Position Control Quick-Reference
Revised June 2010
What is PSB?
PSB (Position System/Budget) is the BASIS
Application where appointment processes are completed(with the
exception of Summer School teaching).
PSB allows the Department of Human Resources to create
positions as authorized by the State Legislature, and to
allocate those positions to campus units. Departments are
then able to manage their positions through such things as
distribution (funding source) changes new-hires,
appointment percentage changes, promotions, demotions,
lateral moves, leave without pay, etc. Each change
processed creates a distinct, "effective-dated" record
which is kept for historical audit purposes. With PSB,
perusal of past changes, planned future activity and
current status are as easy as bringing up data on a list
function.
Phone Help
If you need assistance and can't find the answer in this or
other PSB documentation, call the Department of Human
Resources at x5-4851.
PSB Commands
To initiate a command, you can select it from a menu or
type the command in the Command field:
Command
|
What it does
|
DIST
|
Allows you to change the distribution of pay for a
position
|
LEBN
|
Shows employees for a department (BU) in name order
|
LEP
|
shows all position records for an employee
|
LPBD
|
Shows positions for a department (BU) on a date
|
LPCC
|
Shows positions for a cost center
|
LPP
|
Shows position records (changes) for a position
number
|
LRC
|
Show all reason codes
|
LRWB
|
Shows all changes by reason code for a department
(BU) for a week
|
LTDC
|
Shows distribution change (DIST) transactions
|
LTPA
|
Shows personnel action (PACT) transactions
|
PACT
|
Allows personnel action changes
|
PAYS
|
Allows pay status changes
|
PDAY
|
Shows the Payroll calendar due dates
|
POS
|
Shows the on-line "PAF" data...a great audit tool
|
POSI
|
Shows a side-by-side display of the effect of a
change
|
SADE
|
Shows accrual/anniversary dates for an employee
|
SLEP
|
Shows leave eligibility for a position
|
SUNE
|
Adds a new employee to the system (assigns Emp ID)
|
SUPP
|
Allows processing of supplemental compensation
payments
|
How reason codes work with commands.
To do this...
|
Use this command &
|
this reason code
|
Change distribution for payroll
|
DIST
|
DC
|
Move non-classified employees
|
PACT
|
CP
|
Change an employee's appt. percentage
|
PACT
|
EP
|
Move a classified employee laterally
|
PACT
|
LC
|
Hire a new appointed employee
|
PACT
|
NH
|
Change a non-classified employee's salary
|
PACT
|
NS
|
Promote/demote a classified employee
|
PACT
|
PD
|
Place an employee on (or remove from) shift-diff
|
PACT
|
SD
|
End an employee's appointment
|
PAYS
|
EE
|
Place employee on (or remove from) LWOP
|
PAYS
|
LW
|
How to Hire a New Appointed Employee
Within the PSB system, the PACT (Personnel ACTion) command
is used to place an employee in an appointed position to
compensate them for their work effort.
Step by Step Process
-
Input "LEP" in the Command field and press Enter.
-
Input the Emp ID or perform a name search. This step is
to insure that the employee is not already in a position.
If the employee is not on the system you will have do a
Set Up New Employee (SUNE) before the appointment. See
"How to Add a New Employee to the System." Press
Enter.
If the employee is currently in a position with a 2099
End Date, you will not do a new hire.
If the employee does not have a position with a 2099 End
Date, go to Step 6.
-
Input "LPBD" in the Command field, and the current Date,
and press Enter.
This list function allows a departmental representative
to see the empty positions for the Date within the
banner.
-
Select the empty position that is to be filled by marking
it with a non-blank character.
-
Type "PACT" in the Command field. Press PF2 or press
Enter twice.
(Using the PF2 suspend key preserves your link to the
original list.)
-
Input the following keys in the banner area of the screen
and press Enter:
-
Action U
-
Position number
-
Date (employee's start date)
-
Reason code NH
The body of the screen should now be modifiable. If not,
read the message/error line to identify the problem.
-
Input the following information in the body of the
screen.
-
Employee ID (PF1 name search is available for this
field).
-
Employee Pct
-
Annual Salary
Note: The minimum and maximum salary range for a
title at 100% employment is displayed, as well as the
labor market salary if applicable.
-
Comment
-
Special Rate Request (PF1 help is available for this
field.)
(Note: Identifies to the system why the
classified new-hire is coming into the system over
the minimum salary for the position. Additional
TARGET approvals are required when a Special Rate
Request is made.)
-
Exceptionally well-qualified (new-hire)
-
Prior service in a state organization (new-hire)
-
Overmax (Identifies to the system why the
non-classified new hire is coming into the system
over the maximum salary for this position.)
-
Academic Title Modifier (PF1 help is available for
this field.)
Note: The default is normal, but in order to
construct the employee's appropriate job title one of
the following may be chosen:
-
C Clinical
-
R Research
-
V Visiting
-
Make any necessary comments
-
Press PF10 to save the record and submit it for
approval.
How to Change a Cost Center Number Distribution
The DIST (DISTribution Change) function is used to update
the company cost center distribution for a position in your
budgetary unit. Cost center distributions are used to
properly charge the employee's salary during a payroll run.
The distribution change may be processed whether or not the
position is filled.
Step by Step Process
-
You must first find the Position
-
You may use LEBN (List Employees for a Bu & Date
by Name)
-
or LPBD (List Positions for a Bu and Date by occ)
-
or LEP (List Employee's Positions).
-
After selecting the Position you wish to change, type
"DIST" in the Command field and press Enter.
Note: You may only change the cost center
distribution for payrolls which have not yet been
processed. If you have a question about these processing
dates, refer to the PDAY (Payroll Dates And due bYs)
function in the PSB, HRLY-TS or LABOR applications.
-
Input the following keys in the banner area of the screen
-
Action U
-
Position Number
-
Position Begin Date
-
End Date.
Note: The End Date will default to 12/31/2099,
but you may change that date if your cost center
distribution has a known ending date, such as in the
case of a grant.
-
Press ENTER
-
Input the CCC (company cost center) number(s) you want to
be charged for the employee's pay.
-
Input the Percent for each cost center.
-
Include a brief explanation of the change you have made
in the Comment field.
-
Press PF10 to save. Note: As with everywhere in BASIS,
if you change a key field in the banner you must press
Enter in order to update the body of the screen based
upon the new banner fields. If you've already made
changes, the system will issue a warning message and
you'll have to press Enter a second time to redraw the
screen and begin the update based upon the new key
field(s). In the case of a distribution change, if you
alter the date in the banner after starting a
distribution change, you must press Enter in order for
the system to recognize that you wish to use a different
starting date for the DIST.
The DIST function has a special pay calculation window
available which displays the dollar amount to be charged
for each cost center for a filled Position. This function
key is only available when the Position is filled because
it calculates based upon the Employee Annual Salary. By
pressing PF6, you can see two calculations:
-
Through the end of the month, (or the End Date of the
DIST, if sooner).
-
Through the end of the fiscal year (or the End Date of
the DIST, if sooner).
You can use this feature to immediately see the effect of
your changes, even before saving. This allows you to
manipulate the percentages on your cost center numbers on
DIST to arrive at an exact, desired distribution.
This is a TARGET transaction that goes to the cost
center number owners for approval.
How to Process a Promotion/Demotion
A promotion or demotion is processed when a classified
employee's appointment Position and Grade change. This is
done via the PACT (Personnel ACTion) function.
The effect of changing a classified employee's grade up or
down one grade is a 6% increase or decrease in the annual
salary, or the entry level for the new position, whichever
is higher. The effect of changing a grade up or down two
grades or more is a increase or decrease of 8% in the
employee's annual salary, or the entry level for the new
position, whichever is higher.
Step by Step Process
-
Input "LEP" in the Command field and press Enter.
-
Input the current Date and the Emp ID, then press Enter
again to obtain the employee's position(s). (If you do
not know the Emp ID, you may use the Employee Name Search
facility.)
-
Note the last position number listed. (You will need to
input this number as the From Position in step 10.)
-
Input "LPBD" in the Command field and press Enter.
-
Input the current Date and press Enter.
-
Select the Position that is to be filled by marking it
with a non-blank character.
Note: No Emp ID will be displayed for the empty
position.
-
Type "PACT" in the Command field and Press PF2 or press
Enter twice.
Note: Using the PF2 suspend key preserves your link
to the original list.
-
Input the following keys in the banner and press Enter:
-
Action U
-
To Position number (from LPBD)
-
From Position number (from LEP)
-
Date (starting date for the promotion/demotion)
-
Reason code PD Note: The grade of the To and From
Position must not be the same. Promotion/Demotion can
only be used with classified positions.
-
Input the following information:
-
Employee Pct
-
Annual Salary
-
Comment
-
Special Rate Request (optional)
Note: The salary may not exceed line item maximum
for the grade unless the code is "S." If there is a
Labor Market rate on the To Position, the new salary
may be increased to that Labor Market rate. If a
Labor Market rate exists on the position being
filled, that rate will be displayed.
-
Press PF10 to save the record and submit it for approval.
How to Process a Non-Classified Salary Change
This process compensates non-classified employees who have been
approved for a salary change outside of the budget cycle.
- Input "LPBD" in the Command field and press
Enter.
- Input your BU and, if desired, a Date and/or an
Occ Cd to further limit the display.
- Press Enter and find the Position record for
the employee you wish to affect. Pressing PF4 will decode
the names of the individuals filling positions.
- Mark the position with any non-blank character.
- Input "PACT" in the Command field and press
PF2.
- The system will switch to the PACT function.
- Input the following keys in the banner area of the screen and
press Enter:
- Action U
- Date (when salary change is to start)
- Reason Code NS
- The Annual Salary field displays the current annual
salary. Change the salary to the authorized salary.
- Input an appropriate comment in the Comment
field.
- Press PF10 to save the record and submit it for
approval.
How to Process a Leave Without Pay (Long Term)
A leave without pay is processed to temporarily suspend the pay
of an employee who is absent from work and who has exhausted all
leave available.
Step by Step Process
- Input "LEP" in the Command field and press
Enter.
- Input the current Date and the Emp ID, then
press Enter to view the most recent Positions
filled by your employee.
- Mark the last Position record with any non-blank
character, input "PAYS" in the Command field and
press PF2.
- You will arrive at the PAYS (PAY Status) screen.
- Input the following keys in the banner area of the screen and
press Enter:
- Action U
- Position (number the employee currently fills)
- Date (first day that the employee is to be in an
unpaid status)
- Reason Code LW (leave without pay)
- Provide a brief explanation in the Comment field.
- Press PF10 to save the record.
- When you change the Action to V you will notice that
the field with the tag On LWOP now has a "Y"
(for yes). The system will calculate and pay the employee only
through the day prior to the date which you have indicated for
the LWOP to begin.
Note: The effect of this action can be seen by
suspending to POS, changing the Action to V and pressing
PF6.
The process for removing the employee from LWOP and returning
him to a paid status is identical since an update on PAYS using
reason code LW simply toggles the LWOP flag back and
forth.
- Input the following keys in the banner area of the screen and
press Enter:
- Action U
- Position (number of the slot the employee currently
fills)
- Date (first day the employee is to return to paid
status)
- Reason Code LW (leave without pay)
- Notice that the field On LWOP still shows a
"Y."
- Provide a brief explanation in the Comment field.
- Press PF10 to save the record.
- You will notice that the field with the tag On LWOP now
has an "N" (for no). The system will calculate and pay
the employee beginning with the date which you have indicated for
the return from LWOP.
Note: The effect of this action can be seen by
suspending to POS, changing the Action to V and pressing
PF6.
How to Process an End Employment (Termination)
The End Employment process removes an employee who has
separated from service from the position record so that he
or she is no longer appointed and paid.
Step by Step Process
-
Input "LEP" in the Command field and press Enter.
-
Input the current Date and the Emp ID, then press Enter
to view the most recent Position(s) filled by the
employee.
-
Mark a position record with any non-blank character,
input "PAYS" in the Command field and press PF2 to
suspend. The system brings you to the PAYS (PAY
Status) command.
-
Input the following keys in the banner area of the screen
and press Enter:
-
Action U
-
Date (last date employee worked or will work)
-
Reason Code EE (end employment)
The body of the screen should now be modifiable.
If not, read the message/error line to identify the
problem.
Reason Codes Descriptions
The following termination reason codes are listed under PF1 on the
PAYS function of BASIS. One code must be selected and a statement
must be included in the Comments section when
an EE (Ending Employment) is being processed.
It is VERY IMPORTANT that the reason code selected accurately reflect why the
individual has ended employment with the University of Arkansas. It is also
important that the Comments you enter be as specific as possible.
Analyzing the termination reason codes and specific comments together
will enhance strategic planning by effectively tracking the reasons
employees leave the UA.
A definition for each reason code has been provided to assist you in
accurately coding an employee's exit from the University. Examples have been
listed to help code common situations. If you are uncertain which code to
select in a particular situation, please contact the Office of Affirmative
Action at (479) 575-4019 for assistance. The code UNKN (Resigned/Unknown)
should only be selected after consulting with the Office of Affirmative Action.
- TERMINATION REASON CODES:
- PROF Resigned/Professional
- PERS Resigned/Personal
- RETR Retired
- DECD Deceased
- TAPP Terminal Appointment
- FUND Funding not Available
- TWIL Terminated At Will
- TACD Terminated for Academic Reasons
- TCAU Terminated for Cause
- UNKN Resigned/Unknown
DEFINITIONS AND EXAMPLES:
PROF (Resigned/Professional):
The employee has resigned to seek
employment or other activities offering a higher level of career change,
advancement or promotion. The employee is considered to have left the
University in good standing and may be eligible to be considered for
re-employment in the same or another University unit.
Examples of when to select PROF as a reason code:
- Faculty accepted a position at another institution:
NOTE: PLEASE NAME THE INSTITUTION IN THE COMMENTS SECTION IF POSSIBLE.
- Staff member resigned for career advancement.
- Employee returned to school.
- Employee has accepted a position in the private sector.
- Employee has resigned to enlist in the military service.
PERS (Resigned/Personal):
The employee has resigned for personal
reasons. The employee is considered to have left the University in good
standing and may be eligible to be considered for re-employment in the same
or another University unit.
Examples of when to select PERS as a reason code:
- Marriage/domestic obligations, such as:
- Employee has decided to stay at home with children or to care for
other family members.
- Employee's spouse accepted a new position requiring relocation.
- Employee has been approved for long term disability (LTD) benefits.
- Medical Reasons: NOTE: To protect the employee's confidentiality,
caution must be taken not to be TOO specific in the Comments relating
to employee's specific medical condition. A comment of resigned for
medical reasons is sufficient.
- Employee is dissatisfied with current position at the UA.
- Employee submitted a resignation of employment but no reason was given.
- The employee is given the choice to resign or be terminated, and the
employee chooses to resign.
RETR
- The employee is retiring.
DECD
- The employee is deceased.
TAPP (Terminal Appointment):
The employee's appointment is terminated
because contract or term of employment has expired, or temporary assignment
has ended. The employee is considered to have left the University in good
standing and may be eligible to be considered for re-employment in the
same or another University unit.
Examples of when to select TAPP as a reason code:
- Employee holds any temporary appointed position.
- Faculty did not obtain tenure and terminal appointment has been completed.
- Graduate Assistantship was completed.
- Post-Doc Fellowship was completed.
- Instructor/Lecturer was hired for specific semester(s) or academic year.
- Adjunct faculty was hired for specific semester(s) or academic year.
- Visiting faculty was hired for specific semester(s) or academic year.
FUND (Funding not available):
The employee's position is no longer
funded, due to lack of funds, layoffs or reorganization. The employee is
considered to have left the University in good standing and is eligible to be
considered for re-employment in the same or another University unit.
Examples of when to select FUND as a reason code:
- External funding for position is no longer available.
- The position has been eliminated through a reorganization of the unit.
- The University's retrenchment policy has been enacted.
(Retrenchment as defined in University of Arkansas Board Policy 450.5)
TPER (Employee has been terminated for performance):
The employee has been
terminated for unsatisfactory performance. The employee is considered to have
left the University in good standing and may be eligible to be considered for
re-employment in the same or another University unit but in a different position.
Example of when to select TPER as a reason code:
- The employee failed to meet standards after being placed on probation for
performance. Standards were communicated to the employee via a Performance
Improvement Plan (PIP).
TWIL (Terminated at will):
The University initiates termination of the
employee with at least 30 days written notice pursuant to University of
Arkansas Board Policy 405.4. The employee is considered to have left the
University in good standing and may be eligible for re-employment in the
same or another University unit.
Note: If the employee is given the choice to resign or be terminated,
and he or she chooses to resign, then the appropriate termination code to
select is PERS (Resigned/Personal).
Please consult the Office of Affirmative Action if you have questions
about using the TWIL code.
TACD (Terminated for academic reasons):
The University terminates the
employee for failing to meet academic requirements as stipulated in the
offer of employment. Or, the graduate assistant is terminated for failing to
maintain eligibility for the graduate assistantship. The employee may be
eligible for re-employment in the same or another University unit.
Examples of when to select TACD as a reason code:
- Graduate Assistant fails to maintain adequate grade point average.
- Graduate Assistant fails to make satisfactory academic progress.
- Employee fails to obtain earned degree that was required as a condition
of employment.
TCAU (Terminated for Cause):
The University terminates the employee when
his or her conduct is in violation of University employment policies or laws.
Or, the employee has acted in a manner that jeopardizes the University or
fellow employees. AN EMPLOYEE WHO IS TERMINATED FOR CAUSE BECAUSE OF
MISCONDUCT IS NOT ELIGIBLE FOR RE-EMPLOYMENT IN THE SAME OR ANOTHER
UNIVERSITY UNIT.
Please consult the Office of Affirmative Action if you have questions about
using the TCAU code.
Examples of when TCAU may be appropriate:
- Job abandonment
- Insubordination
- Unsatisfactory job performance
- Chronic absenteeism
- Terroristic threats
- Sexual harassment or misconduct
- Harassment
- Theft
- Violence
- Breech of confidentiality
- Discrimination against another employee, student, or visitor to the
University based on race, color, national origin, age, religion, sex,
sexual orientation, marital or parental status, veteran's status,
or disability.
- Drinking alcohol or using illegal drugs during working hours.
- Coming to work under the influence of alcohol or illegal drugs.
-
You must provide a brief explanation in the Comment
field. This is a required field.
-
Press PF10 to save the record.
The system will calculate and pay the employee only
through the Date Terminated displayed in the body of
the screen.
Note: The effect of this action can be seen by
suspending to POS, changing the Action to V, entering
the termination Date in the banner, and pressing
PF6.
Obtaining Updates & Other Documentation
Obtaining Updates & Other Documentation
Copies of the latest version of the Quick-Reference materials as well as the
comprehensive User's Manual can be obtained at the BASIS site on the Web
(http://www.uark.edu/BASIS/). The Manual contains further information about
each on-line function, as well as more detailed Help documents,
a glossary, and a system outline.