​Position Reclassification

Purpose:  Use the Position Reclassification action to reclassify a position to a different Class Code. 

A position reclassification should only be processed if the position is:

  • A Group position
  • A Vacant position
  • A filled position where the incumbent's suffix code is a 'U' (Underfill)
  • A filled position where the incumbent's class code and rate of pay is changing. Per DFM, agencies may update the budgeted salary and benefits in this situation. (Note: The employee will still need to be reclassified and the effective date for the employee and position reclassification should be the same.) 

      * If your agency has pay locations, but is not pay location driven in IPOPS, the pay location may be updated using the Position Control Reclass action. 

 
FILLING OUT THE FORM
 
Mandatory fields will have yellow font and must be completed before the document can be submitted or sent to the next reviewer/approver.
 


Effective Date: Select an effective date from the drop-down list.  The effective date will default to the pay period begin date for the first pay period that has not yet processed. Click the drop-down list and choose from a total of 16 (sixteen) pay period begin dates. This includes the three most recent pay period begin dates that have already been processed, the first one that has not been processed and twelve pay period begin dates in the future.
 
IPOPS Permanent Record Information– This field is used for information pertaining to the action being taken on the position. This can be used for documentation purposes and will stay with the document and can also be requested through IBIS after the document is archived. This comment will not be displayed on the mainframe.
 
Position Control Base Information


 

Class Code - This code identifies the position's job title. Click on the blue check mark in the right column and a new screen will appear called Class Descriptions. You have the capability to search by class title descriptions or by class code number. Select the appropriate information from the drop down list and then click on the 'Return' Info button. This action will return the selected class code number and title to the document pre-filled.

 

Full Time Equivalent – This is the percentage of how many months out of the fiscal year that the position will be filled. The formula is equal to number of months that a position is filled divided by 12. For example, a position filled for all 12 months would have 1.00 as the FTE. Group positions must have the FTE coded as 0.00. Select the appropriate percent from the drop-down list.

 

Pay Period Hours – This is the number of hours that an employee will be scheduled to work during a pay period. If the position is full-time biweekly, code the pay period hours as 80.00. Group positions must have the pay period hours coded as 0.00.

 

Pay Location – This is a two or four digit code that an agency may have assigned to break the agency into specific areas for reporting and warrant distribution. This is only used if the agency is set up with pay locations on the EIS system and is pay location driven.  This field will be pre-filled if your agency is pay location driven. To remove the pay location, select the * from the drop down list. Otherwise, if the agency is not pay location driven then it should be left blank.

 

Position Type - This identifies the type of position. Select the appropriate position type from the drop-down list.


Classified

CR - Regular/Staff   (position control number must be between 0001 and 8999)

CL – Limited            (position control number must be between 0001 and 8999)

CS - Seasonal         (position control number must be between 0001 and 8999)

     

Non-Classified

NR - Regular/Staff           (position control number must be between 0001 and 8999)

NG - Group Employees   (position control number must be between 9000 and 9999)

 

Note: The position type must match the class code. For example, if the position is a classified position, the class code must also be classified. There cannot be a classified position type with a non-classified class code, but there may be a non-classified position type with a classified class code.

 

Change Reason - This is a read-only field. The values shown in the 'Currently on File' area display the last change reason and description that took place for that position control number.

10 - Setup

20 - Update

25 - Reclass

90 - Delete

91 - Reactivate 

22 - System Generated (only change in the distribution, archive will reflect this change
       reason)

25 - System Generated (change reasons RC, RD, RL & RU)

26 - System Generated (fiscal year end projections)

80 - System Generated (Indicates position is filled)

81 - System Generated (Indicates position is vacant)

 

Position Status - This is a read-only field. The position status displays whether the position is filled, vacant or deleted.

 

Position Control Distribution Information

The position control distribution area reflects how the position is currently set up through STARS (Statewide Accounting and Reporting System); in regards to the index, PCA, grant/project and distribution percentages.

There are up to eight lines of distributions available. The distribution drop-down list will only show the valid indexes and PCAs for the fiscal year you are respectively working in.


 
 
 

Updating Indexes, PCAs, Grants and Projects - If the number of the index, PCA, grant or project that needs to be assigned to the distribution is known, use the drop-down list and select from the available options. Otherwise, click on the description check mark icon which will open a second window with a drop down list of options with their title descriptions. There is an icon for each of the various labor distributions (index, PCA, grant and project) on each line. 

Index – An index is a four character alphanumeric accounting code, which identifies the source from which payroll dollars will be paid. Within the index column is the current index code and there is the drop down list where a new index may be selected to either establish, replace, or to delete it. Index and PCAs can be used separately or together, depending on how the agency is set up through STARS. Refer to Division of Statewide Accounting for more details.

PCA – A PCA is a five character alphanumeric accounting code, which identifies the source from which payroll dollars will be paid. Within the PCA column is the current PCA code and there is the drop down list where a new PCA may be selected to either establish, replace, or to delete it. Index and PCAs can be used separately or together, depending on how the agency is set up through STARS. Refer to Division of Statewide Accounting for more details.

Grant/Project – A grant/project is a nine character alphanumeric code that allows an agency an accounting breakdown beyond Index or PCA. This field should only be coded if the agency has set up grant or project codes with the Division of Statewide Accounting (STARS). When the Grant/Project is filled, the index and/or PCA must be coded as well. There are some Grants/Projects which include blanks. These blanks are represented in the drop-down list by tildes (~~). Each tilde represents a blank space.

Note: You may see a 'click to view' in a field for either of two reasons. 

1. This indicates that an additional screen will need to be displayed to accommodate the number of indexes, PCAs or grants/projects allowed for your agency. If the 'click to view' displays, select the blue check mark to the left of the box to select the grant/project.

2. There are no grant/projects to be displayed for your agency.


Distribution Percentage – This drop down list that allows you to select the appropriate percentage for your distribution types (index, PCA, grant, and project). This percentage must always add up to 1.00.

 
Position Control Budget Information

 
Budgeted Salary – This is the budgeted salary amount for that position in the respective fiscal year. The budgeted salary is the gross salary expenditures expected for the fiscal year. All positions must be coded with an amount greater than or equal to $1.00.  Length is 7.2.  Do not use a comma.
 
Budgeted Benefits - This is the budgeted benefits amount for that position in the respective fiscal year. The budgeted benefits are the employee benefit expenditures expected for the fiscal year.  All positions must be coded with an amount greater than or equal to $1.00.  Length is 7.2.  Do not use a comma.
 
Budgeted Hours – This is the budgeted hours that the position is to be filled in that fiscal year. This may be calculated by using the FTE and Pay Period hours from the Base information area. Zeroes can be used for Group Positions; all other positions must have an amount equal to or greater than 1.00 (whole numbers only).  To calculate the number of budgeted hours, use the number of pay periods that will have payroll charges in the fiscal year and multiply by the pay period hours for the position.  Budgeted hours for a full-time position will be 2080 (26 multiplied by 80).  Length is 5.2.  Do not use a comma.
 
Note:  Only group positions (NG) can have zero (0) in the budgeted hours field and Budget Control Information is unable to be edited as it is populated with the 'Actuals' from the prior fiscal year.
 
Position Control Approval Cycle