Adding a German Public Sector Employee

You add a GPS employee to the system much the same way you would any other employee. However, GPS employees require additional information for tracking purposes. This section will address those workforce administration pages and fields specific to managing a GPS employee in HR.

This section discusses how to add a German Public Sector employee.

See Also

(Classic) Adding a Person

Understanding Job Data

Page Name

Definition Name

Usage

German Public Sector Page

JOB_DATA_GPS

Record German Public Sector information in job data.

Grade Step Information Page

GPS_GR_STP_INF_SEC

Enter additional grade step information such as next step and performance dates.

Track a person’s disability on the Add a Person or Modify a Person - Regional Page of personal data under the German Public Sector flag section.

The disability selection here displays on the Job Data - German Public Sector page and is also maintained in the Disability Page.

Use the German Public Sector page (JOB_DATA_GPS) to record German Public Sector information in job data.

Navigation:

Workforce Administration > Job Information > Job Data > German Public Sector

Field or Control

Description

Disabled

Displays the disability status of the person and is display only.

When you save the page, the system validates data against the job group/service class processing rules for the employee category to which this person is associated.

Edit Disability Details

Click this link to transfer to the Disability component to view or edit the disability information. Any change to the Disabled check box will also be reflected in personal data on the Regional page for German Public Sector.

Labor Agreement

Specify which labor agreement applies to this worker.

This is the same field as shown on the Job Labor page.

Labor Agreement Entry Dt (labor agreement entry date)

Enter the date on which the worker enters the labor agreement. Also, use this date to track the worker's seniority within the category.

This is the same field as shown on the Job Labor page.

Employee Category

Specify the worker category to which the worker belongs under the labor agreement. Only those employee categories associated with the labor agreement you entered for this person will be available for selection. This category is linked to various processing rules.

This is the same field as shown on the Job Labor page.

Salary Admin Plan

Enter a salary plan for this worker. Only those salary plans mapped to the employee category that you entered for this person are available for selection.

Remuneration Regulation

Select the remuneration regulation that should be associated with this worker. The list of values is dependent upon the employee category and salary administration plan value selected.

Job Group/Service Class

Enter a job group or service class for the salary plan and remuneration regulation values selected.

Job

Enter a GPS job for the person. Only those GPS jobs mapped to the job group/service class that you entered for this person are available for selection. GPS jobs apply to white collar workers (angestellte) only.

Note: This field is not available for other employee categories.

Service Class Group

Enter a service class group value for this worker. Only those service class groups mapped to the job group/service class that you entered for this person are available for selection.

BDA Date (Besoldungsdienstalter date)

Displays the 1st day of the month in which the employee has their 21st birthday using the birthday stored in personal data. If the date of the individual’s 21st birthday is on the 1st day of the month, the BDA date defaults to the 1st day of the previous month.

This field used for historical purposes only and is available for the Civil Servant on Probation, Judge on Probation, and Judge on Tenure categories. The system disables this field if the employee category is not equal to these categories.

Case Group

Enter the case group defined by the HR administrator. This field is required for historical informational purposes and is only required by employees who had a BAT (white collar worker) labor agreement. This field is disabled for all other labor agreement values.

Reporting XML

Click this link to access the Workforce Statistic / Family Allowance page to enter or view reports on the employee’s workforce statistics and child allowance data.

For more information, see Workforce Statistic / Family Allowance Page.

Grade Step

Field or Control

Description

Grade and Grade Entry Date

Enter a salary grade for this worker and the date this person started this grade. Only those salary plans mapped to the job group/service class that you entered for this person are available for selection.

For a new hire, this field is required. ADP automatically updates this field for grade changes after a hire.

This is the same field as shown on the Salary Plan page.

Civil Service Rank Code

Enter a civil service rank code for this person.

Civil service ranks apply to certain employee categories only. This field is available only if the value of the employee category type is Civil Servant on Tenure, Civil Servant on Probation, Civil Servant on Recall, Civil Servant in Retirement, Judge on Probation, Judge on Tenure, Judge on Retirement, or Public Sector Employee.

Step and Step Entry Date

Enter a salary step for this worker and the date this person started this step. Salary steps are associated with the salary grade. ADP automatically updates this field.

This is the same field as shown on the Salary Plan page.

On Transition Step

Select to indicate that this employee is on an intermediate step, such as a transition step between step 1 and step 2. This information is used by ADP.

Eligible for Extra Company Allowance

Select this option If the employee is entitled to an allowance.

When using Position Management, this information is provided by default from the position as defined on the Position Data - Description page. See Defining Service Class Groups and Allowances by Position.

Grade Step Information

Click this link to access the Grade Step Information page and enter additional step information.

See Grade Step Information Page.

FTE Percentage

Field or Control

Description

FTE % (full-time equivalency percentage)

Displays the percentage of full-time work that the worker 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.

You can override the system-calculated percentage and the system will adjust the Standard Hours field value to reflect the percentage you entered.

Work Period

Select a standard work period, the time period during which workers must complete the standard hours.

The system uses the annualization factor of the standard work period in combination with the standard hours to calculate full-time equivalency.

Standard Hours

Displays the standard hours this person should work for the work period specified. If you change this value, the system will calculate the FTE % field based on this information and the work period.

Family Allowance

This section is used for family allowances. The fields are shown only for civil servants (except on retirement) and judge employee category types.

Field or Control

Description

Eligible for Family Allowance

Indicates that this person is entitled to marriage-based family allowance.

In order to be eligible for the family allowance, a civil servant has to be married, or provide spousal support to ex-spouse in case of a divorce.

See Family Allowance (Familienzuschlag).

FTE % Spouse in Public Service (full-time equivalency percentage spouse in public service)

Displays the percentage of full-time that the employee's spouse normally works in his or her job. Enter this value only if the spouse works as a civil servant in the German public sector too.

The system uses this information to calculate the allowance amount that the employee receives for the family allowance. When both the worker and the spouse are civil servants, both have a claim on the family allowance based on their respective FTE’s.

Refer to the Family Allowance (Familienzuschlag) section for more information on the calculation of family allowance benefits.

Pre-Service Periods

Field or Control

Description

Pre-Service Period in Months

Enter the pre-service period in months for the employee.

This field is only valid for the Civil Servant on Recall employee category. For all other employee categories the system disables this field.

Pre-Service End Date

Displays the end date of the standard pre-service period, which is calculated and defaulted based on the processing rules defined on the Job Group/Service Class Information page for the employee category and service class group. You can override this value, if necessary.

Probation Periods

Field or Control

Description

Probation Period in Months

Enter probation period in months. This field is available for the Civil Servant on Probation, Judge on Probation, Apprentice, and Public Servant Employee categories only. For all other employee categories, this field is not available.

Probation End Date

Displays the end date of the standard probation period, which is calculated and defaulted based on the processing rules defined on the Job Group/Service Class Information page for the employee category and service class group. You can override this value, if necessary.

Use the Grade Step Information page (GPS_GR_STP_INF_SEC) to enter additional grade step information such as next step and performance dates.

Navigation:

Click the Grade Step Information link on the German Public Sector page.

The system uses this page to define grade step information for the employee for automatic step increment payroll calculations.

Field or Control

Description

Next Grade Step and Next Grade Step Date

Displays the next step and when that step should take place for this employee. This information is populated by the ADP payroll process. When you select Manual from the Grade Step Action field, this field becomes available for manual entry.

Performance Step Date

Displays the performance step date for this employee. This field is populated by the ADP payroll process.

Grade Step Action

Select a grade action type. Valid values are:

  • Promote - The system enables the Step Action Date field so the HR clerk can enter the start date of promotion to the next step.

  • Demote - The system enables the Step Action Date field so the HR clerk can enter the end date for the blocking to the next step.

  • Manual - The system enables the Next Grade Step and Next Grade Step Date fields so the HR clerk can manually change the data.

  • Hire - The system defaults to this value for the initial Job row (where action is equal to Hire) for an individual. Doing this alerts ADP that this is the first step entered for a new hire.

In addition to the system validation required for hiring and termination, validation is performed based upon personnel maintenance, such as a change in civil servant status or employment. For example:

  • Civil servant status change – Use as part of career path progression from Civil Servant on Recall to Civil Servant on Probation to Civil Servant on Tenure.

  • Employment type change – Use for changes in employee category (for example, Public Sector Employee to Civil Servant or Trainee to Public Sector Employee or Public Sector Employee to Retiree).