New Hire Action (PA) - Create New Hire Action

It is extremely important to enter the correct Social Security Number in HRMS. There are several downstream systems that use SSN as the employee’s unique identifier, including our healthcare and retirement systems. Manual corrections by both the agency processors and OFM ITS staff will be required if an incorrect SSN is used.

In order to avoid a failure during Year End Social Security Verification, the Name should match the Social Security Card exactly.

If you receive an error message “Social Security Number already assigned to another employee”, then make note of the Personnel Number you just created and send an email to the OFM Help Desk asking to have this erroneous personnel number deleted. Then determine the correct action type for hiring this employee; Appointment Change, Concurrent Employment, or Rehire Action.

The Gender Designation of Health Ins radio button will default to Female. Make the appropriate selection for the employee.

The Gender Identity field will default to Unspecified. Make the appropriate selection for the employee.

For additional coding information for the Gender Designation of Health Ins and Gender Identity fields, refer to the Affirmative Action and Demographic Data Guide.

The Redaction Indicator will default to blank. Select this box to indicate an employee’s personally identifying information may need to be redacted before released outside the agency. This indicator is a flag only and will not automatically redact records. Always review the data definition and consult with your agency’s Privacy Officer and/or Public Records Officer prior to redacting any information.

The Last Name, First Name, Middle Name, and Nickname fields will allow the following characters:

• Entire alphabet – upper and lower case
• Numeric values – 0123456789
• Special characters – * ` % & -! , . : ; / ( ) “ ‘ # and space

When any other character is entered, an error message will appear “Invalid character(s) in XXX field. Correct to proceed.”

If the Probationary Period field is left blank, the Monitoring of Tasks (0019) infotype is skipped. Go to Step 23.

In order to process payroll, employees must have an active Permanent residence address. If you have multiple address types to enter, enter the permanent residence address now, then follow the Addresses - Create New Record procedure to enter the Mailing address or Out of State Work Location address after the new hire action is complete.

If the employee receives a warrant by mail, ensure the address that is active on Day 3 of payroll processing is the correct address.

Do not enter out of country addresses for Permanent residence or Mailing Address types; it may cause redlines or other errors. If the employee lives out of country, it is recommended that the Permanent Residence or Mailing address records reflect either:

• The agency address is entered and the agency then mails all items to the employee's out of country address as necessary; OR
• The employee selects an address to use within the US, such as a family member or friend who is willing to forward their mail to their out of country address.

Out of country addresses can be entered for an Out of State Work Location address type.

Employees working outside of the state of Washington require an Out of State Work Location address record.

Ensure you are using the correct County Codes:

• Permanent Residence and Mailing Address require a 2-digits County Code. If an out of state address is created for Permanent Residence and Mailing Address the county code should be entered as 40-Out of State.
• Out of State Work Location address types require a 3-Digit County Code.

Be aware that Pay1 permanent residence address lines have shorter character limits than HRMS. HRMS will allow up to 35 characters in Address Lines 1 and 2, while Pay1 will only allow 30. Consider limiting the HRMS address to 30 characters so the complete address can be transferred to Pay1.

The Work schedule rule will default based on the Employee Subgroup entered in the action. You will need to select the appropriate work schedule for the employee.

The Part-time employee box is used to determine new employee eligibility for auto-enrollment in the DCP. New employees with the Part-time employee box checked will not be automatically enrolled in the DCP. It is important to check this box for all part-time employees. This field will default, but please validate the default value is correct. Refer to the Part-time Employees Coding Reference Guide for more information on coding part-time employees.

The Additional time ID field defaults to blank, but should be changed if the employee is not eligible for normal vacation and sick leave accruals.

The ACA Status Code is required for all new hires, rehires and employees who have had a change in employment status. Do not leave the default code of “Not Assigned.” Please refer to the Affordable Care Act (ACA) Employee Status Code Instructions to determine the correct ACA Code.

The Time Type Override field is optional and only required if the agency needs to override the general timesheet requirements of an employee.

The Education (0022) infotype can be skipped by clicking close button on the Subtypes for Infotype "Education" window. Go to Step 39.

This infotype is limited to 12 date types for each record.

The Military Service (0081) infotype will only appear if a Military Status other than Non/Unspec Vet's Status was chosen on the Additional Personal Data (0077) infotype in the previous step. Skip to Step 51 if Military status selection was blank or Non/Unspec Vet's Status.

The Start and To dates should be the start and end dates of the employee’s military service, and should match the employee’s Form DD214 or other appropriate documentation.  If their service has not ended, then use 12/31/9999 as the end date.

The employee's Cap.util.lvl and WkHrs/period fields will default based on the employee's Planned Working Time (0007) infotype.

The employee’s pay scale / pay grade fields will default based on the employee’s position Planned Compensation (1005) infotype. The PS group should match the Pay Scale Group or Pay Grade of the job the employee is assigned. If the employee’s job is different than the position’s job, such as an in-training appointment, then change the PS Group to match the Pay Scale Group or Pay Grade of the job they are assigned. For more information on coding in-training appointments, refer to the In-Training Appointments Coding Reference Guide.

Next Inc. is the date an employee is scheduled to move to a higher salary step within the salary range of their current job class. This field is used as an override when there are exceptions to the rules built into the system, or if an agency prefers to manually enter this date. If no date is entered, the system will follow the Automated PID Process. Refer to the Basic Pay - Add Next Increase Date procedure for more information on the automated PID process and when manual overrides are necessary.

Manually enter the next increase date during the New Hire Action, to ensure employees receive their periodic increment on the correct date. If no date is entered and the employee is at Step A, they won’t receive their periodic increment until one year from their hire date.

Ind.val. indicates whether an employee’s pay is indirectly valued or directly valued.

• Indirectly valued pay is derived from a salary schedule table and will automatically update when the salary schedule tables are changed. Enter the PS group and Level fields and the system will populate the wage type Amount and Ann.salary fields based on the salary schedule.
• Directly valued pay is manually entered into the wage type Amount (recommended) or Ann.salary fields.

The wage type will default based on the employee’s Employee Subgroup. Wage type 1003 is used for monthly, wage type 1001 is used for hourly, and wage type 1006 is used for daily. Enter the correct wage type if the field is blank. You can also enter wage types for additional pay, such as shift premium and assignment pay.