PS0101 - Process a Hire from JobAps(Action = Hire + Reason = New Hire )
Not
ifica
tions
SPS
JobA
psA
genc
y H
R
Coo
rdin
ator
At this point… -> The candidate has been selected-> The Salary and Start Date has been determined-> Any required salary budget approval has been completed-> An Offer Letter has been sent to the Candidate with the approved salary-> The candidate has accepted-> The Recruiter has determined the candidate is a New Hire.
New State Employees will be assigned a unique Employee Id.
Start1
RE0401Interview & Selection
2Select Candidate
from List of “Ready to Hire”
3Enter/Modify/
Verify Hire Data Online
13Go To RE0501
Orientation/Onboarding
8SPS:
Hire Recorded in System
11AdHoc Report:
Hires
12AdHoc Report:
Hire(for EE File)
DBM OPSBAgency Payroll Coordinator
TimekeepingCPB
Benefits
4Duplicate
SSN?
5Warning Message
Duplicate SSN
No
Yes
7Change SSN?
6Investigate Duplicate
SSN
END
9Go To PS0801
PS Audit Personnel
Transactions
No
10AdHoc Report:
Audit Hires
Yes
11AdHoc Report:
Hires
10AdHoc Report:
Audit Hires
PS0102 - Process a Hire Not From JobAps (Action = Hire + Reason = New Hire)
Not
ifica
tions
SPS
Agen
cy H
R C
oord
inat
orS
uper
viso
r/Mgr
At this point… -> The candidate has been selected-> The Salary and Start Date has been determined-> Any required salary budget approval has been completed-> An Offer Letter has been sent to the Candidate with the approved salary-> The candidate has accepted-> The HR Agency Coordinator has determined candidate is a New Hire.-> All required approvals obtained outside of the system.
Yes
No
16Adhoc Report:EE New Hires
4Want to
Continue?
End
Start1
NotifyNew Hire
2Review/Verify
New Hire
13Go To PS0801
PS Audit
15Adhoc Report:
New Hires
3Complete? 14
Adhoc Report:Audit New Hires
12SPS:
Hire Recorded in System
9Warning Message
Duplicate SSN
5PIN
Update?
6Modify/Update
PIN
7Enter
New Hire Online
No
Yes
Yes
No
8Duplicate
SSN?
DBM OPSBAgency Payroll Coordinator
TimekeepingCPB
Benefits
No
Yes
No
10Investigate Duplicate
SSN
11Change SSN?
Yes
New State Employees will be assigned a unique
Employee Id.
Will Update Position Number (PIN) for
New Hire
Yes
19Go To CE0201
ContractMgmt
18Contractual?
A
A
17Go To RE0501
Orientation/Onboarding
No
15Adhoc Report:
New Hires
14Adhoc Report:
Audit New Hires
PS0103 - Process a Rehire from JobAps(Action = Rehire + Reason = 1) Reinstatement 2) Non-Reinstatement)
Not
ifica
tions
SPS
Age
ncy
HR
C
oord
inat
orJo
bAps
Returning State Employees will be attached to their previous Employee ID.
4Enter/Modify/
Verify Rehire Data Online
Start
At this point… -> The candidate has been selected-> The Salary and Start Date has been determined-> Any required salary budget approval has been completed-> An Offer Letter has been sent to the Candidate with the approved salary-> The candidate has accepted-> The Recruiter has determined the candidate is a Rehire
1RE0401
Interview & Selection
7Go To RE0501
Orientation/Onboarding
DBM OPSBAgency Payroll Coordinator
TimekeepingCPB
Benefits
10AdHoc Report:
Rehire(for EE File)
5SPS:
Rehire Recorded in System
3Select Reason for
Rehire
9AdHoc Report:
Rehires
2Select Candidate
from List of “Ready to Rehire”
6Go To PS0801
PS Audit Personnel
Transactions
8AdHoc Report:Audit Rehires
9AdHoc Report:
Rehires
8AdHoc Report:Audit Rehires
PS0104 - Process a Rehire Not From JobAps (Action = Rehire + Reason = 1) Reinstatement 2) Non-Reinstatement)
Not
ifica
tions
SPS
Age
ncy
HR
Coo
rdin
ator
Sup
ervi
sor/M
anag
er
Will Enter a Position Number (PIN) for all
Rehires
15Contractual?
12Adhoc Report:
Rehires
Start
7Enter/Modify Rehire Online
13Adhoc Report:
Rehire for EE File
16Go To CE0201
ContractMgmt
9SPS:
Rehire Recorded in System
Returning State Employees will be attached to their previous Employee ID.
8Select Reason for
RehireYes
11Adhoc Report:Audit Rehires
At this point… -> The candidate has been selected-> The Salary and Start Date has been determined-> Any required salary budget approval has been completed-> An Offer Letter has been sent to the Candidate with the approved salary-> The candidate has accepted-> The Agency HR Coordinator has determined the candidate is a Rehire-> All required approvals obtained outside of the system.
DBM OPSBAgency Payroll Coordinator
TimekeepingCPB
Benefits
1Notify Rehire
2Review/Verify
Rehire
3Complete?
4Continue?
5PIN Update?
6Modify/Update
PIN
A
No
No End
No
Yes
Yes
Yes
A No
12Adhoc Report:
Rehires
11Adhoc Report:Audit Rehires
14Go To RE0501
Orientation/Onboarding
10Go To PS0801
PS Audit Personnel
Transactions
PS0105 – Complete the Hire or Rehire(This step will be completed on the employees first day as an outcome of Orientation & Onboarding)
CP
BD
BM O
PSB
SP
SE
mpl
oyee
Age
ncy
HR
Coo
rdin
ator
3Enter Additional Information Online:- Emergency Contacts- I-9- H1-B/Visa/Work Permit- Medical (Physician, Allergies, Conditions)- Licenses/Certifications- Secondary Work
The Recruiting process design is investigating whether this
step can occur online instead of filling out paper forms.
If this step occurs online, it may eliminate the need for
Agency HR to enter some of these data elements.
Start
1Complete
RE0501Orientation/Onboarding
5File Paperwork in EE Personnel File
End
4SPS Updated
2Completes
Onboarding HR Paperwork
6Complete W-4
Tax Withholding & Direct Deposit
Forms
7System of Record for W-4 and Direct
Deposit Information
8Complete
BA0303On-Going Enrollment
9Adhoc Report:
Hires
13Adhoc Report:
Licenses/Certifications
14Adhoc Report:
Seconday Work
12Adhoc Report:I-9 Information
15Adhoc Report:
Emergency Contacts
9Adhoc Report:
Hires
14Adhoc Report:
Seconday Work
13Adhoc Report:
Licenses/Certifications
15Adhoc Report:
Emergency Contacts
12Adhoc Report:I-9 Information
10Adhoc Report:
Rehires
11Adhoc Report:
Data Audits
At this point… -> The employee has been entered into the system-> The employee has shown up for their first day of work -> The employee has attended Orientation and is completing new hire paperwork, some of which needs to be entered into either SPS or CPB
CPB only accepts hard-copy W-4 and Direct Deposit forms for new employees. Once established, the employee may update these data elements using the POSC self-service.
PS0201 - Process a Promotion Not From JobAps(Action = Promotion)
Not
ifica
tions
SPS
Age
ncy
HR
Coo
rdin
ator
Supe
rvis
or/M
gr
Yes
No
Yes
No
Promotion linked to employee ID.
No
Yes
13Deliver Promotion
to EE
8Go To PS0603
Complete Transaction
6SPS:
Promotion Recorded in
System
10Adhoc Report:
Audit Promotions
7Non PIN data
Update?
3Complete?
At this point…
-> Conversations have occurred at a minimum between the Supervisor/Mgr and the 2nd Level Manager that a Promotion action is appropriate. -> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system.
End
EmployeeAgency Payroll Coordinator
TimekeepingBenefits
CPB
Start
12Adhoc Report:EE Letter @ Promotions
11Adhoc Report:
Promotions
4Want to
Continue?
2Review
Promotion
5Enter/Modify/
Verify Promotion Data Online
9Go To PS0801
PS Audit Personnel
Transactions
12Adhoc Report:EE Letter @ Promotions
11Adhoc Report:
Promotions
1Notify
Promotion
Will Enter a Position
Number (PIN) for
Promotions
PS0301 - Process a Demotion Not From JobAps(Action = Demotion + Reason = 1) Voluntary 2) Career Change)
Not
ifica
tions
SPS
Agen
cy H
R C
oord
inat
orS
uper
viso
r/Mgr
Yes
No
Yes
No
3Complete?
Start4
Want to Continue?
1Notify
Demotion
2Review
Demotion
End
13Deliver Demotion
to EE
8Go To PS0603
Complete Transaction
At this point…
-> Conversations have occurred at a minimum between the Supervisor/Mgr and the 2nd Level Manager that a Promotion action is appropriate. -> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system.
12Adhoc Report:EE Letter @
Demotion
Demotion linked to employee ID.
6SPS:
Demotion Recorded in
System
5Enter/Modify/
Demotion Online
9Go To PS0801
PS Audit Personnel
Transactions
No
10Adhoc Report:
Audit Demotions
11Adhoc Report:
Demotions
EmployeeDBM OPSB
Agency Payroll CoordinatorTimekeeping
BenefitsCPB
12Adhoc Report:EE Letter @
Demotion
11Adhoc Report:
Demotions
7Non PIN data
Update?Yes
Will Enter a Position
Number (PIN) for Demotions
10Adhoc Report:
Audit Demotions
PS0401 – Transfer – Reassignment in Same Agency (Action = Transfer + Reason = Reassignment in Same Agency)
Not
ifica
tions
SPS
Age
ncy
HR
Coo
rdin
ator
Sup
ervi
sor/M
gr
Yes
No
Yes
No
Transfer linked to employee ID.
No
Yes
Will Update Position Number (PIN) for Reassignment, if
applicable
Start
13Adhoc Report:
Transfer
14Adhoc Report:EE Letter @
Transfer
9Non PIN data
Update?
4Want to
Continue?
13Adhoc Report:
Transfer
10Go To PS0603
Complete Transaction
8SPS:
Reassignment Recorded in
System
7Enter/Modify/Reassignment
Online
14Adhoc Report:EE Letter @
Transfer
End
At this point…
-> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system.
2Review
Reassignment
EmployeeAgency Payroll Coordinator
TimekeepingBenefits
CPB
3Complete?
12Adhoc Report:Audit Transfer
15Deliver Transfer to
EE
11Go To PS0801
PS Audit Personnel
Transactions
1Notify
Reassignment
6Update
PIN
5PIN
Update ?
Yes
No
12Adhoc Report:Audit Transfer
PS0402 – Transfer – Intra-Agency or Other Agency Not From JobAps(Action = Transfer + Reason = Intra-Agency or Other Agency)
Not
ifica
tions
Rec
eivi
ng
Age
ncy
HR
Coo
rdin
ator
SPS
Sen
ding
A
genc
y H
R C
oord
inat
orSu
perv
isor
/Man
ager
No
Yes
No
Will Modify Position Number (PIN) for
Transfer, if applicable
4Notifies
PIN
3Update PIN
Online
12Go To PS0801
PS Audit Personnel
Transactions
13Adhoc Report:Audit Transfer
10Non PIN data
Update?
11Go To PS0603
Complete Transaction
6Complete?
14Adhoc Report:
Transfer
5Review Transfer
16Deliver Transfer to
EE
7Want to
Continue?
End
Start1
NotifyTransfer 15
Adhoc Report:EE Letter @
Transfer
DBM OPSBEmployee
Agency Payroll CoordinatorTimekeeping
BenefitsCPB
2PIN
Update?
No
Yes
7Modify/Update Transfer Online
Yes
15Adhoc Report:EE Letter @
Transfer
13Adhoc Report:Audit Transfers
14Adhoc Report:
Transfers
8SPS:
Transfer Recorded in
System
9Notifies Receiving
HR Agency A
Assumptions:-> Both of the agencies involved in this transaction use the SPS system for personnel transactions.At this point… -> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system.
Yes
No
A
Transfer linked to employee ID.
PS0501 - Process a Salary Adjustment (Action = Salary Adjustment + Reason = 1) Advanced Step 2) Misc. Adjustment)
SPS
Not
ifica
tions
Age
ncy
HR
Coo
rdin
ator
Sup
ervi
sor/M
gr
YesStart11
Deliver Salary Adj to EE
4Continue?
2Review
Salary Adjustment
3Complete?
End1
Notify Salary Adjusment
At this point…
-> Conversations have occurred at a minimum between the Supervisor/Mgr and the 2nd Level Manager that a Salary Adjustment action is appropriate. -> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system. This process is the formality of entering the agreed upon action into the system.
10Adhoc Report:EE Letter @ Salary Adj
7Go To PS0801
PS Audit Personnel
Transactions
5Modify/Update Transfer Online
Yes
No
8Adhoc Report:
Audit Salary Adj
9Adhoc Report:
Salary Adj
EmployeeDBM OPSB
Agency Payroll CoordinatorTimekeeping
BenefitsCPB
10Adhoc Report:EE Letter @ Salary Adj
6SPS:
Transfer Recorded in
System
Salary Adjustment linked to employee ID.
9Adhoc Report:
Salary Adj
8Adhoc Report:
Audit Salary Adj
PS0601 - Process a Data Change – Change % Employed (Action = Data Change + Reason = Change % Employed)
Not
ifica
tions
SPS
Age
ncy
HR
Coo
rdin
ator
Sup
ervi
sor/M
gr
No
No
End
1Notify
Change % Employed
4Continue?
2Review Change %
Employed
13Deliver Change %
to EEStart
3Complete?
When the Supervisor/Mgr notifies Agency HR, they should be alerted that this change will not only impact the employees pay check but it also could impact their health benefits eligibility and or leave accruals.
At this point… -> The employee has been counseled on the impact this change may have on their salary, health benefits and leave accruals. -> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system. This process is the formality of entering the agreed upon action into the system.
12Adhoc Report:EE Letter @ Salary Adj
5Modify/Update
Change %
Yes
7Non PIN data
Update?
8Go To PS0603
Complete Transaction
9Go To PS0901
PS Audit Personnel
Transactions
10Adhoc Report:
Audit Data Change
11Adhoc Report:
Audit Data Change
Change % linked to employee ID
6SPS:
Data Changed Recorded in
System
Yes
DBM OPSBEmployee
Agency Payroll CoordinatorTimekeeping
BenefitsCPB
10Adhoc Report:
Audit Data Change
11Adhoc Report:
Audit Data Change
12Adhoc Report:EE Letter @ Salary Adj
No
PS0602 - Process a Data Change – Administrative Change(Action = Data Change + Reason = Administrative Change)
SP
SAg
ency
HR
Coo
rdin
ator
Not
ifica
tions
Sup
ervi
sor/M
anag
er
1Notify
Administrative Change
Start
The types of changes that may occur in this transaction are: -> Change employee status from FT-to-PT or FT-to-PT-> Change employee Work Location-> Change employee Supervisor-> Change employee payroll information (Payroll system, Number of Deductions, Pay Cycle)
At this point…
-> If the employee status is changing in regards to FT/PT, the employee has been counseled on the impact this change may have on their salary, health benefits and leave accruals. -> If the employee change involves the number of deduction periods, the employee has been counseled on the impact this change may have on their pay check.-> Required Approval obtained outside of the system. This process is the formality of entering the agreed upon action into the system. This process is the formality of entering the agreed upon action into the system.
12Adhoc Report:EE Letter @
Admin Change
End
Data Change linked to employee ID.
3Complete?
2Review Change %
Employed
6SPS:
Data Changed Recorded in
System
7Non PIN data
Update?
5Modify/Update
PIN
8Go To PS0603
Complete TransactionYes
9Go To PS0801
PS Audit Personnel
Transactions
4Continue?Yes
No
Yes
DBM OPSBEmployee
Agency Payroll CoordinatorTimekeeping
BenefitsCPB
10Adhoc Report:
Audit Data Change
11Adhoc Report:
Audit Data Change
13Deliver Change %
to EE
No
10Adhoc Report:
Audit Data Change
11Adhoc Report:
Audit Data Change
12Adhoc Report:EE Letter @
Admin Change
No
PS0603 – Complete Transaction(This step will be completed after the Promotion, Demotion, Salary Adjustment, Data Change and Transfer transactions)
SPS
Tim
ekee
ping
DBM
OP
SBC
PB
Ben
efits
Agen
cy M
gmt
Age
ncy
HR
This update will occur via a weekly interface.
Need to determine if CPB can accept Effective Dated salary changes. If not, need to identify how the retro pay with occur.
4CPB
Salary Change Updated in CPB
6Benefits
Trigger On-Going Enrollment
7Timekeeping
Evaluate if Leave Accrual Change
9Timekeeping
Move Timecard
No
8Location or Supervisor Change?
3Pay Related
Change?
Start
At this point…
-> A Promotion, Demotion, Transfer, Data Change or Salary Adjustment has been approved by all required levels.
End
5FT-to-PT
Or PT-to-FT?
2SPS:
Data Changed Recorded in
System
15Adhoc Report:
Data Audits
12Adhoc Report:
Promotions
11Adhoc Report:
Transaction Status
14Adhoc Report:
Salary Adjustments
10Adhoc Report:
Transaction Metrics
13Adhoc Report:
Demotions
16Adhoc Report:
Salary Changes
1Modify/Update
employee record
Personnel Transactions linked to employee ID.
Yes
Yes
Yes
10Adhoc Report:
Transaction Metrics
15Adhoc Report:
Data Audits
14Adhoc Report:
Salary Adjustments
13Adhoc Report:
Demotions
11Adhoc Report:
Transaction Status
16Adhoc Report:
Salary Changes
12Adhoc Report:
Promotions
PS0701 - Process a Termination – Deceased(Action = Termination + Reason = Deceased)
Not
ifica
tions
Age
ncy
HR
Coo
rdin
ator
SPS
Supe
rvis
or/M
anag
erEm
ploy
ee’s
Fa
mily
The Employees Unused Sick Balance Will be Deposited in
the Leave Bank4
Complete?
Start
1Notified
Employee is Deceased
2 Notify
Employee is Deceased
3Review
Termination
5Modify/Update
Termination
14Go to
PS0711Final Check
10Communicate w/Employee Family Regarding Req
Paperwork
11Go to
BA0802Benefits
Termination
Yes
No
Termination linked to employee ID.
6SPS:
Term Recorded in System
9Adhoc Report:
Termination
8Adhoc Report:
Audit Termination
7Go To PS0801
PS Audit Personnel
Transactions
9Adhoc Report:
Termination
End
DBM OPSBBenefits
TimekeepingAgency Payroll Coordinator
CPB
12Go To PC0400
PINMaintenance
8Adhoc Report:
Audit Termination
14Leave Bank
Deposit
PS0702 - Process a Termination – End of Temporary Employment(Action = Termination + Reason = End of Temporary Employment)
SP
SN
otifi
catio
nsE
mpl
oyee
Age
ncy
HR
Coo
rdin
ator
Supe
rvis
or/M
anag
er
Start
3Is it 2 Weeks
Prior to 6 Month
Window?
6Has EE Term’d?
12Enter Termination
Online
4Is it 6 Months Since TE Hire
Date?
End
13SPS:
Term Recorded in System
5Notifies
Temp Worker’s Ending Dates
2Adhoc Report:Temp Worker’s
End Dates
8EE Submits Written Term Notice to Supr
Yes
7Notifies
Employee
9Reviews/Confirms
Terminations
No
Yes
10Complete?No
11Continue? Yes
No
Yes
No
Yes
No
Termination linked to employee ID.
14Go To PS0801
PS Audit Personnel
Transactions
15Adhoc Report:
Audit Terminations
16Adhoc Report:Terminations
16Adhoc Report:Terminations
17Off-Board the
Employee
16Adhoc Report:Terminations
20Go To
TBDVacant PIN
Maintenance
DBM OPSBTimekeeping
Agency Payroll CoordinatorCPB
19Go to
PS0711Final Check
15Adhoc Report:
Audit Terminations
18Timekeeping
Term
PS0703 - Process a Termination – New Hire – No Show or New Hire – Declined Offer After Acceptance(Action = Termination + Reason = 1) New Hire – No Show 2) New Hire – Declined Offer After Acceptance)
Not
ifica
tions
SPS
Agen
cy
HR
Coo
rdin
ator
Sup
ervi
sor/
Man
ager
Em
ploy
ee
Yes
No
4Complete?
Assumptions: -> This event could either be:-> The employee called before their start date and notified Supervisor/Manager they had changed their mind or -> The employee does not show up on their scheduled first day of work.
Start 1No Show
8Go To PC0400
PIN Maint
3Review
Termination
2Notifies
Termination
DBM OPSBBenefits
TimekeepingAgency Payroll Coordinator
CPB
5Validate
Workers Data Online
6SPS:Term
Recorded in System
The Vacate will have an associated Effective Date. Should the Last Day Worked be blank or the same as the Effective Date?
7Go To PS0801
PS Audit
10Adhoc Report:Terminations
9Adhoc Report:
Audit Terminations
End
PS0704 - Process a Termination – Laid Off From Allocated PositionN
otifi
catio
ns/
Oth
erSP
SEm
ploy
eeA
genc
y H
R C
oord
inat
orAg
ency
Appo
intin
g A
utho
rity
(AA)
The Employee Receives Priority on Eligibility List Due to Separation
2Adhoc Report:Seniority Points
13Enter/Modify Termination
Online
5EE Informed of
Separation
1Budget Decision to Reduce Staff
3Identify Affected
EE’s
Start
4Meet w/Afffected
EE
23Go to
RE0303Eligibility List
6Does EE Choose
Bumping?
8Faciliate
“Bumping”
Yes
9Final EE’s Identified
No
18Off-Board
the Employee
Termination linked to employee ID.
21Go to
PS0711Final Check
14SPS:
Term Recorded in System
19Go to
BA0802Ben Term
15Go To PS0801
PS Audit
16Adhoc Report:
Audit Terminations
17Adhoc Report:Terminations
20Go To PC0400
PINMaint
17Adhoc Report:Terminations
RecruitingBenefits
TimekeepingAgency Payroll Coordinator
CPB
End
11Review
Termination
12Complete?
Yes
No
10Notify
Termination
16Adhoc Report:
Audit Terminations
7Facilitate Bumping
22Leave Bank
Deposit
PS0705 - Process a Termination – RetiredN
otifi
catio
nsS
PSE
mpl
oyee
Ret
irem
ent
Agen
cyA
genc
y H
R
Coo
rdin
ator
Age
ncy
Ret
irem
ent
Coo
rdin
ator
Start
1Meets w/ Agency
Retire Coord Discuss
Retirement
2Does EE Want to Proceed w/Retirement?
4Submits Retire Paperwork &
Notice of Retirement
5Completes/
Submits Benefit Enrollment Forms
1Meets w/ EE to
Discuss Retirement/Paperwork
6Receives
Retirement Paperwork
7Notifies
Retirement
8Calculate Sick Leave Service
Credit
9Complete/Sign
Retirement Paperwork
21Go to
PS0711Final Check
10Submit Paperwork
to Retirement Agency
22Receive Retiree
Paperwork
End
No
Yes
23View Employee History in SPS
A
This includes a notice of retirement letter including their Last Day of Work
24Manually
Determine Creditable Years
of Service
25Setup Retiree in
Retirement Agency System
26Send Interface of Retirees Eligible for State Benefits
to SPS
At this point, the Termination will be recorded in the SPS System,
18Off-Board
the Employee
11Reviews
Terminations
14SPS:
Term Recorded in System
12Complete?
No
15PS0801
PS AuditYes
A
20Go To PC0400
PINMaint
19Go to
BA0802Ben Term
16Adhoc Report:
Audit Terminations
17Adhoc Report:Terminations
27Go to
BA0303/BA0304
Ben Enroll
BenefitsTimekeeping
Agency Payroll CoordinatorCPB
13Modify/Update Terminations
16Adhoc Report:
Audit Terminations
17Adhoc Report:Terminations
17Adhoc Report:Terminations
3Completes Req’d
Retirement Paperwork
B
B
27Go to
BA0303/BA0304
Ben Enroll
PS0706 – Process a Termination – Leave Without Pay (Failure to Return from Leave)(Action = Termination + Reason = 1) Leave Without Pay – Medical 2) Leave Without Pay – Military 3) Leave Without Pay - Personal)
SPS
Not
ifica
tions
Agen
cy
HR
Coo
rdin
ator
Sup
ervi
sor/
Man
ager
Em
ploy
ee The Employee is Asked to Include their “Last Day Worked” on the Notice
The Agency HR Coordinator will file the notice in the employees personnel file. No
Start
1EE Submits
Notice to Supervisor/Mgr
2Reviews/Forwards Employee Notice
to HR
15Does EE Object to
Leave Bank Donation?
At this point…
-> Conversations have occurred to discuss the employee situation and a determination has been made that the employee is unable to return from their leave of absence and must terminate their state employment. -> This process is the formality of entering the agreed upon action into the system.
11Off-Board
the Employee
At this point, the Termination will be recorded in the SPS System,
12Go to
BA0802Ben Term
4Complete?
13Go To
PC0400PIN Maint
7Go To PS0801
PS Audit
6SPS:
Term Recorded in System
9Adhoc Report:Terminations
8Adhoc Report:
Audit Terminations
14Go to
PS0711Final Check
3Reviews
Terminations
DBM OPSBBenefits
TimekeepingAgency Appointing AuthorityAgency Payroll Coordinator
CPB
No
5Modify/Update
Termination
Yes
End
The Employees Unused Sick Balance Will be Deposited in the Leave Bank Unless EE Objects
Yes
8Adhoc Report:
Audit Terminations
9Adhoc Report:Terminations
16Leave Bank
Deposit
PS0707 - Process a Termination – Resigned for Military Service(Action = Termination + Reason = Resigned for Military Service)
Not
ifica
tions
Age
ncy
HR
Coo
rdin
ator
Supe
rvis
or/
Man
ager
Em
ploy
eeSP
S
At this point, the Termination will be recorded in the SPS System,
The Employees Unused Sick Balance Will be Deposited in the Leave Bank Unless EE Objects
8Adhoc Report:
Audit Terminations
6SPS:
Term Recorded in System
9Adhoc Report:Terminations
12Go to
BA0802Ben Term
14Go to
PS0711Final Check
DBM OPSBBenefits
TimekeepingAgency Appointing AuthorityAgency Payroll Coordinator
CPB
13Go To PC0400
PIN Maint
The Employee is Asked to Include their “Last Day Worked” on the Notice
1EE Submits
Notice to Supervisor/Mgr
Start
2Reviews/Forwards Employee Notice
to HR
The Agency HR Coordinator will file the notice in the employees personnel file.
8Adhoc Report:
Audit Terminations
9Adhoc Report:Terminations
5Modify/Update
Termination
11Off-Board
the Employee
15Does EE Object to
Leave Bank Donation?
3Reviews
Terminations
4Complete?
No
Yes
7Go To PS0801
PS Audit
Yes
No
At this point…
-> Conversations have occurred to discuss the employee situation and a determination has been made that the employee is resigning for Military Service and must terminate their state employment. -> This process is the formality of entering the agreed upon action into the system.
16Leave Bank
Deposit
End
A
A
PS0708 - Process a Termination – Resigned State Service(Action = Termination + Reason = Resigned State Service)
Not
ifica
tions
SPS
Agen
cy
HR
Coo
rdin
ator
Sup
ervi
sor/
Man
ager
Empl
oyee
At this point…
-> Conversations have occurred to discuss the employee situation and a determination has been made that the employee is resigning and must terminate their state employment. -> This process is the formality of entering the agreed upon action into the system.
The Employee is Asked to Include their “Last Day Worked” on the Notice
Start
1EE Submits
Notice to Supervisor/Mgr
No
2Reviews/Forwards Employee Notice
to HR
The Employees Unused Sick Balance Will be Deposited in the Leave Bank Unless EE Objects
The Agency HR Coordinator will file the notice in the employees personnel file.
Yes Yes
No
7Go To PS0801
PS Audit
5Modify/Update
Termination
11Off-Board
the Employee
9Adhoc Report:Terminations
End
15Does EE Object to
Leave Bank Donation?
4Complete?
8Adhoc Report:
Audit Terminations
3Reviews
Terminations
At this point, the Termination will be recorded in the SPS System,
13Go To PC0400
PINMaint
12Go to
BA0802Ben Term
6SPS:
Term Recorded in System
8Adhoc Report:
Audit Terminations
14Go to
PS0711Final Check
DBM OPSBBenefits
TimekeepingAgency Appointing AuthorityAgency Payroll Coordinator
CPB
9Adhoc Report:Terminations
16Leave Bank
Deposit
PS0709 - Process a Termination – PIN AbolishedN
otifi
catio
ns/
Oth
erS
PSEm
ploy
eeAg
ency
HR
Coo
rdin
ator
Age
ncy
App
oint
ing
Aut
horit
y(A
A)
The Employee Receives Priority on Eligibility List Due to Separation
Termination linked to employee ID.
1Budget Decision to
Reduce Staff
End
16Go to
BA0802Ben Term
6Final EE’s Identified
Start
12Go To PS0801
PS Audit9Enter/Modify Termination
Online
RecruitingDBM OPSB
BenefitsTimekeeping
Agency Payroll CoordinatorCPB
18Go to
PS0711Final Check
14Adhoc Report:
Audit Terminations
2Adhoc Report:Seniority Points
4Meet w/Afffected
EE
15Adhoc Report:Terminations
20Go to
RE0303Eligibility List
5EE Informed of
Separation
10SPS:
Term Recorded in System
3Identify Affected
EE’s
17Go To PC0400
PINMaint
13Off-Board
the Employee
8Review
Termination
11Complete?
7Notifies
Termination
No
es
14Adhoc Report:
Audit Terminations
15Adhoc Report:Terminations
19Leave Bank
Deposit
PS0710 – Process Final CheckSP
SC
PB
Age
ncy
PR
Coo
rdin
ator Start
2Compare EE
Leave Accrual Bal to Payout Rules
3Complete/Review Final Timesheet
4Enter Exception
Time in CPB
5Final Paycheck
Processed & Issued
8Employee
Terminated in CPBEnd
(1)
Need to determine in meetings with CPB if the “termination” event must be held in SPS until after the
employees final check is generated or can we send it as soon as the event is entered into SPS.
Need to determine the appropriate time to “terminate” the employee in Timekeeping
to ensure their final timecard can be completed.
1Adhoc Report:Terminations
(1)
(2)
7Employee
Terminated in Timekeeping
6Send Termination
Event to CPB
PS0801 – SPS Audit – Personnel Transactions (PS)Ag
ency
HR
Coo
rdin
ator
2S
PS
Agen
cy H
R C
oord
inat
or 1
At this point…
-> The required personnel transactions already completed in the SPS System. -> This process is the formality of conducting audit of data entry for all personnel transactions in the SPS system.
7SPS:
Personnel Transactions
Recorded
Start
PS linked to employee ID.
3Adhoc Report:
Audit Personnel Transactions
1Forwards All
Source Documents
2Compile
Source Docs
4Compares Source/
Audit Report
5Correction?
Yes
End8Signs Off Report No
The Agency HR Coordinator will file the source documents employees personnel file.
6Modify/Update
EMP record(CORRECTION)
PS0900 – Track TeleworkAg
ency
HR
S
PS
Div
isio
nD
irect
orS
uper
viso
r/Mgr
Empl
oyee
No
No
5Discuss Telework
Denial w/Employee
10Notify Supervisor
of Denial
15EE Telework Data Updated in SPS
6Complete
Telework Forms/Checklists/
Agreements
There are numerous forms that must be completed by both the employee and the supervisor for a teleworking request. All of the paperwork associated with a telework request will be completed, reviewed and approved/denied outside of the system. The system shall track approved telework requests.
Start
8Review Telework Request Forms
1Complete
Telework Request Form
3Review Telework Request Forms
9ApproveRequest?
4Want to
Continue?
2Submit
Telework Request Form to
Supervisor
5Discuss Telework
Denial w/Supervisor
Yes
7Submit
Telework Request Form to Division
Director
B14
SPS:Enter Approved Telework Online
A
A
11Notify Supervisor
of Approval/Return Signed
Forms
Yes
12Discuss Telework
Approval w/Employee
12Discuss Telework
Approval w/Supervisor
13Submit
Telework Paperwork to Agency HR
B
16AdHoc Report:
EE’s on Telework
End
B
B
PS0901 – Track Compressed WorkweekS
PS
Age
ncy
HR
D
ivis
ion
Dire
ctor
Sup
ervi
sor/M
grE
mpl
oyee
No
No
Yes
Yes
8Review
Compressed Request Forms
3Review
Compressed Request Forms
9ApproveRequest?
A
12Discuss
CompressedApproval w/Supervisor
1Complete
Compressed Request Form
5Discuss
Compressed Denial w/
Supervisor
2Submit
Compressed Request Form to
Supervisor
10Notify Supervisor
of Denial
12Discuss
Compressed Approval w/Employee
7Submit
Compressed Request Form to Division Director
6Complete
Compressed Forms/Checklists/
Agreements
Start
13Submit
Compressed Paperwork to Agency HR
17AdHoc Report:
EE’s on Compressed
A4
Want to Continue?
15EE Compressed Data Updated in
SPS
B
11Notify Supervisor
of Approval/Return Signed
Forms
5Discuss
Compressed Denial w/Employee
14SPS:
Enter Approved Compressed
Online
B
There are numerous forms that must be completed by both the employee and the supervisor for a compressed workweek request. All of the paperwork associated with a compressed workweek request will be completed, reviewed and approved/denied outside of the system. The system shall track approved compressed workweek requests.
End
16Update
TimekeepingSchedule
C
C