(USF) Hiring Employees

This chapter lists common elements and discusses how to:

Use the personnel action request (PAR) process to hire employees.
Enter education information.
Assign employees to positions.
Hire job applicants.
Add concurrent jobs.
Print appointment affidavits and preliminary employment data forms.

Common Elements Used in This Chapter

Transaction#/Sequence	Set by default to 1/1—the correct numbers for new employees. Your agency can use these numbers to track both the individual transactions for this employee and the multiple administrative actions that occur on the same day. This field controls the order in which actions are processed internally and the order in which they are output across interfaces. After you save a request, the system automatically increments it by one for each new action effective on the same day. If human resources personnel perform a correction of the original hire request, the correction's assigned value is 1/2 (1 is the transaction number for this particular action for this employee on this day and 2 is the sequence number for any correction of this action for this employee on this day).
NOA Code (nature of action code)	The reasons for a hire action request.
PAR Status (personnel action reason status)	References the status of this request within the PAR request/approval process. On the Data Control page, this field is set by default to Processed by HR, which is the correct choice for new employees. The value that remains after you leave this page is the default value on other pages within the component.
OK	Click to close this page.

Using the PAR Process to Hire Employees

This section provides an overview of how to hire employees using the PAR process and discusses how to:

Enter information for the hiring process.
Enter PAR remarks.
Enter job tracking information.
Enter employee personal information.
Enter birth information.
Enter address information.
Enter veteran information.
Enter marital information.
Enter education details.
Enter job information.
Specify benefit programs.
Enter retirement data.
Track information for employees on assignment.
Enter position information.
Enter employee compensation information.
Enter additional compensation information.
View pay rate and compensation calculations.
View job earnings distributions.
Enter current and historical employment information.
Enter expiration dates.
Enter appointment limits.
Enter additional employment information.
Track nonpay status information.
Enter employee security and financial disclosure information.
View Component Interface Exceptions.

Understanding the PAR Process to Hire Employees

The PAR process depends on seven common pages that store specific information required for the PAR hiring process and contain links to supplemental pages that provide further details for the information entered on the primary page. To accommodate the different steps in the PAR process, there are eleven components that contain these seven common pages. The object names of the seven common pages are the same in all of the components. The following table lists the five components:

Component	Navigation Path	When to Use
Hire Employee	Workforce Administration, Job Information, Hire Employee USF	Initially hiring employees.
Concurrent Hire	Workforce Administration, Job Information, Concurrent Hire USF	See Adding Concurrent Jobs.
Supervisor Request	Workforce Administration, Job Information, Supervisor Request USF	See Tracking and Routing a PAR Through Reviews and Completion.
Cancel Personnel Action	Workforce Administration, Job Information, Cancel Personnel Action USF	See Canceling or Correcting a Personnel Action Request.
Correct Personnel Action	Workforce Administration, Job Information, Correct Personnel Action USF	See Canceling or Correcting a Personnel Action Request.

To request a new hire, use the Hire Employee component. Enter personal information, employment information, job data, job earnings distribution information, and benefit program choices. You must enter this information before you can perform any other human resource tasks in PeopleSoft Enterprise Human Resources. Because many of the fields on these pages are required, enter information in all the pages before saving your entries.

Pages Used to Hire Employees

Page Name	Object Name	Navigation	Usage
Data Control	GVT_JOB0	Workforce Administration, Job Information, Hire Employee USF, Data Control	Enter information for the hiring process, such as the NOA code, approving authorities, PAR remarks, and tracking information.
PAR Remarks	GVT_PAR_PROCESS_RK	Click PAR Remarks on the Data Control page.	Enter or look up comments specific to this position or employee situation.
Job Tracking Info	GVT_EE_CNTRL_SEC	Click Tracking Data on the Data Control page.	View or enter job-tracking information.
Personal Data	GVT_PERS_DATA1	Workforce Administration, Job Information, Hire Employee USF, Personal Data	Enter the employee's personal information, such as name, address, birthplace, education, military service, citizenship, veteran, marital status, race or origin, and handicap.
Addl Birth Info (additional birth information)	GVT_BRTHINF_SEC	Click Additional Birth Info on the Personal Data page.	Enter birth information.
Address Information	GVT_ADDRINF_SEC	Click Mailing Address on the Personal Data page.	Enter contact (home) and mailing address information.
Personal Phone Numbers	GVT_PERS_PH_SEC	Click Personal Phone Numbers on the Personal Data page.	Enter employee phone, fax, cellular, and other numbers.
Veterans Info	GVT_VETINF_SEC	Click Veterans Info on the Personal Data page.	Enter veteran information.
Marital Status	GVT_MARITAL_SEC	Click Marital Info on the Personal Data page.	Enter marital information.
Education Details	GVT_EDUCINF_SEC	Click Education Details on the Personal Data page.	Enter education details.
Job	GVT_JOB1	Workforce Administration, Job Information, Hire Employee USF, Job	Enter job information, including the employee's position, agency, and department.
Benefits/FEHB Data (Benefits / Federal Employees Health Benefits Data)	GVT_BENDATA_SEC	Click Benefits/FEHB Data on the Job page.	Specify benefit programs in which the employee is enrolled in PeopleSoft Enterprise Human Resources or in PeopleSoft Enterprise Benefits Administration.
FEGLI/Retirement/FICA (Federal Employees Group Life Insurance / Retirement / Federal Insurance Contributions Act)	GVT_BENDATA1_SEC	Click FEGLI/Retirement/FICA on the Job page.	Enter life insurance and retirement data.
Departmental Hierarchy	GVT_DEPTINF_SEC	Click Departmental Hierarchy on the Job page.	View departmental hierarchy for the position.
Detail Assignment	GVT_DETAIL_SEC	Click Detail on the Job page.	Track information for employees on assignment. You probably won't use this page when first hiring an employee.
Position	GVT_JOB2	Workforce Administration, Job Information, Hire Employee USF, Position	Enter position information like employee type, classification, appointment type, work schedule, and pay group.
Compensation	GVT_JOB3	Workforce Administration, Job Information, Hire Employee USF, Compensation	Enter employee compensation information, including pay rate determinant, pay plan/table/grade, frequency, and other pay.
Other Pay Information	GVT_OTH_PAY_SEC	Click Other Pay Information on the Compensation page.	Enter compensation that employees receive that’s in addition to base pay.
Expected Pay	GVT_LOC_PAY_SEC	Click Expected Pay on the Compensation page.	View the various pay rate and compensation calculations the system calculates and displays based on the base pay and compensation frequency you enter on the Compensation page.
Accounting Information	GVT_JOBDIST_SEC	Click Accounting Info on the Compensation page.	View a summary of the employee's job earnings distribution.
Employment 1	GVT_EMPLOYMENT1	Workforce Administration, Job Information, Hire Employee USF, Employment 1	Enter current and historical employment information, such as employee service computation and conversion dates, and within-grade-increase data.
Expiration Dates	GVT_EXPIRDT_SEC	Click Exp Dates on the Employment 1 page.	Enter expiration dates for temporary promotions, position changes, sabbaticals, or detail assignments.
Appointment Info	GVT_APPDATA_SEC	Click Appt Data on the Employment 1 page.	Enter appointment limits.
Employment 2	GVT_EMPLOYMENT3	Workforce Administration, Job Information, Hire Employee USF, Employment 2	Enter additional employment data including union, probation, RIF, tenure, and security data. Also record the retained grade information.
Non Pay Data	GVT_NONPAY_SEC	Click Non Pay Data on the Employment 2 page.	Track information related to a status of nonpay. Information on this page affects FEHB eligibility and FEGLI.
Time and Labor Data	TL_EMPL_DATA_FG_S	Click Time Reporter Data on the Employment 2 page.	Review PeopleSoft Time and Labor data for this employee.
Security Info	GVT_SECURTY_SEC	Click Security Info on the Employment 2 page.	Enter employee security clearance and financial disclosure information.
CI Exceptions	GVT_PAR_CI_MSG	Workforce Administration, Job Information, Hire Employee USF, CI Exceptions	Warning messages generated during the hire process are displayed on the CI Exceptions page after the transaction has been successfully saved.

Entering Information for the Hiring Process

Access the Data Control page.

Many of the values that you enter on this page become the default source for values on other pages throughout the system. If necessary, you can override most of these default entries when you are working on other pages.

After completing this page, you can print out the Personnel Action Request form or print a notice for this position.

Actual Effective Date	Enter the actual effective date, which is used as the hire action's effective date default value throughout the system. If necessary, change this to reflect the date on which you hired the employee. When working on other pages, the dates are unavailable, so if you need to change the effective date, you do so by returning to the Data Control page.
Proposed Effective Date	This field is populated by default with the date entered in the Actual Effective Date field. Human resources personnel processing a request have final authority on when the action becomes effective, and they will enter the official actual effective date, but the proposed effective date will remain unchanged.
Not to Exceed Date	(Optional) Enter the ending date of a temporary action (for example, the date a temporary hire expires).
Action	The default value is set to Hire, which is the correct value for new employees.
Reason Code	Enter the reason code for this hire, such as new position, temporary assignment, or trainee. Note. For agency-to-agency transfers, the request may be submitted by both agencies, and the action and reason for each agency's request depends on whether the employee is arriving or leaving. If the employee is arriving, process the action as a hire. When an employee transfers in to your agency from another agency, the action is Hire and the reason is Transfer From (another agency). When an employee transfers out of your agency to another agency, the action is Terminate and the reason is Transfer To (another agency).
Contact Emplid (contact employee ID)	Enter the employee ID of the person to contact with any questions regarding the hire.
Authority (1) and Authority (2)	Select the appropriate legal authority for this NOA code. This field is usually reserved for use by human resources specialists. PeopleSoft provides a list of common legal authority codes and descriptions as provided by the US Office of Personnel Management.
PAR Request # (PAR request number)	(Optional) Enter a PAR request number for each employee request after you save this request. This field is for your agency's information only.
PAR Remarks	Click to view or enter comments specific to this position or employee situation.
Tracking Data	Click to view or enter job-tracking information.

Entering PAR Remarks

Access the PAR Remarks page.

Remark CD (remark code)

Select from the list of descriptions, conditions, and comments about this position or employee action. The remarks that you select appear in the comments box. Edit them as necessary.

Insertion Required

If this remark needs employee-specific information, this check box is selected. The default settings for this box are defined with the codes on the PAR Remarks Table page.

Entering Job Tracking Information

Access the Job Tracking Info page.

Action Taken

Displays the date this initial action request was entered.

Action Dt Ovrd (action date override)

Select to make the Action Taken field available for entry so that you can change the action date.

Override Operator Emplid (override operator employee ID)

(Optional) Select this check box when an administrative assistant, for example, enters data on behalf of a supervisor.

Emplid of Tracking Row (employee ID of tracking row)

When the Override Operator Emplid check box is selected, this field becomes available for entry. Enter the ID of the person actually performing the data entry.

Entering Employee Personal Information

Access the Personal Data page.

EmplID

If you instructed the system to assign the employee ID automatically, this field displays NEW. This changes to the next available number after you complete all the Hire pages and click the Save button. If you assigned the ID manually, the number appears immediately.

Effective Date

The effective date for all of the pages in this group box is set by default to the effective date that is entered on the Data Control page. Change the effective date by returning to the Data Control page.

Gender

Indicate the employee’s gender.

Citizenship Status

Select the appropriate citizenship status.

Draft Status

(Optional) Select a draft status.

Ethnic Group

Select the employee’s ethnic group. Values are based on U.S. federal Equal Employment Opportunity (EEO) ethnic categories. Use ethnic group information to compile the establishment’s Affirmative Action (AA) plan and to generate several EEO reports.

Date of Birth

Enter the employee’s date of birth. If you do not enter a birth date, a warning message appears when you save the record. Though this field isn’t required for the Administering Workforce business process, the system uses the date in some benefit and payroll tasks to calculate an employee’s age. If you do not have the birth date currently, after you acknowledge the message, you can continue entering information. However, PeopleSoft recommends that you enter the information later.

Date of Death

Skip this field when hiring a new employee.

Disability Code

Select the disability code from the list, or if none, select the value No Handicap.

Date Entitled to Medicare

(Optional) Enter the date the employee is entitled to Medicare.

Country

Many countries have unique name formats. Select the country with the name format you want to use for this person. When you move out of this field, the system displays the appropriate fields for the country you entered.

Type/Description

Enter the corresponding type/description of the employee’s national ID.

National ID

Enter the employee's Social Security Number.

Additional Birth Info

Click to access the Addl Birth Info page and enter the employee's birth information.

Mailing Information

Click to access the Address Information page and enter home and mailing address information.

Personal Phone Numbers

Click to access the Personal Phone Numbers page and enter employee phone, fax, cellular, and other numbers.

Veterans Info (veterans information)

Click to access the Veterans Info page and enter veterans information.

Marital Info (marital information)

Click to access the Marital Status page and enter marital information.

Education Details

Click to access the Education Details page and enter information about the employee's education.

See Also

Requesting Terminations Due to Death

(USA) Meeting Regulatory Requirements for the United States

PeopleSoft Enterprise Human Resources PeopleBook: Manage Base Benefits

Entering Birth Information

Access the Addl Birth Info page.

Birth Location

Enter the name of the city.

Birth State

Select the birth state.

Birth Country

Select the birth country.

Entering Address Information

Access the Address Information page.

Select the country and then click Edit Address. Fill out the address fields on the page that appears and click OK. The address information appears in the Address field.

Entering Veteran Information

Access the Veterans Info page.

Veterans Preference

Select the veteran’s hiring preference that applies. For information about preference guidelines refer to the U.S. Office of Personnel Management’s Vets Info Guide.

Veterans Status

Select the veteran’s status.

Uniformed Service

Select the type of uniformed service in which this veteran served.

Military Separation Status

Select the veteran's military separation status.

Military Grade

Select the veteran’s military grade.

Military Service Start Date and End Date

Enter the veteran’s military service start and end dates.

Reserve Category

Select the employee’s reserve category, or select Not Applicable.

Creditable Military Service

Enter the creditable military service.

Notify Military Pay Center

Select to notify the military pay center.

Veterans Preference RIF (veterans preference reduction in force)

Select to indicate the employee is eligible for veteran’s preference in instances of Reductions In Force. See the U.S. Office of Personnel Management’s Vets Info Guide for more information.

Military Service Verified

Select if you have received verification of service.

Disabled Veteran

Select if the veteran is disabled.

Entering Marital Information

Access the Marital Status page.

Marital Status

Select the person's marital status.

Marital Status Date

Enter the date on which this status took effect.

Entering Education Details

Access the Education Details page.

Note. The Education Details page link is active only during the hiring process. To update education information on existing employees use the Professional Education and Training page through the Workforce Development, Competency Management, Track Person Competencies, Education navigation.

Degree	Select the degree earned or expected for the employee. Note. This information must be set up on the Degree Table page in the Set Up HRMS, Common Definitions, School Information menu.
Year Earned/Expected	Enter the year the degree was earned or is expected to be earned if the employee has not graduated.
GPA (grade point average)	Enter the employee’s grade point average from the school.
Graduated	Select if the employee has graduated.
Major Code	Select the major code for the degree earned or being earned.
Major	Enter a major if there is not a code for it.
School Code	Select the code designating the school the employee graduated from or currently attends.
School	Enter a school if there is not a code for it.
State	Enter the state where the school is located.
Country	Select the country where the school is located.
Minority Institution	Select if the employee attended or attends a designated minority institution.
Credit Hours	Enter the credit hours earned either upon completion or to this point if not complete.
Hours Type	Select the hours type. Values are: Continuing Education, Other Pay, Quarter Hours, and Semester Hours.

Entering Job Information

Access the Job page.

Many values on this page are set by default from values you entered earlier on the Data Control page. If necessary, you can override most of these defaults.

Act Type (action type)

Set by default to Hire, which is the correct choice for new employees.

Position

Select a position. When you move out of this field, the system completes position-related fields with default data from the Add/Update Position Info component if the Manage Positions business process is being used. Job code, agency, subagency, business unit, department, and location all are set by default to position management data.

In addition, the system inserts a default value in the Supervisor's ID and Reports to Position fields on the Employment 2 page if these are entered when setting up the position.

If you've associated agencies with departments on the Department page, the system enters the agency code on the Job page and the field is unavailable for entry. It also enters default values on the Position page for the Pay Periods/Year, Employee Type, Holiday Schedule (which you define in the Pay Group table), and Pay Group fields (which you associate with a position in the Add/Update Position Info component in the Organizational Development, Position Management, Maintain Positions/Budgets menu). On the Position page, the system enters the standard hours that correspond to the job code. If you've associated them with the job code on the Job Code page, the system also enters the pay plan/table/grade, and compensation frequency on the Compensation page. In addition, on the Compensation page, the system enters the grade/step entry (date), which is the date the employee was first assigned to the grade and step. The Position Number, Hire Date, and Position Override fields are discussed in Hiring Employees Into Positions.

Position Management Record	Indicates whether updates to the Position Management record are now reflected here. For hiring, the value is N, as the new hire would not have information to update. If your organization uses the Manage Positions business process and this position were updated this would be Y. The option then would be to select the Position Override check box to make changes to position data that are otherwise locked in by the position data record.
Job Code	If you are not using the Manage Positions business process, enter the job code. Otherwise, the job code is derived from the value established in the Add/Update Position Info component.
Position Override	Select to change any of the position-related fields, such as the Job Code, Department, Agency, and Sub-agency. PeopleSoft Enterprise Human Resources issues a warning message if you assign an employee to a position that has already been filled by another employee or if a new employee appointment exceeds the maximum head count for that position. Note. After you have assigned an employee to a position, you must maintain all employee data manually while the employee is assigned to this position in the system. The system won’t update position data automatically for the employee when position information is changed.
Agency, Sub-Agency, Business Unit, Department, and Location	Select the ID types for these fields individually. If the position management hiring process is used, the system enters default values here when the Position ID is selected.
Transferred From Agency	If the reason code entered on the Data Control page was Transfer, select the agency from which the employee is transferring.
Transferred To Agency	This is not a valid field in the hiring process. This field is used primarily in other types of PAR requests. It becomes active based on the action and reason code entered on the Data Control page.
Tax Location	Derived from the department-tax location relationship established on the Department page.

Defining Personnel Actions and Reasons

Setting Up Payroll Schedules

Managing Position Data

Specifying Benefit Programs

Access the Benefits/FEHB Data page.

Benefit Record Number

Benefit record number is used to group several jobs together for benefit purposes. A benefit record number can be assigned to multiple employee record numbers. If the new job entitles the employee to a new set of concurrent benefits, you should use a new benefit record number. If the job does not entitle the employee to new benefits, you should use an existing benefit record number. Each benefit record number must have a designated primary job. The primary job is used to process the benefit information.

BAS Group ID (benefits administration system group ID)

(Optional) Enter a BAS group ID.

Benefit Program

(Optional) Enter a benefit program.

FEHB Eligibility (federal employees health benefits eligibility)

Select the appropriate option to indicate the FEHB eligibility. If you select Not Eligible, the FEHB Date field becomes available for entry. This typically applies to temporary employees.

FEHB Date (federal employees health benefits date)

Enter the date that the employee is eligible for FEHB.

Elig Fld 1 − 9 (eligibility field 1 - 9)

These fields further define an employee’s benefits eligibility. Each agency determines its own use of these fields. Contact the agency’s Personnel Policy Officials for instruction using these fields.

Benefits System

Select which PeopleSoft benefits system you are using to administer this employee's benefits: PeopleSoft Enterprise Human Resources Manage Base Benefits or Benefits Administration.

Entering Retirement Data

Access the FEGLI/Retirement/FICA page.

FEGLI

FEGLI Code (federal employees group life insurance code)	Enter the FEGLI code.
Post 65 Basic Life Reduction	Select the employee's post-65 basic life reduction coverage.
Living Benefits and Coverage Amount	Use these fields only when selecting living benefits (not during the hiring process).

Retirement

Retirement Plan

Select the employee's retirement plan.

In addition to the retirement plans used for submission to Central Personnel Data File (CPDF), PeopleSoft supplies the following codes that you may use for documentation purposes only:

Code	Explanation
7	For foreign national employees exempt from retirement and from social security and Medicare tax deductions.
8	U.S. Court of Veterans Appeals without election of survivor annuity benefits. Code is for use by the judges of the U.S. Court of Veterans Appeals only.
9	U.S. Court of Veterans Appeals with election of survivor annuity benefits. Code is for use by the judges of the U.S. Court of Veterans Appeals only.
A	Article III judges and justices.
B	Bankruptcy judges and justices under the Judicial Retirement System.
S	U.S. Claims Court Judges Retirement System.
V	Clerks/magistrates (CSRS).
U	Bankruptcy judges (full FICA/partial CSRS).
Y	Bankruptcy judges (full FICA/full CSRS).

FERS Coverage (Federal Employees Retirement System coverage)	Select the employee's FERS coverage.
Previous Retirement Coverage	Select the employee's previous retirement coverage.
Annuitant Indicator	Select the employee’s annuitant indicator.
Annuity Commencement Date	If the new employee is a reemployed annuitant, enter the annuity commencement date.
CSRS Frozen Service (Civil Service Retirement System frozen service)	Enter the total years and months of civilian and military service that is creditable in a CSRS component of a FERS employee, or, in the case of a CSRS offset employee, the service that would be included in a CSRS component if the employee ever becomes covered by FERS.

FICA Status-Employee

FICA Status-Employee

Indicate whether the employee is exempt, subject, or subject to Medicare only.

See Also

Requesting Terminations Due to Death

PeopleSoft Human Resources PeopleBook: Manage Base Benefits

Tracking Information for Employees on Assignment

Access the Detail Assignment page.

GVT Detail Position Number (government detail position number)

Select the employee's detail position number.

GVT Detail Bargaining Unit (government detail bargaining unit)

Select the employee's detail bargaining unit.

GVT Detail Union Code (government detail union code)

Select the employee's detail union code.

Entering Position Information

Access the Position page.

LEO Position (law enforcement officer position)

If this is a law enforcement officer position, a value appears from the Job Code page.

SF-113G Ceiling

If this position is reportable for the SF-113G ceiling, select this check box.

POI (personnel office identifier)

Set by default from the Add/Update Position Info component or the Job Code page.

Regular Shift

If the employee is working shifts, select the appropriate shift.

Shift Rate/Factor

Define the shift rate/factor only if the shift differential is specified at the employee level.

Pay Group

(Required) A value appears here if you defined one on the Position Data page. Otherwise, select a pay group.

Pay Frequency

Set by default from the Pay Group page.

Work Period

Select the time period in which employees must complete the standard hours. The system uses the annualization factor of the standard work period, in combination with the standard hours, to calculate FTE (full-time equivalency).

Holiday Schedule

If you linked an established holiday schedule on the Pay Group page, it appears here.

Employee Type

Depends on the pay group and is set by default from the Pay Group page. If an employee type doesn’t exist for this pay group, establish one on the Pay Group page or enter one here.

Employee Classification

Provides another method of grouping employees.

Reg/Temp (regular/temporary)

Indicate whether the new hire is a regular or temporary employee. The Manage Base Benefits business process of PeopleSoft Enterprise Human Resources uses this value when determining eligibility requirements.

Supervisor Level

If the employee is in a supervisory position, this value is set by default from the Position Data page.

Type Appt (type of appointment)

Enter the employee's type of appointment, such as Career (Competitive Service Permanent), Limited, Executive, or Schedule A - C.

Posn Occupied (position occupied)

This field identifies the type of appointment which can occupy the position. Values are Competitive, Excepted Senior Executive Service (SES) Career Reserved and SES General. This is a CPDF reported field.

Work Schedule

Set by default from the Add/Update Position Info – Description page.

FLSA Status (Fair Labor Standards Act status)

Set by default from the position data on the Job Code page.

Adds to FTE Actual Count (adds to the full-time equivalency actual count)

Select to include this employee's job when processing FTE edits for budgeting purposes.

Standard Hours

The field is populated by default with the standard hours for the agency as specified in the Installation tables. You can change this information manually.

FTE (full-time equivalency)

The percentage of full-time the employee should normally work in this job. The system calculates this value based on the standard hours entry for this job and the standard work period. However, you can override the system-calculated FTE and enter a new value less than 1.0.

See Also

Setting Up and Working with Frequencies

Entering Employee Compensation Information

Access the Compensation page.

Note. Multiple Components of Pay, Derivation of Rates, and related features are not currently supported by PeopleSoft Enterprise Human Resources USF functionality.

Many values on this page are set by default from values you entered in the Department and Job Code fields on the Job page. Override these values if necessary.

Pay Rate Determinant	Select a pay rate determinant.
Pay Plan/Table/Grade	Select the pay plan, table, and grade.
Step	Assign the correct step for the employee. Note. For certain Pay Rate Determinants this is not an option and the field does not accept data.
Step Entry Date	The effective date of the request for this action. If the Multi-Step/Grade check box is selected on the Installation table and you select a step on this page, the system automatically enters the base pay for that step.
Rtnd PP/Table/Grade (retained pay plan/table/grade)	There are several instances where retained grade or pay is authorized based on prior federal experience within the employing agency or at another federal agency. After selecting the appropriate pay rate determinant (for example, Retained Grade-Diff Posn), you can enter information in this field.
Step and Grade Entry Date	Enter the step and the date the employee was first assigned to the grade and step.
Base Pay	If you are using partial or full position management, a value is set by default here based on your prior assignment in the Step field. A GM pay plan position is the exception to this rule. Because the GM pay plan has no steps, you must enter the base pay amount. If you selected the Position Override check box on the Job page, you may also enter a base pay amount for a position with steps. This is appropriate in cases where the base pay amount is beyond the step 10 level. Enter the base pay amount based on the compensation frequency period indicated. For example, if the frequency period is one month, the base pay entered would be the pay earned for one month. The system calculates and displays the value in the Loc/LEO Adjustment (if appropriate) and Total Pay fields after you have provided the compensation data.
Adjusted Base Pay	The system calculates and displays the adjusted base pay by applying the Loc/LEO adjustments to the employee’s base pay. This field is used for pay limits computation of the locality pay.
Compensation Frequency	Set by default from the Job Code page; override if necessary.
Annuity Offset Amount	If the employee is an annuitant, enter a CSRS annuity offset amount.
FEGLI Base	The system calculates the FEGLI base rate. Select the Benefit Base Override check box to override this default and then enter a new amount.
Other Pay Information	Click to access the Other Pay Information page and enter compensation that employees receive that’s in addition to base pay.
Expected Pay	Click to access the Expected Pay page and view the various pay rate and compensation calculations the system calculates and displays based on the base pay and compensation frequency that you enter on this page.
Accounting Info	Click to access the Accounting Information page and view a summary of the employee's job earnings distribution.

If you selected the Multi-currency check box on the Installation table and entered the base pay in a different currency from your base currency, the system converts the rates to the base currency and compares them with the ranges specified for this salary grade in the Salary Grade table. If the rates exceed the salary range, a warning message appears.

Default Values for Employment Data

After you enter job and position data, pay information is populated by default on the Compensation page. If you associated pay plans with job codes, the Pay Plan field is populated by default from the data in the Job Code table. The Grade field is populated by default from the Job Code page. After the values in the Pay Plan and Grade fields appear, the system also displays the Grade Entry Date field, which is the date the employee first joined the grade. When a value is entered in the Step field, the value in the Step Entry Date field populates by default. You can override these values if you choose.

The system verifies any combinations of pay plans and grades that you select. If the combination doesn’t exist, a warning message appears.

Entering Additional Compensation Information

Access the Other Pay Information page.

Earnings Code

Select the code for the additional pay type, such as automobile and beeper allowances. The system issues a warning indicating that the earnings code may be applicable to pay limits, at which time the employee’s earnings calculation within payroll may be reduced.

Note. A message appears when you enter premium pay that is subject to a pay limit. During payroll calculation, if the premium earnings plus adjusted base pay exceed the pay limit, the premium pay is reduced.

Viewing Pay Rate and Compensation Calculations

Access the Expected Pay page.

Change Percent

Displays information regarding a percent change when new rows are inserted that change the base salary amounts.

Base Pay

Based on the base pay and compensation frequency you enter, the system calculates and displays the hourly, daily, biweekly, monthly, and annual rates for this employee.

With Locality/LEO Adjustment

The system calculates the same base pay figures using the locality/LEO adjustment listed at the top of the page.

Total Other/Premium Pay

The total of annual expected pay for the items you entered on the Other Pay Information page.

Total Pay

The system calculates total pay by summing the annual pay with the locality/LEO adjustment and the total other/premium pay contributions.

Note. The Rate Change Amount and Rate Change Percent fields are used when awarding increases (not for new hires).

If expected pay exceeds the pay cap, a message appears at the bottom of the page warning that the pay cap has been reached and pay was reduced.

Understanding Expected Pay and Quoted Pay Within PeopleSoft Human Resources Management for U.S. Federal Government

The difference between expected pay and quoted pay occurs as a result of the conversion factors used when comparing yearly and hourly pay rates on the Pay Plan page in the Pay Plan Table component and the Expected Pay Rate page.

Rather than using the hourly conversion factor of 2080, as is often used as a business calculation factor, the U.S. federal government uses 2087.

The Expected Pay page calculates the daily, biweekly, monthly, and annual rates using the base pay amount from the Compensation page. These figures are based on the hourly conversion factor you set for the pay plan on the Pay Plan table, typically 2087.

It also breaks out into separate columns the pay into base pay (no locality, no adjustments), pay with locality, and LEO pay. Total other/premium pay is also calculated based on the amounts entered on the Other Pay Information page. So, as a result of using 2087 in these calculations, the estimated quoted pay on the Compensation page is slightly higher than what the federal employee actually receives in a year.

These two fields for expected and quoted pay may not match. The procedures that the federal government has for deannualizing and reannualizing quoted compensation rates are the cause of the difference. To deannualize a quoted rate of pay (convert to hourly), you divide the quoted rate of pay by 2087. To reannualize a quoted rate of pay to determine the expected pay, you multiply the derived hourly rate by the employee's scheduled weekly tour of duty and then multiply that by 52 weeks.

Following are two examples:

Example 1

Full-time employee (40 hours per week) with quoted rate of 41,740 USD per year.

Quoted rate = 41,740 USD.

Hourly rate = quoted rate/2087 hours = 41,740 USD/2087 hours = 20 USD/hour.

Expected pay = hourly rate × standard weekly tour × 52 weeks = 20 USD/hour × 40 hours/week × 52 weeks = 41,600 USD.

Difference between quoted and expected pay on an annual basis = 140 USD.

Example 2

Part-time Employee (20 hours per week) with quoted rate of 41,740 USD per year

Quoted rate = 41,740 USD.

Hourly rate = quoted rate/2087 hours = 41,740 USD/2087 hours = 20 USD/hour.

Expected pay = hourly rate × standard weekly tour × 52 Weeks = 20 USD/hour × 20 hours/week × 52 weeks = 20,800 USD.

Difference between quoted and expected pay on an annual basis = 20,940 USD.

Viewing Job Earnings Distributions

Access the Accounting Information page.

Job Earnings Distribution

Select the appropriate option to indicate the job earnings distribution frequency: by hours, by percent, or not at all.

When you select the By Hours or By Percent options, the GL Pay Type and Account Code fields are unavailable for entry. Use the scroll bar to distribute earnings among departments.

If you select the By Hours option, then enter the hours to be distributed to each department in the Standard Hours field corresponding to each department entered.

If you select the By Percent option, enter a percentage corresponding to each department in the Percent of Distribution field. Percentages must total 100 percent and must equal the value in the Standard Hours field.

Compensation Rate

The annual salary, including the locality and LEO adjustments.

Standard Hours

Set by default from the Job Code page.

GL Pay Type (general ledger pay type)

Enter the GL pay type that has been established by your agency.

Account Code

Indicate the type of account to which the earnings will be charged.

Business Unit, Department, Job Code, Position, and Shift

Select the business unit, department, job code, position, and shift to which to charge the earnings.

Earn Code (earnings code)

Specify the earnings code. This will default to the Regular Earnings code defined on the Paygroup Table.

Hours

If you select the By Hours option, then specify how many hours will be charged to the corresponding earnings code.

Percent of Distribution

If you select the By Percent option, enter the percent to be charged to the corresponding earnings code.

Entering Current and Historical Employment Information

Access the Employment 1 page.

Many values on this page are set by default from values entered in the Department and Job Code fields on the Job page. When hiring a new employee, the system populates most of the dates on this page with the effective date of the hire action. These dates are used later in various ways to calculate the employee's service time. Override values as necessary.

If at a later date you change the status of an employee's employment, depending on the administrative action you select in the Job Data pages, the system will display the rehire date.

The Separation Date field is display-only, and shows the date that the employee left employment.

EOD Dt (entered on duty)	Reflects the effective date of the hire request after you save the request. This date is distinct from the SCD dates in that it describes when the employee started federal employment with the employing agency; it does not reflect total federal service involving the employee's total career.
Hire NTE Dt (hire not to exceed date)	Set by default from the Not to Exceed Date field on the Data Control page. In the case of a temporary hire, it designates the length of time the temporary employment can last.
Mand Retire Date (mandatory retirement date)	If applicable, enter the employee's mandatory retirement date.
Exp Dates (expiration dates)	Click to access the Expiration Dates page and enter expiration dates for temporary promotions, position changes, sabbaticals, or detail assignments.
Next Review Dt (next review date)	Enter the next review date. This date, while informational only, can serve as a tickler date for employee performance review.
Appt Data (appointment data)	Click to access the Appointment Info page and enter appointment limits.

Service Computation Dates

Leave	Enter the service computation date for beginning the employee's leave computation.
Retire	Enter the service computation date for beginning the employee's retirement computation.
RIF (reduction in force)	Enter the computation date for establishing the employee's RIF position.
TSP (thrift savings plan)	Enter the computation date for beginning the employee's thrift savings plan eligibility computation.
LEO (law enforcement officer)	Enter the computation date for beginning the employee's law enforcement officer retirement computation.
Sev Pay (severance pay)	Enter the service computation date for establishing the employee's severance pay computation.

Service Conversion Dates

Conv Begin Date (conversion begin date), Career Conv Date (career conversion date), and Career Cond Conv Date (career-conditional conversion date)

Enter the conversion begin date, the career conversion date, and the career-conditional conversion date. If the employee is hired using a career-conditional appointment, the conversion begin date is the effective date of the hire. Upon completion of the three-year period, the personnel office processes a PAR converting the employee to a career appointment and enters that effective date in the Career Conv Date field. If the employee was hired under a temporary appointment, the conversion begin date is the effective date of the hire. When the personnel office processes a PAR to convert the temporary employee to a permanent employee with a conversion to career conditional competitive appointment, the Career-Cond Conv Dt field is the effective date for that transaction.

Within-Grade Increase Data

WGI Status (within-grade increase status)

Enter the WGI status, such as (none), Approved, Waiting, Denied, N/A, or Postponed. For a new employee, the default value is Waiting. Created is an option for WGI status, which is reserved for the automatic WGI process. Do not change this online, as the WGI process won’t select it unless the status is Waiting or Approved.

Non Pay Hours WGI and Intermittent Days Worked

Leave these informational fields blank at hire. After running the WGI/Tenure Update process for leave without pay and processing a PAR, update the Non Pay Hours WGI field with nonpay hours from the WGI/Tenure Update report.

Last Increase Dt (last increase date), WGI Due Date, and LEI Date(last equivalent increase date)

The system automatically enters the last increase date, LEI date, and WGI due date. For certain actions, the WGI Due Date field is set by default to the pay period begin date based on the pay calendar tables that your organization has established. For WGI due date calculation, it is imperative that you set up your pay calendars for this year, plus three years in advance of the current year. For example, if the current year is 1999, then your pay calendars need to be set up for 1999, 2000, 2001, and 2002.

If you enter a date that isn’t the beginning of a pay calendar, the system displays a message suggesting valid pay calendar begin dates into which your date falls. If the system suggests a date of January 1, 1899, this indicates that your pay calendars do not exist. See your implementation project manager about creating additional pay calendars.

After running the WGI/Tenure Update process for leave without pay and processing a PAR, update the WGI Due Date field with the extended due date from the WGI/Tenure Update report.

Setting Up Pay Calendars

Entering Expiration Dates

Access the Expiration Dates page.

The following fields, which are updated by the user, are informational only.

Temporary Promotion	Enter the temporary promotion date.
Temporary Position Change	Enter the temporary position change expiration date.
Sabbatical	Enter the sabbatical expiration date.
Detail	Enter the detail assignment expiration date.

Entering Appointment Limits

Access the Appointment Info page.

Nature of Action Code, Current Appointment Auth #1 (current appointment authorize #1), and Current Appointment Auth #2 (current appointment authorize #2)

CPDF reportable fields maintained to reflect historic data on the employee's current appointment authority used to authorize the employee's hire.

Benefit Record Number and Severance Pay Previous Weeks

For a new hire, you do not need to enter the benefit record number and the number of severance pay previous weeks. If changes occur to the employee's employment status, you must update these fields (for example, RIF).

Special Employment Program

Indicate the special employment program: Not Applicable, Other, Presidential Management Intern, SES Candidate Development, or Veteran's Readjustment Program.

Appointment Limits

Amount, Hours, and Days

Depending on the type of appointment used to hire the employee, enter the appointment limits amount, hours, or days.

Entering Additional Employment Information

Access the Employment 2 page.

Bargaining Unit

Select a code representing the bargaining unit to which the employee belongs.

Union Code

If your new employee belongs to a union, select the appropriate union code.

Union Anniversary Date

If the bargaining unit covers the position and the employee has elected to join, enter the date on which the employee's seniority ranking within the union is based.

Tenure

Indicate the type of tenure.

Probation Dates

Probation Date, SES Probation Date (Senior Executive Service probation date), and Supv/Manager Probation Date (supervisor/manager probation date)

Enter the applicable probation date, probation, or supervisor/manager probation date. There are different time frames associated with each probation date based on different regulatory requirements.

Retained Grade Expires

Begin Date and Expires Date

Where appropriate, enter the employee's retained grade begin date and expires date. These are informational fields provided for the agency to track the employee's eligibility to maintain retained grade.

Permanent Data-RIF

These informational fields enable the agency to track the employee relative to RIF processing.

Pay Plan/Grade	Enter the employee's pay plan and pay grade.
Comp/Area Level	Enter the employee's compensation area and level.
RIF Series	Select the employee’s RIF series.

Links

Non Pay Data	Click to access the Non Pay Data page and enter information related to a status of non-pay.
Time Reporter Data	Click to review PeopleSoft time and labor data for this employee. If you aren’t using PeopleSoft Enterprise Time and Labor, the link is unavailable.
Security Info (security information)	Click to access the Security Info page and enter information related to the employee’s security clearance and financial disclosure.

Tracking Nonpay Status Information

Access the Non Pay Data page.

NOA Code

Indicates the PAR processed to place the employee in a nonpay status.

Expiration Date

The nonpay expiration effective date, which reflects the projected expiration of nonpay status and consequent processing of a PAR to return to pay status.

Last Date Worked

Enter the date last worked prior to being placed in a nonpay status.

SCD Hours, Probation Hours, and Career Tenure Hours

Enter and track SCD hours, probation hours, and career tenure hours in these informational fields.

Entering Employee Security and Financial Disclosure Information

Access the Security Info page.

Security Clearance

If the employee has received a security clearance, enter the level of security clearance or select Not Required to indicate that clearance isn’t required.

Status and Status Dt (status date)

Enter the status and status date.

Financial Disclosure Required and Due Date

If a financial disclosure is required, select this check box, and enter the due date for receipt.

See Also

(USF) Setting Up Position Titles

Creating Positions

Classifying Jobs

Viewing Component Interface Exceptions

Access the CI Exceptions page.

Once you insert your personnel action, set it to Pro for Processed, and click Save, the system will update all the relevant tables with the new data. The system uses a series of Component Interfaces (CIs) to make these updates. Should the CIs encounter an Error, the personnel action update will stop and roll back to the original state and thus no updates will be saved until you address the Error and click Save again.

Should the CIs encounter any warning messages, the update will continue while the warning messages are displayed for you in the CI Exceptions page after the transaction has been successfully saved. These warnings are relevant to the processed transaction and will be automatically deleted once another personnel action is processed. It is good practice to note the warnings and contact your PeopleSoft Technical Administrator to help resolve them. The CI Exceptions page displays an auto-generated step-by-step documentation of what the CIs are executing which provides valuable insight into the back-end technology used in the Federal product.

Entering Education Information

To enter information on the employee's education, use the School Education page.

When you save the Hire component, the system returns the School Education page for you to complete. After you have completed the page, the save process for the Hire component continues.

See Also

Updating Position Data

Assigning Employees to Positions

If you organizing part or all of PeopleSoft Enterprise Human Resources by position (using PeopleSoft Enterprise Human Resources Manage Positions), you can hire some or all new employees into positions on the Hire Employee pages, accessed from the Workforce Administration, Increase Workforce menu. If you’re not using PeopleSoft Enterprise Human Resources Manage Positions, you can also use position numbers but the system won’t process position-related data.

Hiring Employees into Positions

When you assign an employee to a position, many fields on the Hire pages are set by default from the Add/Update Position Info component (Organization Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info).

To take advantage of this feature when hiring employees into positions, follow these steps:

Select a hire action on the Data Control page.
Select a position number on the Job page before entering values in other fields on this page.

You define positions and assign position numbers in the Add/Update Position Info component.
When you move out of the Position field on the Job page, the system completes the position-related fields with default data from the Add/Update Position Info component.

These fields include Job Code, Agency, Sub-agency, Department, and Location, which are unavailable for entry. The system completes the Effective Date field using data from the Data Control page.

PeopleSoft Enterprise Human Resources issues a warning message if you assign an employee to a position that has already been filled by another employee and if a new employee appointment exceeds the maximum head count for that position. The system calculates the current head count and shows the appropriate indicator for open/filled on the Position Data – Description (POSITION_DATA1) page. The system does this when you change employee assignments.
Enter exceptions to default position data for this employee by selecting the Position Override check box.

You may need to enter exceptions to the default position data for this employee. For example, the employee may be located in a different location than the standard location associated with the position. Selecting the Position Override check box causes fields previously unavailable for entry, including the Job Code, Agency, Location, and Department fields, to become available. You can then enter exceptions in these fields.

Note. If you override the defaults for position-related data, you must maintain the employee data manually. The system won’t update position data automatically again until you clear the Position Override check box.

When you are hiring an employee, the Position Management Record field is unavailable. The system uses this field to indicate that it has automatically inserted a data row in the Job Data pages due to changes you've made to fields in the Add/Update Position Info component that overlap with fields here.

See Also

Setting Up Positions

Hiring Job Applicants

Use the Recruit Workforce business process to track information about people who apply for jobs with your organization. This business process includes a component called Hire (Recruiting, Hire Applicants, Hire USF) that is designed especially for hiring job applicants. When you use this component to hire an applicant, the information you’ve already entered in the system automatically becomes part of the employee’s record.

This component assigns employee IDs to applicants in a slightly different way from new hires. All other fields on these pages are documented earlier in this chapter.

Note. If you’re using the Recruit Workforce business process in PeopleSoft Enterprise Human Resources and hiring an applicant, the system completes the referral source with the information you’ve already entered for that applicant.

Adding Concurrent Jobs

If your organization allows employees to hold more than one job, use the Concurrent Hire component to enter new jobs for employees who already have one or more jobs. The component consists of the Data Control, Job, Position, Compensation, Employment 1, and Employment 2 pages.

If an employee has more than one job, you may want to designate one job as primary and others as secondary. The primary job designation is used for government reporting.

Setting Up and Working with Groups

Prerequisites

Before you can add multiple jobs for your workforce, you must:

Select the Multiple Jobs Allowed check box in PeopleTools.
Update user security so that users have access to the menu options they'll need.

Printing Appointment Affidavits and Preliminary Employment Data Forms

This section lists the pages used to run the Appointment Affidavits (FGSF61) and Request for Prel Employ Data (request for preliminary employment data) (FGSF755) reports.

Pages Used to Print the Forms

Page Name	Object Name	Navigation	Usage
SF61 Report	RUNCTL_FGSF61	Workforce Administration, Job Information, Reports, Appointment Affidavits USF	Produces an Appointment Affidavit STANDARD FORM 61 form to be signed by an appointee.
SF-75 Run Control	RUN_CNTL_FGSF75	Workforce Administration, Job Information, Reports, Request Prelim Empl Data USF	Produces a Request for Preliminary Employment Data form.

Remark CD (remark code)	Select from the list of descriptions, conditions, and comments about this position or employee action. The remarks that you select appear in the comments box. Edit them as necessary.
Insertion Required	If this remark needs employee-specific information, this check box is selected. The default settings for this box are defined with the codes on the PAR Remarks Table page.

Action Taken	Displays the date this initial action request was entered.
Action Dt Ovrd (action date override)	Select to make the Action Taken field available for entry so that you can change the action date.
Override Operator Emplid (override operator employee ID)	(Optional) Select this check box when an administrative assistant, for example, enters data on behalf of a supervisor.
Emplid of Tracking Row (employee ID of tracking row)	When the Override Operator Emplid check box is selected, this field becomes available for entry. Enter the ID of the person actually performing the data entry.

EmplID	If you instructed the system to assign the employee ID automatically, this field displays NEW. This changes to the next available number after you complete all the Hire pages and click the Save button. If you assigned the ID manually, the number appears immediately.
Effective Date	The effective date for all of the pages in this group box is set by default to the effective date that is entered on the Data Control page. Change the effective date by returning to the Data Control page.
Gender	Indicate the employee’s gender.
Citizenship Status	Select the appropriate citizenship status.
Draft Status	(Optional) Select a draft status.
Ethnic Group	Select the employee’s ethnic group. Values are based on U.S. federal Equal Employment Opportunity (EEO) ethnic categories. Use ethnic group information to compile the establishment’s Affirmative Action (AA) plan and to generate several EEO reports.
Date of Birth	Enter the employee’s date of birth. If you do not enter a birth date, a warning message appears when you save the record. Though this field isn’t required for the Administering Workforce business process, the system uses the date in some benefit and payroll tasks to calculate an employee’s age. If you do not have the birth date currently, after you acknowledge the message, you can continue entering information. However, PeopleSoft recommends that you enter the information later.
Date of Death	Skip this field when hiring a new employee.
Disability Code	Select the disability code from the list, or if none, select the value No Handicap.
Date Entitled to Medicare	(Optional) Enter the date the employee is entitled to Medicare.
Country	Many countries have unique name formats. Select the country with the name format you want to use for this person. When you move out of this field, the system displays the appropriate fields for the country you entered.
Type/Description	Enter the corresponding type/description of the employee’s national ID.
National ID	Enter the employee's Social Security Number.
Additional Birth Info	Click to access the Addl Birth Info page and enter the employee's birth information.
Mailing Information	Click to access the Address Information page and enter home and mailing address information.
Personal Phone Numbers	Click to access the Personal Phone Numbers page and enter employee phone, fax, cellular, and other numbers.
Veterans Info (veterans information)	Click to access the Veterans Info page and enter veterans information.
Marital Info (marital information)	Click to access the Marital Status page and enter marital information.
Education Details	Click to access the Education Details page and enter information about the employee's education.

Birth Location	Enter the name of the city.
Birth State	Select the birth state.
Birth Country	Select the birth country.

Veterans Preference	Select the veteran’s hiring preference that applies. For information about preference guidelines refer to the U.S. Office of Personnel Management’s Vets Info Guide.
Veterans Status	Select the veteran’s status.
Uniformed Service	Select the type of uniformed service in which this veteran served.
Military Separation Status	Select the veteran's military separation status.
Military Grade	Select the veteran’s military grade.
Military Service Start Date and End Date	Enter the veteran’s military service start and end dates.
Reserve Category	Select the employee’s reserve category, or select Not Applicable.
Creditable Military Service	Enter the creditable military service.
Notify Military Pay Center	Select to notify the military pay center.
Veterans Preference RIF (veterans preference reduction in force)	Select to indicate the employee is eligible for veteran’s preference in instances of Reductions In Force. See the U.S. Office of Personnel Management’s Vets Info Guide for more information.
Military Service Verified	Select if you have received verification of service.
Disabled Veteran	Select if the veteran is disabled.

Marital Status	Select the person's marital status.
Marital Status Date	Enter the date on which this status took effect.

Benefit Record Number	Benefit record number is used to group several jobs together for benefit purposes. A benefit record number can be assigned to multiple employee record numbers. If the new job entitles the employee to a new set of concurrent benefits, you should use a new benefit record number. If the job does not entitle the employee to new benefits, you should use an existing benefit record number. Each benefit record number must have a designated primary job. The primary job is used to process the benefit information.
BAS Group ID (benefits administration system group ID)	(Optional) Enter a BAS group ID.
Benefit Program	(Optional) Enter a benefit program.
FEHB Eligibility (federal employees health benefits eligibility)	Select the appropriate option to indicate the FEHB eligibility. If you select Not Eligible, the FEHB Date field becomes available for entry. This typically applies to temporary employees.
FEHB Date (federal employees health benefits date)	Enter the date that the employee is eligible for FEHB.
Elig Fld 1 − 9 (eligibility field 1 - 9)	These fields further define an employee’s benefits eligibility. Each agency determines its own use of these fields. Contact the agency’s Personnel Policy Officials for instruction using these fields.
Benefits System	Select which PeopleSoft benefits system you are using to administer this employee's benefits: PeopleSoft Enterprise Human Resources Manage Base Benefits or Benefits Administration.

GVT Detail Position Number (government detail position number)	Select the employee's detail position number.
GVT Detail Bargaining Unit (government detail bargaining unit)	Select the employee's detail bargaining unit.
GVT Detail Union Code (government detail union code)	Select the employee's detail union code.

LEO Position (law enforcement officer position)	If this is a law enforcement officer position, a value appears from the Job Code page.
SF-113G Ceiling	If this position is reportable for the SF-113G ceiling, select this check box.
POI (personnel office identifier)	Set by default from the Add/Update Position Info component or the Job Code page.
Regular Shift	If the employee is working shifts, select the appropriate shift.
Shift Rate/Factor	Define the shift rate/factor only if the shift differential is specified at the employee level.
Pay Group	(Required) A value appears here if you defined one on the Position Data page. Otherwise, select a pay group.
Pay Frequency	Set by default from the Pay Group page.
Work Period	Select the time period in which employees must complete the standard hours. The system uses the annualization factor of the standard work period, in combination with the standard hours, to calculate FTE (full-time equivalency).
Holiday Schedule	If you linked an established holiday schedule on the Pay Group page, it appears here.
Employee Type	Depends on the pay group and is set by default from the Pay Group page. If an employee type doesn’t exist for this pay group, establish one on the Pay Group page or enter one here.
Employee Classification	Provides another method of grouping employees.
Reg/Temp (regular/temporary)	Indicate whether the new hire is a regular or temporary employee. The Manage Base Benefits business process of PeopleSoft Enterprise Human Resources uses this value when determining eligibility requirements.
Supervisor Level	If the employee is in a supervisory position, this value is set by default from the Position Data page.
Type Appt (type of appointment)	Enter the employee's type of appointment, such as Career (Competitive Service Permanent), Limited, Executive, or Schedule A - C.
Posn Occupied (position occupied)	This field identifies the type of appointment which can occupy the position. Values are Competitive, Excepted Senior Executive Service (SES) Career Reserved and SES General. This is a CPDF reported field.
Work Schedule	Set by default from the Add/Update Position Info – Description page.
FLSA Status (Fair Labor Standards Act status)	Set by default from the position data on the Job Code page.
Adds to FTE Actual Count (adds to the full-time equivalency actual count)	Select to include this employee's job when processing FTE edits for budgeting purposes.
Standard Hours	The field is populated by default with the standard hours for the agency as specified in the Installation tables. You can change this information manually.
FTE (full-time equivalency)	The percentage of full-time the employee should normally work in this job. The system calculates this value based on the standard hours entry for this job and the standard work period. However, you can override the system-calculated FTE and enter a new value less than 1.0.

Change Percent	Displays information regarding a percent change when new rows are inserted that change the base salary amounts.
Base Pay	Based on the base pay and compensation frequency you enter, the system calculates and displays the hourly, daily, biweekly, monthly, and annual rates for this employee.
With Locality/LEO Adjustment	The system calculates the same base pay figures using the locality/LEO adjustment listed at the top of the page.
Total Other/Premium Pay	The total of annual expected pay for the items you entered on the Other Pay Information page.
Total Pay	The system calculates total pay by summing the annual pay with the locality/LEO adjustment and the total other/premium pay contributions.

Job Earnings Distribution	Select the appropriate option to indicate the job earnings distribution frequency: by hours, by percent, or not at all. When you select the By Hours or By Percent options, the GL Pay Type and Account Code fields are unavailable for entry. Use the scroll bar to distribute earnings among departments. If you select the By Hours option, then enter the hours to be distributed to each department in the Standard Hours field corresponding to each department entered. If you select the By Percent option, enter a percentage corresponding to each department in the Percent of Distribution field. Percentages must total 100 percent and must equal the value in the Standard Hours field.
Compensation Rate	The annual salary, including the locality and LEO adjustments.
Standard Hours	Set by default from the Job Code page.
GL Pay Type (general ledger pay type)	Enter the GL pay type that has been established by your agency.
Account Code	Indicate the type of account to which the earnings will be charged.
Business Unit, Department, Job Code, Position, and Shift	Select the business unit, department, job code, position, and shift to which to charge the earnings.
Earn Code (earnings code)	Specify the earnings code. This will default to the Regular Earnings code defined on the Paygroup Table.
Hours	If you select the By Hours option, then specify how many hours will be charged to the corresponding earnings code.
Percent of Distribution	If you select the By Percent option, enter the percent to be charged to the corresponding earnings code.

Nature of Action Code, Current Appointment Auth #1 (current appointment authorize #1), and Current Appointment Auth #2 (current appointment authorize #2)	CPDF reportable fields maintained to reflect historic data on the employee's current appointment authority used to authorize the employee's hire.
Benefit Record Number and Severance Pay Previous Weeks	For a new hire, you do not need to enter the benefit record number and the number of severance pay previous weeks. If changes occur to the employee's employment status, you must update these fields (for example, RIF).
Special Employment Program	Indicate the special employment program: Not Applicable, Other, Presidential Management Intern, SES Candidate Development, or Veteran's Readjustment Program.

Bargaining Unit	Select a code representing the bargaining unit to which the employee belongs.
Union Code	If your new employee belongs to a union, select the appropriate union code.
Union Anniversary Date	If the bargaining unit covers the position and the employee has elected to join, enter the date on which the employee's seniority ranking within the union is based.
Tenure	Indicate the type of tenure.

NOA Code	Indicates the PAR processed to place the employee in a nonpay status.
Expiration Date	The nonpay expiration effective date, which reflects the projected expiration of nonpay status and consequent processing of a PAR to return to pay status.
Last Date Worked	Enter the date last worked prior to being placed in a nonpay status.
SCD Hours, Probation Hours, and Career Tenure Hours	Enter and track SCD hours, probation hours, and career tenure hours in these informational fields.

Security Clearance	If the employee has received a security clearance, enter the level of security clearance or select Not Required to indicate that clearance isn’t required.
Status and Status Dt (status date)	Enter the status and status date.
Financial Disclosure Required and Due Date	If a financial disclosure is required, select this check box, and enter the due date for receipt.