Extended Department

• When the Show Social Security Number check box is selected, the Employee Status Maintenance (ESMT) transaction infers the Social Security Number from the Employee table (as entered on Employee Attribute (ATTR)). The Social Security Number will be present on the Employee Status Maintenance in all the transaction phase (Final, Draft, Pending).

When the Show Social Security Number check box is cleared, the system will not infer the Social Security Number on the Employee Status Maintenance transaction.

• When the Display Pay Rate and Amount Basis ID check box is selected, the Employee Status Maintenance (ESMT) transaction will display the Pay Rate and Amount Basis ID fields and information. The fields will be read-only. Pay Rate will be generated by the system when Table Driven Pay is set to Use Table and by the details entered within the Employee Status Maintenance. Amount Basis ID will be populated with the value within the Pay Class entered on the Employee Status Maintenance.

When this Display Pay Rate and Amount Basis ID Information check box is cleared, the Pay Rate and Amount Basis ID will not be found on the Employee Status Maintenance.

• The Address Standardization Max Threshold numeric field allows up to 2 characters and works alongside the Enable Address Standardization check box. Valid values for this field is 0-99. This value is used to determine if the user needs to review the suggested address information for the Employee Address (ADDR) transaction from the address standardization service. Valid values for this field are 0-99.

For sites using Melissa Data for address standardization, the value should be set to 90 for users to review the suggested address information and set to lower than 90 to produce an information message to note that the address has been updated and standardized.

• If the Enable Address Standardization check box is selected, the following validation is performed on the Employee Address (ADDR) transaction for the Department on the DEPTX record:

When a user enters the address information and selects Validate, Submit, or Submit and Close, the system issues an error message stating that the user needs to review the suggested address information if the Confidence Level from Advantage Connect Service is equal to or less than the Address Standardization Max Threshold on DEPTX. The user is presented with two columns: one displays the address information that the user entered, and another displays the system suggested address information. Each of these two sections will have two radio buttons to allow the user to select the original address or the suggested address. The default selection will be the suggested address. Upon selecting an address choice, the user can then submit the transaction.

If the address is not recognizable by the address standardization services and the Confidence Level returned is 0, then an error message is issued, and the address is saved as a non-standardized address.

When the Enable Address Standardization check box is cleared on DEPTX, the above address validations will not occur on Employee Address for the Department on the DEPTX record. By default, this check box will be cleared.

• When the Civil Service Appointing Authority field is populated, this associates the Department and Unit with a Civil Service Appointing Authority.

• When the Bypass Retro flag is checked, employees in this department will be bypassed during the Select Retro Triggers batch process. This can be applied to all Employment Statuses, or a select group as specified in the Bypass Employment Status During Retro fields.

• The Bypass Employment Status During Retro fields are used to specify Employment Statuses for which employees should be skipped during the Select Retro Triggers batch process. Up to 10 Employment Statuses can be specified. Employees in this department AND the specified Employment Statuses will be skipped during retro selection. Employees in this department but not in the specified Employment Status will be processed normally. If all of these fields are left blank, employees from all Employment Statuses with that Department code will be bypassed. These fields can only be populated if the Bypass Retro flag is checked, otherwise, they are required to be null.

• The Enable Subtitle Crosswalk flag enables Position controlled sites to establish tight controls on what sub-titles can be used while creating or modifying Employee Status Maintenance records. Sites can select the Enable Subtitle Crosswalk check box on DEPTX for departments that want to control sub-titles on ESMT based on the associated position. The default value of this flag is not checked (that is, false). 
  Sites need to configure the Sub-Title Crosswalk (STCW) reference page to map employee assignment (ESMT) Sub-Titles with Position (PSMT) Sub-Titles. 
  During Employee Status Maintenance (ESMT) creation or edits, the system first checks if the SPAR Position Control Site is true and then look up the corresponding Extended Department (DEPTX) record for the employee’s Department and Unit combination. On DEPTX, if the Enable Subtitle Crosswalk flag is checked, then position history lookup is performed by using the Home Department, Home Unit, and Position Number from the ESMT being validated, as of the ESMT From date, and the Sub-Title associated with the position is pulled.
  ESMT validates if the subtitle entered on ESMT matches with the subtitle on the employe’s position record or if this combination of ESMT Sub-Title and Position Sub-Title exists on the Sub-Title Crosswalk (STCW) reference page. If sub-titles do not match and are not defined on STCW as a valid combination, then the system issues an error message stating “The Sub-Title and Position combination entered does not have a valid entry in the Sub-Title Crosswalk (STCW) table”.
  If the Enable Subtitle Crosswalk flag is unchecked for the employee’s Department and Unit, then no check performed on matching of the subtitles for ESMT and associated position during ESMT validation.