Empl ID

Defaults to NEW for a new hire. When the action is saved, the employee identification (ID) is displayed.

Empl Record

Populated with 0 when adding a new employee. This field cannot be modified. The employee record number is displayed on each page in the hire process.

Data Control

Description/Instruction

*Effective Date

Required field. Enter the effective date of the new hire or select a date from the calendar icon. The effective date reflects the effective date of the personnel action. This field is displayed on each page or each tab of the PAR.

Proposed Effective Date

Enter the proposed effective date of the new hire or select a date from the calendar icon. The proposed effective date reflects the proposed effective date of the personnel action.

Transaction Status

Defaults to In Progress. The status changes when the PAR is saved, reassigned, etc. The transaction status reflects the status of the action.

Effective Seq

Populated based on the authentication date.

Auth Date

Enter the authentication date of the action or select a date from the calendar icon. This field defaults to the current date.

Contact EmplID

Enter the employee ID of the contact person for the hire action.

Action

Describes the action documented by the PAR. It defaults to HIR (Hire).

PAR Status

Displays the status of the new action. The field is based on the stage of the new hire. The status changes when the PAR is saved, reassigned, etc.

Reason Code

Describes the reason for the action documented by the PAR. Enter the reason or select data by selecting the search icon. The alpha description is displayed after the code is selected.

Agency Type

Describes the type of Agency processing the hire. Defaults to Federal.

NOA Code

Enter the Nature of Action Code (NOAC) or select the NOAC from the search list for the action to be processed. The alpha description is displayed after the code is entered. Use the GPPA and the 5 CFR to determine the correct NOAC. This field is displayed on each page and tab of the PAR.

Authority (1)

Authority (2)

Enter the authority (2) for the NOAC or select data by selecting the search icon. The alpha description is displayed after the code is entered. For more information refer to the GPPA and the 5 CFR.

NTE Date

Enter the ending date of the temporary action (not-to- exceed (NTE) date) or select a date from the calendar icon. For more information refer to the GPPA and the 5 CFR.

PAR Request #

Enter the SF 52 number/vacancy number.

PAR Justification

Enter the justification for the creation of the personnel action.

Empl ID

Empl Record

Personal Data

Description

*Effective Date

Transaction#/Seq

Populated based on the sequence of the action in the employee history.

PAR Status

Populated from the Data Control page.

NOA Code

Populated with the NOAC entered on the Data Control page.

Action Type

Populated with HIR from the action type entered on the Data Control page.

Empl Status

Populated based on the current NOAC.

Name

Description/Instruction

First Name

Enter the first name of the employee.

Middle Name

Enter the middle name or initial if applicable. This field is optional.

Last Name

Enter the last name of the employee.

Suffix

Enter the suffix if applicable or select data from the drop- down list.

Name

Populated from the First, Middle, Last, and Suffix fields.

Preferred First Name

Enter the employee’s preferred first name.

Field

Description/Instruction

Sex

Indicates the sex of the employee. Select the applicable radio button.

Draft Status

Reflects an employee’s registration status with the draft board. Enter the draft status or select data from the drop- down list. The valid values are:

Not Applicable

Not Yet Registered/Registered

Date of Birth

Enter the date (MM/DD/YYYY) or select a date from the calendar icon for the employee’s date of birth.

Disability Code

Defaults to 05 No Disability. This field indicates an employee’s physical or mental disability. Change the default by selecting the search icon and selecting a value.

RNO Code

Describes the minority group category into which the employee belongs. This field is not used for new hires effective 1/1/2006 or later.

Date of Death

Is not used.

Citizenship

Instruction

*Country

Citizenship

ERI Code (multiple boxes may be checked)

Instruction

Hispanic or Latino

American Indian or Alaska Native

Check this box if the employee is a person having origins in another of the original peoples of North and South America, including Central America, and who maintains tribal affiliation or community attachment.

Asian

Check this box if the employee is a person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent; for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.

Black or African American

Check this box if the employee is a person having origins in any of the black racial groups in Africa.

Native Hawaiian or Other Pacific Islander

Check this box if the employee is a person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.

White

Check this box if the employee is a person having origins in any of the original peoples of Europe, Middle East, or North Africa.

Country

*Type/Description

SSN

Additional Birth Information

Instruction

Birth Location

Enter the birth location of the employee (city, hospital, etc.).

Birth State

Enter the State where the employee was born or select a State from the drop-down list.

Birth Country

Defaults to USA (United States). To change the birth country, select a country by selecting the search icon.

Empl ID

Defaults to NEW for a new hire. When the action is saved, the employee ID is displayed.

Address Information

Description

*Effective Date

Required field. Populated from the Hire Employee USF page - Data Control tab. The effective date should reflect the action date of the personnel action. This field is displayed on each page in the hire process.

Record Origin

Populated with HR Entered Online.

Transaction Status

Populated accordingly from the Hire Employee USF page - Data Control tab. The transaction status reflects the status of the processed action.

Agencies may process the hire action and the Address document in the same day. The Accession action will process before the Address document.

Note: The hire action and the Address Payroll document are processed with a separate status. Although both are processed within the PAR, they each have a separate status. If the accession action fails, the Address document will be marked Not Applied with no error message specific to the Address document. Once corrective action is taken on the hire action, select Save. You must then select NFC Ready for the Address document to be automatically sent in the same pass of PINE. No additional action is needed from the user.

An Agency may process a hire action, Address document, and another PAR (i.e., Market Pay) on the same day.

Home Address

Instruction

*Address 1

Required field. Enter the first line of the home address of the employee.

*Address 2

Required field. Enter the second line of the home address of the employee if applicable. The second line of the address is optional.

*Address 3

Required field. Enter the third line of the home address of the employee if applicable. The third line of the address is optional.

*City

Required field. Enter the city of the home address or select a city by selecting the search icon.

*State

Required field. Enter the State of the home address or select a State by selecting the search icon.

*Postal

Required field. Enter the ZIP Code.

*County

Required field. Enter the county of the home address.

*Country

Required field. Defaults to USA (United States). To change the country, select the search icon and select a country from the list.

Only Enter Information If Not Using Direct Deposit - Check Mailing Address

Instruction

Address 1

Enter the first line of the check mailing address of the employee. This field is completed upon approval from an appropriate Agency official.

Address 2

Enter the second line of the check mailing address of the employee. The second line of the address is optional.

Address 3

Enter the third line of the check mailing address of the employee. The third line of the address is optional.

City

Enter the city of the check mailing address or select a city by selecting the search icon.

State

Enter the State of the check mailing address or select a State by selecting the search icon.

Postal Code - Other

Enter the postal code.

County

Enter the county of the check mailing address.

County

Defaults to USA (United States). To change the country, select the search icon and select a country from the list.

*Phone Type

Required field. Defaults to Home. To change the phone type, select data from the drop-down list.

Eff Date

Populated from the Hire Employee page - Data Control tab. This date is based on effective date of the PAR.

Telephone

Enter the telephone number (including area code) that corresponds to the information selected in the Phone Type field.

Phone Extension

Enter a phone extension if applicable.

Preferred

Check the box next to the telephone number the employee chooses as the preferred number to call.

Select +

Adds an additional phone number.

Select -

Deletes a phone number.

Select Cancel

Displays the Hire Employee USF page - Personal Data tab.

Field

Description/Instruction

Veterans Preference

Defaults to None. This code indicates the preference used to determine retention rights for Reduction-in- Force (RIF) actions, procedural rights in appeal cases, and in other areas, where veteran’s preference is pertinent. To change the default, select data from the drop-down list. The valid values are:

None - The employee is not entitled to veterans preference.

5 Point - The employee is entitled to a 5-point preference.

10 Point Disability - The veteran is entitled to 10- point preference due to a disability (includes recipient of the Purple Heart who is not rated as having a compensable disability of 10 percent or more).

10 Point Com < 30% - The veteran is entitled to a 10-point preference due to a compensable disability of less than 30 percent.

10 Point/Other - Persons entitled to 10-point preference in this category: (1) Both the spouse and mother of the veteran occupationally disabled because of a service-connected disability, and (2) the widow/ widower and mother of a deceased wartime veteran.

10 Point/Comp + 30% - Veteran is entitled to 10- point preference due to a compensable service- connected disability of 30 percent or more.

Dishonorable Discharge - The veteran is not entitled to preference.

Veterans Status

Defaults to Not a Veteran. To change the default, select data from the drop-down list. The valid values are:

Not a Veteran

Pre–Vietnam–Era Veteran - A veteran whose service ended before the Vietnam era (i.e., before August 5, 1964).

Post–Vietnam–Era Veteran - A veteran whose service began after the Vietnam era (i.e., after May 7, 1975).

Vietnam–Era–Veteran - A veteran who served anytime during the Vietnam era (i.e., from August 5, 1964, through May 7, 1975).

Not A Vietnam–Era Veteran - Employee may or may not be a veteran, but is not a veteran of the Vietnam era (i.e., employee did not serve during the period August 5, 1964, through May 7, 1975).

Military Branch

Select the branch of service from the drop-down list.

Military Separation Status

Military Grade

Military Service Start Date

End Date

Uniform Service Status

Creditable Military Service

Veterans Preference RIF

Notify Military Pay Center

Military Service Verified

Disabled Veteran

*Marital Status

Required field. Defaults to Unknown. Select the marital status from the drop-down list.

Marital Status Date

Enter the marital status date or select a date from the calendar icon.

Professional Education Highest Level of Education is displayed first.

Description

Empl ID

Defaults to NEW for a new hire. When the action is saved, the employee ID is displayed.

Level of Education

Instruction

*Education Level

Required field. Identifies the employee’s highest level of education based on the number of years of formal schooling and/or academic degrees or certificates. Select data by selecting the search icon.

Year Acquired

Used to identify the calendar year when the employee received the degree or certificate. Select a year from the drop-down list.

**Enter only for Post High School Education Instructional Program

Instruction

Education Major

Select the major field of study from the drop-down list. The Education Major field identifies the employee’s major field of study beyond high school.

Major Specialization

Select the major specialization that corresponds to the post high school education selected in the Education Major field.

School

Instruction

Country

Defaults to USA and is the country in which the employee went to college. To change the default, select data by selecting the search icon.

State

State in which the employee went to college. Select the State that corresponds to the school by selecting the search icon.

School Code

Select the school code (college attended) by selecting the search icon.

Field

Description/Instruction

Empl ID

Defaults to NEW for a new hire. When the action is saved, the employee ID is displayed.

Empl Record

Populated with 0 and is based on the new hire. This field is number of records for the employee. This field is populated when the PAR is saved.

Job Data

Description/Instruction

*Effective Date

Required field. Displayed on each page in the hire process and is populated from the Data Control tab.

Transaction#/Seq

Populated based on the sequence of the action in the employee history.

PAR Status

Populated from the Data Control page.

NOA Code

Populated with the NOAC entered on the Data Control page.

Action Type

Populated with HIR from the action type entered on the Data Control page.

Empl Status

Populated with Active from the status of employee.

Position

Enter the vacant position number to be occupied by the employee or select data by selecting the search icon.

The position must be established in EmpowHR Position Management prior to processing an action. Tab out of the position number to populate the other pertinent data on the Job page.

Position Management Record

Reserved for future use.

Position Override

Not used by NFC.

Job Code

Populated with the master record related to the position. This field is also populated with the grade, series, and description of the master record.

Agency

Populated with the Department (i.e., Agriculture, Library of Congress (LOC), etc.). The abbreviation and alpha description are displayed in this field.

Losing/Gaining Dept

Enter the Federal Department or place of employment for an employee moving into or out of a Federal Department. This field should be completed for an accession or separation. Enter the losing Department code on the accession action and the gaining Department on the separation action. For a list of Department codes, refer to the Table Management System (TMGT), Table 014, Department Codes.

Sub-Agency

Populated with the Agency code. Both the abbreviation and alpha description are displayed.

Business Unit

Populated from the position with the business unit. Both the abbreviation and alpha description are displayed.

Department

Populated from the position with the Department code (i.e., Office of the Director, Office of the State Executive, etc.). Both the location code and alpha description are displayed.

Location

Populated from the position with the location code. Both the location code and alpha description are displayed.

Tax Location

Populated from the position with the Tax location code. Both the location code and alpha description are displayed.

FY

Populated with the fiscal year (FY) for the tax location.

Classification

Instruction

Previous Class Action

Used when the employee is leaving a position. Select data from the drop-down list. The valid values are Inactivate Position, Leave Position Vacant/Active, and Abolish Position.

Previous Sub- Agency

Used when the employee moves from one sub-Agency to another within the same company/Department. Enter the applicable information or select data by selecting the search icon.

Job Information

Instruction

Previous Sub- Agency

Enter the employee's previous Agency (if applicable) or search for and select an Agency by selecting the search icon.

Classification Action Code

Select the down arrow to select the applicable action code. Valid values are Abolish Position, Inactivate Position, and Leave Position Vacant/Acti.

This field is used when an employee is reassigned (1) from one Agency to another or (2) to another personnel office within the same Agency; the losing office should advise the gaining office of the action to be taken with the employee’s former position (i.e., abolish, inactivate, etc.).

If a cancelation of a previous position change is processed, a vacant and active individual position number must exist in Position Management System Operations (PMSO). It may be necessary to establish a temporary individual position if the employee’s former position is no longer vacant or was abolished.

Applicable when an employee is in a foreign duty station.

Must be Y for foreign duty stations.

Adjust the annual leave ceiling at the end of the leave year, if applicable, when the employee returns from a foreign post.

COLA/Post Differential

Defaults to None. Select the down arrow to indicate if the employee is eligible for cost-of-living allowance (COLA)/Post Differential pay.

Special Employee Code

Defaults to Not Applicable. Select the down arrow to select the special employee code, if applicable.

Wage Board Shift Rate

Enter the applicable wage board-shift rate if the employee is eligible.

Quarters Deduction Code

Select the down arrow to select the applicable quarters deduction code. Valid values are None, Per Day Ded Not Tax Exm, Per Day Ded Tax Exm, Per Pay Period Ded Not Tax Exm, Per Pay Period Ded Tax Exm, and Transmit Zeros to NFC.

Quarters Deduction Amount

Enter the applicable amount if the employee is eligible for quarters deductions.

Empl ID

Defaults to NEW for a new hire. When the action is saved, the employee ID is displayed.

Empl Record

Populated from the Data Control tab with 0 and is based on the new hire. This field indicates the number of records for the employee.

Position Data

Description/Instruction

*Effective Date

Required field. Displayed on each page in the hire process. This field is populated from the Data Control tab.

Transaction#/Seq

Populated from the Data Control tab with the number of records and the sequence of the record.

PAR Status

Populated from the Data Control tab from the Data Control page.

NOA Code

Populated with the NOAC entered on the Data Control page.

Action Type

Populated from the Data Control tab with Hire from the action type entered on the Data Control page.

Empl Status

Populated from the Data Control tab with Active.

LEO Position

Indicates the position is classified as law enforcement under the Federal Employees Pay Comparability Act of 1990 (FEPCA). This field is populated from the Position tab.

SF-113G Ceiling

Not used by NFC.

*Regular Shift

Required field. Defaults to Not Applicable. This field is not used by NFC.

POI

Displays the Personnel Office Identifier (POI) generated from the position. This is the POI of the personnel office to which the employee is assigned. The narrative city and State is also generated for the POI.

Rate/Factor

Not used by NFC.

Pay Group

Not used by NFC.

Pay Frequency

Populated with the frequency of when the employee will be paid based on the pay plan of the employee. This field is not used by NFC.

Holiday Schedule

Not used by NFC.

Work Period

Not used by NFC.

Type Appt

Identifies the type of appointment that the employee has accepted. Select a type of appointment for the employee from the drop-down list.

Posn Occupied

Select the type of position the employee is occupying from the drop-down list.

*Employee Type

Required field. Populated based on the other information entered about the new employee. This field is not used by NFC.

Work Schedule

Select the work schedule from the drop-down list. If the position is part time, enter the weekly number of hours in the Standard Hours field. This field is populated from the Position tab.

Fund Source

Not used by NFC.

*FLSA Status

Required field. Populated from the Position tab.

Job Indicator

Not used by NFC.

Employee Classification

Not used by NFC.

Adds to FTE Actual Count

Not used by NFC.

*Reg/Temp

Required field. Identifies whether the employee is a regular or temporary employee. This field is populated from the position number selected.

Standard Hours

Populated from the Position tab.

FTE

Not used by NFC.

Supervisor Level

Populated from the Job Code.

Special Population Code

Enter the position code (six positions maximum) or select a code by selecting the search icon. The code describes a position that an employee holds which has a special retirement calculation rule.

Field

Description/Instruction

Empl ID

Defaults to NEW for a new hire. When the action is saved, the employee ID is displayed. This field is populated from the Data Control tab.

Empl Record

Populated with 0 and is based on the new hire. This field indicates the number of records for the employee. This field is populated from the Data Control tab.

Compensation Data

Description/Instruction

*Effective Date

Required field. Populated from the Data Control tab. The effective date should reflect the action date of the personnel action. This field is displayed on each page in the hire process.

Transaction#/Seq

Populated from the Data Control tab. This field is populated with the number of records and the sequence of the record.

PAR Status

Populated from the Data Control page.

NOA Code

Populated with the NOAC entered on the Data Control page.

Action Type

Populated with HIRE from the action type entered on the Data Control page.

Empl Status

Populated with Active.

Pay Rate Determinant

Populated and is used to identify when the employee is receiving a rate of pay other than the regular rate for the position and the legals and/or regulatory basis. To change the populated value, select data from the drop- down list. The valid values are:

Continued IGA Pay M. Interim geographic adjustment (IGA). Employee continues to receive an adjusted annual rate of pay based on a nationwide or worldwide special salary rate. The employee should be paid the dollar amount of the General Schedule (GS) Increase at the time of an Employment Cost Index adjustment. (5 CFR 531.106 or 5 CFR 531.307.)

Continued SES Basic Pay S. A career SES employee appointed to a position outside of the SES for which the rate of basic pay is equal to or greater than the rate payable for Level V of the Executive Schedule and the employee elected to continue to receive basic pay as if remaining in the SES in accordance with 5 U.S.C. 3392(c) and 5 CFR 359.705 following removal from the SES.

Critical Position Pay C. Critical Position Pay. The employee is receiving pay greater than would otherwise be payable for the employee’s position because the position has been designated critical by OPM in consultation with the Office of Management and Budget (OMB) under 5 U.S.C. 5377, or the position has been designated critical by the head of an Agency under other similar, legal authority.

NSPS Retained Pay Y. National Security Personnel System (NSPS) Retained Pay. Former NSPS employees who may retain a rate of pay that exceeds the normal retained rate limitations (the rate for EX-IV plus 5 percent cap rate or 150 percent of applicable GS step 10 rate).

Preserved IGA Pay P. Preserved IGA Pay. The employee is a Department of Veterans Affairs (VA) physician or dentist authorized under 38 U.S.C. 7401(1) and 7405(a)(1)(A) at VA facilities in the San Francisco– Oakland–San Jose, California, Consolidated Metropolitan Statistical Area (CMSA) whose eight percent IGA was preserved when the San Francisco CMSA was removed as an IGA area in January 1995.

Regular Rate – O. Regular Rate. Pay used for all employees, regardless of pay system, who receive a scheduled rate and for whom none of the other codes apply.

Rtnd Grade & Pay Diff V. Retained Grade and Pay - Different Position. The employee (1) has a retained grade, (2) is receiving pay retention, and (3) is currently occupying a different position than that held immediately before the action that otherwise would have resulted in a reduction in basic pay (i.e., use this code only when Code J would be appropriate if grade retention were not also applicable). (5 U.S.C. 5362, 5 U.S.C. 5363, and 5 CFR Part 536).

Rtnd Grade & Same U. Retained Grade and Pay - Same Position. The employee (1) has a retained grade; (2) is receiving retained pay; and (3) continues to occupy the same position held immediate before the action that otherwise would have resulted in a reduction in basic pay (i.e., use this code only when Code J would be appropriate if grade retention were not also applicable). (5 U.S.C. 5362, 5 U.S.C. 5363, and 5 CFR Part 536)

Rtnd Grade & Diff Posn A. Different Position. The employee retains grade for a 2-year period, but is occupying a different position than that held before the grade reduction. (If the employee is also entitled to a special rate in the retained grade, use Code E). (5 U.S.C. 5362 and 5 CFR 536.201-203)

Rtnd Grade & Pay Scale Posn B. Same Position. Employee retains grade for a 2-year period and continues to occupy the same position held before the grade reduction. (If employee is also entitled to a special rate in the retained grade, use Code F). (5 U.S.C. and 5 CFR 536.201-203)

Rtnd Grade & Spec Rt–Diff E. Different Position. The employee retains grade for a 2-year period, is entitled to a special rate in the retained grade, but is occupying a different position than that held before the grade reduction.

Pay Basis

Defaults to Per Annum. To change the default, select the pay basis from the drop-down menu.

Salary Pay Plan

Populated from the Job Code.

*Salary Plan Table

Required field. Populated from the Job Code.

Salary Grade

Populated from the Job Code.

Step

Enter the applicable step or select a step by selecting the search icon.

Step Entry Date

Enter the applicable entry date for the step or select a date by selecting the calendar icon.

Retain Pay Plan

Enter the pay plan if the employee is eligible for retained pay or select a pay plan by selecting the search icon.

Retain Plan Table

Enter the plan table if the employee is eligible for retained pay or select a table by selecting the search icon.

Retain Grade

Enter the grade if the employee is eligible for retained pay or select a grade by selecting the search icon.

Step

Enter the applicable step or select a step by selecting the search icon.

Grade Entry Date

Enter the applicable entry date for the grade or select a date by selecting the calendar icon.

Variable FT Reg Tour of Duty

Used to compute health benefit premiums for part-time employees. Enter the number of hours (XXXXXX.XX) in the hypothetical full-time regular biweekly tour of duty that would apply to an employee on a part-time schedule if he or she was full-time (usually 80 hours).

Grade and Pay Retention

Description

Retention Rights End Date

Not used for a hire.

Retained Occ Series Code

Not used for a hire.

Retained Pay Table

Not used for a hire.

Retained Grade

Not used for a hire.

Quoted Pay

Description

Base Pay

Populated based on the grade and step or is entered for pay banding.

Compensation Frequency

Populated based on pay plan.

Locality

Populated based on pay plan, grade, and duty station.

Annuity Offset Amount

Not used by NFC.

Adjusted Base Pay

Populated based on pay plan, grade, and duty station.

Benefit Base Override

Not used by NFC.

FEGLI Base

Not used by NFC.

Total Pay

Populated based on all of the above.

Empl ID

Defaults to NEW for a new hire. When the action is saved, the employee ID is displayed. This field is populated from the Data Control table.

Empl Record

Populated from the Data Control tab.

Employment Data 1

Description

*Effective Date

Required field. Populated from the Data Control tab.

Transaction #/Seq

Populated from the Data Control tab.

PAR Status

Populated from the Data Control tab with the employee’s applicable PAR status (i.e., Processed by Human Resources).

NOA Code

Populated with the applicable NOAC from the Data Control tab.

Action Type

Populated from the Data Control tab.

Empl Status

Populated from the Data Control tab.

EOD Dt

Populated from the Data Control tab.

Hire NTE Dt

Populated from the Data Control tab.

Rehire Dt

Populated from the Data Control tab.

Separation Dt

Not used on a hire action.

Next Review Dt

Not used by NFC.

Service Computation Date

Description

Leave Date

Identifies the computation date for annual leave earnings. Enter the applicable date or select a date from the calendar icon.

This date is used to generate various external reports, such as:

The projected number of annual leave hours an employee has in excess of the maximum carryover to either use, lose, or have restored by the end of the leave year.

Notification of when the employee’s leave category changes.

Retire Date

Identifies the computation date for retirement. Enter the applicable date or select a date from the calendar icon. Leave this field blank if the retirement system is not Civil Service Retirement System (CSRS) or Federal Employees Retirement System (FERS) (Coverage Codes 2, 4, 5, J, X).

This date cannot be later than the Effective Date of the action.

RIF Date

Identifies the employee’s SCD for RIF purposes. Enter the applicable date or select a date from the calendar icon. This date cannot be later than the Effective Date of the action.

TSP Date

Identifies the beginning date of the TSP vesting period for the one-percent Government contributions to TSP. Enter the applicable date or select a date from the calendar icon. This field must be completed for CSRS and FERS employees. Do not complete this field if the employee is a CSRS Offset (Congressional) FICA retirement plan employee. This date cannot be later than the Effective Date of the action. This date cannot be earlier than January 1, 1984.

Severance Pay Date

Not used for a hire action date.

Service Conversion Dates

Description

Conv Begin Date

Populated with the date that the conversion began.

Career Tenure Date

Identifies the date service starts counting towards career or permanent tenure. Enter the applicable date or select a date from the calendar icon.

When this date is initially entered, the Payroll/Personnel System (PPS) begins maintaining two records; creditable service and nonpay status as shown on the time and attendance (T&A) report and as recorded on personnel actions. If a date is not entered on the Hire action, PPS will not establish any record of creditable service and/or nonpay status.

This date cannot be more than 3 years prior or later than the Effective Date of the Hire action.

Enter the Effective Date of the Hire action if previous service is unknown.

Do not complete this field for career appointment/ conversion actions.

Do not complete this field if the service is not creditable (e.g., Schedule B student and VRA appointments). PPS automatically removes this date when a minimum of 3 year of creditable service has been completed and an NOAC 880 is applied.

For Taper and Indefinite appointments in the competitive service, enter the beginning date of creditable service toward career status.

When adjusting this date, include previous service that is creditable towards the career tenure waiting period. Do not include prior periods of nonpay status.

This field must be blank for Tenure 0 and 2.

This field must be blank for Type Appointment 08 with Tenure 3.

This field must be completed for Tenure 2 with Type Appointment 02.

Within-Grade Increase Data

Instruction

WGI Status

Select the Within-Grade Increase Status from the drop- down list.

Last Increase Dt

SCD-WGI Date

Identifies the beginning date from which service is to be counted towards the employee’s next WGI increase.

Enter the applicable date.

Nature of Action Code

Populated from the Data Control tab.

Current Appointment Auth #1

Populated from the Data Control tab.

Current Appointment Auth #2

Populated from the Data Control tab.

Appointment Limits

Instruction

Amount Total

Enter the total dollar amount (XXXXXX.XX), if entering in dollars. This field is used if you not entering total hours or days.

Hours Total

Enter the applicable total hours. This field is used if you are not entering the total amount or days.

Days Total

Enter the applicable total number of days. This field is used if you are not entering amount or hours.

Amount Balance

Enter the applicable dollar amount balance remaining (XXXXXX.XX), if applicable. This field is used if you are not entering the total hours or days to indicate the appointment limit balance.

Hours Balance

Enter the applicable hours balance remaining, if applicable. This field is used if you are not entering the total amount or days to indicate the appointment limit balance.

Days Balance

Enter the applicable days balance remaining, if applicable. This field is used if you are not entering the total amount or hours to indicate the appointment limit balance.

Day

130, 180

Hour

700, 1039, 1040, 1280, 1300, 2000

Monetary

Changes based on Federal pay increase

03

Competitive-indefinite or taper

04

Competitive-temporary or special need

07

Excepted-conditional

08

Excepted-indefinite

09

Excepted-temporary

Commencing Date of Service

Special Employment Program

Used to indicate the employee is in a Special Employment Program Code. Select the special employment program from the drop-down list.

Note: To designate an employee as eligible for Non-Appropriated Fund Instrumentality (NAFI), select NR– NAFI Retirement Coverage.

Welfare to Work

Empl ID

Populated when the PAR is saved. This a unique ID assigned by EmpowHR.

Empl Record

Populated from the Data Control tab.

Employment Data 2

Description/Instruction

*Effective Date

Required field. Populated from the Data Control tab.

Transaction #/Seq

Populated from the Data Control tab.

PAR Status

Populated from the Data Control tab.

NOA Code

Populated from the Data Control tab.

Action Type

Populated from the Data Control tab.

Empl Status

Populated from the Data Control tab.

Bargaining Unit

Populated from the Position tab.

Last Date Worked

Not used on a hire.

Union Code

Not used by NFC.

Union Anniversary Date

Not used by NFC.

Tenure

Identifies the employee’s retention group (for RIF purposes). Enter the applicable information or select data from the drop-down list.

The valid values are as follows:

No Tenure Group. Employee is in none of the tenure groups established for RIF purposes.

Group I. Competitive Service - Tenure Group I includes employees serving under career appointments who either have completed initial appointment probation or are not required to serve initial appointment probation. Excepted service - Tenure Group I includes permanent employees whose appointments carry no restriction or condition such as conditional, indefinite, specific time limitation, or trial period.

Group II. Competitive service - Tenure Group II includes employees serving under career-conditional appointments and under career appointments who are serving initial appointment probation. Excepted service - Tenure Group II includes employees who are serving trial periods or whose tenure is equivalent to career- conditional tenure in the competitive service in Agencies and have that type of appointment (for example, excepted appointment–conditional).

Group III. Competitive Service - Tenure Group III includes definite employees, employees under temporary appointments pending establishment of registers, employees under term appointments, and employees in status non-temporary appointments. Excepted service - Tenure Group III includes employees whose tenure is indefinite; that is, without specific time limitation but not actual or potentially permanent, or with a specific time limitation of more than 1 year; also, employees who, though currently under appointments limited to 1 year or less, complete 1 year of current continuous employment.

Retained Grade Expires

Description

Begin Date

Not used on a hire.

Expires Date

Not used on a hire.

Reports To as of PAR Effective Date

Description/Instruction

Reports To

Populated from the Position tab.

Supervisor ID

Enter the applicable information in the field or search data by selecting the search icon.

Reports To As of Today

Description

Reports To

Generated by system.

Supervisor ID

Populated from the Position tab.

New Position

Instruction

Emp Probation Period Date

Enter the applicable date or select a date from the calendar icon.

Type the beginning date of the 1-year probationary (or trial) period.

When this date is initially furnished, PPS begins maintaining two records, creditable service and nonpay status, as shown on the T&A and on personnel actions. Creditable service is recorded on the employee’s intermittent database record (Information/Research Inquiry System (IRIS) Program IR129, Intermittent), and nonpay status is recorded on the employee’s nonpay leave record (IRIS Program IR140, Non Pay Leave).

If an action corrects or changes the date previously furnished, the creditable service is disregarded, and beginning with the processing pay period of which the action was processed, a new record of creditable service is started. However, the nonpay status record maintained since the date was originally furnished remains unchanged.

PPS credits full calendar time for periods of full-time and part-time service and 7 days calendar time for every 5 days of intermittent service. Creditable service is reduced for each workday in nonpay status (other than for military furlough or compensable injury) which exceeds 22 workdays (i.e., up to 22 days of nonpay is considered creditable service since it is forgiven).

Report AECO36T2, Notification of Expiration of Probationary or Trial Period, is produced each pay period and distributed to Agency personnel offices to identify those employees approaching expiration of probationary or trial periods. This report is produced 4 months prior to the expiration date.

Complete this field when the Tenure is 2 and Type Appointment is 01.

Complete when Type Appointment is 01, 02, 03, and 06 through 09.

Complete when Type Appointment is 01 or 06 and the Tenure is 2.

Leave this field blank if the Tenure is 0 or 1.

Leave this field blank if the Tenure is 3 and Type Appointment is 08.

Do not process an action to remove the date.

Enter the Effective Date of the Hire action if previous service is unknown.

This date cannot be later than the Effective Date of the action.

PPS generates the Effective Date of the action as the probationary period start date if a date is not entered for NOACs 100, 101, 140, 141, or 170.

If this date is prior to the Effective Date of the Hire action, adjust the date to include any previous service creditable toward the probationary or trial waiting period. Do not adjust this date to include prior periods of nonpay status.

Supervisor/Managerial Position

Instruction

Supv/Mgr Prob Period Reqrd

COOP

Instruction

Salary Share Code

Select the applicable salary share code from the drop- down list. This is the source which shares the employee’s salary with the Agency.

The salary share amount must be less than the scheduled salary amount.

Coop Overtime Rate

Enter the applicable overtime rate (XXX.XX). This is the hourly overtime rate for a cooperative-type employee when the overtime rate is not based on the basic pay because the cooperator pays part of the overtime.

Do not complete this field if the Agency has agreed to pay all of the overtime pay.

Do not complete this field for reemployed annuitants.

Coop Share Amt

Supervisor/Mgr Probtn Req Cd

Populated from data entered on the Employment 1 tab.

SES Probation End Date

Populated from data entered on the Employment 1 tab.

Supervisor/Mgr Probtn Start Dt

Populated from data entered on the Employment 1 tab.

Supervisor/Mgr Probtn End Dt

Populated from data entered on the Employment 1 tab.

Probation Start Date

Populated from data entered on the Employment 1 tab.

Probation End Dt

Populated from data entered on the Employment 1 tab.

Empl Id

Populated when the PAR is saved. This a unique ID assigned by EmpowHR.

Empl Record

Populated from the Data Control tab.

Benefits Data

Description

*Effective Date

Required field. Populated from the Data Control tab.

Transaction #/Seq

Populated from the Data Control tab.

PAR Status

Populated from the Data Control tab.

NOA Code

Populated from the Data Control tab.

Action Type

Populated from the Data Control tab.

Empl Status

Populated from the Data Control tab.

FEHB Eligibility

Description/Instruction

1-Enrolled

Generated by system based on the processing of the Federal Employees Health Benefits (FEHB) form.

2-Ineligible

Used if the employee is not eligible for non-Federal health insurance.

3-Waived

Used when the employee is (1) transferring into the Department or (2) being reemployed without a break in service of more than 3 days and has canceled or waived coverage under prior Federal employment. This code or Code 5-Canceled is used.

4-Eligible-Pending

Used to indicate the employee is eligible for FEHB but has not made an election.

6-Court Ordered- Enrolled

Used when an employee is court-ordered to provide FEHB for family members.

7-Court Ordered- Eligible Pend

Used when court-ordered FEHB is pending family coverage.

8-Court Ordered- Self To Family

Used to indicate a court-ordered change from self-only coverage to family coverage.

5-Canceled

Used when the employee is (1) transferring into the Department or (2) being reemployed without a break in service of more than 3 days and has canceled or waived covered under prior Federal employment. This code or Code 3 is used.

9-Terminated

Distinguishes the difference between an employee who has canceled coverage versus an employee whose coverage is terminated due to nonpay or other reason.

FEHB Date

Not used by NFC.

Thrift Savings Plan Eligibility

Instruction

*Thrift Savings Plan Eligibility Code

Required field. Identifies when the employee is eligible to participate in the FERS TSP for FERS, CSRS, Offset, or FSRS employees. Select the applicable data from the drop-down list or select the Explanation of TSP Eligibility Codes to determine the applicable code.

FEGLI

Description/Instruction

FEGLI Code

Enter the applicable FEGLI code that identifies if the employee is eligible to participate in FEGLI as authorized by the SF 2817, Life Insurance Election, or search for the code by selecting the search icon.

If eligible, the code indicates whether the employee waived coverage or is covered by basic life only.

OR

The employee has elected coverage under one of the optional insurance plans as well as basic.

Enrollment in FEGLI is automatic unless:

The employee is appointed to a position or is under a type of appointment or employment which is excluded from coverage by law or regulation.

The employee voluntarily waives coverage by completing an SF 2817.

The employee previously waived coverage under a prior Federal appointment, and such waiver is still in effect.

A previous waiver of coverage is automatically canceled if the employee is reinstated following a break in service of at least 180 days.

This must be completed and different than the code on the database for a FEGLI Change action.

If the employee has not submitted the SF 2817 to the Agency when the Hire action is ready for processing, select CO because the employee must be considered as being covered by basic life insurance. The action is then processed when the SF 2817 is received in the personnel office, and the employee has either waived coverage or has indicated that he/she wants the optional insurance coverage as well as the regular coverage.

Do not complete this for employees with alternating tours of duty who are in an intermittent status as the time of the hire. These employees are not eligible for FEGLI coverage.

Living Benefits

Not used for a hire.

Living Coverage Amount

Not used for a hire.

FEGLI Coverage
Amt

Populated based on salary. The amount
recorded in this field does not include
additional optional insurance coverage
amount.

The FEGLI coverage amount is required for employees who have not waived and:

Are paid at different rates of pay during the year, and PPS cannot calculate the FEGLI amount.

Are paid on a piece basis.

Are Federal Wage System (FWS) employees and paid at different rates.

Are covered in multiples of $1000 (i.e., $10,000 is entered as 0010).

Are recipients of an annual salary (if less than $8,000, then the coverage amount is $10,000).

FEGLI Court Order

Check the box if Yes.

Annual Leave

Description/Instruction

Annual Leave Category

Select the applicable annual leave category from the drop-down list.

This field must be completed for full-time or part-time employees who are eligible to earn annual leave.

The category in this field must be compatible with the SCD for leave.

Earn Leave During Pay Period

Indicates the employee earns leave. If the employee does not earn leave during the pay period, remove the check.

This field must be completed when the effective date of the hire is not the first or second day of the pay period and the employee has an annual leave category (4, 6, or 8).

This field must be blank if the Annual Leave Category is 0.

Annual Leave 45- Day Indicator

Used for employees who are stationed at an overseas foreign post of duty who are entitled to carry over, from one leave year to another, a maximum of 45 days of annual leave accumulation.

Leave Ceiling Reason

Enter the reason the employee is allowed to carry over a higher amount of leave.

Pay Allowances

Instruction

Foreign Lang %

Enter a maximum of two digits to show the percent of knowledge the employee has of a foreign language.

COLA/Post Differential

Indicates the employee is entitled to receive a cost-of- living allowance (COLA) and/or post differential, in addition to the base (scheduled) salary. Change or select data from the drop-down list. Enter the code that identifies which employee is entitled to receive COLA and/or a post differential, in addition to the scheduled salary or select data from the drop-down list. The valid values are as follows:

COLA–Commissary/PX COLA–Commissary w/Post COLA–Local Retail

COLA–Local Retail w/Pst Diff

Foreign Post Diff None

Allowance %

Enter the applicable percentage.

Quarters Deduction Code

Enter the applicable information or select data from the drop-down list. This field indicates the frequency and taxable status of quarters deductions. The valid values are as follows:

None

Per Py Prod Ded – Not Tax Exempt Per Py Prod Ded – Tax Exempt

Per Pay Day Ded – Not Tax Exempt Per Pay Day deduction – Tax Exempt

Transmit Zeros To NFC

Special Employee Code

Identifies when the employee is in a special category of pay processing, not accommodated in any other portion of PPS. Enter the applicable code or search by selecting the search icon.

Quarters Deduction Amount

Used to record the amount deducted from employees who are furnished quarters, utilities, etc. Enter the applicable information.

Wage Board Shift Rate Var

Enter in hours and quarter hours with a decimal separating the whole hours from the quarter hours (XXX.XX) for the variable shift rate for FWS employees.

Retirement

Instruction

Retirement Plan

Enter the applicable plan code for the employee’s retirement plan or search by selecting the search icon.

Note: To designate an employee as eligible for NAFI, select 5–Other.

Fed Empl Retire Syst Coverage

Select the applicable information from the drop-down list. This field is used to indicate an employee is automatically covered by FERS, has elected coverage under FERS, or does not elect coverage under FERS.

Fed Empl Retire Syst Prev Cov Ind

Indicates the employee has previous FERS service. Check this box if Yes.

Previous Retirement Coverage

Defaults to Never Covered. Select data from the drop- down list to change data. This is the code that identifies whether an employee has, at the time of the most recent appointment into Federal service, had previous retirement coverage.

Annuitant Indicator

Defaults to 9. Change or search by selecting the search icon.

Valid values are: 1–Reempl Ann CS 2–Ret Officer 3–Ret Enlisted

4–Ret Off/Reempl Ann CS 5–Ret Enl/Reempl Ann CS 6–CS No Reduction

7–Ret Off/CS No Reduc 8–Ret Enl/Off/CS No Reduc 9–Not Applicable

0–CSRS Annuitant A–Reempl Ann FE B–Former ANN FE

C–Ret Off/Reempl Ann FE D–Ret Off/Former Ann FE E–Ret Enl/Reempl Ann FE F–Ret Enl/Former Ann FE
G–No Reduction
H–Ret Off/FE–No Reduc
J–Ret Enl/FE–No Reduc K–FERS Annuitant

Annuity Commencement Date

Civil Service Retire Syst Frozen Service

Enter the applicable data. This is the total years and months of civilian and/or military service, creditable for calculation as of the SCD for leave, at the time the employee first becomes covered by FICA and CSRS (retirement coverage codes C and E).

The first two positions must be 00 through 99 (number of years); last two positions must be 01 through 12 (number of months).

Date CBPO Ret Sch

Civil Service Retire Syst Prev Cover Ind

EmpowHR-only

Instruction

Agency Use