AY - Acting to Promotional Probation

Purpose: The purpose of the 'AY' change reason is to terminate the employee out of the inactive position and to move the employee's acting position to promotional probation. In this case you would have an employee that is in two positions. One position would be inactive and the other position would be the one they are acting in. This change reason is only used to change a classified employee position.
 
After selecting the employee that you are making this change to, you will get a screen that has the employee's multiple positions on a drop-down list. In order to use this change reason, you will need to select the position with a current appointment code combination of CAR and a pay status of 'A' (their acting position). Then click 'Return Info'.  A 'VX' change reason code will be system generated on this employee's history segment for the inactive position that is being terminated.
 
Here is an example of this situation:
A: PCN 2310 - Liquor Store Manager II, Appt/Type = CAR, Pay Status = A (Active)
B: PCN 3206 - Liquor Store Manager, Appt/Type = CPR, Pay Status = I (Inactive without Pay)
The employee is a Liquor Store Manager and was acting as a Liquor Store Manager II. Use this 'AY' change reason to keep the employee as the Liquor Store Manager II to make this probational promotion.
 
Select PCN 2310 when the multiple position screen is shown.  Enter an effective date and choose 'AY' from the change reason drop-down list.  The only PCN in the drop-down list will be for the inactive position.  A 'VX' change reason will be system generated to terminate the employee out of PCN 3206 with an effective date one day prior to the 'AY' change reason.
 


Use the 'Change Reason' check box to view and select the correct change code.
 


The position with appointment code 'CAR' should be displayed in the current information column and the inactive position will be the only PCN in the drop-down list. 
 

 
The image shown below is from the 'View'.
 
 
 
If you receive an error message which states that you need to verify your current PCN because the pay status is not correct, you have chosen the wrong position. Click the graphic of the man sitting on the chair (above the effective date) and select the 'Acting Appointment' position from the drop-down list.
 

 
The 'Work Type' is an optional field, but in most instances will need to be updated with a 'FS'.
 
 
 
Multiple actions cannot be created when using the 'AY' or 'AZ'.
 
 
 
Field Requirements

X=  Required

O= Optional

Hourly/Daily Employees

​Appt Type​Work TypeFTE​DHR Register #​System Generated
​XO​XX​VX
 
 *VX - Position Vacated due to Appointment Change - This change reason is system generated to an employee's classification history when an 'AY', and 'AZ' change reason is processed.
 
Miscellaneous Appointment Updates Personnel Approval Cycle