let the systemdefault the information in from theposition. If the information that defaultedin is not accurate, the information mustbe changed on the position not theemployee.This is an Optional Field.Field is not used by all agencies. If youragency does not have an EducationalStipend, do not enter data into this field.To access the drop down menu, click theV at the end of the Selected Value field.**If information displayed in theCurrent Value Field is correct, noentry is required. Skip to next step.The Retirement code determines theretirement system eligibility anddeduction.56ShiftREnter the employee’s NEW Shift.**If information displayed in theCurrent Value Field is correct, noentry is required. Skip to next step.Leave default information in thesefields. No Action Required.All information needed from theposition will be defaulted in.
910HRISFieldAnnual Hours fieldANNUAL LEAVEPLAN FieldR/ORRStep/ActionLeave default information in thesefields. No Action Required.Type or Select from the Drop Downthe NEW Annual Leave Plan forthe Employee.**If information displayed in theCurrent Value Field is correct, noentry is required. Skip to next step.11SICK LEAVEPLAN FieldRType or Select from the Drop Downthe NEW Sick Leave Plan for theEmployee.**If information displayed in theCurrent Value Field is correct, noentry is required. Skip to next step.12Work ScheduleFieldRType or select from the drop downmenu the Employee’s appropriateNEW work schedule.13EEO-4 Group FieldRType the EEO-4 Functional Groupfor your agency**If information displayed in theCurrent Value Field is correct, noentry is required. Skip to next step.Expected ResultsAll information needed from theposition will be defaulted in.Notes/Additional InformationThis is very important. Let the systemdefault the information in from theposition. If the information that defaultedin is not accurate, the information mustbe changed on the position not on theemployee.The employee must be placed in anAnnual Leave plan appropriate to theirstatus and FTE or their time accruals willnot work correctly.Example: Employee is a covered ½ timeemployee they should be in the Covered½ time Annual Leave Plan.The employee must be placed in a SickLeave plan appropriate for their statusand FTE or their time accruals will notwork correctly.Example: Employee is a covered ½ timeemployee they should be in the Covered½ time Sick Leave Plan.Note: This field affects the Employee’stime entry form, how the payroll time willdefault on the XR32.2 – Payroll TimeEntry form.Valid Values are 01, 02, 03, 04, 06, 08,09, 10, 11, 12, 14, 15, (99 for ElectedOfficials ONLY).See the EEO-4 Functional GroupsDocument to find the appropriate valuefor your agency. (Check the JOB CHNG2 action and change the “Exclude FromEEO-4” field, if necessary.)DO NOT CLICK Add at this point – go toSelected Items 3
Individual Action (XP52.1) Selected Items 3 Tab (JOB CHANGE)82134567
123456HRISFieldSelected Items 3R/ORCompany fieldEmployee FieldAction, Nbr FieldEffective Date FldReasons FieldsAGENCY HIREDATE fieldRRRRROJOB CODE HIREDATE fieldOSTATUS TERMDATE fieldExpense Dist CoFieldExpense Acct UnitFieldExpense AccountFieldExpense SubAccount FieldActivity FieldAccount CategoryFieldSecurity LevelfieldSecurity LocationfieldStep/ActionClick on the Selected Items 3 tab.Type the NEW Agency Hire Date, ifapplicable.**If information displayed in theCurrent Value Field is correct, noentry is required. Skip to next step.Type the NEW Job Code HireDate.R/OR**If information displayed in theCurrent Value Field is correct, noentry is required. Skip to next step.Leave default information in thesefields. No Action Required.RRRRRRNotes/Additional InformationInformation that was imported from theEmployee’s record will default in.No Action Required, these fieldswill default to what was entered onthe Parameters Tab.**If information displayed in theCurrent Value Field is correct, noentry is required. Skip to next step.Type the NEW Status Term Date, ifapplicable for the EmployeeStatus.RExpected ResultsThe Selected Items 3 section willappear with the necessary field to bepopulated.This is an optional date field. Key thedate the Employee starts with theAgency.Date format is MMDDYY.This is an optional date field.This is the date the employee was hiredinto the current Job Code.Date format is MMDDYY.Enter a date in this field if the employee isput in a status that is due to change by/ona certain date. Examples - Mobility,Probationary Status, Detail to SpecialDuty, etc.All information needed from theposition will be defaulted in.This is very important. Let the systemdefault the information in from theposition. If the information that defaultedin is not accurate, the information mustbe changed on the position, not theemployee.
7HRISFieldAdjusted HireDate fieldR/ORStep/ActionType the NEW Adjusted Hire DateExpected ResultsIf value has not changed, no entryis required in the Change to field.8Add buttonRClick AddNotes/Additional InformationDate format is MMDDYY.Contact the HRIS Help Desk PayrollOption to correct the dates eligible fortime accrual. If you do not, the employeewill not accrue at the correct rate.Message in lower left corner “AddComplete; continue.”
Individual Action (XP52.1) Parameters Tab (JOB CHNG 2)7123456
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R Required, O OptionalHRISFieldWhite SearchBoxR/OR2Company FieldRStep/ActionType XP52.1 in the White SearchBox. Press ENTER on thekeyboard.Type 1 in Company field.3Employee FieldRType the Employee’s EIN.4Action NbrFieldRType or use the Drop Down to enteraction ‘JOB CHNG 2’.5Effective FieldRType the Effective Date of the action.1Reasons –First Box FieldRType or use the Drop Down to enterthe reason code for the Job ChangeAction.Reasons Second BoxFieldOType or use the Drop Down to enterthe 2nd Reason Code for the JobChange.Inquire ButtonRClick InquireExpected ResultsThe Individual Personnel Action(XP52.1) opens.System will access information forCompany 1.System will bring up neededinformation from the prior twoactions.Based on the Action Nbr. selectedthe system will populate theappropriate fields that are needed tocomplete this action.The Effective Date of the JobChange will be in this field.678Immediate FieldRType N or select ‘No’ from the dropdown menu in the Immediate Field.9AnticipatedEnd FieldRLeave BlankYou should get message "InquiryComplete, add new values" in thelower left corner.The system will populate therequired fields that are needed andwill default all information from theEmployee’s record.Action will process with the nightlybatch depending on the effectivedate of the action.This field must be blank.Notes/Additional InformationAll forms/actions must contain a 1 in theCompany Field.You must enter the correct EIN.Date is formatted as MMDDYY.Effective date must be the SAME date asthe date used in the JOBCHNG action.One reason code is required. The reasoncodes are smart coded. *Refer back tobasics for more information on ReasonCodes.The 2nd Reason Code is not requiredhowever it can be used to better definethe reason for the Job Change Action. Itcan be useful for reporting purposes.DO NOT CLICK Add at this point!Only New Hire and Rehire actions areprocessed immediately. All other HRISActions are processed during the nightlybatch.
1011121314HRISFieldUpdateBenefits FieldR/ORStep/ActionType or Select from the Drop Down‘Y – Yes’.Expected ResultsThis field must contain a ionsFieldOld DeductionEnd Date FieldRLeave BlankThis field must be blank.RType or Select from the Drop Down‘Y – Yes’.This field must contain a Y.RLeave BlankNew DeductionBegin DateFieldRLeave BlankWhen the action is processed thesystem will default in the correctdate.When the action is processed thesystem will default in the correctdate.Notes/Additional InformationWhether the employee is eligible forbenefits or not, a ‘Y’ must be put in thisfield.
Individual Action (XP52.1) Selected Items 1 Tab (JOB CHNG 2)11123456789101HRISFieldR/OSelected Items 1RStep/ActionExpected ResultsNotes/Additional InformationClick on the Selected Items 1 tab.The Selected Items 1 sectionwill appear with the necessaryfields to be populated.Information that was imported fromEmployee’s record will appear in theCurrent Value Field.
23HRISFieldCompany fieldEmployee FieldAction, Nbr FieldEffective Date FieldReasons FieldsBadge Code FieldR/ORRRRRO4DPS-SDA FieldO5OTHER EMPLOYEEID# FieldO6Hire Source FieldO7UNDER/OVER FILLFieldO8Seniority Date FieldOStep/ActionNo Action Required, these fields will defaultto what was entered on the ParametersTab.Type in the Employee’s NEW Badge Code ifapplicable for your agency.Notes/Additional InformationThis is an optional field.**If information displayed in the CurrentValue Field is correct, no entry is required.Skip to next step.This is an optional field used by specificagencies.Type the NEW Other Employee ID# ifapplicable for your agency.**If information displayed in the CurrentValue Field is correct, no entry is required.Skip to next step.**If information displayed in the CurrentValue Field is correct, no entry is required.Skip to next step.If the Employee is an Under or Over fill, keyor use the drop down to enter theUnder/Over fill.This is an optional field.This field must be completed if theEmployee is in an Under/Over fill position.See Job Aid--HRIS Instructions for Overfill/Underfill.**If information displayed in the CurrentValue Field is correct, no entry is required.Skip to next step.The Seniority Date will default from theEmployee’s record.R10Exclude From EEO-4FieldETE Participant**If information displayed in the CurrentValue Field is correct, no entry is required.Skip to next step.Type in a “Y” or “N” as appropriate.RType Y or * Blank11Add buttonRClick Add9Expected ResultsThe Seniority Date drives AUTOPAYADVactions for Correctional Officers.In most cases, an employee will have “N” inthis field.Type the new value for the data item. Ifthe field has a current value but you wantit to be blank type *BLANK. The dat itemis the field is vailidated as it is validated inHR11.1 (Employee).Message in lower left corner“Add-Complete; continue”.
See the “Job Change Form” in the file, HRIS Forms, for a working template to use. JOB CHANGE actions can be completed through close of business on Monday of compute week. Keying of JOB CHANGE actions can resume on Wednesday morning after compute Tuesday. HR and Payroll need to
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