|
OFM is preparing HRMS to support the additional Personal Leave Day (PLD) granted through the MOUs in response to the vaccine mandate. Updates will be made through a series of steps, which require agency verification and action. Details of this process are laid out below.
MOU language entitles employees who were employed on or before October 18, 2021 and are still employed as of December 31, 2021, an additional PLD. Eligible employees are:
- occupying a union represented position within an impacted agency, and
- represented by a bargaining unit that has a signed MOU that provides an additional personal leave day.
Details of Agency Action Requirement Preliminary Spreadsheet
State HR will provide a preliminary list of eligible employees in early December in accordance with each MOU. Once received, agencies must review the preliminary spreadsheet and provide any corrections or updates no later than Thursday, December 16, 2021. To review the spreadsheet, click on the “+” to the left of your Personnel Area to review the data for your agency. Please ensure you review both tabs for accuracy when it is received.
The spreadsheet contains the following tabs:
• CURRENT PLD – This will contain a proposed list of employees who were in a represented position on or before Oct. 18th who already receive a Personal Leave Day and do not require additional master data updates. These employees will be processed by the OFM ITS HRMS Team with a 3-step approach:
- Winshuttle upload to Create Quota Correction (2013) infotype record for additional PLD
- Initialization of Time Transfer to move PLD Quota Correction to Absence Quotas (2006) infotype
- Winshuttle upload to change the additional PLD Absence Quota effective deduction date to match MOU language (1/1/2022 to 12/31/2022).
• NEW PLD – This will contain a proposed list of employees who were in a represented position on or before Oct. 18th who do not currently receive a Personal Leave Day. These employees will be processed by the OFM ITS HRMS Team with a 4-step approach utilizing Winshuttle:
- Winshuttle upload to create new Date Specifications (0041) infotype record dated 1/1/2022 to 3/31/2022 adding the Prsnl LV Day Elgblty (26) date type
- Winshuttle upload to Create Quota Correction (2013) infotype record for additional PLD
- Initialization of Time Transfer to move PLD Quota Correction to Absence Quotas (2006) infotype
- Winshuttle upload to change the PLD Absence Quota effective deduction date to match MOU language (1/1/2022 to 12/31/2022)
Action Required: Each agency is responsible for reviewing and correcting their own data within the preliminary spreadsheet. Your review should include removing or adding any employees who may have been mis-identified within the preliminary data extract. If your review results in any employee(s) who should be added or removed from the list, an email outlining that information must be sent to HeretoHelp@ofm.wa.gov detailing these changes no later than Thursday, December 16th by 5 p.m.
Final List and Future Corrections
On Monday, December 20, 2021, OFM will furnish agencies with a final list of employees who were automatically updated. If a correction is required after the body of work outlined in this communication has already been completed, agencies must manually make the necessary adjustments.
Information for Agencies with Outside Leave Systems
OFM will enter the additional PLD into HRMS using the standard PLD Quota and Absence Codes and it will process just as the standard annual PLD does with the exception of the dates it is available for an employee to use:
Absence Quotas (2006) infotype
- Absence Quota Type: 48
- Absence Quota Text: Personal Leave Day
Absences (2001) infotype
- Absence Type: 9079
- Absence Type Text: Personal Leave Day
Effective date for use:
Per the MOU language, the additional PLD must be entered into leave systems by 12/31/2021.
Questions?
Questions about MOU or PLD entitlement send to: Labor.Relations@ofm.wa.gov
Questions about Winshuttle scripts or technical HRMS questions send to:
|
