Workforce Data Management

Use of Social Security Numbers

CIPPS payroll and leave records now require the use of employee ID numbers rather than social security numbers.  The main purpose of this change was to protect employees’ identities.  Because PMIS records continue to display social security numbers, agencies should take every precaution to protect employees’ identities with respect to these records.  For example:

• PMIS users should not leave PMIS employee displays viewable on their personal computers.
• Agencies should keep any printed material with employees’ names and social security numbers in locked files, and such documents should be shredded when they are no longer needed.
• Agencies should not send PMIS screen prints by email or fax unless social security numbers are first removed.
• Other emails concerning employees should reference employees’ names and ID numbers, rather than names and social security numbers.

Recording Employees’ Pay Schedules

Because PMIS is now being used to update payroll information in CIPPS, it is more important than ever for information to be entered accurately and promptly in PMIS.  One field of particular concern is the Pay Schedule field.

Most employees are paid on a semi-monthly basis and should have their Pay Schedules designated as “24.”  There have been a few cases where agencies have incorrectly designated their pay schedules as “12”.  In these cases, payments to the affected employees were doubled, resulting in thousands of dollars in overpayments.  Pay Schedules should be reviewed carefully when employees are hired or when their status changes.

Employees Transferring from Non-PMIS Agencies

Agencies should use the PSE002 Rehire transaction when an employee transfers from a non-PMIS to a PMIS agency.  Following the initial entry, human resources staff should use the PSE314 transaction to correct the employee’s Next Leave Anniversary Date and Last Anniversary Number to reflect the employee’s state service in the non-PMIS agency.

Requests to correct employees’ State Begin Dates should then be sent to the DHRM Help Desk at http://web1.dhrm.virginia.gov/itech/.   DHRM will finalize the transactions so that they are not included as rehires on the Workforce Planning reports or E-trans files.

Our goal is to provide practical information that supports human resource objectives across the Commonwealth and to encourage innovative strategies in the management and delivery of agency services.

To tell us what you would like to see featured in upcoming issues email us at
  compensation@dhrm.virginia.gov or policy@dhrm.virginia.gov

Department of Human Resource Management
Office of Agency Human Resource Services
101 N. 14th Street
 Richmond, Virginia 23219
Phone: 804-225-2131        Fax: 804-371-7401