Personnel Action Date Change - Cheat Sheet _ Updated 07.18.2023.xlsx

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1	Personnel Action Date Change - CHEAT SHEET						Sheriff
2	Personnel Action	Definition	6-Month Probationary Date (REVIEW ONLY NO MERIT)?	12 Month Next Review Date?	Required Documents to Upload to UKG	Notes	Probationary Date? (Review ONLY NO Merit)	12 Month Next Review Date?
3	Benefited Employee to Temporary	A current Regular or Limited Term status employee is changing position to a Temporary position, may or may not be the same job title.	No	No Date is removed (except HSD temps have a 12 mo eval)	Offer Letter or Waiver	Enter in UKG Workflow; Must determine payouts and enter in timesheet in the pay period before the effective date of the change	No	Date is removed
4	Costing Change	Changes where the employee’s salary is charged to. (This is not linked to the ORG in the position string).	No	No	Optional	Enter under Organization tab in UKG; Does NOT go through workflow	No	Yes
5	Demotion Disciplinary	A disciplinary demotion MUST go through your Human Resources Generalist, please contact your HR Generalist for more information.	No	No	Email from generalist; Cover Sheet if used	Enter in UKG Workflow; Keep the employee's current Evaluation Date (unless changed by generalist)	12 Months from Demotion Date	Yes
6	Demotion Voluntary	A voluntary demotion is when an employee APPLIES for a job that has a LOWER pay range and is selected for the new job.	Check with generalist. If Yes, 6 Months from Date of Demotion (9 Months for Social Caseworkers)	Check with generalist. If Yes, 12 Months from Date of Demotion	Offer Letter	Enter in UKG Workflow Handled on a case by case basis (check with generalist)	12 Months from Demotion Date	Yes
7	Earnings Change Temporary	Salary change for TEMPORARY employee.	No	No	Email or Cover Sheet	Enter in UKG Workflow	No	No
8	End Employment	Employee is no longer employed with the County or District Attorney.	No	No	Resignation Letter or Email	Enter in UKG Workflow; Must determine payouts and enter in timesheet	No	No
9	Evaluation Only	Evaluation is submitted but employee is not eligible for a merit increase (salary is at the maximum of the range or performance evaluation is below standard)	No	Yes	Eval Form; Cover Sheet if used	Enter in UKG Workflow	No	Yes
10	Evaluation Only Extend Probation	Department/Office decides to extend the probationary period of an employee.	Probation Date extended according to the attached memo (done by HR)	Yes (do not change annual review date)	Email uploaded by HR Payroll	Entered by HR in Status/Key Dates in Ultipro; Handled on a case by case basis (check with generalist)	Extend the Probation Date according to the attached memo.	Yes
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15	Personnel Action Date Change - CHEAT SHEET						Sheriff
16	Personnel Action	Definition	6-Month Probationary Date (REVIEW ONLY NO MERIT)?	12 Month Next Review Date?	Required Documents to Upload to UKG	Notes	Probationary Date? (Review ONLY NO Merit)	12 Month Next Review Date?
17	Evaluation Only End of Probation	Employee has passed their Probation period.	No	Yes	Eval Form; Cover Sheet if used	Enter in UKG Workflow; Next review is 12 months from date of hire	No	Yes
18	Flex Staff	Jobs that are SPECIFICALLY identified as Flexibly staffed positions can be ‘flex staffed’ from one level to another WITHOUT Human Resources review. Example: Department Specialist I to a Department Specialist II. Contact HR if you are unsure if a Job is Flexibly staffed.	No	Yes	Cover sheet or Dept. document	Enter in UKG Workflow; If pay increase is given, new review date is 12 mos from date of flex staff action. If no pay increase, leave review dates unchanged	No	Yes
19	Hours Change	Employee's scheduled hours have changed.	No	No	Email or Cover Sheet	Enter in UKG Workflow; May affect Benefits	No	No
20	Merit & Evaluation Regular/Limited Term	Employee received a Standard or better performance evaluation and is eligible to receive a merit (salary) increase.	No	Yes	Eval Form; Cover Sheet if used	Merits increases and Next Salary Review dates are automatically imported to UKG; Enter Next Performance Review dates in UKG and upload evaluations to Document Manager.	No	Yes
21	Limted Term to Regular	Current employee is staying in same job title/position.	No	No	Dept document of request	Enter in UKG Workflow. Date in Job Stays the SAME
22	New Hire Regular or Limited Term	Newly hired employee that has NOT previously been employed by the County or District Attorney’s Office.	Yes 6 Months from Date of Hire (9 Months for Social Caseworkers)	Yes 12 Months from Date of Hire	Offer Letter; Application or Waiver	Process thru Onboarding; Employee receives a probationary review 6 months after hire, then is eligible for their first merit 6 months after the probationary review, i.e. first merit is 12 months after initial hire.	12 Months from Hire Date	Yes
23	Pay Equity Adjustments	Compensation specialist or generalist has reviewed and approved a pay increase based on pay inequity for job or in department/office	No	No	Email from generalist (Uploaded by HR Payroll)	Entered in UKG by HR Payroll (HR will also do Retro pay if appropriate); No change to review dates.
24	Position Change NO Salary Change	Change in the employee’s position, same grade, with no salary change (may be an ORG, Job Title or Team change)	No	No	Email or Waiver	Enter in UKG Workflow	No	No
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28	Personnel Action Date Change - CHEAT SHEET						Sheriff
29	Personnel Action	Definition	6-Month Probationary Date (REVIEW ONLY NO MERIT)?	12 Month Next Review Date?	Required Documents to Upload to UKG	Notes	Probationary Date? (Review ONLY NO Merit)	12 Month Next Review Date?
30	Promotion	A current employee SUBMITS AN APPLICATION for an open position with a HIGHER RANGE, and is selected as the most qualified candidate. Example: Employee is currently a Payroll Technician II, there is a JOB POSTING for a Payroll Supervisor. The employee submits an application, interviews, and is selected.	Yes 6 Months from Date of Promotion (9 Months for Social Caseworkers)	Yes 12 Months from Date of Promotion	Offer Letter or Waiver	Enter in UKG Workflow; Employee receives a probationary review 6 mos after the promotion, then is eligible for a merit 6 mos after the probationary review (i.e. next merit is 12 mos after the promotion).	12 Months from Date of Promotion	Yes
31	Reclassification DOWN	The Compensation Specialist has reviewed and approved a change in classification of the current FTE from their grade to a LOWER grade. An official request is sent to HR to change a job. Example: Compensation Specialist is ‘Reclassified’ to a Human Resources Generalist.	No	No	Reclass Memo Uploaded by HR Payroll	Entered in UKG by HR Payroll (HR will also do Retro pay if appropriate); Employee's current merit date stays the same.	No	Yes
32	Reclassification UP	The Compensation Specialist has reviewed and approved a change in classification of the current FTE from their grade to a HIGHER grade. An official request is sent to HR to change a job. Example: Payroll Tech is 'Reclassified' to a Payroll Specialist.	No	Yes	Reclass Memo Uploaded by HR Payroll	Entered in UKG by HR Payroll (HR will also do Retro pay if appropriate); Employee's next merit date is 12 mos after the Reclass action.	No	Yes
33	Rehire Regular or Limited Term	Newly hired employee that HAS been previously employed (including as a temporary/seasonal employee) by the County or District Attorney’s Office.	Yes 6 Months from Date of Rehire (9 Months for Social Caseworkers)	Yes 12 Months from Date of Rehire	Offer Letter; Application or Waiver	Process thru Onboarding; Employee receives a probationary review 6 months after hire, then is eligible for their first merit 6 months after the probationary review, i.e. first merit is 12 months after initial hire.	12 Months from Rehire Date	Yes
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38	Personnel Action Date Change - CHEAT SHEET						Sheriff
39	Personnel Action	Definition	6-Month Probationary Date (REVIEW ONLY NO MERIT)?	12 Month Next Review Date?	Required Documents to Upload to UKG	Notes	Probationary Date? (Review ONLY NO Merit)	12 Month Next Review Date?
40	Temporary to Benefited Employee	A current Temporary or Seasonal status employee is changing position to a Regular or Limited Term position, may or may not be the same job title.	Yes 6 Months from Temp to Benefited Date (9 Months for Social Caseworkers)	Yes 12 Months from Temp to Benefited Date	Offer Letter; Application or Waiver	Enter in UKG Workflow; Employee receives a probationary review 6 months after Temp to Benefited action, then is eligible for their first merit 6 months after the probationary review, i.e. first merit is 12 months after Temp to Benefited action.	12 Months from Temp to Benefited Date	Yes
41	Transfer Voluntary	When an employee APPLIES for a job that has the same pay range and is selected for the new job.	Yes 6 Months from Transfer Date 9 Months for Social Caseworkers	Yes 12 Months from Transfer Date	Offer Letter; Application or Waiver	Enter in UKG Workflow; Employee receives a probationary review 6 months after Transfer, then is eligible for their first merit 6 months after the probationary review, i.e. first merit is 12 months after the Transfer.	12 Months from Transfer Date	Yes
42	Upload supporting documents in the Document Manager in UKG (under My Team~Employee File Management) with this Naming Convention: EE ID#_EE Last Name_Action Type_Action Effective Date						Some actions do not apply to the Sheriff's Step Pay Plan
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