Advancement (19)

Advancement (19)

Overview

The Advancement transaction is used to move an employee to a higher title as determined by an increase in experience and education needed to perform the job as outlined in the specification. The new title is NOT subject to a promotional examination, promotional procedures, or an appointment from a promotional list.

EXAMPLES of an Advancement would be: moving to or from an unclassified (UA) title; moving into a TA or IA title; or returning to a higher title after being demoted in a layoff.

TO ACCESS THE ADVANCEMENT SCREEN

From the Menu Bar, select New Transaction. The Select Transaction screen will display. From the “Select Transaction” drop-down menu, select 19-Advancement. 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 Advancement (19) screen will display.

The ADVANCEMENT Screen

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 fields on the Advancement (19) screen require input by the user at all times:

* Appointment Type	* Compensation Method
* Title Code

Additional fields may become required based on the Appointment Type selected.

COMPLETING AN ADVANCEMENT Transaction

APPOINTMENT TYPE – This field is required for all Advancement transactions. It reflects the employee’s Appointment Type as a result of the advancement. Valid Appointment Types for an Advancement transaction are:

- IA	- RAR	- RLP
- PAL	- RAS	- RLW
- PAOC	- RAT	- TA
- RAN	- RCP	- UA
- RAO	- RCW

TITLE CODE – This is a required field. Type the 5- or 6-character title code that corresponds to the title in which the employee will be serving after the advancement, and click VALIDATE. The code will be validated against the Title Code Table.

If the title code is found and active, the system will display the corresponding TITLE NAME and CLASS OF SERVICE. These two fields are not keyable.

@ ADVANCEMENT TO JOURNEYMAN TITLE: When an employee is hired into a trainee title (as determined by the CSS Trainee Titles table), that employee must be either advanced or separated after one year (or after a time period established by the jurisdiction and the Civil Service Commission). When the current date is more than one year after the effective date of the appointment, an Advancement transaction will automatically be generated and will display in the inventory with a status of “Incomplete - HRM.” (This record can be identified by the letter “B” in the 13th position of the Request ID.)

At this time the transaction may only be completed by an HRM staff member. Selecting the transaction from the inventory will display the employee’s trainee title, by default, in the “Update” section of the screen. Assuming the appointing authority wishes to retain the employee, the HRM analyst will change the title code to that of the appropriate Journeyman title, and then submit the Advancement transaction.

If the employee is not being retained, the appointing authority should request that their HRM representative delete the Advancement transaction. To prevent the action from displaying again on the following day, a Separation transaction must be entered to terminate the employee.

COMPENSATION METHOD – This is a required field. From the drop-down menu, select the appropriate compensation method.

If Compensation Method “06” (Part-time, Annual Salary) is selected, the Part-time Percentage field will be auto-populated with 50%. This value may be changed if desired.

RELATED TITLE – This is a system-generated, display-only field. If the employee is moving from a non-competitive title to a competitive title, the system will validate this against the Related Title table, and display a Y or N in this field to indicate whether or not the two titles are related.

If the titles are NOT related, and if the Appointment Type is NOT “TA” (Temporary), an error message will display. The user must either cancel the transaction, or resubmit it as a PAOC (Provisional Appointment, Open Competitive) appointment.

BASE SALARY ($) – This is an optional field. If necessary, indicate the base salary for the employee. The salary should be entered in numeric format with no comma or dollar sign.

EXTRA SALARY – This field indicates that the employee is to be paid extra money in addition to the amount specified in the BASE SALARY field. If applicable, enter the amount in numeric format with no comma or dollar sign.
TOTAL SALARY – This field is system-calculated by adding the BASE SALARY and EXTRA SALARY fields.

INTERIM REPLACED EMP ID – This field is required if the Appointment Type is IA (Interim Appointment). Type the Employee ID of the person being replaced.

If the Appointment Type of the replaced employee is not IA, the system will validate that the employee:

has permanent status or is serving in a working test period;
is currently on a leave of absence; on an indefinite suspension; or has been demoted or removed as a result of a disciplinary action;
is employed by the same jurisdiction as the replacement employee. Additionally, the title code of both employees must be identical.

If all of these conditions are met, the transaction will be accepted.

INTERIM THRU DATE – This field is required if the Appointment Type is IA (Interim Appointment).

From the calendar window, select the date that represents the end date of the interim appointment.

LICENSE CODE – This field is required if the Appointment Type is PAOC (Provisional Appointment, Open Competitive). From the drop-down box, select the license that is required by the title. If the title does not require a license, “NONE” is a valid selection.

SALARY RANGE MIN – This field is required when the Appointment Type is PAOC (Provisional Appointment, Open Competitive). Type the minimum salary for the title. The salary must be entered with numbers only; dollar signs and/or commas are not permitted.
EFFECTIVE DATE – This is a display-only field that indicates the date that the advancement was effective.

NOTE: The Effective Date may be changed only if the Advancement transaction has been automatically generated because the employee is serving in a trainee title (see “Advancement to Journeyman Title”). If the transaction status is “Incomplete - HRM,” and if a “B” appears in the 13th position of the Request ID, the Effective Date may be modified.

If the Appointment Type is IA (Interim Appointment), the Effective Date (as entered on the previous “Select Transaction” screen) must be greater than or equal to the start date of the incumbent’s leave, demotion, or suspension.

WORKING TEST START DATE – This field indicates the start of the employee’s working test period. It is required for the following Appointment Types:

RAN - Regular Appointment, Non-Competitive (except when Exam Symbol = “Regular” or “Special”)
RAO - Regular Appointment from an Open Competitive List
RCW - Regular Appointment, Commission Decision, WTP
RLW - Regular Appointment, Legislative Action, WTP

The Working Test Start Date must equal the transaction Effective Date.

WORKING TEST END DATE – This field is not keyable. If a Working Test Start Date is entered, the system will automatically calculate the Working Test End Date (three months or twelve months) based on the Title Code.

APPOINTMENT DURATION – This field is required if the Appointment Type is TA (Temporary Appointment).

From the drop-down menu, select the length of time the employee will be serving in the job.

PART-TIME PERCENTAGE – If Compensation Method “06” (Part-time, Annual Salary) is selected, this field will be auto-populated with 50%. This value may be changed if desired.

CERTIFICATION NUMBER – This field is required for the following Appointment Types:

PAL - Provisional Appointment under Rule 4A:4-4.1(b)
RAO - Regular Appointment from an Open Competitive List
RAR - Regular Appointment from a Regular Reemployment List
RAS - Regular Appointment from a Special Reemployment List

The appropriate certification number will display in this field automatically. Keep in mind, however, that CAMPS verifies the certification and symbol numbers against an automated certification system (RAPS). Because of this, the certification must be returned to the Civil Service Commission, and properly disposed of, before the certification number will display on this screen.

MSB or CONSENT may also be entered in the Certification Number field, when the appointment is the result of a Merit System Board decision or a Consent Decree. However, these codes can only be entered by staff in the Civil Service Commission. If either of these codes is used, comments are required. Additionally, the EXAM SYMBOL field will automatically display “NONE.”

EXAM SYMBOL – The Exam Symbol is required for the following Appointment Types:

PAL - Provisional Appointment under Rule 4A:4-4.1(b)
RAO - Regular Appointment from an Open Competitive List
RAR - Regular Appointment from a Regular Reemployment List
RAS - Regular Appointment from a Special Reemployment List

The Exam Symbol field will automatically be populated in conjunction with the Certification Number field.

ESSENTIAL EMPLOYEE – This is an optional field that indicates whether or not the employee is considered essential to the operation of the department. Valid options are (Y)es or (N)o.

SPECIAL AUTHORIZATION – This field is required for the following Appointment Types:

RCP – Regular Appointment, Commission Action, Permanent
RCW – Regular Appointment, Commission Decision, WTP

For both of these appointment types, enter the date of the Commission Decision in the Special Authorization field.

LEGISLATION CITATION – This field is required if the Appointment Type is:

RLP – Regular Appointment, Legislative Action, Permanent
RLW – Regular Appointment, Legislative Action, WTP
UA– Unclassified Appointment

If the Appointment Type is UA, the field will be automatically populated from an internal table. If more than one citation exists, the user may make a selection from a drop-down menu. If the Appointment Type is RLP or RLW, the field will allow a free-form description of the reason for the appointment.

WORK WEEK HOURS – This field is required if the Appointment Type is PAOC (Provisional Appointment, Open Competitive). If applicable, indicate the number of hours the employee works per week.

SALARY RANGE MAX – This field is required when the Appointment Type is PAOC (Provisional Appointment, Open Competitive). Type the maximum salary for the title. The salary must be entered with numbers only; dollar signs and/or commas are not permitted.

COMMENTS – This is an optional field. If necessary, enter any comments that may clarify or support the request.

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:

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 Advancements.

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

CERTIFICATION ISSUED – This field is only applicable when the new Appointment Type is PAOC (Provisional Appointment, Open Competitive).

After submission by the appointing authority, the system will check to see if a certification currently exists. If it does, an HRM analyst will check this box and the transaction will be rejected.

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.

AUDIT PERFORMED – This field indicates whether or not a classification audit has been conducted on the new title. Valid entries are (Y)es or (N)o.

CLASS REVIEW – This is a (Y)es or (N)o field that indicates whether or not a classification review was performed for the new title.

AUDIT DATE – This field is required if the AUDIT PERFORMED field is set to (Y)es. From the calendar window, indicate the date of the classification audit.

ASSIGNED TO – This field displays the Logon ID of the CSC staff member who is responsible for reviewing and/or approving the transaction.

INLINE TITLE – This is a (Y)es or (N)o field that indicates whether the new title is in line with the old title.