Overview

The Seniority Override screen is used to correct an employee’s total seniority and/or title seniority.  The screen may be used for any of the following conditions:

• Aggregate Seniority
• Merit System Board Decision
• Demotion as Alternative to Layoff
• LOA Extension:  Deductible to Non-Deductible
• Miscellaneous
• Preferred Seniority
• LOA to Accept Unclassified Appointment

TO ACCESS THE SENIORITY OVERRIDE SCREEN

From the Menu Bar, select New Transaction.  The Select Transaction screen will display.  From the “Select Transaction” drop-down menu, select SO-Seniority Override.  A new, blank Employee ID field will display.

Type the employee’s Employee ID number.

THE EMPLOYEE ID LOOKUP WINDOW

If the Employee ID number is not known, click the LOOK UP button.  An EMPLOYEE ID LOOKUP WINDOW will open.

• To search by Social Security Number, position the cursor on the EMPLOYEE SSN field and type the employee’s SSN.  Dashes and/or spaces are not permitted.

• To search by Name, position the cursor on the LAST NAME field.  Type all or part of the employee’s last name.  The employee’s first name may also be entered to narrow the search.

Click the SEARCH button.  One or more employee records will display.  In the SELECT column, click on the box next to the desired employee.  The user will return to the Select Transaction screen, and the Employee ID field will be populated.

The system will default to the current date as the transaction Effective Date.

• If this date is correct, click SUBMIT.

• If this date is not correct, open the calendar and select the correct date.  Click SUBMIT.

The Seniority Override (SO) screen will display.

When the screen displays, the fields in the CURRENT section will be populated automatically with the employee’s most recent employment information.  These fields are not keyable.

REQUIRED FIELDS

The following field on the Seniority Override (SO) screen requires input by the user at all times:

COMPLETING A SENIORITY OVERRIDE Transaction

1. TOTAL SENIORITY OVERRIDE DATE – This is an optional field.  From the calendar window, select the calculated adjusted date that will be used to determine the employee’s total seniority.



If a date is already displaying in this field from a previous layoff, it may be deleted at this time.  This will essentially reset the record to its original value, which would be “0.”



2. TOTAL SENIORITY OVERRIDE REASON CODE – This field is required if the Total Seniority Override Date field contains data.  From the drop-down menu, select the reason for the override.  Valid selections are:


• A   -  Aggregate Seniority
• B   -  Merit System Board Decision
• D   -  Demotion as Alternative to Layoff
• L    -  LOA Extension:  Deductible to Non-Deductible
• M   -  Miscellaneous
• P    -  Preferred Seniority
• U   -  LOA to Accept Unclassified Appointment


3. TITLE SENIORITY OVERRIDE DATE – This is an optional field.  From the calendar window, select the calculated adjusted date that will be used to determine the employee’s title seniority.



If a date is already displaying in this field from a previous layoff, it may be deleted at this time.  This will essentially reset the record to its original value, which would be “0.”



4. TITLE SENIORITY OVERRIDE REASON CODE – This field is required if the Title Seniority Override Date field contains data.  From the drop-down menu, select the reason for the override.  Valid selections are:

• 
  
  • A   -  Aggregate Seniority
  • B   -  Merit System Board Decision
  • D   -  Demotion as Alternative to Layoff
  • L    -  LOA Extension:  Deductible to Non-Deductible
  • M   -  Miscellaneous
  • P    -  Preferred Seniority
  • U   -  LOA to Accept Unclassified Appointment

1. SPECIAL AUTHORIZATION – This is an optional, free-form field.  Type the authorized reason for the seniority override.


2. COMMENTS – This is a required field for seniority overrides.  Enter any comments that may clarify or support the request.


3. PRIOR COMMENTS – This is a display-only field.  All text previously entered in the Comments field will be automatically moved to the Prior Comments field after the transaction record is submitted.  The system will capture and display the Logon ID of the user, and the date and time that the comment was submitted.



After completing all the necessary fields, select one of the following:



4. SUBMIT will edit the data entered.  If any errors exist, the appropriate error message will display at the top of the screen.  The user must correct the identified error(s) and click SUBMIT again.  The transaction will be moved to inventory with a status of “New.”

• SAVE will not perform any edits on the data entered.  The transaction will be moved to inventory with a status of “Incomplete.”  It may then be accessed from the Inventory and finalized at a later time.

• DELETE is an appointing authority function that is only available after the record has been submitted and moved to inventory, and prior to review by CSC (i.e. its status must be “Incomplete,” “Pending AA Approval,” “New,” or “Future”).  The appointing authority may access the record from the inventory and delete the entire transaction.

• CANCEL will cancel the current transaction and return the user to their Home Page.  All information previously entered will be discarded.

CSC REVIEW FIELDS

The following fields are reserved for Civil Service Commission use only.

• DOCUMENT RECEIVED (DPF31’s) –This field is only used for Disciplinary transactions.  It is not required for Seniority Overrides.

• CERTIFIED SIGNATURE RECEIVED – A check in this field indicates that the Civil Service Commission received the appropriate signed documentation from the appointing authority.

• RETURN REASON – This field is only applicable if the Transaction Status is “Under HRM Review” or “Under HRIS Review.”  It is used to return transactions that are incomplete or require additional information.