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HRMS data definitions resource guide

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Action Reasons

Definition: The specific reason for performing an action.

Infotype: Actions (0000) – included in HRMS F1 Help

Abandonment of Position

Definition: Use Abandonment of Position to separate an employee who has been absent without authorized leave for a period of 3 consecutive working days. The 3 consecutive working days rule does not apply to non-permanent or probationary employees.

Applies to action type(s): Separation (U5)

Example: An employee fails to notify their supervisor they will be absent, fails to report to work, and does not obtain authorization for their absence for 3 consecutive working days. The employer then follows the procedure to separate the employee for reason of abandonment of position.

Adjust Hours Worked

Definition: Use Adjust Hours Worked when an employee's assigned number of work hours or employment percentage changes.

Applies to action type(s): Appointment Change (U3)

Example: A supervisor approves a temporary reduction of an employee's full time work schedule to 90%.

Assault

Definition: Use Leave of Absence - Active > Assault for an employee who is a victim of assault and works for agencies who approve Assault Leave, or the employee works for Washington State Patrol (WSP) and has Temporary Disability Leave.

Use Return from Leave of Absence > Assault when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Return from Leave of Absence (UA)

Example: A Mental Health Technician 1 has been assaulted on the job and is out on assault leave due to injuries sustained.

Change in EE Group

Definition: Use Change in EE Group when the status of the employee differs from the status of the position and must be changed. The Employee Group should reflect the status of the Position. Positions are defined by the following EE Groups: Appointed, Board/Commission, Civil Service Exempt, Elected, Non-Employee, Non-Perm. Limited, Non-Perm On Call, NWSpeclEmplymntComp, NW SupportedEmplymnt, Permanent, Project, Retired Firefighters, Seasonal, and Temporary (Higher Ed Only).

Applies to action type(s): Appointment Change (U3)

Example: An agency runs a report that indicates an exempt position erroneously coded as permanent. After correcting the position's EE Group, the agency then changes the EE Group on the employee's Organizational Assignment from Permanent to Civil Service Exempt.

Change in EE Subgroup

Definition: Use Change in EE Subgroup when the Employee Subgroup of a position is set to monthly and the employee in the position is to be compensated at an hourly rate, or the position is set to hourly and the employee is to be compensated at a monthly rate. This action reason is also used to change the overtime eligibility designation for an employee.

Applies to action type(s): Appointment Change (U3)

Examples:

  • An employee in a full-time, salaried position is approved to work a variable part-time schedule during their child's summer vacation.
  • A represented employee requests to work a part-time schedule for 3 months. Their position is full-time and they remain represented, even though they are working a part-time schedule temporarily.

Conditions Not Met

Definition: Use Conditions Not Met for the non-disciplinary separation of a permanent employee for:

  • Failing to comply with the conditions of employment which may or may not have existed at the time of initial appointment.
  • Failing to authorize or pass a background check required by the position.
  • Failing to comply with union security provisions.

Use Separation > End of Appointment for to separate a non-permanent employee from state service who does not meet the conditions of employment.

Applies to action type(s): Separation (U5)

Example: A permanent employee fails to pass a new requirement for a background check for working with children. The employee is separated since they did not meet the new conditions of employment.

Death

Definition: Use Death for an employee who dies while employed by an agency.

Applies to action type(s): Separation (U5)

Example: An employee has passed away and the employing agency separates the employee due to death.

Demotion – Disciplinary

Definition: Use Demotion - Disciplinary for a demotion which results in the movement of an employee from a position in one class to a position in another class which has a lower salary range maximum.

(WMS Only) Demotion - Disciplinary may also be the reassignment of duties in the same position that results in a lower salary standard and/or evaluation points, or movement to a different WMS position with a lower salary standard and/or lower evaluation points, or movement to a WGS position with a lower base salary.

Applies to action type(s): Appointment Change (U3)

Example: An employee is demoted for cause from a Human Resource Consultant 3 position to a Human Resource Consultant 1 position.

Demotion - In Lieu of Layoff

Definition: Use Demotion - In Lieu of Layoff for an employee who is appointed to a position with a lower salary range maximum than the position currently held, rather than being laid off.

Applies to action type(s): Appointment Change (U3)

Example: An employee in a position that is being abolished due to layoffs accepts a position in a lower class since they have no option to take a position at the same salary range.

Demotion – Non-Disciplin (WSP)

Definition: (Washington State Patrol Only) Use Demotion – Non-Disciplin (WSP) for the involuntary demotion of a commissioned officer from a higher to a lower rank for non-disciplinary reasons.

Applies to action type(s): Appointment Change (U3)

Example: After serving in a higher capacity for several years, a Captain is demoted to the rank of Lieutenant for non-disciplinary reasons by the WSP Chief.

Demotion - Voluntary

Definition: Use Demotion - Voluntary for a permanent employee who voluntarily moves from a position in one class to a position in another class that has a lower salary range maximum.

Applies to action type(s): Appointment Change (U3)

Example: A Fiscal Analyst 3 (Range 50) requests to voluntarily demote into an open Human Resource Consultant 1 (Range 45) position for which she meets the required skills and abilities.

Disability - Involuntary

Definition: Use Disability - Involuntary to separate an employee from state service when the employer determines the employee is unable to perform the essential functions of the employee's position or class with or without reasonable accommodation due to mental, sensory, or physical incapacity.

Applies to action type(s): Separation (U5)

Example: An employer determines an employee is no longer able to perform the essential functions of their position and class. After following appropriate HR/EO procedures, a separation of the employee is deemed necessary.

Disability - Voluntary

Definition: Use Disability - Voluntary for an employee who requests separation from state service due to a mental, sensory, or physical incapacity.

Applies to action type(s): Separation (U5)

Example: An employee determines he is no longer able to perform the essential functions of his job and resigns, providing his employer medical information which documents his inability to perform the essential functions of his position.

Disability Pay 50% (WSP)

Definition: (Washington State Patrol Only) Use Leave of Absence – Active > Disability Pay 50% (WSP) for leave of absence granted to officers injured or incapacitated to such extent as to be mentally or physically incapable of active service.

Note: Officers on disability status receive one-half compensation at the existing wage, less any compensation received through the department of labor and industries.

Use Return from Leave of Absence > Disability Pay 50% (WSP) when the officer returns to active service.

Applies to action type(s): Leave of Absence - Active (U8), Return from Leave of Absence (UA)

Example: The chief of the Washington State Patrol determines that an active Washington State Trooper who became severely injured six months ago in an automobile accident is unable to return to active duty and is placed on disability status.

Dismissal

Definition: Use Dismissal to terminate an employee from state service for disciplinary purposes.

Applies to action type(s): Separation (U5)

Example: An employee continually violates his agency's misuse of state resources policy and is dismissed for non-compliance.

Educational

Definition: Use Leave of Absence - Active/Inactive > Educational for employees who have been approved for a leave of absence for educational purposes.

Use Return from Leave of Absence > Educational when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An employee is furthering his education and is granted a leave of absence to complete his graduate studies.

Elevation

Definition: Use Elevation for an employer initiated action moving a permanent employee to a position in either a higher class in which the employee held permanent status prior to a demotion, or a class in the same class series which is between the current class and the class from which the employee demoted.

Applies to action type(s): Appointment Change (U3)

Examples:

  • An employee is elevated to a Human Resource Consultant 4 position after being demoted to a Human Resource Consultant 2 position.
  • Twelve months after a permanent Office Assistant 3 (Range 31) voluntarily demoted to a permanent Office Assistant 2 (Range 28) position in a different division, she is hired into a new permanent Office Assistant 3 (Range 31) position.

Employee Business Unit

Definition: Use Employee Business Unit for the appointment or separation of a classified employee hired as part of a group of employees who successfully bid and receive an awarded contract to perform services for an employer.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), New Hire (U0), Rehire (U6), Separation (U5)

Example: A group of classified employees bid on and are awarded a contract to perform services for an agency. The individual employees are hired as part of an employee business unit and may be separated as a business unit.

End of Appointment

Definition: Use End of Appointment to separate an employee from state service for non-disciplinary reasons or to separate a probationary employee for reasons other than resignation. This may include WGS, WMS, EMS, or non-permanent employees.

Note: Use End of Appointment only when no other applicable separation action reason applies.

Applies to action type(s): Separation (U5)

Example: An employee serving a probationary period fails to meet the employer's standards and is separated prior to completing the probationary period.

End of Appt – Erroneous Appt

Definition: Use End of Appt - Erroneous Appt to separate an employee from state service who was hired in error.

Applies to action type(s): Separation (U5)

Example: An employee is hired but it is then discovered the supervisor did not receive the proper authorization to fill the position.

Exempt

Definition: Use Exempt to appoint an employee into a position not covered under state civil service law or any at-will employee who is serving at the pleasure of the appointing authority and not covered under a bargaining agreement or regulation.

Use Separation > End of Appointment to separate an exempt employee from state service.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), New Hire (U0), Quick Hire (U1), Rehire (U6), Rehire Quick Hire (UK)

Example: The Attorney General's office hires a new Assistant Attorney General (AAG). Since Assistant Attorney’s General positions are exempt from state Civil Service law, they are appointed as Exempt.

Family Care Act

Definition: Use Leave of Absence - Active > Family Care Act for an employee who requests temporary leave under Washington's Family Care Act to care for a spouse, registered domestic partner, child, parent, parent-in-law, or grandparent with a serious health condition, or short-term care of a pregnant spouse or registered domestic partner, during or after childbirth as needed.

Refer to Source references for differences between Family Care Act, Family Leave Act of WA, and FMLA.

Use Return from Leave of Absence > Family Care Act when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Return from Leave of Absence (UA)

Example: An employee requests a leave of absence to care for his grandmother who has a serious health condition.

Family Leave Act of WA

Definition: Use Leave of Absence - Active/Inactive > Family Leave Act of WA for qualifying employees under Washington's Family Leave Act (FLA). FLA may be taken in addition to pregnancy disability leave, and is superseded by the federal Family and Medical Leave Act (FMLA) where identical. Family includes child, parent, spouse, or registered domestic partner.

Refer to Source references for differences between Family Care Act, Family Leave Act of WA, and FMLA.

Use Return from Leave of Absence > Family Leave Act of WA when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An employee who qualifies for the Washington Family Leave Act requests a leave of absence for twelve weeks to care for his registered domestic partner who has a serious health condition.

FMLA

Definition: Use Leave of Absence - Active/Inactive > FMLA for a leave of absence under the Federal Family and Medical Leave Act of 1993 for qualifying employees.

Use Return from Leave of Absence > FMLA when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An employee that qualifies for the Federal Family and Medical Leave Act of 1993 is going to have surgery and will be unable to work for a period of time.

GGTP

Definition: Use GGTP to appoint an employee from the General Government Transition Pool. If the employee has been separated from state service, a Rehire action is required.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), Rehire (U6)

Example: An agency considers and appoints an employee from the Government Transition Pool Program.

Gnl Gvt to Higher Ed

Definition: Use Gnl Gvt to Higher Ed to indicate an employee has moved to a higher education institution without a break in service.

Note: All dates, leave balances, and state status transfer to the higher education institution with the employee; however, they will not be paid or administered through the HRMS system.

Applies to action type(s): Separation (U5)

Example: A general government employee accepts a position at a higher education institution. Since higher education employees are not tracked in HRMS, they must be separated and given a reason to moving to Higher Ed.

Government Service

Definition: Use Leave of Absence - Active/Inactive > Government Service for an employee taking leave for government service in the public interest.

Use Return from Leave of Absence > Government Service when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An employee is granted a leave of absence without pay for government service in the Peace Corps. Since the employee will not be receiving benefits or pay, they are put on Leave of Absence - Inactive.

Higher Ed - Temporary

Definition: (Higher Ed Only) Use Higher Ed - Temporary to appoint an employee into a Higher Education position on a temporary basis in which the employee's hours worked will not exceed one thousand fifty hours (1,050) in any 12 consecutive month period from the original date of hire.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), New Hire (U0), Rehire (U6)

Example: A higher education institution hires an Office Assistant 3 to work 3 days per week from July through September to help with registration.

Higher Ed to Gnl Gvt

Definition: Use New Hire/Rehire > Higher Ed to Gnl Gvt to appoint an employee from a higher education institution to a state agency without a break in service. If the employee does not have a personnel number in HRMS, use New Hire > Higher Ed to Gnl Gvt; otherwise use Rehire > Higher Ed to Gnl Gvt

Applies to action type(s): New Hire (U0), Rehire (U6)

Example: A professor at Central Washington University accepts a position as a Human Resource Consultant 4 with Department of Enterprise Services to work in their training division.

Home Assignment

Definition: Use Leave of Absence - Active > Home Assignment for an employee who is re-assigned to their home, but must remain available for contact during a specific timeframe. While on Home Assignment, the employee will continue to receive regular pay and benefits. The employee may or may not be assigned work during this time.

Use Return from Leave of Absence > Home Assignment when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Return from Leave of Absence (UA)

Example: An employee is sent home pending an investigation that requires the employee to remain available for contact during their regularly scheduled work time.

Internship

Definition: Use Internship for the appointment of a student through the State Internship program with the purpose of gaining work experience and knowledge of state government.

See also Non-Employee for students participating in the Work Study program.

Applies to action type(s): Concurrent Employment (UM), New Hire (U0), Rehire (U6)

Example: An agency hires an intern/student to assist in the Accounting Office.

In-Training

Definition: Use In-Training to appoint an employee to a permanent position which has a documented training plan identifying steps for advancement to the goal class.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), New Hire (U0), Rehire (U6)

Example: An Information Technology Specialist 2 is appointed to a position with a documented training plan for advancement to an Information Technology Specialist 4. Phase one of the plan begins with the Information Technology Specialist 2 job class.

In-Training Level - Complete

Definition: Use Appointment Change > In-Training Level - Complete upon successful completion of a step in the training requirements and there is a change to the appointment date on the Date Specifications Infotype or basic pay.

Use Change in Status > In-Training Level - Complete upon successful completion of a step in the training requirements and there is no change to the appointment date on the Date Specifications Infotype or basic pay.

Applies to action type(s): Appointment Change (U3), Change of Status (UJ)

Example: An agency hires a Human Resource Consultant 2 in training to a Human Resource Consultant 4. The employee has completed their first step of the in-training process and is now at the Human Resource Consultant 3 level.

In-Training Series - Complete

Definition: Use Appointment Change > In-Training Series - Complete upon an employee's successful completion of all steps in the training requirements and there is a change to the appointment date on the Date Specifications Infotype or basic pay.

Use Change in Status > In-Training Series - Complete upon an employee's successful completion of all steps in the training requirements and there is no change to the appointment date on the Date Specifications Infotype or basic pay.

Applies to action type(s): Appointment Change (U3), Change of Status (UJ)

Example: An agency hires a Human Resource Consultant 2 in training to a Human Resource Consultant 4. The employee has completed all steps of the in-training process and is now at the Human Resource Consultant 4 level.

Layoff

Definition: Use Layoff to separate an employee due to:

  • Lack of funds
  • Lack of work
  • Lack of positions
  • Organizational change
  • Termination of a project

Layoff may also be used when an employer involuntary separates an employee who does not successfully complete the transitional review following a layoff option.

Applies to action type(s): Separation (U5)

Layoff - Temp Reduction of Hrs

Definition: Use Layoff – Temp Reduction of Hrs when the employer temporarily reduces an employee’s work hours as a result of an unanticipated loss of funding, or other reasons as provided in rules and contracts. This action may also be used when an employee has volunteered, and the employer has agreed to allow an employee to reduce their hours of work in order to reduce layoffs.

Applies to action type(s): Appointment Change (U3)

Use Appointment Change > Adjust Hours Worked when returning the employee to their normal schedule.

Example: An employee volunteers to reduce his or her work hours to 24 hours per week in order to reduce layoffs. Based on staffing needs, the Appointing Authority agrees and allows the employee to work 24 hours per week.

Layoff - Temporary

Definition: Use Leave of Absence - Active/Inactive > Layoff - Temporary when an employee will be temporarily laid off.

Use Return from Leave of Absence > Layoff - Temporary when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An agency temporarily lays off a represented employee for 20 calendar days due to an unanticipated loss of funding.

Layoff - Voluntary

Definition: Use Leave of Absence - Active/Inactive > Layoff - Voluntary for an employee who volunteers to go on a leave of absence to reduce the effects of a layoff. If the employee will be retaining some form of pay or benefits during Leave of Absence, use Leave of Absence - Active.

Use Return from Leave of Absence > Layoff - Voluntary when the employee returns to work.

Separation: (Represented Only) Use Separation > Layoff - Voluntary to separate a represented employee who volunteers to be laid off from their position.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA), Separation (U5)

Example:

  • Leave of Absence: An employee volunteers to take 6 months leave without pay to reduce the effect of their agency's layoffs.
  • Separation: As a result of budget cuts, a represented employee learns that their agency is planning to eliminate 4 positions. The employee notifies HR that they are volunteering to be one of the positions eliminated.

Layoff List

Definition: Use Layoff List for appointing an employee from the employer's internal or statewide layoff list.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), Rehire (U6)

Example: An employee, who was laid off from an Information Technology Specialist 3 position due to a lack of positions in February 2010, is hired by another agency in November 2011 from the Statewide Information Technology Specialist 3 Layoff List.

Layoff Option Accepted

Definition: Use Layoff Option Accepted to appoint an employee whose position is scheduled for layoff but they are offered and accept another position as a layoff option.

Applies to action type(s): Appointment Change (U3)

Example: An employee receives a notice of layoff from her Information Technology Specialist 3 position due to an organizational change. She accepts her option to move to a permanent Information Technology Specialist position in a different unit.

LWOP

Definition: Use Leave of Absence - Active/Inactive > LWOP for an employee who is taking an approved leave of absence without pay.

Use Return from Leave of Absence > LWOP when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An employee wins a 3 month, all-expense paid trip to Europe and is approved to take leave without pay for time off.

Medical

Definition: Use Leave of Absence - Active/Inactive > Medical for a leave of absence for medical related purposes that does not otherwise qualify under FMLA or other medical-related leave of absence reasons.

Use Return from Leave of Absence > Medical when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An employee is not eligible, or has exhausted all other medical leave type entitlements and is approved by the agency for additional medical leave.

Military

Definition: Use Leave of Absence - Active/Inactive > Military for an employee who will be reporting for required military duty, training duty in the Washington National Guard or the Army, Navy, Air Force, Coast Guard, or Marine Corps reserves of the United States or any organized reserve or armed forces of the United States, or to report for drills including those in the National Guard under Title 10 U.S.C. or state active status.

Use Return from Leave of Absence > Military when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An employee receives orders to report for active military duty and serve 6 months overseas.

Non-Employee

Definition: Use Non-Employee for actions related to individuals in HRMS that are excluded from statewide personnel headcounts, such as AmeriCorps, Reservists, Retired Firefighters, Emergency Firefighters and Mobility Units, student workers, Pages, etc. Leave of Absence - Inactive > Non-Employee and Return from Leave of Absence > Non-Employee may also be used to deactivate and activate Reservists.

Applies to action type(s): Appointment Change (U3), Change of Status (UJ), Concurrent Employment (UM), Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), New Hire (U0), Quick Hire (UI), Rehire (U6), Rehire Quick Hire (UK), Return from Leave of Absence (UA), Separation (U5)

Non-Perm In Lieu of Layoff

Definition: Use Non-Perm in Lieu of Layoff for an employee who accepts a non-permanent appointment as a layoff option.

Applies to action type(s): Appointment Change (U3)

Example: An employee receives a notice of layoff from his Information Technology Specialist 3 position due to an organizational change and accepts his option of a non-permanent Information Technology Specialist 3 position in a different unit.

Non-Perm Limited

Definition: (Non-Represented) Use Non-Perm Limited for an appointment that is intended to address a short term immediate workload peak, or other short term need, or if the work is sporadic and does not fit a particular pattern.

(Represented) Use Non-Perm Limited to appoint a non-permanent employee to fill in for a permanent employee during a workload peak, while a recruitment is being conducted, or to reduce the possible effects of a layoff. If the work is sporadic and does not fit a particular pattern, use Non-Perm On Call instead.

Use Separation > End of Appointment to separate a non-perm limited employee from state service.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), New Hire (U0), Quick Hire (UI), Rehire (U6), Rehire Quick Hire (UK)

Example: An agency hires an employee into a 3 month, non-permanent appointment to fill in for a Contract Specialist who is out on FMLA.

Non-Perm On Call

Definition: (Represented Only) Use Non-Perm On Call for an appointment where the nature of the work is sporadic and does not fit a particular pattern. Use Non-Perm Limited for non-represented employees.

Use Separation > End of Appointment to separate a non-perm on call employee from state service.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), New Hire (U0), Quick Hire (UI), Rehire (U6), Rehire Quick Hire (UK)

Example: An agency authorized to use Non-Perm on Call hires a represented custodian to fill in as needed when other custodial staff are absent.

Non-Perm Period - Extend

Definition: Use Appointment Change > Non-Perm Period - Extend if the extension of the non-permanent appointment requires an update to the employee's date specifications or basic pay infotype.

Use Change of Status > Non-Perm Period - Extend to extend a non-permanent appointment beyond the original end date or with State HR Director approved extension beyond 24 months.

Applies to action type(s): Appointment Change (U3), Change of Status (UJ)

Example: A non-permanent employee has been hired for the summer to fill in for a permanent employee while the permanent incumbent is out of the country. The permanent employee requests an additional leave of absence, so the agency extends the non-permanent appointment.

Non-Perm to Permanent

Definition: Use Appointment Change > Non-Perm to Permanent if the employee will be serving a probationary or trial service period.

Use Change of Status > Non-Perm to Permanent when an agency determines they need to fill a position permanently and convert a non-permanent appointment into a permanent appointment if time spent in a non-perm appointment may be used toward probationary or trial service requirements.

Applies to action type(s): Appointment Change (U3), Change of Status (UJ)

Example: An employee is selected through a competitive process to fill a non-permanent appointment while the permanent incumbent takes a 7-month trip to Europe. The permanent incumbent decides not to return to the U.S. and resigns. The agency converts the non-permanent appointment to a permanent appointment.

Parental

Definition: Use Leave of Absence - Active or Leave of Absence - Inactive > Parental for qualifying employees to take time off for:

  • the birth, bonding, and care of a newborn child, or
  • the placement of a minor/dependent child for adoption or foster care during the first year following birth or placement.

Refer to Source references for difference between Family Care Act, Family Leave Act of WA, and FMLA.

If an employee will be retaining some form of pay or benefits during Leave of Absence, use Leave of Absence - Active.

Use Return from Leave of Absence > Parental when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An employee requests and is granted an additional twelve weeks of unpaid time off to care for their newborn child following three weeks of Leave of Absence - Active > FMLA.

Permanent

Definition: Use Appointment Change or Concurrent Employment > Permanent for the appointment of an employee with permanent status that is not required to serve a trial service or review period.

(Represented Only) Use Permanent when the employer converts a project appointment into a “non-project” permanent appointment and the employee is required to serve a trial service period.

Use Rehire > Permanent for the appointment of an employee with permanent state status following a layoff who was not hired from the GGTP or a layoff list.

Note regarding hires from GGTP, layoff list or appointments to a position as a layoff option: If a transition review period is not required, use the appropriate layoff action reason and set the Work Contract (appt status) of the employee to Permanent; do not use Permanent as the reason for action.

Use Change of Status > Permanent for an employee who completes a probationary, trial service, transitional or WMS review period.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), Change of Status (UJ), Rehire (U6)

Examples:

  • Appointment Change: An employee's non-permanent appointment as an HRC 4 ends and she is returned to her permanent appointment as an HRC 3.
  • Change of Status: An employee successfully completes their 6 month probationary review period and gains permanent status in the job class.
  • Project Conversion (Represented Only): An employer converts a project position into a “non-project” permanent Office Assistant 3 (OA3). The collective bargaining agreement requires the employee to serve a trial service period, even though the employee successfully completed an OA3 trial service period during their project appointment.

Probationary

Definition: Use Probationary for employees who are in the initial period of employment following certification and appointment to, or reemployment in, the classified service.

(Represented Only) Use Probationary when the employer converts a project appointment into a “non-project” permanent appointment and the employee is required to serve a probationary period.

Use Separations > End of Appointment to separate a probationary employee from state service.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), New Hire (U0), Rehire (U6)

Examples:

  • A Human Resource Consultant 1 is hired from the private sector and must serve a six month probationary period prior to gaining permanent state status and permanent status in the Human Resource Consultant 1 classification.
  • Project Conversion (Represented Only): An Office Assistant 2 is hired from the private sector to serve a twelve month project appointment. Prior to the end of the appointment, the employer converts the project position into a “non-project” permanent position and the employee’s collective bargaining agreement requires him to serve a probationary period.

Probationary Period - Extend

Definition: Use Probationary Period - Extend to extend an employee's probationary period prior to granting permanent status in the position. The extension is granted to continue training and aiding the employee in adjusting to the position.

Applies to action type(s): Change of Status (UJ)

Example: A probationary employee misses 12 days of work due to an illness and has to use leave without pay during this time because they did not have enough accrued leave. The probationary period is extended by 12 days.

Project

Definition: Use Project to appoint an employee to a classified position established for the purpose of a defined project for which the employer expects the work to be of a time-limited nature with an expected end date or contingent on special funding.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), New Hire (U0), Rehire (U6)

Example: An employee is hired to work on a Time and Leave project. The project is expected to last two years.

Promotion

Definition: Use Promotion to appoint an employee to a class with a higher salary range maximum that results in a salary increase.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM)

Example: A Legal Secretary 1 is hired into a Legal Secretary 2 position.

Reallocation - Downward

Definition: Use Reallocation - Downward to change the appointment of an employee when their position is assigned to a different class that has a lower salary range maximum.

Applies to action type(s): Appointment Change (U3)

Example: A Human Resource Consultant 3 is reallocated to a Human Resource Consultant 2 after a desk audit determines the duties of the position meet a Human Resource Consultant 2 allocation.

Reallocation - No Sal Change

Definition: Use Reallocation - No Sal Change to change the appointment of an employee when their position is assigned to a different class that has the same salary range maximum.

Applies to action type(s): Appointment Change (U3)

Example: A Human Resource Consultant 4 is reallocated to an Information Technology Specialist 3 after a desk audit determines the duties of the position meet an Information Technology Specialist 3 allocation.

Reallocation - Upward

Definition: Use Reallocation - Upward to change the appointment of an employee when their position is assigned to a different class that has a higher salary range maximum.

Applies to action type(s): Appointment Change (U3)

Example: A Human Resource Consultant 2 is reallocated to Human Resource Consultant 3 after a desk audit determines the duties of the position meet a Human Resource Consultant 3 allocation.

Reassignment

Definition: Use Reassignment for an employer initiated move of employee from one position to another position in the same class within the agency.

(WMS Only) Use Reassignment for an employer initiated move of a WMS employee from one position to a different position within WMS with the same salary standard and/or evaluation points, or from one section, department, or geographical location to another.

(Represented Only) Also use Reassignment for an employer initiated move to reassign an employee to a different class with the same salary range maximum.

Applies to action type(s): Appointment Change (U3)

Example:

  • (Non Represented) A Human Resource Consultant 1 assigned to the agency's HR Employee Relations Office is reassigned to a Human Resource Consultant 1 position in the agency's HR Operations Office.
  • (Represented) An IT Computer Operator Supervisor is reassigned to an Information Technology Specialist 1 position.

Reclassification

Definition: Use Reclassification when a Job Class series is reclassified by the Office of the State HR Director with a class code, title change, or salary range update, and enterprise-wide updates are not automatically made. Reclassifications are typically in response to a board decision, collective bargaining or legislative action.

Applies to action type(s): Appointment Change (U3)

Reduction in Pay - Disciplinary

Definition: Use Reduction in Pay - Disciplinary to reduce an employee's pay for disciplinary reasons.

Applies to action type(s): Appointment Change (U3)

Example: Per agency policy, a permanent employee's base salary is reduced due to a disciplinary action.

Note: For returning an employee to their previous salary following a reduction in pay, use the corresponding action reason that fits the current appointment status.

Reinstatement

Definition: Use Appointment Change > Reinstatement to reappoint a permanent employee who was separated by the employer and is reinstated without a break in service.

Use Rehire > Reinstatement to reappoint a permanent employee who was separated by the employer and is reinstated. The rehire appointment action will only work if there has been a break in service.

Use Appointment Change or Concurrent Employment > Reinstatement if an employee who was separated begins working for another agency before their petition for reinstatement is approved.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), Rehire (U6)

Example: An employee is dismissed for abandonment of position; however, the agency reinstates the employee after receiving a written request from the employee and proof that the unauthorized absence was involuntary and unavoidable.

Resign

Definition: Use Resign for an employee who initiates a separation from state service.

Applies to action type(s): Separation (U5)

Example: A Washington State employee accepts a position in California and submits their resignation from state service.

Retiree

Definition: Use Retiree to appoint an employee after their effective retirement date. An individual becomes a retiree on their effective retirement date which is the first of the month following meeting the age and service requirements for retirement, filing an application for retirement with the Department of Retirement Systems, and terminating all employment and severing all future contractual agreements with covered employer(s).

Applies to action type(s): Concurrent Employment (UM), New Hire (U0), Rehire (U6)

Example: An agency rehires a previously retired Information Technology Specialist 6 with exceptional expertise to help complete a critical enterprise-wide project.

Retirement

Definition: Use Retirement to separate an employee who meets the age and service requirements for retirement, or is eligible for a disability retirement, and filed an application for retirement with the Department of Retirement Systems.

Applies to action type(s): Separation (U5)

Example: A Washington State employee applies for retirement through the Department of Retirement Systems and is separated from state service.

Retirement – Incentive Pay

Definition: Use Retirement - Incentive Pay to separate an employee who meets the age and service requirements for retirement and filed an application for retirement with the Department of Retirement Systems, and is receiving a taxable cash payment incentive as part of a Voluntary Retirement Incentive Program.

Applies to action type(s): Separation (U5)

Example: An eligible employee takes advantage of the Voluntary Retirement Incentive Program, and retires from state service.

Reversion

Definition: Use Reversion for the voluntary or involuntary movement of an employee during their trial service period resulting in their placement in a position. If no positions are available, the reversion may result in separation. Involuntary reversion reasons may include, but are not limited to, the result of the employee failing to:

  • Satisfactorily complete the trial service period.
  • Satisfactorily complete the WMS review period.
  • Progress to the next step of an in-training plan.

Applies to action type(s): Appointment Change (U3), Separation (U5)

Example:

  • Involuntary Reversion: An employee is not successful performing the higher level duties as a Human Resource Consultant 2 during the trial service period and is returned to a vacant Human Resource Consultant 1 position.
  • Voluntary Reversion: An employee makes a request to return to a lower level position they previously held.

School Closure

Definition: Use School Closure for an employee who is employed by a school and will be on paid or unpaid time off during school breaks. If an employee will be retaining some form of pay or benefits during Leave of Absence, use Leave of Absence - Active.

Use Return from Leave of Absence > School Closure when the employee returns to work.

Applies to action type(s): Leave of Absence - Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Seasonal - Career

Definition: Use Seasonal - Career for the appointment of an employee in a position that is:

  • Cyclical in nature.
  • Recurs at approximately the same time each year.
  • Lasts for a minimum of five months but less than twelve months in duration during any consecutive twelve-month period.

Use Separations > End of Appointment to separate a seaonal - career employee from state service.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), New Hire (U0), Rehire (U6)

Example: The School for the Blind hires a Teacher’s Assistant to work during the school year.

Seasonal – Career Layoff 3-8 m

Definition: Use Seasonal - Career Layoff 3-8 m for granting a leave of absence (active or inactive) or separation of a Seasonal Career employee in which the period of work in a seasonal capacity is 3 to 8 months. If an employee will be retaining some form of pay or benefits during Leave of Absence, use Leave of Absence - Active.

Use Return from Leave of Absence > Seasonal - Career Layoff 3-8 m when the employee returns to work following a Leave of Absence.

Use Rehire > Seasonal - Career if the employee was Separated and returns to work in a seasonal capacity.

Applies to action type(s): Leave of Absence - Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA), Separation (U5)

Example: An employee is hired in November to operate a snow plow on the mountain passes and then separated (or put on a leave of absence) in February. The employee will return the following November to do the same job.

Seasonal – Career Layoff 9+ mo

Definition: Use Seasonal - Career Layoff 9+ mo for granting a leave of absence (active or inactive) or separation of a Seasonal Career employee in which the period of work in a seasonal capacity is 9 months or more. If an employee will be retaining some form of pay or benefits during Leave of Absence, use Leave of Absence - Active.

Use Return from Leave of Absence > Seasonal - Career Layoff 9+ mo when the employee returns to work following a leave of absence.

Use Rehire > Seasonal - Career if the employee was separated and returns to work in a seasonal capacity.

Applies to action type(s): Leave of Absence - Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA), Separation (U5)

Example: An employee is hired to work as a Custodian during the school year and is separated (or put on a leave of absence) in July and will return in September to do the same job.

Settlement Pay

Definition: Use Settlement Pay to appoint, and then separate, an employee for the purpose of processing settlement pay as the result of a settlement agreement.

Applies to action type(s): Concurrent Employment (UM), New Hire (U0), Rehire (U6), Separation (U5)

Example: A separated employee is rehired as an employee for one day in order to process settlement pay following an appeal. The employee is immediately separated from state service once the settlement pay is processed.

Special Employment

Definition: Use Special Employment to appoint individuals into programs designated by the director that are designed to reduce unemployment or provide training opportunities to persons to become more employable. Special Employment appointments may be funded in total or in part from sources other than the normal sources available to the employer.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), New Hire (U0), Rehire (U6)

Supported Employment

Definition: Use Supported Employment to appoint an employee with severe disabilities as part of the DSHS Supported Employment program.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), New Hire (U0), Rehire (U6)

Example: An agency hires an eligible employee with special needs who has the skills and abilities to perform basic filing into a part-time Office Assistant 1 position.

Suspension

Definition: Use Suspension for an employee on a leave of absence without pay for disciplinary purposes. If an employee will be retaining some form of pay or benefits during Leave of Absence, use Leave of Absence - Active.

Use Return from Leave of Absence > Suspension when the employee returns to work.

Applies to action type(s): Leave of Absence - Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An employee is suspended for 2 weeks for disciplinary reasons.

Training Incentive Advancement

Definition: Use Training Incentive Advancement to accelerate the periodic increment date of an employee based on the nature of work or training requirements, or for qualified Assignment Pay due to extra education.

Applies to action type(s): Appointment Change (U3)

Transfer

Definition: Use Transfer for a permanent employee initiated move from one position to another position within or between employers in the same class or different class with the same salary range maximum, or same salary standard (WMS).

Applies to action type(s): Appointment Change (U3)

Example: A permanent Human Resource Consultant 4 (Range 58) is transferred to an Information Technology Specialist 3 position (Range 58) in a different office.

Transitional Rev Per – Extend

Definition: Use Transitional Rev Per - Extend to extend the transitional review period of an employee prior to granting permanent status in the position. The employer must extend the transitional review period by one work day for each work shift of leave without pay taken during the transition review period.

(Represented Employees) The employer may extend the transition review period for represented employees prior to granting permanent status in the position as long as the extension does not cause the total period to exceed 12 months.

Applies to action type(s): Change of Status (UJ)

Example: A represented employee is serving a 6 month transitional review period following his layoff appointment and the employer is extending the review period to 12 months.

Trial Service Period - Extend

Definition: Use Trial Service Period - Extend to extend the trial service period of an employee prior to granting permanent status in that position. Extension may not cause the total period to exceed 12 months.

Applies to action type(s): Change of Status (UJ)

Example: An employee serving a 6 month trial service period has not successfully met the position's requirements following his promotion into the new job class. The employer extends the trial service period to 12 months to provide more training opportunities.

Unauthorized

Definition: Use Unauthorized for an employee who is put on leave without pay for unauthorized absences.

Use Return from Leave of Absence > Unauthorized when the employee returns to work.

Applies to action type(s): Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An employee continues to miss work and has been told their leave is unauthorized. They are then put on an unauthorized leave of absence and are not receiving pay during that time.

Union Employment

Definition: Use Union Employment when an employee accepts temporary employment with the Union for a specific duration, not to exceed 12 months. The employee will not be paid during this time. If an employee will be retaining some form of pay or benefits during Leave of Absence, use Leave of Absence - Active.

Use Return from Leave of Absence > Union Employment when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An employee accepts temporary employment with the Washington Federation of State Employees for 6 months.

Voluntary – Incentive Pay

Definition: Use Voluntary - Incentive Pay to separate an employee who is eligible to participate in a Voluntary Separation Incentive Program and has been offered a taxable cash payment as incentive to resign.

Applies to action type(s): Separation (U5)

Example: An eligible employee voluntarily resigns from state service in exchange for a $10,000 payment.

Volunteer Firefighting

Definition: Use Volunteer Firefighting for an employee who is a volunteer firefighter called to duty to respond to a fire, natural disaster, or medical emergency. If the employee will be retaining some form of pay or benefits during Leave of Absence, use Leave of Absence - Active.

Use Return from Leave of Absence > Volunteer Firefighting when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: A volunteer firefighter is called to duty to respond to a natural disaster and has requested a leave of absence from his position.

Volunteer/Community Service

Definition: Use Volunteer/Community Service for an employee who goes on an unpaid leave of absence to volunteer or perform community service. If the employee will be retaining some form of pay or benefits during Leave of Absence, use Leave of Absence - Active.

Use Return from Leave of Absence > Volunteer/Community Service when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: An Employee is granted three weeks of leave without pay to participate in a habitat for humanity build in Mexico. .

WMS

Definition: Use WMS to appoint an employee to the Washington Management Service (WMS) system of personnel administration that applies to classified managerial employees.

Use Separations > End of Appointment to separate a WMS employee from state service.

Applies to action type(s): Appointment Change (U3), Concurrent Employment (UM), New Hire (U0), Rehire (U6)

Example: A new employee is hired as the Workforce Diversity Coordinator for the Office of the State HR Director. Because the individual does not have permanent status in the classified service, he must serve a 12 month review period.

WMS Review Period - Extend

Definition: Use WMS Review Period - Extend to extend the review period of a WMS employee prior to granting permanent status in that position. The WMS Review Period extension is to ensure the WMS employee meets the requirements and performance standards of the position and may not cause the total period to exceed 18 months. An extension may also be necessary for time spent on leave without pay or shared leave in excess of 174 hours.

Applies to action type(s): Change of Status (UJ)

Example: A WMS program manager has not met the performance standards of his position during his 12 month review period due to an extended absence. Because of this, he is required to serve an additional 3 month review period.

Worker’s Compensation

Definition: Use Worker's Compensation for a leave of absence during which an employee is receiving Time Loss Compensation from the Department of Labor & Industries for an on-the-job injury. If an employee will be retaining some form of pay or benefits in HRMS during Leave of Absence, use Leave of Absence - Active.

Use Return from Leave of Absence > Worker's Compensation when the employee returns to work.

Applies to action type(s): Leave of Absence – Active (U8), Leave of Absence – Inactive (U9), Return from Leave of Absence (UA)

Example: A Registered Nurse 2 was lifting a patient and injured her back and is unable to work due to the injury. The employee files a claim with the Department of Labor & Industries and is receiving Time Loss Compensation.

Action Types

Definition: Transaction which groups infotypes according to the type of action you are performing.

Infotype: Actions (0000) – included in HRMS F1 Help

Appointment Change (U3)

Definition: An action type to indicate a change to an employee's appointment within the agency or movement of an employee between different agencies without a break a service. Appointment Changes may include, but are not limited to, new appointments for existing employees, movement to another position, adjustment of hours worked, changes to the status of an employee's position, changes from salaried to hourly or hourly to salaried, appointments following the reallocation of a position, and reinstating a separated employee without a break in service.

Infotype: Actions – 0000

Appointment Change Action Reasons

Obsolete Appointment Change Action Reasons

To retain data integrity in reporting, the following obsolete Appointment Change reasons must not be used under any circumstance. Where applicable, Alternate Options are provided.

Obsolete Action Reasons

Alternate Option

ZDNU - Classified to Exempt (10)

Exempt (24)

ZDNU - Dual Assign to Higher C (17)

 

ZDNU - Dual Assign to Lower Cl (16)

 

ZDNU - Extend Probationary Per (25)

Change of Status (UJ) action > Probationary Period – Extend (12)

ZDNU - Extend Trial Service (26)

Change of Status (UJ) action > Trial Service Period – Extend (10)

ZDNU - Full-Time Year Round (09)

Permanent (71)

ZDNU - GGTP Transition Rev App (60)

GGTP (48) [Work Contract (Appt Status) = Transitional (10)]

ZDNU - Pay Adjust-Align, Dev&T (29)

 

ZDNU - Realloc/Reclass Appt (31)

Reallocation – Downward (73)
Reallocation – No Sal Change (74)
Reallocation – Upward (72)or
Reclassification (75)

ZDNU - Rtn Career Seasonal (35)

Use the appropriate Appointment Change (U3) action reason for the new appointment.

The Work Contract (Appt Status) from the old appointment will indicate the type of appointment from which the employee returned, and will be available for employment history reporting.

ZDNU - Rtn fr GGTP Trans Ap (43)

ZDNU - Rtn fr Exempt Appt (38)

ZDNU - Rtn fr Informal Layoff (39)

ZDNU - Rtn fr Non-Perm Limited (61)

ZDNU - Rtn fr Non-Perm On Call (40)

ZDNU - Rtn fr Project Appt (41)

ZDNU - Rtn fr Temporary (42)

ZDNU - Rtn fr WMS Acting Appt (44)

ZDNU - Rtn fr WMS to Classifie (45)

ZDNU - Status Change (54)

Change of Status (UJ) action and appropriate reason for action

ZDNU - Temporary Appt (02)

Non-Perm Limited (59)
Non-Perm On Call (28)

ZDNU - WMS Acting Apptmt (04)

WMS (07) [Work Contract (Appt Status) = Acting (09)]

ZDNU - WMS Apptmt With Review (05)

WMS (07) [Work Contract (Appt Status) = WMS Review (23)]

Change of Status (UJ)

Definition: Use Change of Status when an employee’s Work Contract (Appt status) changes and/or the Contract Type (state status) changes from non-permanent to permanent. Change of Status actions may include extension of a non-permanent appointment or extension of a probationary, trial service, transitional or review period, changing an appointment from non-permanent to permanent, or completion of an in-training level/series.

If the change in the employee's status also requires a change to date specifications or basic pay infoytpes, use Appointment Change action instead.

Infotype: Actions – 0000

Change of Status Action Reasons

Obsolete Change of Status Action Reasons

To retain data integrity in reporting, the following obsolete Change of Status reasons must not be used under any circumstance. Where applicable, Alternate Options are provided.

Obsolete Action Reasons

Alternate Option

ZDNU - Probationary Period-Com (06)

Permanent (14)

ZDNU - Transitional Rev Per Co(05)

Permanent (14)

ZDNU - Trial Service Period C (07)

Permanent (14)

ZDNU - WMS Review Period Comp (08)

Permanent (14)

Concurrent Employment (UM)

Definition: Use Concurrent Employment for an employee who:

  • works in more than one position at the same time in different agencies or personnel areas
  • works in more than one position in the same personnel area when one appointment is hourly and the other appointment is monthly.

The concurrent appointment will assign a new personnel number for the employee's additional position.

Infotype: Actions – 0000

Concurrent Employment Action Reasons

Obsolete Concurrent Employment Action Reasons

To retain data integrity in reporting, the following obsolete Concurrent Employment reasons must not be used under any circumstance. Where applicable, Alternate Options are provided.

Obsolete Action Reasons

Alternate Option

ZDNU - App of Retiree PERS 2/3 (08)

Retiree (07)

ZDNU - Reemployment (20)

 

ZDNU - Temporary Appt (01)

Non-Perm Limited (18)
Non-Perm On Call (12)

ZDNU - Volunteer Assignment (16)

 

ZDNU - WMS Acting Apptmt (03)

WMS (05) Work Contract(Appt Status) = Acting (09)

ZDNU - WMS Apptmt With Review (04)

WMS (05) Work Contract(Appt Status) = WMS Review (23)

ZDNU - Work Study (17)

Non-Employee (29)

Leave of Absence – Active (U8)

Definition: Use Leave of Absence - Active when an employee is on a leave of absence for a significant period of time. The employee's Active status indicates the system will still allow the employee to receive compensation and/or use a combination of leave and leave without pay.

Note: This Action Type was previously titled "Paid Leave of Absence". The Office of the State HR Director recommends agencies only use this action type for absences in excess of 15 days, or for circumstances that require additional tracking outside the leave system.
See also Leave of Absence - Inactive.

Infotype: Actions – 0000

Leave of Absence - Active Action Reasons

Obsolete Leave of Absence - Active Action Reasons

To retain data integrity in reporting, the following obsolete Leave of Absence - Active reasons must not be used under any circumstance. Where applicable, Alternate Options are provided.

Obsolete Action Reasons

Alternate Option

ZDNU - Administrative (01)

 

ZDNU - Collective Bargaining (10)

Do not use action; Use existing leave codes

ZDNU - Disability Due to Pregn (32)

FMLA (03)
Medical (18)

ZDNU - FMLA Temp Dis Leave (30)

FMLA (03)

ZDNU - LWOP Dis Due to Pregnan (33)

FMLA (03)
Medical (18)

ZDNU - LWOP FMLA (12)

FMLA (03)

ZDNU - LWOP Gov’s Exch Progr (13)

LWOP (16)

ZDNU - LWOP Legislative (17)

LWOP (16)

ZDNU - LWOP Military (19)

Military (05)

ZDNU - LWOP Parental (29)

Parental (08)

ZDNU - LWOP Peace Corps (20)

LWOP (16)

ZDNU - LWOP Sabbatical (21)

LWOP (16)

ZDNU - LWOP School Closure (22)

School Closure (06)

ZDNU - LWOP US Public Health S (25)

Government Service (14)

ZDNU - Marine Inactive/Layoff (00)

 

ZDNU - Shared Leave (07)

Use appropriate Leave of Absence - Active code and use the Shared Leave time type

ZDNU - Temp Dis Leave (31)

 

ZDNU - Unauthorized (24)

 

ZDNU - Voluntary LWOP (26)

LWOP (16)
Layoff - Voluntary (34)

Leave of Absence – Inactive (U9)

Definition: Use Leave of Absence - Inactive when an employee is on a leave of absence for a significant period of time and will not receive any compensation. The employee's Inactive status indicates the system will not allow the employee to receive compensation or use leave during the absence.

Note: This Action Type was previously titled "Unpaid Leave of Absence". The Office of the State HR Director recommends agencies only use this action type for absences in excess of 15 days, or for circumstances that require additional tracking outside the leave system. Do not use Leave of Absence - Inactive if the employee plans to submit at least 8 hours of leave per month to maintain insurance benefits.
See also Leave of Absence - Active.

Infotype: Actions – 0000

Leave of Absence - Inactive Action Reasons

Obsolete Leave of Absence - Inactive Action Reasons

To retain data integrity in reporting, the following obsolete Leave of Absence - Inactive reasons must not be used under any circumstance. Where applicable, Alternate Options are provided.

Obsolete Action Reasons

Alternate Option

ZDNU - Collective Bargaining (01)

Do not use action; Use existing leave codes

ZDNU - Disability Due to Pregn (21)

FMLA (03)
Medical (09)

ZDNU - LWOP Gov’s Exch Progr (04)

LWOP (07)

ZDNU - LWOP Legislative (08)

LWOP (07)

ZDNU - LWOP Peace Corps (11)

LWOP (07)

ZDNU - LWOP Sabbatical (12)

LWOP (07)

ZDNU - LWOP US Public Health S (16)

Government Service (05)

New Hire (U0)

Definition: Use New Hire for an employee who does not have an existing personnel number in HRMS, such as an employee who has never worked for the State of Washington or was employed prior to HRMS implementation.
See also Rehire.

Infotype: Actions – 0000

New Hire Action Reasons

Obsolete New Hire Action Reasons

To retain data integrity in reporting, the following obsolete New Hire reasons must not be used under any circumstance. Where applicable, Alternate Options are provided.

Obsolete Action Reasons

Alternate Option

ZDNU - Appointment from Layoff (21)

 

ZDNU - Reemployment (19)

 

ZDNU - Reinstatement (08)

 

ZDNU - Temporary Appt (01)

Non-Perm Limited (18)
Non-Perm On Call (12)

ZDNU - Trial Service (25)

 

ZDNU - Volunteer Assignment (16)

 

ZDNU - WMS Acting Apptmt (03)

WMS (05)[Work Contract(Appt Status) = Acting (09)]

ZDNU - WMS Apptmt With Review (04)

WMS (05) [Work Contract (Appt Status) = WMS Review (23)]

ZDNU - Work Study (17)

 

Quick Hire (UI)

Definition: (DFW, DNR, MIL, REP, SEN, & WSP) Use Quick Hire for the appointment of an employee such as a page or emergency firefighter who does not have an existing personnel number in HRMS.
See also Rehire - Quick Hire.

Infotype: Actions – 0000

Quick Hire Action Reasons

Obsolete Quick Hire Action Reasons

To retain data integrity in reporting, the following obsolete Quick Hire reasons must not be used under any circumstance. Where applicable, Alternate Options are provided.

Obsolete Action Reasons

Alternate Option

ZDNU - Temporary Appt (01)

Non-Perm Limited (18)
Non-Perm On Call (12)

Rehire (U6)

Definition: Use Rehire for an employee who previously worked for the State of Washington, has a personnel number in HRMS, and currently has a “Withdrawn” status. The rehire action should be used following a break in service.
See also New Hire.

Infotype: Actions – 0000

Rehire Action Reasons

Obsolete Rehire Action Reasons

To retain data integrity in reporting, the following obsolete Rehire reasons must not be used under any circumstance. Where applicable, Alternate Options are provided.

Obsolete Action Reasons

Alternate Option

ZDNU - App of Retiree PERS 2/3 (08)

Retiree (07)

ZDNU - Reemployment (15)

 

ZDNU - Reversion Appointment (17)

 

ZDNU - Temporary Appt (01)

Non-Perm Limited (23)
Non-Perm On Call (12)

ZDNU - Trial Service Apptmt (24)

 

ZDNU - Volunteer Assignment (21)

 

ZDNU - WMS Acting Apptmt (03)

WMS (05) [Work Contract(Appt Status) = Acting (09)]

ZDNU - WMS Apptmt With Review (04)

WMS (05) [Work Contract(Appt Status) = WMS Review (23)]

ZDNU - Work Study (22)

 

Rehire Quick Hire (UK)

Definition: (DFW, DNR, MIL, REP, SEN, & WSP) Use Rehire Quick Hire for the appointment of an employee such as a page or emergency firefighter who previously worked for the State of Washington, has an existing personnel number in HRMS, and currently has a “Withdrawn” status.
See also Quick Hire.

Infotype: Actions – 0000

Rehire Quick Hire Action Reasons

Obsolete Rehire Quick Hire Action Reasons

To retain data integrity in reporting, the following obsolete Rehire Quick Hire reasons must not be used under any circumstance. Where applicable, Alternate Options are provided.

Obsolete Action Reasons

Alternate Option

ZDNU - Temporary Appt (01)

Non-Perm Limited (18)
Non-Perm On Call (12)

ZDNU - Work Study (22)

Non-Employee (11)

Return from Leave of Absence (UA)

Definition: Use Return from Leave of Absence for employees who are returning to work after an active or inactive leave of absence.
See also Leave of Absence – Active and Leave of Absence – Inactive.

Infotype: Actions – 0000

Return from Leave of Absence Action Reasons

Obsolete Return from Leave of Absence Action Reasons

To retain data integrity in reporting, the following obsolete Return from Leave of Absence reasons must not be used under any circumstance. Where applicable, Alternate Options are provided.

Obsolete Action Reasons

Alternate Option

ZDNU - Administrative (14)

 

ZDNU - Collective Bargaining (02)

 

ZDNU - LWOP Disability Due to Pregn (34)

 

ZDNU - Disability Due to Pregn (35)

 

ZDNU - FMLA Temp Dis Leave (31)

FMLA (16)

ZDNU - LWOP FMLA (04)

FMLA (16)

ZDNU - LWOP Military (09)

Military (18)

ZDNU - LWOP Parental (25)

Parental (26)

ZDNU - Rtn fr MarineInact/Layo (33)

 

ZDNU - Rtn LWOP Gov Exch P (05)

LWOP (01)

ZDNU - Rtn LWOP Legis App (08)

LWOP (01)

ZDNU - Rtn LWOP Peace Corps (10)

LWOP (01)

ZDNU - Rtn LWOP US Public Hea (12)

LWOP (01)

ZDNU - Sabbatical Leave (19)

LWOP (01)

ZDNU - Shared Leave (20)

 

ZDNU - Temp Dis Leave (32)

 

Separation (U5)

Definition: Use Separation when an employee is leaving Washington State service for voluntary or involuntary reasons such as resignation, retirement, dismissal, or layoff, or because of death.

Infotype: Actions – 0000

Separation Action Reasons

Obsolete Separation Action Reasons

To retain data integrity in reporting, the following obsolete Separation reasons must not be used under any circumstance. Where applicable, Alternate Options are provided.

Obsolete Action Reasons

Alternate Option

ZDNU - Exempt Separation (10)

End of Appointment (54)

ZDNU - Failed to Comply W/Unio (11)

Conditions Not Met (17)

ZDNU - FMLA New Born Child Ca (12)

 

ZDNU - Formal Union Layoff (13)

Layoff (55)

ZDNU - Lack of Position (38)

Layoff (55)

ZDNU - Layoff Lack of Funds (39)

Layoff (55)

ZDNU - Layoff Lack of Work (40)

Layoff (55)

ZDNU - Layoff Organization Ch (43)

Layoff (55)

ZDNU - Layoff Term of Project (41)

Layoff (55)

ZDNU - Moving from Vicinity (15)

Resign (21)

ZDNU - Non-Disciplinary Sep (16)

End of Appointment (54)

ZDNU - Non-Perm Limited Sep (36)

End of Appointment (54)

ZDNU - Non-Perm On Call Sep (14)

End of Appointment (54)

ZDNU - Probationary Separation (18)

End of Appointment (54)

ZDNU - Project Apptmt Sep (19)

End of Appointment (54)

ZDNU - Reall Down-Ineligible i (42)

 

ZDNU - Resign Illness (20)

Resign (21)

ZDNU - Resign With RIF Rights (22)

Layoff – Voluntary (33)

ZDNU - Retirement W/ RIF Rights (24)

Retirement (23)

ZDNU - RIF Reduction in Force (26)

Layoff (55)

ZDNU - Season RIF Separation (28)

Layoff (55)
Seasonal – Career Layoff 3-8 m (02)
Seasonal – Career Layoff 9+ mo (03)

ZDNU - Seasonal Separation (29)

End of Appointment (54)

ZDNU - Temp Layoff Inclm Weath (48)

 

Layoff (55)
Or
Use Leave of AbsenceActive (U8)/Inactive (U9) action with appropriate Layoff reason for action code

ZDNU - Temp Layoff Lack of Wor (45)

ZDNU - Temp Layoff Loss of F (46)

ZDNU - Temp Layoff Mat/Equip S (49)

ZDNU - Temp Layoff Unexp Circ (50)

ZDNU - Temporary Layoff (44)

ZDNU - Temporary Union Layoff (32)

ZDNU - Temp Layoff Reduced Hou (47)

Appointment Change (U3) action > Layoff – Temp Reduction of Hrs (78)

ZDNU - Temporary Apptmt Sep (31)

End of Appointment (54)

ZDNU - Term of Spec Employment (51)

End of Appointment (54)

ZDNU - Trans Review Per Not Met (27)

Layoff (55) following a Layoff Option
End of Appointment (54) following appointment from Layoff List or GGTP

ZDNU - WMS Acting Apptmt Sep (34)

End of Appointment (54)

ZDNU - WMS Separation (35)

End of Appointment (54)

Additional Time ID

Definition: Determines the type of leave an employee will accrue.

Note: This field will default to normal vacation and sick leave accrual (00) if left blank.

Infotype: Planned Working Time – 0007 – included in HRMS F1 Help

00

Definition: Use 00 for employees who are eligible for normal vacation and sick leave accrual.

01

Definition: Use 01 for employees who are not eligible for leave accrual.

02

Definition: Use 02 for employees who are eligible for sick leave accrual only.

Affordable Care Act (ACA) Status Codes

Definition: Status code to identify anticipated average hours per month for new employees, returning employees, or employees who experience a change in employment status for annual reporting under the Affordable Care Act.

Note: Definitions in this section only pertain to the ACA Status Codes as defined by the ACA. The ACA defines an employee as anyone who is paid for service; this may include employees such as students, board members, etc. that may be specifically excluded as eligible for PEBB benefits. For guidance on determining which status code to use, please visit Health Care Authority’s PEBB Tools for PERS/PAY website.

Infotype: Planned Working Time (0007)

Average 130 Hrs or more per month (Y1)

Definition: An employee who is anticipated to work an average of at least 130 hours per month over the next 12 months. An “employee” is an employee who does not meet the definition of “educational organizational” or “seasonal” employee.

Average 130 Hrs or more per month (Edu Org Employee) (Y2)

Definition: An educational organization employee who is anticipated to work an average of at least 130 hours per month over the next 12 months. An “educational organization employee” is an employee employed by an educational organization such as a primary, secondary, preparatory or high school and colleges and universities.

Average 130 Hrs or more per month (Seasonal Employee) (Y3)

Definition: A seasonal employee who is anticipated to work an average of at least 130 hours per month over the next 12 months. A “seasonal employee” is an employee who the employer reasonably expects to perform labor or services on a seasonal basis (e.g. at a specific time of the year), for six months or less.

Average less than 130 Hrs per month (N1)

Definition: An employee who is anticipated to work an average of less than 130 hours per month over the next 12 months. An “employee” is an employee who does not meet the definition of “educational organizational” or “seasonal” employee.

Average less than 130 Hrs per month (Edu Org Employee) (N2)

Definition: An educational organization employee who is anticipated to work an average of less than 130 hours per month over the next 12 months. An “educational organization employee” is an employee employed by an educational organization such as a primary, secondary, preparatory or high school and colleges and universities.

Average less than 130 Hrs per month (Seasonal Employee) (N3)

Definition: A seasonal employee who is anticipated to work an average of less than 130 hours per month over the next 12 months. A “seasonal employee” is an employee who the employer reasonably expects to perform labor or services on a seasonal basis (e.g. at a specific time of the year), for six months or less.

Not Assigned (Blank)

Definition: Default status code. Do not leave default of “Not Assigned” for new employees or returning employees hired on or after January 1, 2014, or employees who had a change in employment status since January 1, 2014.

Annual Salary (Ann.salary)

Definition: The annualized amount of wages entered on an employee’s Basic Pay (0008) infotype. This field includes most wage type amounts entered on the Basic Pay (0008) infotype. Wage types paid only once per month are not included in Annual Salary.

Note: The Annual Salary field is not used in payroll calculations; it is used for reporting on planned salary only.

Annual Salary should reflect the employee’s Capacity Utilization Level percentage and Working Hours per Payroll Period. For employees with Capacity Utilization Level set to less than 100%, the annual salary should reflect the reduced amount. If additional wage type amounts are added to the employee’s Basic Pay (0008) infotype (such as assignment pay or shift differential), the system will re-calculate the Annual Salary field appropriately.

The Annual Salary for employees with a daily Employee Subgroup will always be $0.00.

Indirectly Valued Employees
For indirectly valued employees with a monthly Employee Subgroup, enter the Pay Scale Group and Level (range and step). These fields, in conjunction with Capacity Utilization Level, will calculate the Annual Salary and Pay Period Salary Amount.

For indirectly valued employees with an hourly Employee Subgroup, enter the Pay Scale Group and Level (range and step). These fields, in conjunction with the Working Hours per Payroll Period, will calculate the Annual Salary and Base Rate / Hourly Wage Amount.

Use the validity period fields at the bottom of the Basic Pay (0008) infotype to view historical Annual Salary, Pay Period Salary, and Base Rate / Hourly Wage amounts.

Directly Valued Employees
For directly valued employees, enter the employee’s appropriate pay in the Wage Type Amount field and the system will calculate and populate the Annual Salary.

Examples:

  • An employee with a monthly Employee Subgroup is paid range 50, step E on the non-represented standard progression salary schedule plus a two-range assignment pay. They work full-time; their Capacity Utilization Level is 100% and Working Hours per Payroll Period is 87.00 semi-monthly. Their Pay Scale Group is 50 and Level is E. Annual Salary will automatically calculate to the annual equivalent of range 52, step E on the current non-represented standard progression salary schedule.
  • An employee with an hourly Employee Subgroup is paid range 54, step L on the non-represented standard progression salary schedule. They have a varying schedule but are estimated to work approximately thirty-two hours per week; their Capacity Utilization Level is 80% and Working Hours per Payroll Period is 69.60 semi-monthly. Their Pay Scale Group is 54 and Level is L. Annual Salary will automatically calculate to the annual equivalent of 80% of range 54, step L on the current non-represented standard progression salary schedule.
    Note: This employee’s Capacity Utilization Level and Working Hours per Payroll Period fields can be reduced to reflect the approximate work schedule because they do not receive any additional pay on their basic pay infotype. If they received additional pay, their Capacity Utilization Level should be set to 100% and their Working Hours per Payroll Period set to 87.00 semi-monthly.
  • A WMS Band 2 employee with a monthly Employee Subgroup is paid $60,000 annually ($2,500 per pay period) while working full-time. The employee was approved to temporarily reduce their schedule to 60% time. Their Capacity Utilization Level is changed to 60% and Working Hours per Payroll Period is changed to 52.20 semi-monthly. Annual Salary is changed to $36,000, which will automatically change their Pay Period Salary to $1,500.

Infotype: Basic Pay – 0008 – included in HRMS F1 Help

Capacity Utilization Level (Cap.util.lvl)

Definition: The percentage an employee is scheduled to work of a full-time schedule.

For employees with an hourly Employee Subgroup who also receive additional pay on their basic pay infotype, such as assignment pay, the Capacity Utilization Level should be set to 100%. Setting the Capacity Utilization Level below 100% may erroneously reduce the employee’s additional pay.

For indirectly valued employees with a monthly Employee Subgroup, this field calculates their Annual Salary and Pay Period Salary once the range and step are entered.

For part-time employees with a monthly Employee Subgroup, this field is used in various calculations during payroll processing, such as determining hours in calculating assignment pay and determining full-time salary equivalent in calculating leave buyout rates.

Notes: For directly valued employees, the Annual Salary should reflect the employee’s Capacity Utilization Level percentage. Capacity Utilization Level and Working Hours per Payroll Period should be aligned. The Employment Percent and Capacity Utilization Level should match, except when the employee’s Employment Percent remains at 100% because reducing it would reduce the employee’s daily work schedule beyond their maximum daily hours worked. Capacity Utilization Level is used in Enterprise Reporting to calculate planned salary information (annual salary) and part-time employee percentages.

Examples:

  • A full-time employee has a Capacity Utilization Level of 100%. Their Working Hours per Payroll Period is 87.00 semi-monthly, and their Annual Salary should reflect 100% of the full-time salary.
  • A part-time employee with a monthly Employee Subgroup is expected to work thirty-two hours per week. Their Capacity Utilization Level is 80%, and their Working Hours per Payroll Period is 69.60 semi-monthly. Their Annual Salary and Pay Period Salary (wage type 1003) should reflect 80% of the full-time salary.
  • A part-time employee with an hourly Employee Subgroup has a varying schedule but is estimated to work approximately twenty-four hours per week. The employee also receives a 2-range group C assignment pay. Their Capacity Utilization Level is 100%, and their Working Hours per Payroll Period is 87.00 semi-monthly. Their Annual Salary should reflect the full-time equivalent salary, their Base Rate / Hourly Wage (wage type 1001) should reflect their full hourly rate, and their assignment pay amount should reflect the full hourly rate equivalent of two-ranges.

Infotype: Basic Pay – 0008 – included in HRMS F1 Help

Compressed Workweek (EE)

Definition: A compressed workweek is an alternative schedule that allows full-time employees to eliminate at least one work day every two weeks by working longer hours during the remaining days. Compressed workweeks result in less commute trips for an employee.

Infotype: Telework/Flex Work (Employee) (9106) – included in HRMS F1 Help

Employee Participating (EP)

Definition: Use Employee Participating if the employee’s current work schedule allows for them to reduce the number of days they are commuting.

Example: An employee’s work schedule is Monday through Thursday working 10 hours per day. This schedule results in the employee having Friday off – one less commute day for the employee.

Not Participating (NP)

Definition: Use Not Participating if the employee’s work schedule is a full 5 days per week.

Compressed Workweek (POS)

Definition: A compressed workweek is an alternative schedule that allows full-time employees to eliminate at least one work day every two weeks by working longer hours during the remaining days. Compressed workweeks result in less commute trips for an employee.

Infotype: Telework/Flex Work (POS) (9901) – included in HRMS F1 Help

Position Eligible (PE)

Definition: Use Position Eligible if it has been determined the position’s current work schedule allows for an employee to reduce the number of days they are commuting.

Not Participating (NP)

Definition: Use Not Eligible if the position’s work schedule is required to work a full 5 days per week.

Contract

Definition: Status of the appointment – called Work Contract in Washington Workforce Analytics

Infotype: Organizational Assignment (0001) – included in HRMS F1 Help

Acting (09)

Definition: (WMS Only) Use Acting for a non-permanent appointment into a WMS position.

Example: An HRC 4 is appointed to a WMS 1 position while the current WMS 1 employee is out on an extended leave of absence.

Apprentice (06)

Definition: Use Apprentice for an appointment of an individual to an approved apprentice job class who is employed to learn an apprenticeship occupation and is registered with a sponsor in an apprenticeship program approved by the Washington Apprenticeship and Training Council. If a review is required, set Contract to Apprntc/Prob, Apprntc/Trl Srv, or Apprntc/Trnstnl.

Example: An agency hires an Apprentice – Workers’ Compensation Adjudicator 2 and the employer does not require the completion of a probationary or trial service period.

Apprntc/Prob (07)

Definition: Use Apprntc/Prob when a person appointed to an apprenticeship position does not have permanent state status.

Example: An agency hires an Apprentice - Auditor who is new to state government and requires the completion of a probationary period.

Apprntc/Trl Srv (08)

Definition: Use Apprntc/Trl Srv when an apprentice must serve a trial service period at each training step within the apprenticeship agreement or the period following completion of an apprentice's probationary period.

Example: An agency hires a Marine Apprentice who has completed their probationary period and their appointment requires a trial service period at each level in the apprenticeship agreement.

Apprntc/Trnstnl (13)

Definition: (For use in Layoff situations only) Use Apprntc/Trnstnl for an appointment into an apprenticeship position as a layoff option, or from a layoff list or the general government transition pool (GGTP), in which the employer requires a transition review period. If no review is required, set Contract to Apprentice.

Example: Due to lack of work, an employee’s position is eliminated and she accepts her layoff option into an apprentice Corrections Specialist 1 position, and will serve a twelve month transition review.

Board/Comm (25)

Definition: Use Board/Comm for an appointment to serve on a board or commission, regardless of the appointing authority.

Example: An employee is appointed to serve on the Investment Board.

Exempt (16)

Definition: Use Exempt for an appointment into a position not covered under state civil service law.

Example: An agency hires an Assistant Attorney General (AAG) which is exempt from state Civil Service law.

In Training (00)

Definition: Use In Training for an appointment to a permanent position which has a documented training plan for advancement to the goal class. This code is used when the employee is in a phase of an in-training plan where they already have gained permanent status in the job class of that phase of the plan.

Example: An ITS 2 is appointed to a position with a documented training plan for advancement to an ITS 4. Phase one of the plan begins with the ITS 2 job class.

InTrng/Prob (04)

Definition: Use InTrng/Prob for an appointment to a permanent, in-training position and the person being appointed does not have permanent status in classified service, and must serve a probationary period.

Example: An agency hires a HRC 3 in training to an HRC 4 who has never worked for the state of Washington. The employee must serve a six-month probationary period.

InTrng/Trl Srv (05)

Definition: Use InTrng/Trl Srv:

  • For an appointment of a permanent state employee to a permanent, in-training position in a different job class.
  • Following a transfer or voluntary demotion to an in-training appointment.
  • For an elevation to an in-training position when a trial service period is required by the employer.
  • Following advancement to the next step of the training plan when a trial service period is required at each step.
  • For represented employees only: Following completion of the probationary period when the entire in-training plan has been designated as the trial service period.

Examples:

  • A Social Worker 2 has permanent status and is appointed to a Social Worker 3 position with an in training plan to Social Worker 4.
  • An employee advances from an ITS 2 to an ITS 3 job class, in a position with a documented training plan to an ITS 4, and a trial service period is required at each step of the plan.
  • A represented employee in a Chemist 1 position with a documented training plan to a Chemist 2 where the entire in-training plan has been designated as the trial service period has completed their probationary period.

Non-Employee (24)

Definition: Use Non Employee for individuals who are not considered state employees and should be excluded from statewide personnel headcounts, such as Work Study students, AmeriCorps, Reservists, etc.

Example: An agency hires a work study student to assist with a summer project.

NonPerm Limited (15)

Definition: (Non-Represented) Use NonPerm Limited for an appointment that is intended to address a short term immediate workload peak, or other short term need, or if the work is sporadic and does not fit a particular pattern (intermittent).

(Represented) Use NonPerm Limited for an appointment that is intended to address a short term immediate workload peak, or other short term need. If the work is sporadic and does not fit a particular pattern (intermittent), use NonPerm On Call.

Example: An agency hires an employee into a 3 month, non-permanent appointment to fill in for a Contract Specialist who is out on FMLA.

NonPerm On Call (14)

Definition: (Represented Only) Use NonPerm On Call for an appointment where the nature of the work is sporadic and does not fit a particular pattern (intermittent). Use NonPerm Limited for non-represented employees.

Example: An agency hires a custodian to work on-call as needed to fill in when other custodial staff are absent.

Permanent (#)

Definition: Use Permanent for the following:

  • Completion of a probationary, trial service, or transition review period.
  • Reassignment of a permanent employee who is not in trial service status.
  • Transfer, demotion, reversion, or elevation when the employee is not required to serve a trial service period.
  • Rehire from layoff or appointment to a position as a layoff option when a transition review period is not required.

Example: An agency hires an employee into a HRC 3 position and the employee completes their 6 month probationary review period. The Contract should change from Probationary to Permanent.

Probationary (02)

Definition: Use Probationary for an appointment to a permanent position when the person appointed does not have permanent status in classified service and must serve a probationary period. Upon completion of the probationary period, change Contract to Permanent.

Example: An agency hires a HRC 3 who has never worked for the state of WA and must serve a 6 month probationary period. The agency uses this code while the employee serves their probationary period, and then changes the Contract to Permanent upon completion.

Project (20)

Definition: Use Project for an appointment to a classified position established for the purpose of a defined project for which the employer expects the work to be of a time-limited nature with an expected end date. If a review is required, set Contract to Project – Probationary or Project – Trial Service.

Example: An agency hires an employee to work on a Time and Leave project that is expected to last two years.

Project – Prob (22)

Definition: Use Project - Prob for an appointment of an individual who does not have permanent status in classified service to a classified position established for the purpose of a defined project.

Example: An agency hires an employee into a project position who is new to state government.

Project TrSvc(21)

Definition: Use Project TrSvc for the promotional appointment of a permanent employee to a classified position established for purpose of a defined project. Voluntary transfers or voluntary demotions to project positions may require a trial service by the employer.

Example: A permanent project Administrative Assistant 2 is promoted to a Customer Service Specialist 3 project position within the same project. The employee will serve a 6 month trial service period.

Seasonal (17)

Definition: Use Seasonal for an appointment that is cyclical in nature, recurs at approximately the same time each year, and lasts for a minimum of five months but less than twelve months in duration during any consecutive twelve-month period.

Example: One of the schools hires a Teacher’s Assistant to work during the school year.

Seasonal – Prob (19)

Definition: Use Seasonal - Probationary for an appointment into a seasonal position when the person does not have permanent status in classified service and must serve a probationary period. Probationary period may be served in consecutive seasonal appointments.

Example: An employee new to Washington State is hired to work in the winter to plow snow and maintain roads on the mountain pass, and will serve a 12 month probationary period.

Seasonal TrSvc (18)

Definition: Use Seasonal TrSvc for the initial period of employment for a permanent employee following promotional appointment to a seasonal position in a new class or the initial period of employment following a transfer or voluntary demotion, or elevation.

Example: A permanent seasonal employee is promoted from a Maintenance Technician 2 to a seasonal Equipment Technician 2. He will serve a 6 month trial service period.

Temporary (01)

Definition: (Higher Ed, WSF Ferries Division, and Exempt Only)

(Higher Ed) Use Temporary for an appointment to a Higher Education position intended to be filled on a temporary basis. The hours worked by the employee in this position should not exceed 1,050 hours in any 12 consecutive month period from the original date of hire.

(WSDOT Ferries Division) - Use Temporary for any assignment that is not defined as a year round assignment and is not on-call or defined as anything else within a Bargaining Agreement. For use in some Temporary openings/assignments of 30 days or more and is based on seniority. See various Bargaining Agreements for usage.

(Exempt) Use Temporary for an appointment to a Civil Service Exempt position that is not intended to be part of the agency’s permanent workforce. If the Exempt Employee is intended to be part of the agency’s permanent workforce, use Exempt.

Example: Department of Natural Resources hires an Exempt Fire Fighter who is expected to work for three months during fire season.

Trial Service (03)

Definition: Use Trial Service:

  • When a permanent employee is promoted or appointed to a position in a different job class.
  • Following a transfer, voluntary demotion, or elevation when a trial service period is required by the employer.
  • When a reallocation is the result of a change in the duties of the permanent employee's current position and the employee has not performed the higher level duties for 6 months or more and competes and is appointed.

Example: A permanent Maintenance Mechanic 1 is appointed to a Maintenance Mechanic 2 position and must complete a trial service period.

Transitional (10)

Definition: (For use in Layoff situations only) Use Transitional for an appointment into a position as a layoff option or appointment to a position from a layoff list or the general government transition pool (GGTP) and the employer requires a transition review period. If no review is required, code as Permanent.

Example: An Administrative Assistant 2 position is eliminated due to a layoff. As a layoff option, the employee accepts a position as a Secretary Senior and the employer requires completion of a transition review period.

WMS Review (23)

Definition: (WMS) Use WMS Review for an appointment that will allow the employer a period of time to ensure a WMS employee meets the requirements and performance standards of the position.

Example: An agency appoints a WMS employee into a new position, but decides to place them on a 6 month review period to ensure they have the abilities to do the work required.

Obsolete Contracts

To retain data integrity in reporting, the following obsolete Contracts must not be used under any circumstance:

  • ZDNU-Tran Intra (11)
  • ZDNU-Tran Nonpr (12)

Contract Type

Definition: Employee’s State Status

Infotype: Contract Elements (0016) – included in HRMS F1 Help

Permanent

Definition: Use Permanent for an employee who has completed their required probationary or review service period in classified service and has gained permanent state status.

Example: The Office of Financial Management hired an employee into a HRC 3 position and the employee completed their initial 6 month probationary review period. The Contract Type should be changed from Non-Permanent to Permanent.

Non-Permanent

Definition: Use Non-Permanent for an employee who has not completed a probationary or review service period and is hired into either a permanent position or non-permanent appointment.For employees in permanent positions serving a probationary or review service period, the Contract Type will be changed to Permanent once the probationary or review service period is complete.

Example: The Office of Financial Management hires a new employee into an Exempt position. Because the employee has not gained permanent state status in any classified position, the Contract Type will be set to Non-Permanent.

Note: Once an employee has gained Permanent state status, their Contract Type should remain Permanent as long as they are continuously employed with the State of Washington.

Date Type

Definition: Defines the meaning of a particular date that may be important for the employee’s personnel record or system functionality.

Infotype: Date Specifications – 0041 – included in HRMS F1 Help

Agency Hire Date (03)

Definition: The most recent date an employee began employment in their current agency. For employees eligible to accrue vacation leave, this date is necessary for HRMS to process leave accruals. This date is also used when extracting absences to BI.

Example: An employee transfers from the Office of Financial Management to the Department of Retirement Systems on October 16, 2016. Their Agency Hire Date is set to 10/16/2016.

Agency Service Date (22)

Definition: Agency Hire Date adjusted for prior agency service (cumulative time at the current agency).

Example: An employee transfers from the Department of Natural Resources to the Washington State Patrol on May 1, 2016. The employee previously worked for WSP from November 1, 2009 through February 16, 2011. Their Agency Service Date is set to 01/14/2015.

Anniversary Date (01)

Definition: The unbroken service date adjusted for prior state service (cumulative time in state service). For employees eligible to accrue vacation leave, this date is necessary for HRMS to calculate the rate of their accruals and determine when vacation leave is lost.

Note: This date may or may not be adjusted for leave without pay; refer to collective bargaining agreements and WAC 357 for more information.

Examples:

  • A new employee was hired at the Department of Ecology on January 28, 2016, with no prior state service. Their anniversary date is set to 01/28/2016.
  • An employee was rehired at the Liquor and Cannabis Board on June 16, 2016, and previously worked for Washington State Patrol from March 16, 2007 through October 22, 2013. Their anniversary date is set to 11/7/2009.

Anticipated End Date (42)

Definition: The anticipated end date of an employee’s appointment.

Example: An employee was hired into a non-permanent limited appointment on November 1, 2016 to assist during a workload peak. The appointment is expected to last through the end of February. Their Anticipated End Date is set to 02/28/2017.

Appointment Date (02)

Definition: The date an employee is appointed to their current job class and/or position, or the date an employee is converted from a non-permanent or project appointment status to a permanent appointment status.

Note: A new bid or assignment change (a change in post, shift, or schedule) that results in movement to a different position in the same job class within the agency does not require a new appointment date.

Appointment Date is not used in any system calculations. Agencies may possibly use this date to track when training, expectations, or reviews are due.

Examples:

  • An Office Assistant 2 is reallocated to an Office Assistant 3 effective September 1, 2016. Their appointment date is set to 09/01/2016.
  • An ITS 4 transfers to a different ITS 4 position effective March 1, 2016. Their appointment date is set to 03/01/2016.
  • An employee is hired into an in-training appointment effective February 1, 2016 at the Fiscal Analyst 1 level and advances to the goal class of Fiscal Analyst 2 on August 1, 2016. Their appointment date is originally set to 02/01/2016; upon advancement to the Fiscal Analyst 2 job class, their appointment date is set to 08/01/2016.
  • An employee holding an acting appointment in a WMS Band 2 position is appointed to the position permanently on October 1, 2016 and will serve a WMS review period. Their appointment date is set to 10/01/2016.
  • A new employee is hired as an Administrative Assistant 3 effective April 4, 2016. The employee completed their probationary period on October 4, 2016. Their appointment date remains 04/04/2016.

Cadet Hire Date (23)

Definition: (WSP Only) The date an employee is hired as a Washington State Patrol Trooper Cadet.

Example: An employee is hired as a Washington State Patrol Trooper Cadet on April 12, 2016. Their Cadet Hire Date is set to 04/12/2016.

Commission Date (12)

Definition: (WSP Only) The date authority is given to a Washington State Patrol (WSP) officer by the Governor to enforce the laws of the state of Washington.

Examples:

  • A Trooper Cadet completes required training and is sworn in as an RCW Trooper on June 1, 2016. Their Commission Date is set to 06/01/2016.
  • A Trooper Cadet completes required training and is sworn in as an RCW Trooper on December 31, 2013. On December 12, 2015 they resign from the WSP. On March 1, 2016 they return to the WSP and are recommissioned as an RCW Trooper. During the probationary period, the Commission Date is set to 03/01/2016. Once the probationary period is complete, their Commission Date is set to their original commission date of 12/31/2013.

First Working Day (40)

Definition: The first day an employee reports for work.

Example: The Department of Transportation hires an employee effective May 1, 2016. Their first scheduled day of work is Monday, May 2, 2016. Their First Working Day is set to 05/02/2016.

In Job Class Since (PJ)

Definition: The date an employee began work in their current job classification.

Example: An Administrative Assistant 4 was promoted to an Administrative Assistant 5 effective November 2, 2016. Their In Job Class Since date is set to 11/02/2016.

JEV Begin Date (16)

Definition: The first date an employee’s vacation leave accruals can be deferred in excess of 240 hours, following agency approval.
For employees approved to defer their vacation leave, this date is necessary for HRMS to begin transferring vacation leave accruals to the Justified Excess Leave (34) quota type.

Example: An employee was approved to defer vacation leave accruals above 240 hours from June 1 through their anniversary date of August 1, 2016. Their JEV Begin Date is set to 06/01/2016.

JEV End Date (17)

Definition: The last date an employee’s vacation leave accruals can be deferred in excess of 240 hours, following agency approval.
For employees approved to defer their vacation leave, this date is necessary for HRMS to stop transferring vacation accruals to the Justified Excess Leave (34) quota type.

Example: An employee was approved to defer vacation leave accruals above 240 hours from June 1 through their anniversary date of August 1, 2016. Their JEV End Date is set to 08/01/2016.

PD Completed (A3)

Definition: The completion date of a position’s current position description.

PDP Eval Completed (A2)

Definition: The date an employee received their most recent Performance Development Plan (PDP) Evaluation.

PDP Expectations Set (A1)

Definition: The date an employee received their most recent Performance Development Plan (PDP) Expectations.

Prior PID (04)

Definition: The date an employee received their final periodic increment, or the date they received their last periodic increment before becoming no longer eligible (such as moving from pay scale to pay band).

Examples:

  • An employee received their periodic increment on November 16, 2016, advancing to step L. Their Prior PID is set to 11/16/2016.
  • An employee moves from WGS to WMS effective December 1, 2016. The last periodic increment was received on August 16, 2016. Their Prior PID is set to 08/16/2016.

Prsnl HolidayElgblty (18)

Definition: The date an employee is eligible to use one personal holiday per calendar year.
For employees eligible to receive a personal holiday, this date is necessary for HRMS to generate their accruals.

Examples:

  • An employee is hired effective December 1, 2016 and is scheduled to be continuously employed for more than four months. Their Prsnl HolidayElgblty date is set to 12/01/2016.
  • A non-permanent employee is hired effective November 1, 2016 and is scheduled to be continuously employed for three months. On January 16, 2017, the employee’s non-permanent appointment is extended an additional three months. Their Prsnl HolidayElgblty date is set to 01/16/17.

Prsnl LV Day Elgblty (26)

Definition: (Represented Only) The date an employee is eligible to use one personal leave day per fiscal year.
For employees eligible to receive a personal leave day, this date is necessary for HRMS to generate their accruals.

Example: A WPEA-represented employee is hired at the Department of Revenue effective December 16, 2016. Their Prsnl LV Day Elgblty date is set to 04/16/2017.

Recommission Date (20)

Definition: (WSP Only) The date a former officer returns to WSP as a commissioned officer.

Example: A Trooper resigns their position from the WSP on November 10, 2016. On January 1, 2017 they return to the WSP and are sworn in as an RCW Trooper. Their Recommission Date is set to 01/01/2017.

RetirementEligbltyDt (21)

Definition: (WSP Only) An estimated date a commissioned officer is eligible to retire.
Examples:

  • A Trooper is commissioned on July 16, 2011. They are eligible to retire after 25 years of service. Their RetirementEligbltyDt is set to 07/16/2036.
  • A Trooper is commissioned on January 1, 2011. They were hired as a Trooper Cadet on March 1, 2010 and transferred their Trooper Cadet retirement to their new retirement plan. Their RetirementEligbltyDt is set to 03/01/2035.
  • A Trooper is commissioned on February 1, 2017 at the age of 45. They are eligible to retire at the age of 55. Their RetirementEligbltyDt is set to 02/01/2027.

Seniority Date (05)

Definition: A full-time employee’s most recent date of hire into state service. A part-time employee’s seniority date is calculated based on actual hours worked.

(WSDOT Marine Only): The date an employee is hired into the Marine Division.

Notes: This date is used in enterprise reporting for length of service. All employees should have a Seniority Date.

Refer to collective bargaining agreements or WAC 357 to determine what is included in “actual hours worked” for part-time calculations.

This date may or may not be adjusted for leave without pay; refer to collective bargaining agreements and WAC 357 for more information.

For Teamsters employees, Seniority Date is used as layoff seniority. See Teamster Seniority for overtime, extended duty assignment, bid system, and vacation selection seniority.

Examples:

  • An employee is hired effective January 16, 2017. Their Seniority Date is set to 01/16/2017.
  • An employee is rehired into state service effective December 1, 2016. They previously worked for the state from June 16, 2010 through August 31, 2014. Because of their break in service their Seniority Date is set to 12/01/2016.

Seniority w/ Military (29)

Definition: An employee’s seniority date adjusted for military service for layoff purposes.

Example: An employee was hired effective April 16, 2016 and has their Seniority Date set to 04/16/2016. After review of the employee’s appropriate military documents with six and a half years of service, it is determined they qualify for the maximum of five years of military credit. Their Seniority w/ Military date is set to 04/16/2011.

Separation Eff. Date (06)

Definition: The first date of separation from state service.

Note: This date is automatically populated by HRMS when a separation action is entered.

Example: An employee retires from state service. Their last day in paid status is September 30, 2016. Their Separation Eff. Date is set to 10/01/2016.

Shift Bid Date (30)

Definition: The date used for shift bidding purposes.

Note: Refer to collective bargaining agreements for more information.

Examples:

  • An employee is hired as a Communications Officer Assistant on January 1, 2012. Their Shift Bid Date is set to 01/01/2012.
  • An employee is hired as a Communications Officer 1 with the Washington State Patrol on January 1, 2012. They promote to Communications Officer 2 on June 1, 2014, then demotes to Communications Officer 1 on September 16, 2015. Their Shift Bid Date is set to 04/16/2013.
  • An employee is hired as a Commercial Vehicle Enforcement Officer (CVEO) 1 on January 1, 2012. They promote to a CVEO 2 on June 1, 2014, then demote to a CVEO 1 on September 16, 2015. Their Shift Bid date is set to 01/01/2012.

Sick Lv Frozen Up To (10)

Definition: (WSDOT Marine Only) The date an employee is eligible to begin using sick leave.
For employees who have a waiting period before they can use sick leave, this date is necessary for HRMS to prevent premature use.

Teamster Seniority (28)

Definition: (Teamsters Only) Seniority for full-time employees appointed after July 1, 2009, will be defined as the employee’s length of unbroken state service less any time spent in state service appointments outside of Teamsters DOC bargaining units. Employees appointed from other bargaining unit positions within DOC will have their Teamsters seniority credited for time served in other DOC bargaining units, not to include non-permanent appointments.

Seniority for part-time or on-call employees appointed after July 1, 2009, will be based on straight time hours worked, less any time spent in state service appointments outside of Teamsters DOC bargaining units. Employees appointed from other bargaining unit positions within DOC will have their Teamsters seniority credited for time served in other DOC bargaining units.

Example: An employee was hired into a Teamsters represented position on January 1, 2013. The employee is appointed to a permanent position outside of the Teamster’s contract, beginning January 1, 2014. The employee then is appointed to a Teamster’s represented position effective June 1, 2015. Their Teamster Seniority is set to 06/01/2014.

Unbroken Srvc. Date (07)

Definition: The date an employee began current continuous state service. For employees eligible to accrue vacation leave, this date may be necessary for HRMS to calculate the rate of their accruals. Refer to collective bargaining agreements and WAC 357 for more information.

Note: This date may or may not be adjusted for leave without pay; refer to collective bargaining agreements and WAC 357 for more information.

Examples:

  • A new employee is hired at the Department of Ecology on April 18, 2016. Their Unbroken Srvc. Date is set to 04/18/2016.
  • An employee was hired at the Department of Transportation on July 1, 2016. They previously worked at the Department of Labor and Industries, but separated from state service on March 31, 2015. Their Unbroken Srvc. Date is set to 07/01/2016.

WMS Review Date (08)

Definition: The date an employee’s next WMS review is due.

Example: An employee is hired into a WMS 1 position effective January 10, 2017 and is expected to serve a 12-month review period. Their WMS Review Date is set to 01/10/2017.

Obsolete Date Types

To retain data integrity in reporting, the following obsolete Date Types must not be used under any circumstance:

  • ZDNU Comm Tenure Dt (13)
  • ZDNU Eligibility401K (1K)
  • ZDNU End prob Period (45)
  • ZDNU HSA Term Date (HS)
  • ZDNU Leave year ent (25)
  • ZDNU Length of Serv (15)
  • ZDNU OriginalCommDt (19)
  • ZDNU Other Agncy Com (14)
  • ZDNU Person Group En (11)
  • ZDNU TSR LV Elig (27)
  • ZDNU Vac Lv Frozen (09)

Disability

Definition: Persons with Disabilities: For affirmative action data reporting purposes, a person with a disability is an individual with a permanent physical, mental, or sensory impairment that substantially limits one or more major life activities.
The impairment must be both permanent and material rather than slight, but not necessarily require a workplace accommodation. An impairment that is episodic or in remission is still a disability if it would substantially limit a major life activity when active. The determination of whether an impairment substantially limits a major life activity shall be made without considering temporary improvements made through mitigating measures such as medication, therapy, reasonable accommodation, prosthetics, technology, equipment, or adaptive devices (but not to include ordinary eyeglasses or contact lenses).

Note: Medical documentation is not required to confirm a disability for affirmative action purposes. The employee’s attestation of the disability is sufficient.
Data for persons with disabilities comes solely from the Disability selection Has a Disability (or previously had one) and does not consider the Special Disabled Veteran box.

Infotype: Additional Personal Data (0077) – included in HRMS F1 Help

Disability Date

Definition: The date an individual was determined to have a disability.

Date Learned

Definition: The date an individual disclosed in writing his or her disability to the employer.

Does Not Have a Disability (N)

Definition: A person who indicated they do not have a disability or who indicated they previously had a disability which no longer exists.

Does Not Wish to Answer (A)

Definition: A person who indicated they prefer not to provide their disability status.

Has a Disability (or previously had one) (X)

Definition: A person who indicated they currently have a disability. Do not include those who previously had a disability since they no longer meet the definition – use Does Not Have a Disability instead.

Not Informed/Unknown (#)

Definition: A person who has not provided their disability status.

Employee Group

Definition: Status of the Position

Infotype: The following codes are available in HRMS for Employee Group (Infotype 0001 – Organizational Assignment) unless otherwise noted. Employee Group is assigned to the position (Infotype 1013 – Employee Group/Subgroup) and is inherited by any employee assigned to that position. In some situations, the Employee Group of the position may be overridden for the employee on Infotype 000 – Actions. In most instances, Employee Group for both the position and employee should be the same. – included in HRMS F1 Help

Appointed (9)

Definition: Use Appointed for a position that is intended to be filled by an employee that is appointed by the Governor or appointed by an independent Board or Commission. Do not use Appointed for positions where the employee is appointed to serve on a board or commission; they should be coded as Board/Commission.

Example: The Office of the State HR Director creates a State HR Director position that is appointed by the Governor.

Board/Commission (A)

Definition: Use Board/Commission for a position that is intended to be filled by an employee that serves on a board or commission, regardless of the appointing authority.

Example: The Washington State Investment Board creates a position for a member who will serve on the Investment Board.

Civil Service Exempt (B)

Definition: Use Civil Service Exempt for a position that is intended to be filled by an employee who is not covered under state civil service law.

Example: The Office of Financial Management creates a position which is exempt under the provisions of RCW 41.06 (State Civil Service law).

Elected (8)

Definition: Use Elected for a position that is intended to be filled by an employee that is a Washington State elected official.

Example: The Office of Superintendent for Public Instruction creates a position for the elected Superintendent of Public Instruction.

Non-Employee (J)

Definition: Use Non-Employee for a position that is filled by an individual who is not considered a state employee and should be excluded from statewide personnel headcounts, such as Work Study students, AmeriCorps, Reservists, etc.

Example: An agency hires a work study student into a Non-Employee position to assist with a summer project.

Non-Perm. Limited (H)

Definition: (Non-Represented) Use Non-Perm. Limited for a position that is intended to address a short term immediate workload peak, or other short term need, or if the work is sporadic and does not fit a particular pattern (intermittent).

(Represented) Use Non-Perm. Limited for a position that is intended to address a short term immediate workload peak, or other short term need. If the work is sporadic and does not fit a particular pattern (intermittent) for represented positions use Non-Perm. On Call.

Example: The Department of Information Enterprise Services creates an ITS 3 position to fill in for a short period of time while staff is on leave.

Non-Perm. On Call (6)

Definition: (Represented Only) Use Non-Perm. On Call for a position where the nature of the work is sporadic and does not fit a particular pattern (intermittent). Use Non-Perm. Limited for non-represented positions.

Example: The Health Care Authority creates a Medical Assistance Specialist 2 position to assist with peak workloads processing health insurance claims.

NWSpeclEmplymntComp (F)

Definition: Use NWSpeclEmplymntComp for a position that is part of a special employment compensation program, such as Washington Conservation Corps, Ecology Youth Corps, etc. See the OFM State Administrative and Accounting Manual (SAAM) for information on special employment compensation.

Example: The Department of Ecology creates a crew member position in the Washington Conservation Corps.

NW SupportedEmplymnt (G)

Definition: Use NW SupportedEmplymnt for a position that is part of a supported employment program. See the OFM State Administrative and Accounting Manual (SAAM) for information on supported employment.

Example: The Department of Enterprise Services creates a custodian position that will be filled in accordance with supported employment guidelines.

Permanent (0)

Definition: Use Permanent for a position intended to be filled permanently by an employee, when the position is not seasonal, project, or exempt.

Example: The Department of Revenue creates a new, permanent position for a Tax Information Specialist.

Project (C)

Definition: Use Project for a position that is intended to be filled by an employee to work on a project that is contingent on funding and of a time-limited nature with an expected end date.

Example: The Department of Transportation creates a Transportation Engineer position that is funded by a federal highway project that is scheduled to end in 24 months.

Relief (7)

Definition: (WSDOT Marine Only) Use Relief for a Washington State Ferry position that is intended to be filled by a relief worker employee. A relief worker employee works on a year-round basis and is guaranteed at least forty (40) hours of straight time work per week to relieve year-round employees who are not scheduled for work.

Example: Washington State Ferries creates a relief Chief position that fills in for other staff when they are on leave.

Retired FireFighters (E)

Definition: (State Board for Volunteer Firefighters and Reserve Officers Only) Use Retired FireFighters for a position to administer the Volunteer Firefighters’ and Reserve Officers’ Relief and Pension Act (RCW 41.24).

Example: The Board for Volunteer Firefighters and Reserve Officers create a position titled Retired Firefighter or Related Personnel.

Seasonal (4)

Definition: Use Seasonal for a position that is intended to be cyclical in nature, recurs at approximately the same time each year, and lasts for a minimum of five months but less than 12 months in duration during any consecutive twelve-month period.

Example: The School for the Blind creates a Teacher’s Assistant position to work during the school year.

Temporary (1)

Definition: (Higher Ed, WSDOT Marine, and Exempt Only)

(Higher Ed) Use Temporary for a Higher Education position intended to be filled on a temporary basis. The hours worked by the employee in this position should not exceed one thousand fifty hours (1,050 hours) in any 12 consecutive month period from the original date of hire.

(WSDOT Marine) Use Temporary for any assignment which is not defined as a year-round assignment and is not on-call or defined as anything else within a Bargaining Agreement.

(Exempt) Use Temporary for short-duration exempt positions that are not intended to be part of the agency’s permanent workforce. If the exempt position is intended to be part of the agency’s permanent workforce, use Civil Service Exempt.

Example: The Student Achievement Council creates a part-time, Office Assistant 2 position to fill for six months.

WSP NonEE Disab (K)

Definition: (Washington State Patrol Only) Use WSP NonEE Disab for a position filled by an individual where it is determined they must receive compensation set-forth in RCW 43.43.040 but are not considered an employee of the Washington State Patrol.

Example: As a result of legal action, the Washington State Patrol must continue payment to an individual in accordance with RCW 43.43.040 who is no longer considered an employee of the WSP.

Obsolete Employee Groups

To retain data integrity in reporting, the following obsolete Employee Groups must not be used under any circumstance:

  • ZDNU-Volunteer (3)

Employment Percent

Definition: The percentage of time an employee is scheduled to work of their Work Schedule Rule. If the employee’s scheduled hours will vary, enter an approximation.

This field, in conjunction with Work Schedule Rule, establishes the employee’s daily work schedule. The daily work schedule sets the number of hours available for work or leave taken each day.

For employees with Work Schedule Rule 24/7: M-Sn, 24 hpd (R030) or working less than full-time, the Employment Percent may remain at 100% if reducing the percentage would reduce the employee’s daily work schedule beyond their maximum daily hours worked.

Note: The Employment Percent and Capacity Utilization Level should match, except when the employee’s Employment Percent remains at 100% because reducing it would reduce the employee’s daily work schedule beyond their maximum daily hours worked. In enterprise reporting, the Employment Percent is combined with position attributes such as Vacancy Status and Position Percentage to create various types of occupancy rates.

Examples:

  • A full-time employee assigned Work Schedule Rule 2Wk:M-Th 9, F 8, 2nd F 0 (R045) is scheduled to work 80 hours over two weeks. Their Employment Percent would be 100% and their daily work schedule would be Sun 0, Mon 9, Tues 9, Wed 9, Thurs 9, Fri 8, and Sat 0 the first week and Sun 0, Mon 9, Tues 9, Wed 9, Thurs 9, Fri 0, and Sat 0 the second week.
  • A part-time employee assigned Work Schedule Rule 5-8s: M-F 8 hpd (FULL) is scheduled to work 4 hours per day Monday-Friday. Their Employment Percent would be 50% and their daily work schedule would be Sun 0, Mon 4, Tues 4, Wed 4, Thurs 4, Fri 4, and Sat 0 each week.
  • A part-time employee assigned Work Schedule Rule 24/7: M-Sn, 24 hpd (R030) will have an unpredictable schedule, but is estimated to work approximately 30 hours per week. Their Employment Percent would be 100% and their daily work schedule would be Sun 24, Mon 24, Tues 24, Wed 24, Thurs 24, Fri 24, and Sat 24 each week.

Infotype: Planned Working Time – 0007 – included in HRMS F1 Help

Ethnic Origin

Definition: Category for consolidating multiple race and ethnicity responses for an employee.

Note: This field will be the primary source of data for “persons of color” headcount in enterprise reports.

Infotype: Additional Personal Data (0077) – included in HRMS F1 Help

American Indian/Alaskan (05)

Definition: A person who has not indicated a Hispanic/Latino ethnicity and selected the race category American Indian or Alaskan Native, or the race category American Indian or Alaskan Native in combination with any of the following races: Black or African American, Asian, Native Hawaiian or other Pacific Islander and/or White.

Asian or Pacific Islander (04)

Definition: A person who has not indicated a Hispanic/Latino ethnicity and selected either the Asian race category or the Native Hawaiian or other Pacific Islander race category, or selected any combination of the following races: Asian, Native Hawaiian or other Pacific Islander and/or White.

Black/Not Hispanic Origin (02)

Definition: A person who has not indicated a Hispanic/Latino ethnicity and selected the race category Black or African American, or the race category Black or African American in combination with any of the following races: Asian, Native Hawaiian or other Pacific Islander and/or White.

Hispanic (03)

Definition: A person who has indicated a Hispanic/Latino ethnicity.

White/Not Hispanic Origin (01)

Definition: A person who has not indicated a Hispanic/Latino ethnicity and selected the race category White, or has not selected any race category.

Note: This is currently the default Ethnic Origin for non-disclosure.

Ethnicity (New)

Definition: Indicates the ethnicity as selected by the employee.

Infotype: Additional Personal Data (0077) – included in HRMS F1 Help

Hispanic/Latino (E1)

Definition: A person having origins in any of the original peoples of Mexico, Puerto Rico, Cuba, Central or South American or other Spanish culture or origin, regardless of race. (Hispanic/Latino does not include persons from Portuguese speaking cultures such as Portugal or Brazil.)

Not Hispanic/Latino (E2)

Definition: All persons not of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish culture or origin, regardless of race. (Not Hispanic/Latino includes persons from Portuguese speaking cultures such as Portugal or Brazil.)

Note: This is currently the default Ethnicity (NEW) for non-disclosure.

Exempt from EEO

Definition: Individuals exempted from the Equal Employment Opportunity Act of 1972 reporting:

  • State and local elected officials
  • Such official’s immediate secretary, administrative, legislative or other immediate or first-line aide
  • Such official’s legal advisor
  • Appointed cabinet officials in the case of a Governor, or heads of executive departments in the case of a mayor or County Council.

No other persons appointed by an elected official are exempt under this interpretation. In no case is any person exempt who is appointed by an appointed official, whether or not the latter is exempt. Furthermore, as specified in Section 701 (f), the exemption does not include employees subject to the civil service laws of State government, governmental agency or political subdivision.

Note: The EEO Exemption only applies to federal reports to the Equal Employment Opportunity Commission. Affirmative action reports within the State of Washington include all employees – including those marked Exempt from EEO.

Infotype: Additional Personal Data (0077) – included in HRMS F1 Help

Flex Work Hours

Definition: The employees start and end times according to their typical work schedule.

Infotype: Telework/Flex Work (Employee) (9106) – included in HRMS F1 Help

End Time

Definition: (Optional) Enter an employee's end time according to their typical work schedule. If an employee work schedule has multiple end times, agencies should choose the most frequent end time. This field is based on military time (24 hours). If the employee ends at 12:00 am, HRMS will automatically change the entry to 00:00 - agencies need to override this entry with 24:00.

Start Time

Definition: (Optional) Enter an employee's start time according to their typical work schedule. If an employee work schedule has multiple start times, agencies should choose the most frequent start time. This field is based on military time (24 hours). If the employee starts at 12:00 am, HRMS will automatically change the entry to 00:00 - agencies need to override this entry with 24:00.

Flextime (EE)

Definition: Flextime allows the employee to have flexible start and end times that are outside the agency’s normal work hours.

Infotype: Telework/Flex Work (Employee) (9106) – included in HRMS F1 Help

Employee Participating (EP)

Definition: Use Employee Participating if the employee’s current starting and/or ending times are outside of the agency’s normal work hours.

Example: An agency’s normal work hours are Monday through Friday, 8:00 am to 5:00 pm. An employee has been approved to work a flexible work schedule of Monday through Friday, 7:30 am to 4:00 pm.

Not Participating (NP)

Definition: Use Not Participating if the employee’s work schedule is within the agency’s normal work hours.

Flextime (POS)

Definition: Flextime allows the employee to have flexible start and end times that are outside the agency’s normal work hours.

Infotype: Telework/Flex Work (POS) (9901) – included in HRMS F1 Help

Position Eligible (PE)

Definition: Use Position Eligible if it has been determined the position’s work schedule allows for an employee to start or end their working day outside the agency’s normal work hours.

Not Eligible (NE)

Definition: Use Not Eligible if the position’s work schedule is required to be within the agency’s normal work hours.

Indirect Valuation (Ind.val.)

Definition: A system-populated field that indicates whether the employee’s pay is derived from a salary schedule or directly entered on this infotype record. 

Infotype: Basic Pay – 0008 – included in HRMS F1 Help 

Indirectly Valued (I)

Definition: The pay for indirectly valued employees is automatically populated once the Pay Scale Group and Level (range and step) fields are entered, and is derived from a standard, incremental salary schedule table.

Note: Indirectly valued employees’ pay amounts will automatically update when salary schedule tables are changed.

Use the validity period fields at the bottom of the Basic Pay (0008) infotype to view historical Annual Salary, Pay Period Salary, and Base Rate / Hourly Wage amounts.

Example: An employee assigned a range and step on the standard progression salary schedule is indirectly valued.

Directly Valued (Blank)

Definition: The pay for directly valued employees is manually entered into the Annual Salary or Wage Type Amount field and is based on a non-standard pay schedule.

Note: If amounts are manually entered into the Annual Salary or Wage Type Amount fields, employees who should be paid on a standard, incremental salary schedule will be directly valued and will not receive automatic updates when salary schedule tables are changed. An employee paid above the maximum of their salary range would be directly valued.

Examples:

  • An employee assigned a WMS Band is directly valued.
  • An employee assigned to range 54 and step J on the non-represented standard progression salary schedule was reallocated downward to a job classification assigned to range 48. The employee’s salary remains at an amount equal to their previous salary. Since the employee’s salary exceeds the top of range 48, they are directly valued.

Management Type

Definition: Indicator used in enterprise reporting to identify groups of positions assigned different types of management.

Infotype: Relationships (1001)

Consultant (80096314)

Definition: Positions exist based on expertise necessary for an agency’s specific operational area. Serves as a consultant or technical expert for a recognized discipline, which may be acquired through an advanced degree or a field of expertise. Positions are not typically in charge of staff.

Abbreviation: CNSLT

Management (80096312)

Definition: Positions manage program(s), budget(s) and staff; this is a traditional managerial role.

Abbreviation: MGMT

Policy (80096313)

Definition: Positions have significant authority for policy development, implementation and interpretation within a designated program area. Provides expert consultation or advice to executive management with significant policy impact. Positions are not typically in charge of staff.

Abbreviation: POLICY

Management Type and Inclusion Criteria Crosswalk

Inclusion Criteria

Management Type Code

Formulates statewide policy or directs the work of an agency or agency subdivision

MGMT, POLICY

Is responsible to administer one or more statewide policies or programs of an agency or agency subdivision

MGMT, POLICY, CNSLT

Manages, administers, and controls a local branch office of an agency or agency subdivision, including the physical, financial, or personnel resources

MGMT

Has substantial responsibility in personnel administration, legislative relations, public information, or the preparation and administration of budgets

MGMT, POLICY, CNSLT

Functionally is above the first level of supervision and exercises authority that is not merely routine or clerical in nature and requires the consistent use of independent judgment.

MGMT, CNSLT

 

Military Status

Definition: Indicates whether or not an employee may be eligible for veteran’s preference in regard to layoffs and subsequent reemployments (per RCW 41.06.133 Section M). Completion of this field systematically triggers the infotype 0081 Military Service.

Infotype: Additional Personal Data (0077) – included in HRMS F1 Help

1 yr + w/honor disc <$500 (14)

Definition: A person with more than one year and less than 20 years of service in any branch of the armed forces of the United States honorably discharged from active military service.

Discharge w/dis<1yr Srvc (12)

Definition: A person with less than one year of service and discharged with a disability incurred in the line of duty.

Non/Unspec Vet’s Status (15)

Definition: A person who does not qualify for Veteran’s Status or has not disclosed any military service.

Rtrd Vet > $500 (19)

Definition: A veteran retired from active military service in any branch of the armed forces of the United States receiving more than $500 per month retirement pay.

Note: Persons who voluntarily retired with twenty or more years of active military service and whose military retirement pay is in excess of five hundred dollars per month are not eligible for veteran’s preference in regard to layoffs and subsequent reemployment.

Sep/Retired Vet < $500 (11)

Definition: A veteran retired from active military service in any branch of the armed forces of the United States receiving less than $500 per month retirement pay.

Unmrrd Spose of Dcsd Vet (13)

Definition: An unmarried spouse of a deceased veteran. For purposes of providing recognition of preference in regard to layoffs and subsequent reemployment, the surviving spouse or surviving registered domestic partner or an eligible veteran is entitled to the benefits of RCW 41.06.133 Section M regardless of the deceased veteran’s length of active military service.

Obsolete Military Status Codes

To retain data integrity in reporting, the following obsolete Military Status codes must not be used under any circumstance:

  • Rtrd Dis Vet > $500 (18)
  • Rtrd Dis VtnmVet > $500 (16)
  • Rtrd VtnmVet > $500 (17)
  • Sep/Rtrd Dis VtnmVet<$500 (9)
  • Sep/Rtrd VtnmVet<$500 (10)

Next Increase Date (Next inc.)

Definition: The date an employee is scheduled to move to a higher salary step within the salary range of their current job class. Periodic and Longevity pay increases are automatically generated for employees who are paid on a standard salary schedule and who are not at the top of their range. These pay increases are based on rules built into the system. A Next Increase Date override will be necessary when there are exceptions to the rules built into the system, or if an agency prefers to manually enter the Next Increase Date. Enter a date in the Next Increase Date field to override the automatic increases in situations such as:

  • An employee starts at the first step of their range and should receive their first step increase at six months.
  • An employee is directly valued but assigned a standard, incremental salary schedule, and should not have their Pay Scale Level (step) changed by the automated PID process.
  • An employee is eligible for a periodic increment or longevity increase after moving to a new Pay Scale Level (step).
  • An employee has been assigned a particular Pay Scale Group (range) in the past, moves out of that Pay Scale Group, and then returns to the previous Pay Scale Group.
  • Special rules or provisions that advance, postpone, or adjust an employee’s periodic increment date.

Examples:

  • A non-represented employee is hired effective November 1, 2016 at range 44, step A on the standard progression salary schedule. A Next Increase Date override is needed and is set to 05/01/2017, to ensure they receive their first incremental increase after six months.
  • An employee transferred to a new position within the same job class and salary range, effective November 16, 2016. Due to agency policy, they received a salary increase moving them from step D to step F in their current range. Their periodic increment date is March 16, 2017. A Next Increase Date override is needed and is set to 03/16/2017, to ensure they receive their next step increase on their periodic increment date.
  • A non-represented employee was on leave without pay from November 1 through November 30, 2016. Their periodic increment date of February 1, 2017 needs to be adjusted for the thirty days of leave without pay. Their adjusted periodic increment date is March 3, 2017. A Next Increase Date override is needed and is set to 03/03/2017.

Infotype:Basic Pay – 0008 – included in HRMS F1 Help

Part-time Employee

Definition: Select Part-time employee for an employee who is scheduled to work less hours than that required of a full-time employee. Leave this field blank for full-time employees. This field determines how hours are calculated for monthly employees during payroll processing.

Notes: This field will be used in determining new employee eligibility for auto-enrollment in the Deferred Compensation Program (DCP). New employees with the Part-time employee box checked will not be automatically enrolled in the DCP. This field is also used in enterprise reporting to identify part-time employees. Check the Part-time employee box if the employee’s Employment Percent and/or Capacity Utilization Level are less than 100%.

Examples:

  • An employee is scheduled to work less than 40 hours per work week; the Part-time employee box should be checked.
  • An employee in a law enforcement position is scheduled to work less than 160 hours per 28-day work period; the Part-time employee box should be checked.
  • An hourly employee is assigned Work Schedule Rule 24/7: M-Sn, 24 hpd (R030), but they are scheduled to work full-time; the Part-time employee box should be left blank.

Infotype: Planned Working Time – 0007 – included in HRMS F1 Help

Pay Adjust Reason (Reason)

Definition: Indicates why a salary adjustment was made.

Infotype: Basic Pay (0008) – included in HRMS F1 Help

Add Additional Pay (13)

Definition: Use Add Additional Pay when an employee is given additional pay for reasons including, but not limited to, temporary higher level duties, assignment pay, specialty pay, education incentive pay, and shift differential.

Example: A Customer Service Representative 3's duties have changed and will begin to receive dual language pay as a full-time assignment.

Add WMS Extraordinary Resp (23)

Definition: Use Add WMS Extraordinary Resp when a WMS employee temporarily receives additional pay due to an extraordinary increase in responsibilities.

Example: A WMS Band 2 manager temporarily supervises an additional section while the agency recruits to fill the vacancy. The agency determines the additional responsibility to be extraordinary and approves a temporary salary increase.

Appointment Change (20)

Definition: Use Appointment Change when a change is made to an employee’s appointment, including reasons not covered by other reason codes such as adjustment of hours worked and correction of data entry errors.

Examples:

  • A Legal Secretary 1 is reallocated to a Legal Secretary 2 and receives a salary increase.
  • A correction is needed to Employee Subgroup and subsequently to the Basic Pay Infotype to correct the wage type used for salary/hourly rate.
  • A manual override is needed in the employee’s next increase date field.

Employee off Disability Pay (12)

Definition: Use Employee off Disability Pay when an employee is taken off disability pay.

Example: A Fish and Wildlife Enforcement Office 2 is now able to return to active duty after being on disability pay due to an injury.

Employee on Disability Pay (11)

Definition: Use Employee on Disability Pay when an employee is put on disability pay.

Example: A Fish and Wildlife Enforcement Officer 2 is injured in the performance of their official duties and is relieved from active duty.

Initial/Rehire Appointment (19)

Definition: Use Initial/Rehire Appointment when entering a new employee’s salary through the new hire or rehire action. Do not use this code for employees transferring into your agency; instead use the Appointment Change code.

Example: A Custodian 1 has been hired with no prior state service.

Longevity (26)

Definition: Use Longevity when an employee advances to the longevity step of their pay scale.

Note: HRMS will assign this reason when advancing employees to the longevity step during the automated periodic increment and longevity increase process. It can also be used by agencies during manual updates.

Do not use this code for any reason other than advancing an employee to their longevity step. Use Appointment Change (20) for adding, removing, or changing the next increase date.

Example: After being at step L for six years, an IT Specialist 5 receives a longevity increase to step M.

Non-Employee (25)

Definition: Use Non-Employee for all record changes for non-employees (such as Work Study Students, AmeriCorps, Reservists, Retired Firefighters, Emergency Firefighters and Mobility Units, stipend Board/Commission Members, Superior Court Judges, Pages, etc.).

Example: A new Work Study Student is hired.

Periodic Increment (01)

Definition: Use Periodic Increment when an eligible employee receives an increment increase on their periodic increment date.

Note: HRMS will assign this reason when advancing employees to the appropriate step during the automated periodic increment and longevity increase process. It can also be used by agencies during manual updates.

Do not use this code for any reason other than advancing an employee’s step due to a periodic increment. Use Appointment Change (20) for adding, removing, or changing the next increase date.

Example: After being at step H for one year, an employee receives a two-step increase to step J.

Rdctn in Slry Discipline (03)

Definition: Use Rdctn in Slry Discipline when an employee receives a reduction in salary due to disciplinary action.

Example: A Human Resource Consultant 2 receives a reduction to base salary for cause.

Remove Additional Pay (14)

Definition: Use Remove Additional Pay when an employee will no longer receive additional pay for reasons including, but not limited to, temporary higher level duties, assignment pay, specialty pay, education incentive pay, and shift differential. This reason code may also be used to remove W Rate and Y Rate.

Example: A Security Guard 2 has been moved to day shift and will no longer receive shift differential.

Remove WMS Extraordinary Resp (24)

Definition: Use Remove WMS Extraordinary Resp when a WMS employee no longer receives additional compensation for increased responsibilities.

Example: A WMS employee completed an assignment that was considered extraordinary responsibility and will no longer receive the additional compensation.

Return from Rdctn in Slry Disp (04)

Definition: Use Return from Rdctn in Slry Disp when an employee’s salary is reinstated following a temporary reduction in salary due to disciplinary action.

Example: The salary is reinstated for a Human Resource Consultant 2 following a temporary reduction in salary due to disciplinary action.

Rng Inc OFM Director Action (02)

Definition: Use Rng Inc OFM Director Action when a Classified Washington General Service employee’s salary is adjusted due to action taken by the OFM State HR Director.

Note: HRMS will assign this reason when employee salaries are systematically updated by WaTech. It can also be used by agencies during manual updates.

Example: The OFM State HR Director approved a two-range increase for the Contracts Specialist 3 job classification.

Salary Adjust-Equity/Alignment (17)

Definition: Use Salary Adjust-Equity/Alignment to adjust base pay within the employee’s salary range to address business related reasons, such as issues with equity or alignment.

Example: A Fiscal Analyst 3 has received a salary increase within their current range to more closely align with other Fiscal Analyst 3s doing similar work (addressing an internal alignment issue).

Salary Adjust-Higher Education (16)

Definition: Salary Adjust-Higher Education is specific to the Washington Student Achievement Council.

Example: For use by the Washington Student Achievement Council.

Salary Adjust-Leg Action (05)

Definition: Use Salary Adjust-Leg Action when an employee receives a salary adjustment due to legislative action.

Note: HRMS will assign this reason when employee salaries are systematically updated by WaTech. It can also be used by agencies during manual updates when the entire salary adjustment is due to legislative action.

Example: The Legislature approved a two percent general wage adjustment for eligible employees.

Salary Adjust-Recruit/Retent (18)

Definition: Use Salary Adjust-Recruit/Retent to increase a non-WMS employee’s salary due to recruitment and/or retention issues.

Example: An IT Specialist 5 with special software programming skills for maintaining an essential agency computer program is offered a position outside the agency. The agency would have a difficult time filling this position as only very few people have the skill set required for the position. The agency approved a salary increase within the employee's current range for the employee to remain in the position (addressing a recruitment/retention issue).

Salary Adjust-Statutory Auth (21)

Definition: Use Salary Adjust-Statutory Auth when an employee receives a salary adjustment by statutory authority. This should not be used for adjustments authorized by Legislature or OFM Director.

Example: An agency Director approves a salary increase for their exempt Deputy Director.

W Rate (WMS Only) (06)

Definition: Use W Rate (WMS Only) when a WMS employee’s base salary is set above the salary standard maximum of the assigned management band as a result of involuntary downward movement.

Note: W Rate (WMS Only) should remain on the employee’s Basic Pay (0008) infotype record as long as their salary is set above the salary standard maximum of the assigned band. Refer to Title 357 WAC or OFM State Human Resources for specific rules related to WMS salaries above the assigned band.

Example: A WMS Band 3 employee's duties involuntarily changed, causing the position to be reevaluated. The position is re-banded to WMS Band 2, and the employee’s pay grade is set to Band 2. Because the employee's salary was towards the top of Band 3, their salary will be set above the salary standard maximum of the newly assigned Band 2. The employee’s pay grade and pay grade level are set to Band 2, and the employee’s salary is set to the same amount as their previous Band 3 salary.

WMS Raise – Growth/Development (09)

Definition: Use WMS Raise – Growth/Development when a WMS employee receives a salary increase in recognition of their demonstrated growth and development.

Example: A WMS Band 2 employee receives a salary progression increase within their band in recognition of their demonstrated growth and development in the position.

WMS Raise – Int Slry Rel Prob (08)

Definition: Use WMS Raise – Int Slry Rel Prob when a WMS employee receives a salary increase due to documented agency and/or internal salary relationship problems.

Example: A WMS Band 3 employee receives a salary increase within their band to address agency internal salary relationship problems by aligning with other similar WMS Band 3 employees.

WMS Raise – Recruit/Retention (10)

Definition: Use WMS Raise – Recruit/Retention when a WMS employee receives a salary increase due to documented recruitment and/or retention problems.

Example: A WMS Band 2 employee receives a salary increase within their band to address retention problems.

Y Rate (Non WMS Only) (07)

Definition: Use Y Rate (Non WMS Only) when an employee’s base salary is set above the salary range maximum.

Note: Y Rate (Non WMS Only) should remain on the employee’s Basic Pay (0008) infotype record as long as their salary is directly valued and set above the salary range maximum of their assigned job. Refer to collective bargaining agreements, Title 357 WAC, and Step M Q&As for specific language related to salaries above the salary range maximum.

Example: An employee's exempt Program Manager position has been converted to a classified Program Specialist 5. The employee's salary at the time of conversion exceeds the Program Specialist 5 salary range maximum, and will remain at the higher salary. The employee’s pay scale group is set to the Program Specialist 5 salary range, their pay scale level is set to step L, and their salary in set to the same amount as their previous exempt Program Manager salary.

Obsolete Pay Adjust Reasons

To retain data integrity in reporting, the following obsolete Pay Adjust Reasons must not be used under any circumstance:

  • ZDNU - No Reason (00)
  • ZDNU-Pay Adj Align, Dev Train (22)
  • ZDNU-Range Adjust-Multi Level (15)

PAY SCALE AREA / PAY GRADE AREA (PS AREA)


Definition:   A collection of pay ranges/steps and bands – coincides with the type of Position

Infotype: 

Pay Schedule for Position:  Non-standard pay schedules, such as Bands, are assigned to Position using Pay Grade Area in InfoType 1005 - Display Planned Compensation.   Standard, incremental pay schedules, such as steps, are assigned to Positions using Pay Scale Area in InfoType 1005 - Display Planned Compensation. – included in HRMS F1 Help

Pay Schedule for Employee:  Non-standard as well as standard pay schedules for the Employee are both assigned using Pay Scale Area in InfoType 0008 - Basic Pay. – included in HRMS F1 Help

Sub Object: Sub Objects are used in the Agency Financial Reporting System (AFRS) to classify expenditures in accordance with the OFM State Administrative & Accounting Manual (SAAM) uniform chart of accounts.  AFRS Sub Object is assigned by Pay Scale Area* coding in HRMS.  For Sub Object definitions see SAAM Chapter 75.70 (https://ofm.wa.gov/sites/default/files/public/legacy/policy/75.70.htm)

 *Some Pay Scale Area coding is superseded by hierarchal coding in HRMS. Employee Groups F and G are assigned to Sub Object Special Employment Compensation (NW), and Personnel Sub Areas 0007, 0008, 0009 in Personnel Area 2201 are assigned to Sub Object Pension Benefits Payments (NU).

ATTORNEY GENERAL (36)

Definition: Attorney General is unique to the Attorney General.

Assigned to AFRS Sub Object: Elected Officials (AR)

BOARD MEMBERS (55)

Definition: Board Members is unique to all Board and Commission Members.

Assigned to AFRS Sub Object: State Special (AE)

CMTY CORRECTIONS (71)

Definition: Cmty Corrections is unique to Department of Corrections WFSE bargaining units.

Assigned to AFRS Sub Object: State Classified (AA)

DES PRINTING (73)

Definition: DES Printing is unique to Department of Enterprise Services “Printing” bargaining units.

Assigned to AFRS Sub Object: State Classified (AA)

DES PRINTING RANGE G (72)

Definition: DES Printing Range G is unique to Department of Enterprise Services “Printing” bargaining units. A “G” range is a standard range with the first six steps removed.  Thus, the first step of such a range is the same as Step G of the standard range having the same range number. Periodic increases through the steps of this range are made at the same intervals as through standard ranges, i.e., a two-step increase after six months at Step G and two annually thereafter up to the maximum step of the range.

Assigned to AFRS Sub Object: State Classified (AA)

ELECTED OFFICIAL (34)

Definition: Use Elected Official for salaries determined by the Washington Citizens’ Commission on Salaries for Elected Officials.  State law requires the commission to base the state's elected officials' salaries on realistic standards and to pay them according to the duties of their offices. They set the salaries of:
The Governor, Lieutenant Governor, Secretary of State, Treasurer, Auditor, Attorney General, Superintendent of Public Instruction, Commissioner of Public Lands, and the Insurance Commissioner; Legislators, Speaker of the House, Senate Majority Leader, House Minority Leader, and the Senate Minority Leader.

Assigned to AFRS Sub Object: Elected Officials (AR)

EMS (41)

Definition: Use EMS (Exempt Management Service) to identify positions exempt from state civil service law and under the salary setting authority of the State HR Director.  A position can be designated exempt either by statute or by the State HR Director at the request of the Governor or other elected official. All positions are “broad banded” or grouped into broad salary range categories known as Exempt Management Service (EMS) Management Bands. Management bands are a series of levels composed of a salary minimum and maximum dollar level. 
The State HR Division Classification Team recommends band placement that is approved by the State HR Director.

Assigned to AFRS Sub Object: State Exempt (AC)

GS1-STANDARD PROG. (74)

Definition: Use GS1-Standard Prog. for specific job classes not eligible for the 2017-19 general wage increases. The specific job classes are: Physician 2-4, Psychiatric Social Worker 1-4, and Psychiatrist. Periodic increases through the steps of this range are made at the same intervals as other standard ranges.

Assigned to AFRS Sub Object: State Classified (AA)

HIGHER ED CLASSIFIED (42)

Definition: Higher Ed Classified is unique to Student Achievement Council (salary structure is the same as Standard Progression 01).

Assigned to AFRS Sub Object: Higher Education Classified (AB)

HIGHER ED EXEMPT (43)

Definition: Higher Ed Exempt is unique to Student Achievement Council Exempt employees.

Assigned to AFRS Sub Object: Higher Education Exempt (AD)

JUSTICES AND JUDGES (37)

Definition: Justices and Judges is used by all Supreme Court Justices and judges of the court of appeals, superior courts, and district courts.

Assigned to AFRS Sub Object: Justices and Judges (AN)

LEGISLATIVE (35)

Definition: Use Legislative for non-elected legislative staff.

Assigned to AFRS Sub Object: State Special (AE)

NON-PAY SCALE (40)

Definition: Use Non-Pay Scale for positions under Washington Citizens’ Commission on Salaries for Elected Officials as well as other “at will” employees (i.e., confidential secretaries) with a band structure up to $600,000. 

Assigned to AFRS Sub Object: State Exempt (AC)

NURSES (03)

Definition: “N” RANGE:  Use this range for classes requiring licensure as a registered nurse and having a prevailing pay range which is longer than Washington’s standard ranges.  An “N” range is a standard range, step A through L, with nine added steps, M through U.  Periodic increases through step L of these ranges are made at the same intervals as through standard ranges.  Thereafter, an employee receives a one-step increase based on years of experience up to the maximum step of the range.
The salary of employees in classes requiring licensure as a registered nurse or physician assistant is governed by the “N” Range salary schedule.  An employee’s experience as a registered nurse or physician assistant, and/or licensed practical nurse, calculated as follows, will determine the placement on the proper step within the range:
Registered nurse or physician assistant experience will be credited year for year;
Up to ten (10) years licensed practical nurse experience will be credited at the rate of two (2) years licensed practical nurse experience equals one (1) year of registered nurse or physician assistant experience, for a maximum credit of five (5) years.

“N1” RANGE:  Use this range for nurses represented by local 1199, WFSE-GG, WFSE-HE, WPEA-HE, and the Coalition and is used for classes requiring licensure as a registered nurse and having a prevailing pay range which is longer than Washington’s standard ranges.  This is a standard range, step A through L, with nine added steps, M through U.  Periodic increases through step L of these ranges are made at the same intervals as through standard ranges.  Thereafter, an employee receives a one-step increase based on years of experience up to the maximum step of the range.

“N2” RANGE:  Use this range for nurses represented by the Teamster, and is used for classes requiring licensure as a registered nurse and having a prevailing pay range which is longer than Washington’s standard ranges.  This is a standard range, step A through L, with nine added steps, M through U.  Periodic increases through step L of these ranges are made at the same intervals as through standard ranges.  Thereafter, an employee receives a one-step increase based on years of experience up to the maximum step of the range.

Assigned to AFRS Sub Object: State Classified (AA)

SCHOOL FR BLIND/DEAF (69)

Definition: Use School fr Blind/Deaf for certificated employees of the State School for the Blind or the Washington State Center for Childhood Deafness and Hearing Loss who are represented by WPEA.

Assigned to AFRS Sub Object: State Classified (AA)

SPECIAL RANGE C (06)

Definition: “C” RANGE:   Use this range for classes having a prevailing pay range that is shorter than Washington’s standard ranges.  A “C” range is a standard range with the first two steps removed.  Thus, the first step of such a range is the same as Step C of the standard range having the same range number.  Periodic increases through the steps of this range are made at the same intervals as through standard ranges, i.e., a two-step increase after six months at Step C and two annually thereafter up to the maximum step of the range.

Assigned to AFRS Sub Object: State Classified (AA)

SPECIAL RANGE E (05)

Definition:  “E” RANGE:   Use this range for classes having a prevailing pay range that is shorter than Washington’s standard ranges.  An “E” range is a standard range with the first four steps removed.  Thus, the first step of such a range is the same as Step E of the standard range having the same range number.  Periodic increases through the steps of this range are made at the same intervals as through standard ranges, i.e., a two-step increase after six months at Step E and two annually thereafter up to the maximum step of the range.

Assigned to AFRS Sub Object: State Classified (AA)

SPECIAL RANGE G (07)

Definition:  “G” RANGE:   Use this range for classes having a prevailing pay range that is shorter than Washington’s standard ranges.  A “G” range is a standard range with the first six steps removed.  Thus, the first step of such a range is the same as Step G of the standard range having the same range number.  Periodic increases through the steps of this range are made at the same intervals as through standard ranges, i.e., a two-step increase after six months at Step G and two annually thereafter up to the maximum step of the range.

Assigned to AFRS Sub Object: State Classified (AA)

STANDARD PROGRESSION (01)

Definition: Use Standard Progression for the General Service Salary Schedule.  This is Washington’s standard pay ranges, step A through M.

Assigned to AFRS Sub Object: State Classified (AA) – All agencies except agencies 0450, 0460, 0480, 0550
Assigned to AFRS Sub Object: State Exempt (AC) – Agencies 0450, 0460, 0480, 0550 Only

STATE PATROL (04)

Definition: “SP” RANGE:  Use this range for employees represented by the WFSE-HE, Local 17, WPEA-GG, WPEA-HE, and the Coalition; this range is used by the State Patrol and colleges for the commercial vehicle enforcement officer, commercial vehicle officer, and communication officer series. 

Assigned to AFRS Sub Object: State Classified (AA)

WMS (02)

Definition: Use WMS if agencies determine a position is appropriate for Washington Management Service.  All positions are “broad banded” or grouped into broad salary range categories known as Washington Management Service (WMS) Management Bands.  Management bands are a series of management levels composed of a salary minimum and maximum dollar level. 

Assigned to AFRS Sub Object: State Classified (AA)

WORK STUDY STUDENTS (44)

Definition: Use Work Study Students for all work study students.

Assigned to AFRS Sub Object: Higher Education Students (AL)

WSF BU A (23)

Definition: WSF BU A is unique to Washington State Ferries Office and Professional Employees International Union (OPEIU) Local 8 bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU C (24)

Definition: WSF BU C is unique to Washington State Ferries Metal Trades bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU D (50)

Definition: WSF BU D is unique to Washington State Ferries Masters, Mates and Pilots (MM&P) - Mates bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU E (56)

Definition: WSF BU E is unique to Washington State Ferries Masters, Mates and Pilots (MM&P) Watch Center Supervisors bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU F (68)

Definition: WSF BU F is unique to Washington State Ferries Masters, Mates and Pilots (MM&P) Masters bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU G (70)

Definition: WSF BU G is unique to Washington State Ferries Pacific Northwest Regional Council of Carpenters bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU J (28)

Definition: WSF BU J is unique to Washington State Ferries Service Employees International Union (SEIU) Local 6 bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU L (25)

Definition: WSF BU L is unique to Washington State Ferries Marine Engineer Beneficial Association (MEBA) Licensed Engineer Officers bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU N (26)

Definition: WSF BU N is unique to Washington State Ferries Marine Engineer Beneficial Association (MEBA) Unlicensed Engine Room Employees bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU P (51)

Definition: WSF BU P is unique to Washington State Ferries Ferry Agents, Supervisors and Project Administrators Association (FASPAA) bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU S (27)

Definition: WSF BU S is unique to Washington State Ferries Inlandboatmen’s Union of the Pacific (IBU) Shore Gang bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU T (52)

Definition: WSF BU T is unique to Washington State Ferries Inlandboatmen’s Union of the Pacific (IBU) Terminal bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU U (53)

Definition: WSF BU U is unique to Washington State Ferries Inlandboatmen’s Union of the Pacific (IBU) Deck bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSF BU Z (29)

Definition: WSF BU Z is unique to Washington State Ferries Inlandboatmen’s Union of the Pacific (IBU) Information bargaining unit.

Assigned to AFRS Sub Object: State Classified (AA)

WSP ASSISTANT CHIEF (19)

Definition: WSP Assistant Chief is unique to Washington State Patrol by classification.

Assigned to AFRS Sub Object: Commissioned State Patrol Officers (AG)

WSP CAPTAINS (14)

Definition: WSP Captains is unique to Washington State Patrol by classification.

Assigned to AFRS Sub Object: Commissioned State Patrol Officers (AG)

WSP CHIEF (21)

Definition: WSP Chief is unique to Washington State Patrol by classification.

Assigned to AFRS Sub Object: Commissioned State Patrol Officers (AG)

WSP DEPUTY CHIEF (20)

Definition: WSP Deputy Chief is unique to Washington State Patrol by classification.

Assigned to AFRS Sub Object: Commissioned State Patrol Officers (AG)

WSP LIEUTENANTS (18)

Definition: WSP Lieutenants is unique to Washington State Patrol by classification.

Assigned to AFRS Sub Object: Commissioned State Patrol Officers (AG)

WSP SERGEANTS (16)

Definition: WSP Sergeants is unique to Washington State Patrol by classification.

Assigned to AFRS Sub Object: Commissioned State Patrol Officers (AG)

WSP TROOPER CADET (22)

Definition: WSP Trooper Cadet is unique to Washington State Patrol by classification.    

Assigned to AFRS Sub Object: State Exempt (AC)

WSP TROOPERS (17)

Definition: WSP Troopers is unique to Washington State Patrol by classification.

Assigned to AFRS Sub Object: Commissioned State Patrol Officers (AG)

OBSOLETE PAY SCALE/GRADE AREAS

To retain data integrity in reporting, the following obsolete Pay Scale/Grade Areas must not be used under any circumstance:

  •  ZDNU - DSHS (10)
  •  ZDNU - HE Spcl Rng C (66)
  •  ZDNU - HE Spcl Rng E (65)
  •  ZDNU - HE Spcl Rng G (67)
  •  ZDNU-Higher Ed Stude (45)
  •  ZDNU - Liquor Board (08)
  •  ZDNU – PNTR Admin
  •  ZDNU - PNTR Bindery (30) 
  •  ZDNU - PNTR CWA (32)
  •  ZDNU - PNTR Press (31)
  •  ZDNU_OLD Sc fr Df/Bl (09)
  •  ZDNU-Volunteers (33)
  •  ZDNU-WSP Trps 0-5 yr (15)

Race

Definition: Indicates the race as selected by the employee. Employee may select multiple races or may choose to not disclose their race.

Infotype: Additional Personal Data (0077) – included in HRMS F1 Help

American Indian/Alaskan Native

Definition: A person having origins in any of the original peoples of North and South America (including Central America) and who maintains a tribal affiliation or community attachment.

Asian

Definition: A person having origins in any of the original people of the Far East, Southeast Asia or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam.

Black or African American

Definition: A person having origins in any of the Black racial groups of Africa.

Native Hawaiian or Other Pac Islander

Definition: A person having origins in any of the original peoples of Hawaii, Guam, Samoa or other Pacific Islands.

Two or More Races (Optional)

Definition: A person indicating more than one race. Use this option in addition to the other race selections. This option should not be used by itself.

White

Definition: A person having origins in any of the original peoples of Europe, the Middle East or North Africa.

Task Type

Definition: A future event or task; will have a related date of task.

Infotype: Monitoring of Tasks (0019) – included in HRMS F1 Help

Annual Eval Due Date (20)

Definition: Use Annual Eval Due Date to track the due date of an employee's annual performance evaluation.

Annual Eval Ext Due (34)

Definition: Use Annual Eval Ext Due to track the due date of an employee's annual performance evaluation when it has been extended due to special circumstances.

Backgrnd Ck Complete (08)

Definition: Use Backgrnd Ck Complete to track the scheduled completion date of an employee’s background check.

Board Mem End Date (16)

Definition: Use Board Mem End Date to track the scheduled end date of an employee’s appointment as a board member.

DJA End Date (17)

Definition: Use DJA End Date to track the scheduled end date of an employee’s developmental job assignment.

Dual Language Expiry (33)

Definition: Use Dual Language Expiry to track the date a required dual language certification expires.

Evaluation Due Date (35)

Definition: Use Evaluation Due Date to track the due date of an employee's performance evaluation.

Evaluation Ext Due (27)

Definition: Use Evaluation Ext Due to track the due date of an employee's performance evaluation when it has been extended due to special circumstances.

Exempt Appt End Date (14)

Definition: Use Exempt Appt End Date to track the scheduled end date of an employee's exempt appointment.

Exempt Review Period (19)

Definition: Use Exempt Review Period to track the scheduled completion date of an employee's exempt review period.

Expectations Due (21)

Definition: Use Expectations Due to track the due date of an employee's performance expectations.

Flex Work Sched End (28)

Definition: Use Flex Work Sched End to track the scheduled end date of a flexible work schedule that was granted to an employee on a temporary basis.

Interim Eval Due (25)

Definition: Use Interim Eval Due to track the due date of an employee's interim performance evaluation.

Interim Eval Ext (36)

Definition: Use Interim Eval Ext to track the due date of an employee's interim performance evaluation when it has been extended due to special circumstances.

In-Training Complete (03)

Definition: Use In-Training Complete to track the scheduled in-training series completion date of an employee’s in-training appointment.

In-Training Step Com (15)

Definition: Use In-Training Step Com to track the scheduled in-training step completion date of an employee's in-training appointment.

Leave End Date (05)

Definition: Use Leave End Date to track the scheduled end date of an employee's leave of absence.

Non-Perm End Date (09)

Definition: Use Non-Perm End Date to track the scheduled end date of an employee's non-permanent appointment.

PID exceeds FLSA Sal (32)

Definition: Use PID exceeds FLSA Sal to track the date an employee’s periodic increment may cause their annual salary to exceed the Fair Labor Standards Act (FLSA) salary threshold used in determining overtime eligibility.

Note: This task would only be necessary for employees in positions that meet the FLSA duties test.

Prob Eval Due Date (22)

Definition: Use Prob Eval Due Date to track the due date of an employee's probationary performance evaluation.

Prob Eval Ext Due (37)

Definition: Use Prob Eval Ext Due to track the due date of an employee's probationary performance evaluation when it has been extended due to special circumstances.

Prob Period End Date (01)

Definition: Use Prob Period End Date to track the scheduled completion date of an employee's probationary period.

Project End Date (11)

Definition: Use Project End Date to track the scheduled end date of an employee's project appointment.

Resource Share End (31)

Definition: Use Resource Share End to track the scheduled end date of an employee's resource share assignment.

Salary Rdctn End (29)

Definition: Use Salary Rdctn End to track the scheduled end date of an employee's disciplinary salary reduction.

Suspension End Date (30)

Definition: Use Suspension End Date to track the scheduled end date of an employee's suspension.

Telework End Date (18)

Definition: Use Telework End Date to track the end date of an employee's telework agreement.

Trans Review End (12)

Definition: Use Trans Review End to track the scheduled completion date of an employee's transitional review period.

Trial Eval Due Date (23)

Definition: Use Trial Eval Due Date to track the due date of an employee's trial service performance evaluation.

Trial Eval Ext Due (38)

Definition: Use Trial Eval Ext Due to track the due date of an employee's trial service performance evaluation when it has been extended due to special circumstances.

Trial Service End (02)

Definition: Use Trial Service End to track the scheduled completion date of an employee's trial service period.

Trial/Annual Combine (24)

Definition: Use Trial/Annual Combine to track the due date of an employee's trial service and annual performance evaluation when due at the same time.

Trial/Annual Ext (39)

Definition: Use Trial/Annual Ext to track the due date of an employee's trial service and annual performance evaluation when they have both been extended due to special circumstances.

WMS Acting Appt End (13)

Definition: Use WMS Acting Appt End to track the scheduled end date of an employee's WMS acting appointment.

WMS Eval Due Date (26)

Definition: Use WMS Eval Due Date to track the due date of an employee's WMS performance evaluation.

WMS Eval Ext Due (40)

Definition: Use WMS Eval Ext Due to track the due date of an employee's WMS performance evaluation when it has been extended due to special circumstances.

WMS Review Period (10)

Definition: Use WMS Review Period to track the scheduled completion date of an employee's WMS review period.

Work Permit Expires (06)

Definition: Use Work Permit Expires to track the expiration date of an employee's work permit.

Obsolete Task Types

To retain data integrity in reporting, the following obsolete Task Types must not be used under any circumstance:

  • ZDNU Ecol apptmt end (07)
  • ZDNU Next Appraisal (04)

Telework (EE)

Definition: Telework is the practice of working from home or other alternative locations closer to home through the use of technology which allows the employee to access normal work material (email, telephone, electronic documents, etc.). Telework may be scheduled or done on an ad hoc basis.

Infotype: Telework/Flex Work (Employee) (9106) – included in HRMS F1 Help

Employee Participating (EP)

Definition: Use Employee Participating, along with the relevant participation schedule, if the employee is teleworking from home or other alternative location closer to home.

Example: An employee teleworks from home one day every week. The Telework (EE) option is set to “EE Participating: 1-2 days every two weeks”.

Not Participating (NP)

Definition: Use Not Participating if the employee is not currently teleworking.

Telework (POS)

Definition: Telework is the practice of working from home or other alternative locations closer to home through the use of technology which allows the employee to access normal work material (email, telephone, electronic documents, etc.). Telework may be scheduled or done on an ad hoc basis.

Infotype: Telework/Flex Work (POS) (9901) – included in HRMS F1 Help

Position Eligible (PE)

Definition: Use Position Eligible if the position is currently assessed to have an incumbent telework from home or other alternative location closer to home.

Not Eligible (NE)

Definition: Use Not Eligible if the position is not currently elegible for telework.

Time Management Status (Time Mgmt status)

Definition: Determines how leave accruals are calculated in the time evaluation process. The selection in this field should be based on the employee’s Employee Subgroup.

Infotype: Planned Working Time – 0007 – included in HRMS F1 Help

1 – Time evaluation of actual times

Definition: Use 1 – Time evaluation of actual times for employees with a daily or hourly Employee Subgroup.

Example: An employee is paid hourly with Employee Subgroup H-OT Elig>40hrs/wk (05).

9 – Time evaluation of planned times

Definition: Use 9 – Time evaluation of planned times for employees with a monthly Employee Subgroup.

Example: An employee is paid monthly with Employee Subgroup M-OT Elig>40hrs/wk (06).

Obsolete Time Management Statuses

To retain data integrity in reporting, the following obsolete Time Management Statuses must not be used under any circumstance:
0 – No time evaluation
2 – PDC time evaluation
7 – Time evaluation without payroll integration
8 – External services

UFI Code

Definition: Unique Facility Identifier (UFI) assigned to all state facilities listed in the state’s Facilities Inventory maintained by the Office of Financial Management. The UFI Code identifies the Duty Station (facility) where a position is assigned and/or where an employee is assigned to conduct work from.

Examples:

  • A position is assigned to conduct work at 128 10th Ave SW, Olympia, WA. The position’s UFI Code is set to A03116.
  • An employee has an interagency agreement to work with another agency at a different Duty Station (note: this should not include a home address).
  • An employee’s assigned duty station is their home in Ephrata, WA. The Employee’s UFI Code is set to Z00103.

Infotypes: Address (1028) – included in HRMS F1 Help
Duty Station Address (9105) – included in HRMS F1 Help

Vacancy

Definition: Availability of the position to be filled; for example, for layoff, recruitment, and reasonable accommodation purposes.

Infotype: Vacancy (1007) – included in HRMS F1 Help

Open (0)

Definition: For positions with Employee Group Permanent, Seasonal, Elected, Appointed, Board/Commission, Civil Service Exempt, Project, NWSpeclEmplymntComp, and NW SupportedEmplymnt use Open when:

  • The position is not filled and no employees have return rights or are expected to return to that specific position; or
  • The position is filled by an employee with an Acting, NonPerm On Call, NonPerm Limited, or Temporary appointment and no employees have return rights or are expected to return to that specific position.

For positions with Employee Group Temporary, Non-Perm On Call, Relief, Retired FireFighters, Non-Perm Limited, Non-Employee, and WSP NonEE Disab always use Open.
Examples:

  • An employee leaves a permanent position to accept a trial service appointment.
  • A position is filled with a non-perm limited appointment during the recruitment process.
  • A non-perm on call position is filled.

Vacancy Filled (2)

Definition: For positions with Employee Group Permanent, Seasonal, Elected, Appointed, Board/Commission, Civil Service Exempt, Project, NWSpeclEmplymntComp, and NW SupportedEmplymnt use Vacancy Filled when:

  • The position is filled by an employee with one of the following permanent or intent to become permanent appointment statuses: Permanent, In Training, Probationary, Trial Service, InTrng/Prob, InTrng/Trl Srv, Apprentice, Apprntc/Prob, Apprntc/Trl Srv, Transitional, Apprntc/Trnstnl, Exempt, Seasonal, Seasonal TrSvc, Seasonal – Prob, Project, Project TrSvc, Project – Prob, WMS Review, or Board/Comm;
  • The position is filled by an employee with an Acting, NonPerm On Call, NonPerm Limited, or Temporary appointment and an employee has return rights or is expected to return to that specific position; or
  • The position is not filled and an employee has return rights or is expected to return to that specific position.

Examples:

  • A seasonal position is filled with a seasonal probationary appointment.
  • A permanent position is filled with a non-perm limited appointment, and the previous permanent holder has return rights to this specific position.
  • A civil service exempt position is not filled, but the previous holder is expected to return to this specific position after a temporary appointment.

Veteran Status

Definition: Indicates whether or not an employee has actively served in the Armed Forces of the United States.

Infotype: Additional Personal Data (0077) – included in HRMS F1 Help

Discharge Date

Definition: The most recent discharge date from active military service in any branch of the armed forces of the United States, as indicated on the employee’s Certificate of Release or Discharge from Active Duty form DD214 or similar discharge paperwork.

Non-veteran

Definition: A person who does not qualify for Veteran’s Status or has not disclosed any military service. This includes individuals who received a dishonorable discharge or do not meet other necessary qualifications for veteran status under “Other Protected Veteran”.

Other Protected Veteran

Definition: Any person who:

  • has one or more years of active military service in any branch of the armed forces of the United States; or,
  • has less than one year of service and is discharged with a disability incurred in the line of duty (see also Special Disabled Veteran); or,
  • is discharged at the convenience of the government and who, upon termination of such service, has received an honorable discharge, a discharge for physical reasons with an honorable record or a release from active military service with evidence of service other than that for which an undesirable, bad conduct or dishonorable discharge shall be given.

Note: This field will be the primary source of data for “total veteran” headcount in enterprise reports. Individuals who have been coded in any other veteran category (other than Non-veteran) should also be coded in this field.

Prefers Not to Answer

Definition: A person whose veteran status in unknown or who has indicated they prefer not to provide this information.

Special Disabled Veteran

Definition: A veteran who is entitled to compensation under laws administered by the Department of Veteran Affairs for:

  • a disability rated at 30 percent or more; or,
  • a disability rated at 10 or 20 percent in the case of a veteran who has been determined under 38 U.S.C. 3106 to have a serious employment handicap; or,
  • a discharge or release from active duty because of a service-connected disability.

This includes veterans who would be entitled to disability compensation if they were not receiving military retirement pay instead.

Note: This field will be the primary source of data for the “Disabled Veteran” headcount in affirmative action reports (see also Other Protected Veteran).

Vietnam-era Veteran

Definition: A veteran of the U.S. military, ground, naval or air service, any part of whose service was during the period August 5, 1964 through May 7, 1975, who served on active duty for a period of more than 180 days and was discharged or released with other than a dishonorable discharge, or was discharged or released from active duty because of a service-connected disability. Includes any veteran of the U.S. military, ground, naval or air service who served in the Republic of Vietnam between February 28, 1961 and May 7, 1975 (see also Other Protected Veteran).

Obsolete Veteran Status Codes

To retain data integrity in reporting, the following obsolete Veteran Status codes must not be used under any circumstance:

  • Armed Forces Service Medal Veteran
  • Disabled Veteran
  • Not a Protected Veteran
  • Recently Separated Veteran

Wage Types

Definition: A type of payment that separates amounts and time units for various business processes.

Code

Wage Type Long Text

Amount

How is Payment Processed?

1096

WSP Drug Recog Expert

2.0%

Added to Basic Pay (0008)

1097

Intern Watch Crew

$1.50

Paid per hour

1098

Qualified Assessor

$2.00

Paid per hour

1099

WSP Cert Recon

3.0%

Added to Basic Pay (0008)

1100

WSP Cert Tech Specialist

2.0%

Added to Basic Pay (0008)

1168

MEBA Wage Supplement

$60.00

Paid per day

1188

CDL Wellness Incentive

125.00

Added to Additional Payments (0015)

1692

AP REF48 Illeg Encamp

4 Ranges

Paid per hour

1693

Extra Duty Hrs Workd 1.25

125.0 %

 

1694

AP REF52 RestArea Att

6 Ranges

Paid per hour

1695

AP REF57 MOCC/FIREARMS

$10.00

Paid per hour

1696

AP REF 1 Pat Res S/T/C

2 Ranges

Added to Basic Pay (0008)

1697

AP REF 2 Forklift Op

$ 10.00

Added to Basic Pay (0008)

1699

AP REF 3 SCUBA

$ 10.00

Paid per hour

1700

AP REF 4 PBX/Tel Suprvsn

2 Ranges

Added to Basic Pay (0008)

1701

AP REF 5 Highway Equip

$ 2.68

Paid per hour

1702

Acting Attndt Counselor 2

2 Ranges

Paid per hour

1703

Acting Attndt Counselor 3

3 Ranges

Paid per hour

1704

AP REF55 DSHS FIRESUPRSN

1 Range

Added to Basic Pay (0008)

1705

AP REF 7 171-H/28-D

4 Ranges

Added to Basic Pay (0008)

1706

AP REF59 Speclty Teams

2 Ranges

Paid per hour

1707

AP REF60 FTO

OT Rate

Paid per hour

1708

AP REF 9 Floor Care Crew

2 Ranges

Added to Basic Pay (0008)

1709

AP REF10 Out of State

4 Ranges

Added to Basic Pay (0008)

1710

AP REF11 Care Curriculum

2 Ranges

Added to Basic Pay (0008)

1711

AP REF12 Higher Lvl Eq

4 Ranges

Paid per hour

1713

AP REF14 Bridge Paint Ins

4 Ranges

Paid per hour

1714

IBU Passenger Counting

5.0%

Paid per hour

1715

AP REF16 Pesticide

$ 2.68

Paid per hour

1717

AP REF17 Non Truck Dr

Variable

Paid per hour

1719

AP REF18 Dual Lang BasePy

2 Ranges

Added to Basic Pay (0008)

1720

AP REF18 Dual Lang Hrly

2 Ranges

Paid per hour

1724

AP REF20 Asbestos

4 Ranges

Paid per hour

1726

AP REF21 Tacoma Narrows

4 Ranges

Paid per hour

1728

AP REF22 UBIT/Bridge Deck

4 Ranges

Paid per hour

1730

AP REF24A Perm Spill

4 Ranges

Added to Basic Pay (0008)

1731

AP REF24B Temp Spill

$ 2.44

Paid per hour

1732

AP REF25 CrimeLab Support

2 Ranges

Added to Basic Pay (0008)

1733

AP REF26 Fish Hauling

4 Ranges

Paid per hour

1735

AP REF27 WSP Forensics

3.0 %

Added to Basic Pay (0008)

1736

AP REF29 GroupC Loc 1 Rg

1 Range

Added to Basic Pay (0008)

1737

AP REF29 GroupC Loc 2 Rg

2 Ranges

Added to Basic Pay (0008)

1738

AP REF29 GroupC Loc 3 Rg

3 Ranges

Added to Basic Pay (0008)

1739

AP REF29 GroupC Loc 4 Rg

4 Ranges

Added to Basic Pay (0008)

1740

AP REF29 GroupC Loc 5 Rg

5 Ranges

Added to Basic Pay (0008)

1741

AP REF29 GroupC Loc 6 Rg

6 Ranges

Added to Basic Pay (0008)

1742

AP REF29 GroupC Loc 7 Rg

7 Ranges

Added to Basic Pay (0008)

1743

AP REF29 GroupC Loc 8 Rg

8 Ranges

Added to Basic Pay (0008)

1744

AP REF29 GroupC Loc 9 Rg

9 Ranges

Added to Basic Pay (0008)

1745

AP REF29 GroupC Loc 10 Rg

10 Ranges

Added to Basic Pay (0008)

1746

AP REF29 GroupC Loc 11 Rg

11 Ranges

Added to Basic Pay (0008)

1747

AP REF30 Computer Audit

2 Ranges

Added to Basic Pay (0008)

1750

AP REF32 McNeil Fuel Oil

4 Ranges

Paid per hour

1752

AP REF33 Tech Audit

2 Ranges

Added to Basic Pay (0008)

1753

AP REF34 Firearm

4 Ranges

Added to Basic pay (0008)

1754

AP REF35 Pres Steward

2 Ranges

Paid per hour

1755

AP REF29 GroupC Loc 16 Rg

16 Ranges

Added to Basic Pay (0008)

1756

AP REF36 Back Flow

4 Ranges

Paid per hour

1758

AP REF37A-B Train/Recert

$ 10.00

Paid per hour

1760

AP REF39 Class C Equip

10.0 %

Paid per hour

1762

AP REF40 I-90 Tunnel

4 Ranges

Added to Basic Pay (0008)

1763

AP REF41 Flt/ClassB Drug

4 Ranges

Paid per hour

1765

AP REF42 Train/Recert

$ 10.00

Paid per hour

1767

AP REF43 ELD Course

4 Ranges

Added to Basic Pay (0008)

1768

DFW Dog Handler Day Off

$25.00

Paid per day

1769

AP REF58 BFOQ

2 Ranges

Paid per hour

1770

Rec/Ret Up to 15% Base

Variable

Added to Basic Pay (0008)

1771

Rec/Ret Over 15% Base

Variable

Added to Basic Pay (0008)

1772

AP REF49 NightHazard-Hrly

$2.00

Paid per hour

1773

Rec/Ret Up to 15% Lump

Variable

Added to Recurring Payments / Deductions (0014) or Additional Payments (0015)

1774

Rec/Ret Over 15% Lump

Variable

Added to Recurring Payments / Deductions (0014) or Additional Payments (0015)

1775

AP VAR Exceptions Base

Variable

Added to Basic Pay (0008)

1776

AP VAR Exceptions Hrly

Variable

Paid per hour

1777

AP REF56 HAZARDOUS WORK

4 Ranges

Paid per hour

1778

VAR Emergency Ops/Fire

Variable

Paid per hour

1779

VAR Emergency Ops/Fire OT

Variable

Paid per hour

1780

VAR Draw Duty

Variable

Paid per hour

1781

Relief WCSupr 4% - 4051

4.0%

Paid per hour

1782

Dog Handler

$ 11.50

Paid per hour

1783

Higher Lvl Duties 2 Rng

2 Ranges

Added to Basic Pay (0008)

1784

Higher Lvl Duties 4 Rng

4 Ranges

Added to Basic Pay (0008)

1785

Higher Lvl Duties Var

Variable

Added to Basic Pay (0008)

1786

AP REF49 Night Hazard

$ 2.00

Added to Basic Pay (0008)

1789

Term Lead Acting as Supv

5.25 %

Paid per hour

1790

AP REF50 Train/Recert

$ 15.00

Paid per hour

1791

AP REF51 HIGH VOLTAGE

2 Ranges

Paid per hour

1792

AP REF53 LEO FTO

3 Ranges

Paid per hour

1793

AP REF54 LIC SPRAY OP

4 Ranges

Paid per hour

1794

WSP BAC Technician

3.0 %

Added to Basic Pay (0008)

1797

Board Certification

833.34

Added to Basic Pay (0008)

1798

AP REF38 Def Tactics

$10.00

Paid per hour

1799

AP REF29 GroupC Loc 12 Rg

12 Ranges

Added to Basic Pay (0008)

1800

AP REF29 GroupC Loc 13 Rg

13 Ranges

Added to Basic Pay (0008)

1801

AP REF29 GroupC Loc 14 Rg

14 Ranges

Added to Basic Pay (0008)

1802

AP REF29 GroupC Loc 15Rg

15 Ranges

Added to Basic Pay (0008)

4575

WFSE-Maint of Membership

1.5%

Added to Recurring Payments / Deductions (0014) or Additional Payments (0015)

Acting Attndt Counselor 2 (1702)

Definition: (Department of Social and Health Services Only) Additional payment given to employees in job classification Attendant Counselor 1 for performing the duties of a shift charge in an emergent situation in the absence of an Attendant Counselor 2 or 3. Employee receives basic salary range plus two (2) ranges for that shift.

Acting Attndt Counselor 3 (1703)

Definition: (Department of Social and Health Services Only) Additional payment given to employees in job classification Attendant Counselor 2 for filling behind an Attendant Counselor 3 for fifteen (15) consecutive workdays in a calendar month. Employee receives basic salary range plus three (3) ranges beginning on the 16th day of the Attendant Counselor 3 absence.

Absences related to annual leave are excluded.

AP REF 1 Pat Res S/T/C (1696)

Definition: (Department of Social and Health Services Only) Assignment pay given to employees for supervision, training, and counseling of individuals with intellectual disabilities or symptoms and behaviors related to significant mental illness or Juvenile Rehabilitation Institution Residents or Department of Corrections offenders. Employee receives basic salary range plus two (2) ranges.

Group ‘B’ Patient Resident Supervision Requirement

AP REF 2 Forklift Op (1697)

Definition: Employees working in job class Warehouse Operator 1 receive basic salary range plus ten dollars ($10.00) a month assignment pay for full-time assignment to forklift operations.

Group ‘A’ Job Class: 117I

AP REF 3 SCUBA (1699)

Definition: Assignment pay given to employees in any class for required SCUBA diving and/or serving as the Designated Person In Charge (DPIC). Employees receive basic salary range plus ten dollars ($10.00) per diving or DPIC hour.

Group ‘B’ SCUBA Diving / DPIC Requirement

AP REF 4 PBX/Tel Suprvsn (1700)

Definition: Assignment pay given to employees for direct supervisory responsibility over PBX and Telephone Operators. Employees receive basic salary plus two (2) ranges.

Group ‘A’ Job Class: 101H

AP REF 5 Highway Equip (1701)

Definition: (Department of Transportation Only) Assignment pay for assigned operation of highway equipment rated above the employee’s classification. Employees operating this equipment shall be paid for actual operations that continue for at least one hour. Equipment operation that lasts for less than one continuous hour shall not qualify the operator for premium pay. Employees operating this equipment in a bona fide training assignment are not entitled to the higher rate. Employees receive an additional two dollars sixty-eight cents ($2.68) per hour.

Group ‘A’ Job Classes: 596I, 596J, 596P-596S, 597F, 597G, 597K, 597N, 653P

AP REF 7 171-H/28-D (1705)

Definition: Assignment pay for law enforcement employees assigned a 171-hour, 28-day work period. Employees receive basic salary plus four (4) ranges.

Group ‘A’ Job Classes: 388A-388E

AP REF 9 Floor Care Crew (1708)

Definition: Assignment pay for full-time assignment to a floor care crew and the operation of heavy-duty cleaning and waxing equipment, or the designated working supervisor of the floor care crew. Employees receive basic salary range plus two (2) ranges.

Group ‘A’ Job Class: 678I, 678J

AP REF10 Out of State (1709)

Definition: (Department of Revenue Only) Assignment pay given to employees in the Revenue Auditor and Financial Examiner classifications which are permanently assigned to maintain an out-of-state location or are on a one-year roving assignment out-of-state. Employees receive basic salary range plus four (4) ranges.

Group ‘A’ Job Classes: 155A-155C, 161E-161H

AP REF11 Core Curriculum (1710)

Definition: (Department of Social and Health Services Only) Assignment pay given for the successful completion of the approved core curriculum which consists of 45 college quarter credit hours or its equivalent in semester hours and current participation in the development and implementation of assigned aspects of individual resident treatment activities. Employees receive basic salary plus two (2) ranges.

Group ‘A’ Job Classes: 347J, 347L-347N

AP REF12 Higher Lvl Eq (1711)

Definition: Assignment pay given to employees assigned to operate equipment above this level. Employees receive four (4) ranges above their base rate, and shall be credited with a minimum of four (4) hours at the higher rate on each day they operate the higher-level equipment.

Group ‘A’ Job Classes: 618R, 618S, 632I, 632J

AP REF14 Bridge Paint Ins (1713)

Definition: Assignment pay given for all hours worked when assigned to bridge painting inspection duties which involve climbing and work in exposed positions at heights from which an employee might fall 30 feet or more; excludes work on bridges or overpasses within areas protected by walls or guardrails. Employee receives basic salary range plus four (4) ranges.

Group ‘A’ Job Classes: 530K-530M, 538R-538T, 596S, 626J-626L

AP REF16 Pesticide (1715)

Definition: (Department of Transportation Only) Assignment pay given for mixing, record keeping, and application of pesticides by a licensed Department of Transportation spray operator. Employees who are responsible for actual mixing, record keeping, and spraying of pesticide as documented by completion and signature of a "Pesticide Application Record" shall be paid for actual hours of operation that continues for at least one hour. Mixing, record keeping, and application of pesticides that last for less than one hour shall not qualify employees for assignment pay. Employees receive an additional two dollars sixty-eight cents ($2.68) per hour.

Group ‘A’ Job Classes: 596P-596S, 626L or Group ‘B’ Pesticide Sprayer Requirements

AP REF17 Non Truck Dr (1717)

Definition: (Department of Social and Health Service Only) Payable to staff in classification below the Truck Driver salary range when they are qualified to operate and are operating equipment which is on the DSHS equipment list calling for Truck Driver 1, 2, or 3. Assignment pay is to be paid for the greater of actual operating time or two hours. Employees receive basic salary range plus four (4) ranges. If the first step of the range for the equipment exceeds the four ranges assignment pay, then the first step shall be paid.

Group ‘B’ Patient Transport Requirement

AP REF18 Dual Lang BasePy (1719)

Definition: Assignment pay given to employees in any position whose current, assigned job responsibilities include proficient use of written and oral English and proficiency in speaking and/or writing one or more foreign languages, American Sign Language, or Unified English Braille, provided that proficiency or formal training in such additional language is not required in the specifications for the job class. Employee receives basic salary plus two (2) additional ranges.

Group ‘B’ Dual Language Requirement

AP REF18 Dual Lang Hrly (1720)

Definition: Assignment pay given to employees on an hourly basis when current, assigned job responsibilities include proficient use of written and oral English and proficiency in speaking and/or writing one or more foreign languages, American Sign Language, or Unified English Braille, provided that proficiency or formal training in such additional language is not required in the specifications for the job class. Employee receives basic salary plus two (2) additional ranges per hour.

Group ‘B’ Dual Language Requirement

AP REF20 Asbestos (1724)

Definition: Assignment pay for certified asbestos workers while they are required to wear and change into or out of full-body protective clothing and pressurized respirator. Employees receive basic salary plus four (4) ranges per hour.

Group ‘A’ Job Class: 631B, 631D or Group ‘B’ Certified Asbestos Workers

AP REF21 Tacoma Narrows (1726)

Definition: Assignment pay when assigned to perform repairs or maintenance on the Tacoma Narrows Bridge excluding routine maintenance on roadway, sidewalks, railing, bridge approaches, signs, etc. Employees receive basic salary plus four (4) ranges per hour for a minimum of four hours per working day.

Group ‘A’ Job Classes: 596L, 596S, 597F, 597G, 597I, 597K, 597N

AP REF22 UBIT/Bridge Deck (1728)

Definition: Assignment pay while either operating an under-bridge inspection truck (UBIT) from the bucket or while serving as back-up operator on the bridge deck. Employees receive basic salary plus four (4) ranges per hour for a minimum of four hours per working day.

Group ‘A’ Job Classes: 530L - 530O, 531E - 531J, 538R - 538T, 596P - 596S, 597F, 597G, 597I, 597K, 597N

AP REF24A Perm Spill (1730)

Definition: (Department of Ecology Only) Assignment pay for designated employees permanently assigned to the Emergency Spill Response Team. Employees receive basic salary plus four (4) ranges.

For WMS Emergency Spill Response Team, see AP VAR Exceptions Base (1775).

Group ‘B’ Emergency Spill Response Team Requirement

AP REF24B Temp Spill (1731)

Definition: (Department of Ecology Only) Assignment pay for each hour on duty in the assigned duty week outside of normal work hours to designated employees not permanently assigned to the Emergency Spill Response Team. Employees receive an additional two dollars forty-four cents ($2.44) per hour.

For WMS Emergency Spill Response Team, see AP VAR Exceptions Base (1775).

Group ‘B’ Emergency Spill Response Team Requirement

AP REF25 CrimeLab Support (1732)

Definition: (Washington State Patrol Only) Assignment pay for crime lab staff performing evidence-handling activities. Employees receive basic salary plus two (2) additional ranges.

Group ‘B’ Clerical Crime Lab Support Requirement

AP REF26 Fish Hauling (1733)

Definition: (Department of Fish and Wildlife Only) Assignment pay for employees with a Class A or Class B Commercial Driver’s License performing the following duties: driving CDL fish-hauling trucks to transport fish or to deliver a CDL truck for authorized maintenance, fish loading or unloading, pre and post trip inspections, fuel stops. The advanced pay level shall be for a one hour minimum and thereafter on an hour for hour basis, rounded up to an hour. Employees receive basic salary plus four (4) ranges.

Group ‘B’ Driving Fish Hauling Trucks Requirement

AP REF27 WSP Forensics (1735)

Definition: (Washington State Patrol Only) Assignment pay for designated forensic scientists assigned to the Crime Scene Response Team and/or Statewide Incident Response Team.

Employees receive an additional three percent (3%) of monthly base rate of pay.

Group ‘B’ CSR Team and/or SIR Team Requirement

AP REF29 GroupC Loc 1 Rg (1736)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus one (1) range.

AP REF29 GroupC Loc 2 Rg (1737)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus two (2) ranges.

AP REF29 GroupC Loc 3 Rg (1738)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus three (3) ranges.

AP REF29 GroupC Loc 4 Rg (1739)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus four (4) ranges.

AP REF29 GroupC Loc 5 Rg (1740)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus five (5) ranges.

AP REF29 GroupC Loc 6 Rg (1741)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus six (6) ranges.

AP REF29 GroupC Loc 7 Rg (1742)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus seven (7) ranges.

AP REF29 GroupC Loc 8 Rg (1743)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus eight (8) ranges.

AP REF29 GroupC Loc 9 Rg (1744)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus nine (9) ranges.

AP REF29 GroupC Loc 10 Rg (1745)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus ten (10) ranges.

AP REF29 GroupC Loc 11 Rg (1746)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus eleven (11) ranges.

AP REF29 GroupC Loc 12 Rg (1799)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus twelve (12) ranges.

AP REF29 GroupC Loc13 Rg (1800)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus thirteen (13) ranges.

AP REF29 GroupC Loc 14 Rg (1801)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus fourteen (14) ranges.

AP REF29 GroupC Loc 15 Rg (1802)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus fifteen (15) ranges.

AP REF29 GroupC Loc 16 Rg (1755)

Definition: Assignment pay authorized by the Office of Financial Management State HR for specific job classes located where the cost of living impacts the agency’s ability to recruit and/or retain employees. Employees receive basic pay plus sixteen (16) ranges.

AP REF30 Computer Audit (1747)

Definition: (Department of Revenue Only) Assignment pay for permanent employees in Revenue Auditor classifications assigned to the Computer Assisted Audit Program Unit and who are responsible for performing the retrieval and analysis of electronic data, the development of statistical sampling plans, or the evaluations of results. Employees receive basic salary plus two (2) ranges.

Group ‘A’ Job Classes: 155A - 155C

AP REF32 McNeil Fuel Oil (1750)

Definition: Assignment pay for employees located at McNeil Island Special Commitment Center who are fully trained and qualified, and perform fuel oil transfer duties at the McNeil Island Oil Transfer Facility. Entitlement to assignment pay under this reference shall be on an hour-for-hour basis for all hours while actually performing all relevant fuel oil transfer duties.

These duties include: maintenance of all tanks and affiliated systems, the transfer of fuel from bulk storage tanks to oil tankers, and relevant training. Employees receive basic salary range plus four (4) ranges.

Group ‘A’ Job Classes: 602K, 602L

AP REF33 Tech Audit (1752)

Definition: (Office of State Auditor Only) Assignment pay for employees permanently assigned to the State Technology Audit Team or the Local Government Technology Audit Team and who are responsible for highly complex information technology audits and reviews conducted to determine the following: integrity, confidentiality, availability and audit ability of data; adequacy of internal controls; and comprehensive vulnerability assessment. Employees in these positions make recommendations to address the identified risks and receive basic salary plus two (2) ranges.

Group ‘A’ Job Classes: 156C, 156D

AP REF34 Firearm (1753)

Definition: (Military Department Only) Assignment pay for employees qualified and required to carry a firearm while on duty. Employees receive basic salary plus four (4) ranges.

AP REF35 Pres Steward (1754)

Definition: (Washington Horse Racing Commission Only) Assignment pay for each day an eligible employee is assigned the role of the Presiding Steward. Employees receive basic salary plus two (2) ranges.

AP REF36 Back Flow (1756)

Definition: Assignment pay for employees while performing back flow valve testing. Employees receive basic salary plus four (4) ranges per hour.
Group ‘A’ Job Classes: 596G, 596P, 596Q

AP REF37A-B Train/Recert (1758)

Definition: (Department of Fish and Wildlife, Department of Social and Health Services, Liquor and Cannabis Board, and Washington State Parks and Recreation Commission Only) Assignment pay for certified instructors of hazardous materials, defensive tactics, firearms fitness, bicycle, boating safety, MOCC, EVOC, and pistol maintenance. Employees will be compensated for every hour engaged in giving instruction to or receiving recertification training. Pistol maintenance instructors are eligible for this additional compensation when instructing in a classroom setting, providing one-on-one instruction or repairing at the firing range. Department of Fish and Wildlife Enforcement Program certified instructors will be compensated for time spent receiving additional instruction in classes pre-approved by a Training Lieutenant or Chief in disciplines identified in this reference. Employees receive basic pay plus ten dollars ($10.00) per hour.

Group ‘A’ Job Classes: 388A – 388E, 390I, 396E or Group ‘B’ Certified Instructors Requirement

AP REF38 Def Tactics (1798)

Definition: (Department of Social and Health Services Only) Assignment pay for Defensive Tactics Instructors with a current certification from the Criminal Justice Training Commission will be compensated an additional ten dollars ($10.00) per hour, over and above regular salary and benefits, for every hour engaged in giving instruction in defensive tactics to or in receiving defensive tactics re-certification training.

Group ‘A’ Job Classes: 355M

AP REF39 Class C Equip (1760)

Definition: Assignment pay for Construction and Maintenance Project Lead and Construction and Maintenance Project Supervisor positions assigned to marine crew. Employees receive ten percent (10%) of their base pay and will be credited with a minimum of four (4) hours at the higher rate on each day they operate Class C equipment.

Group ‘A’ Job Classes: 627F, 627G

AP REF40 I-90 Tunnel (1762)

Definition: (Department of Transportation Only) Assignment pay for employees in the northwest region permanently assigned to the I-90 tunnel and responsible to monitor, maintain and operate the highly complex and specialized tunnel systems located only at the I-90 tunnel. Employees receive basic salary plus four (4) additional ranges.

Group ‘A’ Job Classes: 401A, 401C, 401D

AP REF41 Flt/ClassB Drug (1763)

Definition: (Department of Fish and Wildlife Only) Assignment pay for performing low level flight operations or chemical immobilization utilizing Schedule 2 drugs or vessel-to-vessel transfers in marine waters of Columbia River below Bonneville Dam. Employees receive base pay plus four (4) ranges while engaged in those duties.

Group ‘A’ Job Classes: 516F, 516G, 516K, 516M, 516N, 522E-522H, 523L - 523O

AP REF42 Train/Recert (1765)

Definition: (Department of Corrections Only) Assignment pay for certified instructors of defense tactics, firearms and fitness for every hour engaged in giving instruction or in receiving re-certification training. Employees receive an additional ten dollars ($10.00) per hour.

Group ‘A’ Job Classes: 384A – 384C

AP REF43 EDL Course (1767)

Definition: (Department of Licensing Only) Assignment pay for employees who have successfully completed the DOL-sponsored Enhanced Driver’s License Training Course and permanently assigned to denote US Citizenship and issue a Washington State enhanced driver’s license or enhanced identification card. Employees receive basic salary plus four (4) ranges.

Group ‘A’ Job Classes: 458F - 458H

AP REF48 Illeg Encamp (1692)

Definition: (Department of Transportation Only) Assignment pay for removing illegal encampments within State Right of Way. Employees receive base pay plus four (4) ranges while engaged in those duties.

Group ‘B’ Illegal Encampment Cleanup Requirement

AP REF49 Night Hazard (1786)

Definition: (Department of Transportation Only) Assignment pay for employees assigned to crews that maintain designated corridors on night shift because heavy congestion on the roadway prevents these activities from occurring during the day. Employees receive an additional two dollars ($2.00) per hour.

Group ‘B’ Designated Night Crews Requirement

AP REF49 NightHazard-Hrly (1772)

Definition: (Department of Transportation Only) Assignment pay for employees assigned to crews that maintain designated corridors on night shift because heavy congestion on the roadway prevents these activities from occurring during the day. Employees receive an additional two dollars ($2.00) per hour.

Group ‘B’ Designated Night Crews Requirement

AP REF50 Train/Recert (1790)

Definition: (Department of Corrections Only) Assignment pay for certified instructors of defensive tactics, firearms, and pistol maintenance for every hour engaged in giving instruction to or in receiving re-certification training. Excludes employees assigned to the Training and Development Unit and Emergency Operations Unit. Employees receive an additional fifteen dollars ($15.00) per hour.

Group ‘B’ Certified Instructor Requirement

AP REF51 HIGH VOLTAGE (1791)

Definition: (Department of Enterprise Services Only) Assignment pay for hours spent working or testing high voltage distribution systems of 751 volts or more. Employees receive an additional two (2) ranges per hour and will be rounded up to the nearest hour.

Group ‘A’ Job Class: 608F

AP REF52 RestArea Att (1694)

Definition: (Department of Transportation Only) Assignment pay for qualified Rest Area Attendant – Transportation employees when they are performing ferry operator assistant duties on the Keller ferry. Employees will receive basic salary plus six (6) ranges for actual hours performing ferry operator assistant duties.

Group ‘A’ Job Class: 596G

AP REF53 LEO FTO (1792)

Definition: (Liquor and Cannabis Board Only) Assignment pay performing duties as a Field Training Officer (FTO), as assigned in writing and as directed by management. Employee receives basic pay plus three (3) ranges while performing those duties.
Group ‘A’ Job Classes: 390G

AP REF54 LIC SPRAY OPS (1793)

Definition: (Department of Fish and Wildlife Only) Assignment pay for designated employees who are licensed spray operators. The designated employees are responsible for actual mixing, record keeping, and spraying of pesticide as documented by completion and signature of a “Pesticide Application Record.” Mixing, record keeping, and application of pesticides that last for less than one hour shall not qualify employees for assignment pay. Employees receive basic salary plus four (4) ranges for actual hours of operation that continues for at least one hour.

Group ‘B’ Licensed Spray Operator Requirement

AP REF55 DSHS FIRESUPRSN (1704)

Definition: Basic salary plus one (1) range for Security Guards and Residential Rehabilitation Counselors within the Department of Social and Health Services that are assigned to the Special Commitment Center (SCC) firefighting response team.

Group ‘A’ Job Classes: 347F - 347H, 385L, 385M

AP REF56 HAZARDOUS WORK (1777)

Definition: Assignment pay given to Industrial Hygienists and Safety & Health Specialists for each hour they are required to use personal protective equipment (excluding hard hat, boots, hearing and eye protection) to enter a hazardous workspace to inspect or investigate a fatality or serious incident that still has the hazard present and is unsecured. Employees receive basic salary plus four (4) ranges.

Group ‘A’ Job Classes: 392E - 392H, 394E - 394G

AP REF57 MOCC/FIREARMS (1695)

Definition: Assignment pay for employees within the Department of Fish and Wildlife who are certified instructors of the Motorboat Operator Certification Course (MOCC) or firearms.

Employees will be compensated an additional ten dollars ($10.00) per hour for every hour engaged in giving instruction to or in receiving re-certification training.

Group ‘B’ MOCC or Firearms Requirement

AP REF58 BFOQ (1769)

Definition: Assignment pay given to Corrections and Custody Officers for all hours worked in a BFOQ position if and only if the facility in question assigned more than 30% more mandatory overtime hours to female Corrections and Custody Officers than to male Corrections and Custody Officers during the preceding calendar quarter (January through March, April through June, July through September and October through December). Employee receives basic salary plus two (2) ranges.

Group ‘A’ Job Classes: 384A - 384C

AP REF59 Spclty Teams (1706)

Definition: Assignment pay given to trained and qualified employees who are assigned members of the following designated specialty teams: Emergency Response Team (ERT), Special Emergency Response Team (SERT), Inmate Recovery Team (IRT), Crisis Negotiation Team (CRT) and Critical Incident Stress Management (CISM). Assignment pay shall be paid on an hour for hour basis for every hour worked during an authorized team related assignment or training. Employee receives basic salary plus two (2) ranges.

Group ‘B’ Specialty Teams Requirement

AP REF60 FTO (1707)

Definition: Assignment pay given to employees of the Department of Fish and Wildlife who are assigned by the appointing authority to work as a Field Training Officer (FTO).

Employees will be compensated for documenting daily observations of a Student Officer for up to one (1) hour at the overtime rate for each duty day worked as an FTO, and up to one

(1) hour at the overtime rate for time spent on the end of phase report.

Group ‘A’ Job Classes: 388B, 388C

AP VAR Exceptions Base (1775)

Definition: Variable amount assignment pay added to an employee’s base salary when the employee’s salary has been Y-rated and the existing range based AP wage type would create an inaccurate computation. This exception may also be used by Department of Labor and Industries for apprentices and by Department of Ecology for WMS spill responders.

AP VAR Exceptions Hrly (1776)

Definition: Variable amount assignment pay given to an employee when the employee’s salary has been Y-rated and the existing hourly AP wage type would create an inaccurate computation. This exception may also be used for:

  • Department of Labor and Industries apprentices,
  • Department of Ecology WMS spill responders, and
  • State Lottery Commission District Sales Representatives incentives.

Board Certification (1797)

Definition: Additional compensation for current board certification in an area relevant to patient care from an accredited program. Employee receives ten thousand dollars ($10,000) added to base rate and paid out in twelve (12) equal monthly installments each fiscal year and prorated based on one (1.0) full-time equivalent.

CDL Wellness Incentive (1188)

Definition: Payment for additional wellness incentive for bargaining unit employees required to have a Commercial Driver’s License (CDL) and who earn the annual wellness incentive in accordance with the Public Employee Benefits Board requirements. Employees receive one hundred twenty-five dollars ($125.00).

DFW Dog Handler Day Off (1768)

Definition: Compensation payable to Department of Fish and Wildlife service dog handlers for the care of the dog on the handler’s scheduled day off. Employees receive twenty-five dollars ($25.00) per day.

Dog Handler (1782)

Definition: Compensation equivalent to the State’s minimum wage payable to employees required to care for the dog in their charge while they are off duty. Paid time includes, but is not limited to, time required for daily feeding, exercising, grooming and emergency health care of the dog, and care and cleaning of the kennel. Employees receive eleven dollars fifty cents ($11.50) per hour.

Extra Duty Hrs workd 1.25 (1693)

Definition: (Department of Social and Health Services Western State and Eastern State Hospital Only) Additional pay for psychiatrists covered by the Coalition Master Agreement for working “extra duty” hours for 180 days beginning December 1, 2015, and may be extended for an additional 180 days by DSHS if the psychiatrist vacancies are not filled. Employees receive one hundred twenty-five percent (125%) of their regular rate of pay.

Higher Lvl Duties 2 Rng (1783)

Definition: Additional pay for employees who have been assigned the full scope of duties and responsibilities of a higher classification for more than 30 days. Employee receives basic salary range plus two (2) ranges.

Higher Lvl Duties 4 Rng (1784)

Definition: Additional pay for employees who have been assigned the full scope of duties and responsibilities of a higher classification for more than 30 days. Employee receives basic salary range plus four (4) ranges.

Higher Lvl Duties Var (1785)

Definition: Additional pay for non-represented employees who have been assigned the full scope of duties and responsibilities of a higher classification for more than 30 days. Employee receives basic salary range plus a variable percent as determined by the agency.

IBU Passenger Counting (1714)

Definition: (WSDOT Marine Only) Compensation for counting passengers. Employee receives an additional five percent (5%) of base rate per hour.

Intern Watch Crew (1097)

Definition: (WSDOT Marine Only) $1.50 per hour for all hours worked when a WSF employee is assigned to an internship watch crew.

MEBA Wage Supplement (1168)

Definition: (WSDOT Marine Only) Employee receives wage supplement of an additional sixty dollars ($60) per day for up to 90 days.

Qualified Assessor (1098)

Definition: (WSDOT Marine Only) $2.00 per hour when a WSF employee has received a Qualified Assessor’s endorsement through the National Maritime Center and has an intern on their watch.

Rec/Ret Over 15% Base (1771)

Definition: Compensation approved by the State HR Director which exceeds 15% of the employee’s base salary to support the recruitment and/or retention of a specific position. Additional pay is not part of base salary and is to be used only as long as the circumstances it is based on are in effect.

Rec/Ret Over 15% Lump (1774)

Definition: Compensation approved by the State HR Director which exceeds 15% of the employee’s base salary to support the recruitment and/or retention of a specific position. In advance of authorizing a lump sum recruitment or retention payment, employers must establish express conditions in writing for the payment, including a specified period of employment or continue employment.

Rec/Ret Up to 15% Base (1770)

Definition: Compensation up to 15% of the employee’s base salary as approved by the agency to support the recruitment and/or retention of a specific position. Additional pay is not part of base salary and is to be used only as long as the circumstances it is based on are in effect.

Rec/Ret Up to 15% Lump (1773)

Definition: Additional lump sum payment up to 15% of the employee’s base salary as approved by the agency to support the recruitment and/or retention of a specific position. In advance of authorizing a lump sum recruitment or retention payment, employers must establish express conditions in writing for the payment, including a specified period of employment or continue employment.

WMS Only: OFM State HR Director approval required.

Relief WCSupr 4% - 4051 (1781)

Definition: (WSODT Marine Only) Compensation when a Watch Center Supervisor (WCS) relieves another WCS who is on leave. Employee receives an additional four percent (4.0%) of base rate per hour.

Term Lead Acting as Supv (1789)

Definition: (WSDOT Marine Only) Compensation for Terminal Lead Positions when acting on behalf of an unavailable supervisor. Employee receives an additional five and one-quarter percent (5.25%) of base rate per hour.

VAR Draw Duty (1780)

Definition: (State Lottery Commission Only) (Special Range J) Hourly pay awarded to employees assigned to draw lottery numbers.

VAR Emergency Ops/Fire (1778)

Definition: Additional pay for performing fire suppression duties or other emergency/disaster duties. The amount is added to an employee’s regular rate for each hour worked.

VAR Emergency Ops/Fire OT (1779)

Definition: Additional pay for performing fire suppression duties or other emergency/disaster duties while in overtime status. The amount is added to an employee’s regular rate for each hour worked.

WFSE-Maint of Membership (4575)

Definition: Payment to the Washington Federation of State Employees (WFSE) for union dues. WFSE must provide authorization to cease payment of dues through this deduction code.

WSP BAC Technician (1794)

Definition: (Washington State Patrol Only) Specialty pay for employees designated as Breath Alcohol Concentration (BAC) Technicians. Employees receive an additional three percent (3%) of monthly base rate of pay.

WSP Cert Recon (1099)

Definition: (Washington State Patrol Only) Specialty pay for employees who are certified reconstructionist. Employees receive an additional three percent (3%) of monthly base rate of pay.

WSP Cert Tech Specialist (1100)

Definition: (Washington State Patrol Only) Specialty pay for employees certified as technical specialists. Employees receive an additional two percent (2%) of monthly base rate of pay.

WSP Drug Recog Expert (1096)

Definition: (Washington State Patrol Only) Specialty pay for employees certified as Drug Recognition Experts (DRE). Employees receive an additional two percent (2%) of monthly base rate of pay.

Obsolete Wage Types

To retain data integrity in reporting, the following obsolete Wage Types must not be used under any circumstance:

  • Acting Assistant Chief (1660)
  • AP REF 3A SCUBA (1698)
  • AP REF19 Bus Driver (1722)
  • AP REF31 Sandstone (1748)
  • AP REF61 CISM WFSE-DOC (1712)
  • Assignment Pay $2.44-4610 (1612)
  • Assignment Pay $5 SM all (1016)
  • Assignment Pay $7.5-all (1609)
  • Assignment pay $8.5-all (1610)
  • Assignment Pay 10.0%-all (1603)
  • Assignment Pay 12.5%-all (1604)
  • Assignment Pay 2.5% all (1011)
  • Assignment Pay 2.5%-all (1601)
  • Assignment Pay 3% all (1015)
  • Assignment Pay 5% all (1012)
  • Assignment Pay 5.0%-all (1602)
  • Assignment Pay 7.5% all (1013)
  • Assignment Pay by Range (1007)
  • Assignmnt Pay Vry Amt-all (1611)
  • Assn pay $7.5 OT-all agys (1639)
  • assn pay $8.5 OT-all agys (1640)
  • Assn Pay 10.0% OT-all agy (1633)
  • Assn Pay 12.5% OT-all agy (1634)
  • Assn Pay 2.5% OT -all agy (1631)
  • Assn Pay 3.0% OT-all agys (1635)
  • Assn Pay 5.0% OT-all agys (1632)
  • Assn Pay Vry Amt OT-all (1641)
  • Assn/Act pay Ot Var % (1636)
  • Bike Patrol – 5500 (1619)
  • Bike Patrol 0.5 OT-5500 (1649)
  • Dual Language 5% all (1018)
  • Dual Language 5% OT-all (1638)
  • Dual Language 5%-all agys (1608)
  • Frway park Garage.50 5500 (1615)
  • Frway prk Garg.50 OT-5500 (1645)
  • GrpC Loc AssignPy by Rng (1008)
  • Hazardous Materials Prem (1077)
  • Hrly Var Assignment Pay (1045)
  • Instructor - 10.00 (1622)
  • Lead assign pay 1.25 5500 (1616)
  • Lead Assign pay 2.5 5500 (1623)
  • Lead assn py 1.25 OT-5500 (1646)
  • Machinists CDL Prem Pay (1078)
  • METROPOLITIAN LIFE (2771)
  • OT Prem Assn- 4050 (1637)
  • Painter sp chem 1.00-5500 (1617)
  • Performance Recognition (1170)
  • Pnter spc chm 1.0 OT-5500 (1647)
  • Recruit/Retent Location (1772)
  • Recruit/Retent Premium (1621)
  • Reg prm hrs Assn-4050 (1607)
  • Salaried Var Assign Pay (1046)
  • Schedule Chg Penalty Pay (1264)
  • Scrty Ctrl rm 1.1 OT-5500 (1648)
  • Sec Control rm 1.35-5500 (1618)
  • WMS Lumpsum recognition (1141)
  • WSP Assignment Pay 3.0% (1605)

Work Schedule Rule

Definition: Identifies an employee’s scheduled working hours and how the hours are distributed for a specific period.
This field, in conjunction with Employment Percent, establishes the employee’s daily work schedule. The daily work schedule sets the number of hours available for work or leave taken each day.

Note: There will not be a Work Schedule Rule in HRMS for every possible work schedule. When an employee’s schedule does not exist in HRMS, use a Work Schedule Rule that best fits.

Examples:

  • An employee is scheduled to work Monday through Friday, 7:30 a.m. – 4:30 p.m. Their Work Schedule Rule is set to 5-8s: M-F 8 hpd (FULL). With Employment Percent set to 100%, their daily work schedule would be Sun 0, Mon 8, Tues 8, Wed 8, Thurs 8, Fri 8, and Sat 0 each week.
  • An employee is scheduled to work 80 hours over two weeks, with every other Friday off. Their Work Schedule Rule is set to 2Wk:M-Th 9, F 8, 2nd F 0 (R045). With Employment Percent set to 100%, their daily work schedule would be Sun 0, Mon 9, Tues 9, Wed 9, Thurs 9, Fri 8, and Sat 0 the first week and Sun 0, Mon 9, Tues 9, Wed 9, Thurs 9, Fri 0, and Sat 0 the second week.
    Note: For employees on a two-week schedule, the Work Schedule Rule will depend on the start date and the week of the employee’s flex day. Use the Work Schedule button on the Planned Working Time (0007) infotype to display the work schedule in a calendar view; and determine which Work Schedule Rule aligns with the employee’s work schedule, including flex days off.
  • An employee is scheduled to work varying hours. Their Work Schedule Rule is set to 24/7: M-Sn, 24 hpd (R030). With Employment Percent set to 100%, their daily work schedule would be Sun 24, Mon 24, Tues 24, Wed 24, Thurs 24, Fri 24, and Sat 24 each week.

Infotype: Planned Working Time – 0007 – included in HRMS F1 Help

Workforce Indicator

Definition: Indicator used in enterprise reporting to identify groups of positions assigned specific jobs related to different types of employment. The Workforce Indicator is assigned to each job class code in HRMS by the State Human Resources.

Infotype: Relationships (1001)

At-Will (80148586)

Definition: Positions exempt from RCW 41.06 Civil Service Law. Incumbents serve at the pleasure of the appointing authority and are not covered under a bargaining agreement or regulation.

Abbreviation: AW

At-Will Governor’s Pool (80148587)

Definition: Positions under RCW 41.06.070(3) which provides for additional exempt positions limited to 1% of employees in classified service for the identified agencies.

Abbreviation: AWGP

At-Will State Officials’ Salaries (80171189)

Definition: Positions exempt from RCW 41.06 Civil Service Law and administered under the salary setting authority of RCW 43.03.028(1). Incumbents serve as the Agency Head at the pleasure of the appointing authority.

Abbreviation: AWSOSA

Classified WA General Service (80148588)

Definition: All positions in state service not exempt from the provisions of RCW 41.06 Civil Service Law. (WAC 357-01-085)

Abbreviation: CWGS

Classified WMS (80148589)

Definition: Positions under the jurisdiction of the Washington Management Service personnel system, RCW 41.06.022 and 41.06.500. (WAC 357-01-365)

Abbreviation: CWMS

Non Classified Covered (80148590)

Definition: Positions exempt from RCW 41.06 Civil Service Law but covered under a bargaining agreement or regulation.

Abbreviation: NCC

Not Assigned (80148591)

Definition: Positions for Board/Commission members and non-state employees such as Washington Conservation Corp, retired fire fighters, reservists, and work study students who receive payment(s) from the state payroll system (HRMS).

Abbreviation: NA

Working Hours per Payroll Period (WkHrs/period)

Definition: The average number of hours an employee works in one payroll period based on 2,088 full-time working hours in a calendar year. For indirectly valued employees with an hourly Employee Subgroup, this field calculates their Annual Salary and Base Rate / Hourly Wage once the range and step are entered.

Note: Capacity Utilization Level and Working Hours per Payroll Period should be aligned.

Examples:

  • A full-time employee has a Capacity Utilization Level of 100%. Their Working Hours per Payroll Period is 87.00 semi-monthly, and their Annual Salary should reflect 100% of the full-time salary.
  • A part-time employee with a monthly Employee Subgroup is expected to work thirty hours per week. Their Capacity Utilization Level is 75%, and their Working Hours per Payroll Period is 65.25 semi-monthly. Their Annual Salary and Pay Period Salary (wage type 1003) should reflect 75% of the full-time salary.
  • A part-time employee with an hourly Employee Subgroup has a varying schedule but is estimated to work approximately twenty-four hours per week. The employee also receives a 2-range group C assignment pay. Their Capacity Utilization Level is 100%, and their Working Hours per Payroll Period is 87.00 semi-monthly. Their Annual Salary should reflect the full-time equivalent salary, their Base Rate / Hourly Wage (wage type 1001) should reflect their full hourly rate, and their assignment pay amount should reflect the full hourly rate equivalent of two-ranges.

Infotype: Basic Pay – 0008 – included in HRMS F1 Help

Publication Date: 
Tuesday, October 30, 2018