This is a matrix ofpersonnel actions and the required and supporting documents for the actions.

(Place your cursor on the action in the table of contents below, hold down the Ctrl key and click to take you to the action in the document.)

Page 1 of 10Revised 2/2018

Page 1 of 10Revised 2/2018

TABLE OF CONTENTS

Page 1 of 10Revised 2/2018

APPOINTMENTS INTO DOC

Permanent

Temporary Employee

Retiree Temporary Employment

Extension of Temporary Appointment

APPOINTMENTS INTO DOC(continued)

Retiree (Permanent) Hire

Reemployment

Transfer In From Another State Agency

Return From Layoff

APPOINTMENTS WITHIN DOC

Promotion

Lateral Transfer To Another Institution

Unit Transfer Within Institution

Demotion (Voluntary)

Demotion (Involuntary)

Job Share

JOB ROTATIONS:

Job Rotation: Receiving WOC Differential

Job Rotation: Lateral/Developmental

Job Rotation: Into Another State Agency

Job Rotation: Extension

DIFFERENTIALS

Bilingual

Commercial Driver License (CDL):

Certified License: (LME or BME)

DPSST Certificate

Educational Differential

Field Training Officer (FTO)

IT Team Leader

Leadwork

LEDS Certified Warrant (SCI Only)

Limited Maintenance Electrician License

Safety Committee (AOCE only)

DIFFERENTIALS (continued)

SDU (Security Differential Units)

TERT / CNT

Vacation Relief: (ISD/NSD)

LEAVE OF ABSENCE

Leave Without Pay

Return From Leave Without Pay

Leave With Pay

Return From Leave With Pay

TERMINATIONS

Dismissal

Layoff

Limited Duration Termination

Removal From Trial Service

Resignation

Retirement

Temporary Appointment Termination

Transfer Out To Another State Agency

MISCELLANEOUS ACTIONS

Address Change

Cost Center Change (Current Month Only)

Cost Center Change (Retroactive)

Name Change

Pay Status Change

Paycheck Distribution Change (PDC)

RDC Change

Page 1 of 10Revised 2/2018

APPOINTMENTS INTO DOC

Security series only: An F-4 form needs to be submitted for all new appointments into DOC(send directly to

Jana Moore)

Action / Required: / Additional Requirements (if needed):

Permanent

/
  • Hire letter
  • Appointing Authority PA Form
  • I-9
  • NEOGOV application
/
  • Direct Appointment Request
  • Double-Fill Request
  • Job Share Agreement
  • Limited Duration Agreement
  • Salary Exception Request for New Hires*
*Step 6 and higher

Temporary Employee

/
  • Conditions of Temporary Appointment
  • I-9
/
  • Email from Appointing Authority authorizing higher pay rate (Health Svc)
  • Salary Exception Request for New Hires*
(or returning retirees)*Step 6 and higher
  • Hire Letter

Retiree Temporary Employment

/
  • Conditions of Temporary Appointment
  • I-9 (if not already on file)
/
  • Email from Appointing Authority authorizing higher pay rate (Health Svc)
  • Salary Exception Request for New Hires*
(or returning retirees)*Step 6 and higher
  • Hire Letter

Extension of Temporary Appointment

/
  • Temporary Appointment Extension

Back to Table of Contents

APPOINTMENTS INTO DOC(continued)

Security series only: An F-4 form needs to be submitted for all new appointments into DOC (send directly to

Jana Moore)

Action / Required: / Additional Requirements (if needed):

Retiree (Permanent) Hire

/
  • Reemployment letter
  • Appointing Authority PA Form
  • I-9 (if not already on file)
/
  • Direct Appointment Request
  • Double-Fill Request
  • Job Share Agreement
  • Limited Duration Agreement
  • Salary Exception Request for New Hires*
*Step 6 and higher

Reemployment

/
  • Reemployment letter
  • Appointing Authority PA Form
  • I-9
  • NEOGOV application
/
  • Direct Appointment Request
  • Double-Fill Request
  • Job Share Agreement
  • Limited Duration Agreement
  • Salary Exception Request for New Hires*
*Step 6 and higher

Transfer In From Another State Agency

/
  • Transfer-in letter
  • Appointing Authority PA Form
  • I-9
/
  • Direct Appointment Request
  • Double-Fill Request
  • Job Share Agreement
  • Limited Duration Agreement
  • Salary Exception Request for New Hires*
*Step 6 and higher

Return From Layoff

/
  • Return from layoff letter
  • Appointing Authority PA Form
  • I-9 (if not already on file)

Back to Table of Contents

APPOINTMENTS WITHIN DOC

Security series only: An F-4 form needs to be submitted for all permanent appointments within DOC (send

directly to Jana Moore)

Action / Required: / Additional Requirements (if needed):

Promotion

/
  • Promotion letter
  • Appointing Authority PA Form
  • NEOGOV application
/
  • Direct Appointment Request
  • Double-Fill Request
  • Promotional Increase Request for Additional Steps

Lateral Transfer To Another Institution

/
  • Transfer letter
  • Appointing Authority PA Form
/
  • Double-Fill Request

Unit Transfer Within Institution

/
  • Appointing Authority PA Form

Demotion (Voluntary)

/
  • Demotion letter
  • Appointing Authority PA Form
/
  • Direct Appointment Request
  • Double-Fill Request
  • Job Share Agreement

Demotion (Involuntary)

/
  • Written discipline
  • Appointing Authority PA Form
/
  • Double-Fill Request

Job Share

/
  • Job Share Agreement
  • Miscellaneous PA Form

Back to Table of Contents

JOB ROTATIONS:

Security series only: An F-4 form needs to be submitted when an employee will be away from a certified position 90+

days. Another one needs to be created when the employee returns to his/her security duties (send directly to Jana Moore).

Action / Required:

Job Rotation: Receiving WOC Differential

/
  • Job Rotation with Differential Form
  • Unsigned position description OR
list of WOC job duties(management service only)

Job Rotation: Lateral/Developmental

/
  • Job Rotation: Developmental or Lateral Form
  • Unsigned position description OR
list of higher job duties(management service only)

Job Rotation: Into Another State Agency

/
  • Job Rotation with Other Agency Form
  • Unsigned position description OR
list of higher job duties (if provided by other state agency)

Job Rotation: Extension

/
  • Job Rotation Extension Form

Back to Table of Contents

DIFFERENTIALS

Action / To Add: / To Remove:

Bilingual

/
  • Bilingual Differential Form
/
  • Bilingual Differential FormORMiscellaneous PA Form

Commercial Driver License (CDL):

/
  • Commercial Driver License Form
/
  • Miscellaneous PA Form

Certified License: (LME or BME)

/
  • Certified License Differential Form
/
  • Miscellaneous PA Form

DPSST Certificate

/
  • Copy of DPSST certificate

Educational Differential

/
  • Copy of college diploma OR
official transcript with HR Manager’s signature and date of verification

Field Training Officer (FTO)

/
  • FTO Differential Form
/
  • FTO Differential FormORMiscellaneous PA Form

IT Team Leader

/
  • Team lead agreement memo or letter from IT supervisor
/
  • Email from supervisor and HR Manager ORMiscellaneous PA Form

Leadwork

/
  • Leadwork Differential Form
/
  • Leadwork Differential FormORMiscellaneous PA Form

LEDS Certified Warrant(SCI Only)

/
  • LEDS Certified Warrant Differential Form

Limited Maintenance Electrician License

/
  • Certified License Differential Form
/
  • Miscellaneous PA Form

Safety Committee (AOCE only)

/
  • Safety Committee Differential Form
/
  • Miscellaneous PA Form

Back to Table of Contents

DIFFERENTIALS (continued)

Action / To Add: / To Remove:

SDU (Security Differential Units)

/
  • AFSCME SDU Differential Form ORAOCE SDU Differential Form
  • Signed position description (with current position number)
/
  • Miscellaneous PA FormOR,
  • AFSCME SDU Differential Form, OR
  • AOCE SDU Differential Form

TERT / CNT

/
  • TERT and CNT Differential Form
/
  • Miscellaneous PA FormOR memo or letter

Vacation Relief: (ISD/NSD)

/
  • Security:
Email from ISDS Coordinator approved by Assignment Captain OR HR Manager
  • Non-Security: Miscellaneous PA Form
/
  • Miscellaneous PA FormOR
Email from ISDS Coordinator OR
HR Manager

Back to Table of Contents

LEAVE OF ABSENCE

Security series only: An F-4 form needs to be submitted for paid or unpaid leaves of absence of 90+days (send

directly to Jana Moore)

Action / Required:

Leave Without Pay

/
  • Email from Payroll

Return From Leave Without Pay

/
  • Email from Payroll

Leave With Pay

/
  • Leave with pay approval letter

Return From Leave With Pay

/
  • Miscellaneous PAFormOR
Email from supervisor OR
HR Manager

Back to Table of Contents

TERMINATIONS

Security series only: An F-4 form needs to be submitted for terminations of employment from DOC(send

directly to Jana Moore)

Action / Required:

Dismissal

/
  • Dismissal letter

Layoff

/
  • Layoff letter

Limited Duration Termination

/
  • Miscellaneous PAFormOR
Email from supervisor OR
HR Manager

Removal From Trial Service

/
  • Removal from trial service letter

Resignation

/
  • Resignation/Retirement/Transfer Out FormOR
letter of resignation

Retirement

/
  • Resignation/Retirement/Transfer Out Form

Temporary Appointment Termination

/
  • Miscellaneous PAFormOR
Email from supervisor OR
HR Manager

Transfer Out To Another State Agency

/
  • Resignation/Retirement/Transfer Out Form

Back to Table of Contents

MISCELLANEOUS ACTIONS

Action / Required:

Address Change

/
  • Address/Phone Change Form

Cost Center Change (Current Month Only)

/
  • Miscellaneous PA Form

Cost Center Change (Retroactive)

/
  • Request to Transfer Payroll Expenditures Form(from Budget)

Name Change

/
  • Name Change Form
  • ID Card Request Form
  • SECURITY ONLY:F-4 form (send to Jana Moore)

Pay Status Change

/
  • Miscellaneous PA Form

Paycheck Distribution Change (PDC)

/
  • Miscellaneous PA FormOR
Email from Payroll, supervisor or HR Manager

RDC Change

/
  • Miscellaneous PA FormOR
Email sent to HR Personnel Records Manager

Back to Table of Contents

Page 1 of 10Revised 2/2018