New Hire (02)

New Hire (02)

Overview

OVERVIEW

The New Hire Transaction is used to add an employee to a new vacant job, or to an additional job in the same jurisdiction. If it is the same jurisdiction, the title must be different and in addition to the current job.

The New Hire function is comprised of two screens, the Establish Employee screen and the Establish Job screen.

TO ACCESS THE NEW HIRE SCREENS

From the Menu Bar, select New Transaction. The New Transaction screen will display. From the “Select Transaction” drop-down menu, select 02-New Hire. A new, blank SSN field will display.

Type the employee’s Social Security Number. Dashes and/or spaces are not permitted.

The system will default to the current date as the transaction Effective Date. However, the Effective Date can also be set as a retroactive or future date.

If the default date is correct, click SUBMIT.

If the date is not correct, type the correct date, being sure to use a 4-byte year field, or open the calendar and select the date. Click SUBMIT.

NOTE: For Interim Appointments (IA’s), the Transaction Effective Date must be greater than or equal to the effective date of the replaced employee’s leave, demotion, or separation; unless the replaced employee is also serving in an IA appointment.

The system will search for the SSN entered.

If the SSN is not found, a second window will open. The user must re-enter the SSN for verification purposes, and click SUBMIT. The ESTABLISH EMPLOYEE screen will display.

If the SSN is found, a Static Employee Information Change screen will display showing the employee’s personal information. Changes to this screen can be made, if desired. Click CONTINUE to display the Establish Job screen. The employee can now be added to an additional job in the jurisdiction, or in another jurisdiction, as detailed in the ESTABLISH JOB section.

The Establish Employee Screen

This screen is used to capture personal employee data.

When the screen displays, the Employee SSN and other key fields will be automatically populated.

REQUIRED FIELDS

The following fields on the Establish Employee screen are required for appointing authorities:

- First Name	- Date of Birth *
- Last Name	- Gender
- Home Address1 *	- Ethnic Code
- City *	- US Citizen *
- State *	- Residency Code *
- Zip *

* Optional for CSC users.

ADDING AN EMPLOYEE RECORD

The EMPLOYEE ID field is not keyable. An EMPLOYEE ID Number will be assigned to the employee automatically after completion of this screen.

Using the tab key or the mouse to move between fields, complete the following fields, if applicable:

EMPLOYEE NAME – Enter the full name of the employee in the appropriate fields. Names must be in all capital letters.

Embedded blanks and commas are not allowed; however, hyphens and apostrophes are acceptable. For example:

            JOHN R O’HARA – valid
            LEIGH R VAN DER VEER – invalid
            MARY WINSTON-SMITH – valid
            MARE WINSTON SMITH – invalid

HOME ADDRESS 1 – This is a required field. Indicate the first line of the employee’s home address.

HOME ADDRESS 2 – Indicate the second line of the employee’s home address, if applicable.

CITY – This is a required field. Indicate the city in which the employee resides.

STATE – The system will default to New Jersey. If the employee does not live in New Jersey, select the state in which the employee resides.

ZIP – This is a required field. Indicate the Zip Code in which the employee resides.

E-MAIL ADDRESS – This is an optional field. Indicate the employee’s e-mail address.

DATE OF BIRTH – This is a required field. From the calendar window, select the employee’s date of birth. The employee must be at least 14 years of age.

GENDER – This is a required field. From the drop-down menu, select the employee’s gender.

ETHNIC CODE – This is a required field. From the drop-down menu, select the employee’s ethnic code.

EDUCATION CODE – This is an optional field. From the drop-down menu, select the employee’s education code.

US CITIZEN – This field will default to Yes. If the employee is not a US Citizen, select “No” from the drop-down menu.

IMMIGRATION NUMBER – This field is required if the US CITIZEN field is “No.” Type the immigration number of the employee.

DRIVER LICENSE NUMBER – This is an optional field. If available, type the driver license number of the employee.

ISSUING STATE – This field will default to New Jersey. If this is incorrect, use the drop-down menu to select the state in which the employee’s drivers license was issued.

RESIDENCY CODE – This is a required field. From the drop-down menu, select the residency code of the employee. If they do not reside in NJ, select 9999-United States at the bottom of the menu.

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

SUBMIT will edit the data entered. If any errors exist, an error message will display at the top of the screen. The user must correct the identified error(s) and click SUBMIT again.

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

After the transaction is submitted, the ESTABLISH JOB screen will display.

The ESTABLISH JOB screen

The ESTABLISH JOB screen is used to capture job information on a particular employee. It may be accessed either from the Establish Employee or the Static Employee Information Change screens during a New Hire (02) transaction.

When the screen displays, several fields will be populated with data from the previous screen. These fields will be “grayed out,” and are not keyable.

REQUIRED FIELDS

The following fields on the Establish Job screen require input by the user at all times:

* Appointment Type	* Base Salary ($)
* Title Code	* Jurisdiction Dept
* Compensation Method

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

ADDING A JOB RECORD

APPOINTMENT TYPE – This is a required field. From the drop-down menu, select the appropriate appointment type. Valid appointment types for a New Hire transaction are:

- IA	- RAO	- RLP
- PAL	- RAR	- RLW
- PAOC	- RAS	- TA
- RAC	- RCP	- UA
- RAN	- 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, and click VALIDATE. The code will be validated against the Title Code Table. If the title code is found and active; and if the class of service associated with the title code corresponds to the Appointment Type, the system will display the corresponding TITLE NAME.

If the Appointment Type is IA (Interim Appointment), the title code must be the same as the employee being replaced, or a trainee title. The trainee title will be validated against the CSS Trainee Title table for that job.

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.

ESSENTIAL EMPLOYEE – This is an optional field. From the drop-down menu, select (Y)es or (N)o to indicate whether the employee is considered essential to the operation of the department.

BASE SALARY ($) – This is a required field. 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 an 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.

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.

INTERIM REPLACED EMPLOYEE ID – This field is required if the Appointment Type is IA (Interim Appointment). Type the Employee ID of the person being replaced, or use the Look Up box to search for the ID.

If the Appointment Type of the replaced employee is IA, that employee must have underlying permanent status, and his/her jurisdiction information must match that of the newly hired employee.

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. If the replaced employee is on a leave of absence, the date must be less than or equal to the Leave End Date.

RESIDENCY ORDINANCE – This is a display-only (Y/N) field that indicates whether or not a jurisdiction has a residency ordinance.

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

REQUEST REASON CODE – This is an optional field that is used in conjunction with a State-to-Local transfer. It is available only to CSC users, and may only be used if the Appointment Type is TA (Temporary Appointment).

If the employee is leaving State service to enter Local service, select Request Reason Code 001 (Intergovernmental Transfer – State to Local).

NOTE: Once the New Hire transaction documenting the State to Local transfer has been approved by CSC, a History Correction must be done to update the employee’s job information.

The title code of their new, local title should be entered in the Permanent Title Code field.

Those in Non-Law Enforcement titles will carry over their Appointment Date, Hire Date, and Permanent Service Entry Date from their State positions.

Those in Law Enforcement titles will be assigned a new Appointment Date, Hire Date, and Permanent Service Entry Date based on their new local position.

SALARY RANGE MIN – This field is required for all “PA” Appointment Types. Type the minimum salary for the title. The salary must be entered with numbers only; dollar signs and/or commas are not permitted. Salary range information is needed for the promotional announcement.

EFFECTIVE DATE – This is the date on which the new hire becomes effective. The system will automatically populate the Effective Date field with the current date. If this is not correct, you may change the date by opening the calendar window and selecting another date.

If the Appointment is IA (Interim Appointment), and the replaced employee is on a leave of absence, the Transaction Date cannot precede the Start Date of the incumbent’s leave.

JOB NUMBER – This is a display-only field. In most cases, a “1” will display in the field to indicate that this is the employee’s first job entry in CAMPS. However, if the employee has held a job in another jurisdiction, or has more than one job in his current jurisdiction, a “2” or higher number could display in this field.

JURISDICTION DEPT – This is a required field. From the drop-down menu, select the department for which the employee will be working.

For Interim Appointments, this field must match the Jurisdiction Department of the replaced employee.

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.

WORKING TEST START DATE – This field is required if the Appointment Type is:

RAC - Regular Appointment, Conditional

RAN - Regular Appointment, Non-Competitive

RAO - Regular Appointment from an O/C List

RCW - Regular Appointment, Commission Decision, WTP

RLW - Regular Appointment, Legislative Action, WTP

When the Appointment Type is any of the above, the system will automatically populate this field with the transaction effective date. This date may be changed, if desired. However, the Working Test Start Date cannot be prior to the Effective Date of the transaction.

WORKING TEST END DATE – This field is system-generated. If the Working Test Start Date field is populated, the system will automatically display a Working Test End Date that is three months (or twelve months for Public Safety titles) after the Start Date. This may not be changed.

CERTIFICATION NUMBER – This field is required if the Appointment Type is:

PAL - Provisional Appointment under Rule 4A:4-4.1(b)

RAC - Regular Appointment, Conditional

RAO - Regular Appointment from an O/C 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 of 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 – This field is required if the Appointment Type is:

PAL - Provisional Appointment under Rule 4A:4-4.1(b)

RAC - Regular Appointment, Conditional

RAO - Regular Appointment from an O/C 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.

LEGISLATION CITATION – This field is required if the Appt 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.

LIST CANVASSED – This field is only applicable if the Appointment Type is IA (Interim Appointment). Prior to submitting the transaction, the appointing authority is required to search for any existing employment lists. This field should be checked to indicate that the appropriate list(s) has been canvassed. If this field is not checked, the transaction will be rejected.

SPECIAL AUTHORIZATION – This is a free-form field that is required for Appointment Type RCW (Regular Appointment, WTP) or RCP (Regular Appointment, Permanent). Type the authorized reason for the transaction.

If the Jurisdiction Code identifies the jurisdiction as a Distressed City, the data in this field must match the Authorization Number obtained from the Department of Community Affairs.

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 for all “PA” Appointment Types. 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 transaction.

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, an error message will display at the top of the screen. The user must correct the identified error(s) and click SUBMIT again. Depending on the Appointment Type selected, the transaction:

will be moved to the inventory with a status of “New.” These transactions require Civil Service Commission approval; or,
will be auto-approved, and will immediately display in the inventory with a status of “Approved.” These transactions do not require Civil Service Commission approval. This auto-approve function only applies to unclassified (UA) appointments.

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 used only for Discipline transactions. It is not required for New Hire transactions.

CERTIFIED SIGNATURE RECEIVED – A check in this field indicates that the Dept of Personnel received any necessary documentation from the appointing authority.

CERTIFICATION ISSUED – This field is only applicable when the 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.

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

NOTE FOR APPOINTING AUTHORITIES: When hiring from a certification, appointing authorities must dispose and return the certification as they normally do. The new employee will be added to CAMPS by CSC staff once the certification is received and properly disposed.