PERSONNEL ACTION PROCEDURE

Preparation of the Form

A personnel action (ADM 4100) can be categorized by approximate thirds. The top third requests data identifying the employee. The midsection designates the type of action and specifies the required code. The bottom third, the Remarks Section, is to be used for pay supplement data, any explanatory or interpretive information or for any notations in reference to attachments provided.

Upon submission, all appropriate information in each of the three sections must be provided.

Filling Out the Form

A personnel action must be completed for all appointments, changes, separations, interruptions, and reinstatements. In preparing a personnel action the following guidelines must be adhered to:

All information on the personnel action must be typed. The data identifying the employee must be typed in capital letters.

Refer to the personnel action instruction manual prepared by the Department of Administrative Services. This manual contains instruction sheets for each of the available codes and lists all necessary attachments. Incomplete and/or incorrect personnel actions will be returned to the division/office for revision.

The following information must be typed in the Remarks Section: FUND, SPRC, SAC, ADRC, Reference Number, work location and check sequence.

The divisions/offices will be responsible for logging all information from the personnel action onto the computer. It will be the responsibility of the divisions/offices to ensure all information recorded on the personnel action is accurate and logged properly. In the event the PA cost exceeds the budget and cannot be logged, it will be the responsibility of the division/office to receive an override through the Office of Budget and Management. The personnel action will not be forwarded to the Office of Human Resources until an override is received and the personnel action is logged.

For all appointments, divisions/offices are to review all submitted paperwork to ensure that the selected applicant has documented that he/she meets the minimum qualifications.

Once everything has been verified (including attachments), completed, and logged, the personnel action will be forwarded to the Office of Human Resources for approval.

It will be the responsibility of the divisions/offices to ensure that sufficient numbers of copies are submitted with the personnel action. The blue copy of the personnel action form will be returned to the division/office to be retained in their files.

Prior to approving the PA on-line and assigning the effective date, as applicable, the following steps will be taken:

1. Verification of minimum qualifications
2. Background checks
3. Drug tests
4. Verification of licenses (e.g., professional, commercial drivers license, etc.)
5. Approval of advance step hires
6. Verification of prior service credit

All requests for advance step appointments must be submitted to the Chief of the Office of Human Resources for approval in accordance with criteria established in DAS Directive 99-05 and ODNR Advance Step Appointments Procedure.

Personnel actions are initiated by the divisions/offices and submitted to the designated technician in the Office of Human Resources. After approval by the Chief of the Office of Human Resources, personnel actions will then be forwarded to DAS certification for its approval. Any unclassified exempt personnel action with the codes of A01 (appointment - full time permanent), C01 (promotion), or C05 (transfer between agencies), and/or with a rate of pay of $25.00/hour or more (in accordance with the Governors Office), will be forwarded by the Chief of the Office of Human Resources to the Governors Office for review and approval. Upon return from certification and/or the Governors Office, the Office of Human Resources will review the personnel action and approve via computer. A copy of the personnel action and original attachments will be maintained in the department personnel files located in the Office of Human Resources, and a copy of the approved personnel action will be returned to the divisions/offices for their records. The original personnel action and attachments will be forwarded to DAS, State Services Unit for record keeping purposes.

Missing or inadequate information prevents immediate processing of the personnel action and results in delay due to the necessity of returning the paperwork to the division/office for correction/completion. That is why it is imperative that the Personnel Officer ensures all attachments and licenses are submitted with the personnel action.

All personnel actions must be submitted in accordance with the appropriate time frames listed below:

1. New Hires: To ensure ample time to process and approve the personnel action for New Hires, all paperwork must be submitted to the Office of Human Resources no later than the first Friday during the pay period of the effective date of the personnel action. It will be the divisions/offices responsibility to ensure that all paperwork is submitted timely to guarantee approval of the new employee. Failure to submit actions in a timely manner will result in the delay of the employees pay.
2. Temporary Working Level (TWL), Promotion, Reassignment, Internal Interim: All paperwork must be submitted to the Office of Administrative Services no later than the first Friday during the pay period of the effective date of the personnel action. The effective date may be set at any date during the same pay period in which the Office of Administrative Services receives the personnel action.
3. A personnel action must be approved by the Office of Administrative Services on the computer before the payroll entry can be approved, otherwise, the payroll entry for that activity cannot be processed.

The Department of Natural Resources will continue to be in compliance with all elements of the Ohio Revised Code as well as the directives set by the Governors Office and the Department of Administrative Services regarding personnel action processing and approval.

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