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

  1. Input "LEP" in the Command field and press Enter.
  2. 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.
  3. 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.
  4. Select the empty position that is to be filled by marking it with a non-blank character.
  5. Type "PACT" in the Command field. Press PF2 or press Enter twice.
    (Using the PF2 suspend key preserves your link to the original list.)
  6. Input the following keys in the banner area of the screen and press Enter: The body of the screen should now be modifiable. If not, read the message/error line to identify the problem.
  7. Input the following information in the body of the screen.
  8. Make any necessary comments
  9. 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

  1. You must first find the Position
  2. 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.
  3. Input the following keys in the banner area of the screen
  4. Input the CCC (company cost center) number(s) you want to be charged for the employee's pay.
  5. Input the Percent for each cost center.
  6. Include a brief explanation of the change you have made in the Comment field.
  7. 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:

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

  1. Input "LEP" in the Command field and press Enter.
  2. 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.)
  3. Note the last position number listed. (You will need to input this number as the From Position in step 10.)
  4. Input "LPBD" in the Command field and press Enter.
  5. Input the current Date and press Enter.
  6. 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.
  7. 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.
  8. Input the following keys in the banner and press Enter:
  9. Input the following information:
  10. 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.

Step by Step Process

  1. Input "LPBD" in the Command field and press Enter.
  2. Input your BU and, if desired, a Date and/or an Occ Cd to further limit the display.
  3. 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.
  4. Mark the position with any non-blank character.
  5. Input "PACT" in the Command field and press PF2.
  6. The system will switch to the PACT function.
  7. Input the following keys in the banner area of the screen and press Enter:
  8. The Annual Salary field displays the current annual salary. Change the salary to the authorized salary.
  9. Input an appropriate comment in the Comment field.
  10. 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

  1. Input "LEP" in the Command field and press Enter.
  2. Input the current Date and the Emp ID, then press Enter to view the most recent Positions filled by your employee.
  3. Mark the last Position record with any non-blank character, input "PAYS" in the Command field and press PF2.
  4. You will arrive at the PAYS (PAY Status) screen.
  5. Input the following keys in the banner area of the screen and press Enter:
  6. Provide a brief explanation in the Comment field.
  7. Press PF10 to save the record.

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.

  1. Input the following keys in the banner area of the screen and press Enter:
  2. Provide a brief explanation in the Comment field.
  3. Press PF10 to save the record.

    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

  1. Input "LEP" in the Command field and press Enter.
  2. Input the current Date and the Emp ID, then press Enter to view the most recent Position(s) filled by the employee.
  3. 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.
  4. Input the following keys in the banner area of the screen and press Enter:

    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.

    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:


    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:

    RETR

    DECD

    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:

    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:

    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:

    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:

    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:

    1. You must provide a brief explanation in the Comment field. This is a required field.
    2. 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.