WORKFORCE PLANNING

Position Records Impact Workforce Data

A number of decisions that affect the reliability of workforce planning data are made when positions are established in PMIS. To ensure that this data is current, agencies should, as part of routine maintenance activities in human resources, review position record fields and assess the data recorded in them.

Overtime Exemption & Overtime Eligibility Codes

The Overtime Exemption and Overtime Eligibility Codes are often confused.

• The Overtime Exemption Code provides the exemption status of the employee.
  

  E – Exempt from overtime
  N – Non-Exempt (Employee is covered by the Fair Labor Standards Act)
  

• The Overtime Eligibility Code indicates if the role is covered under state provisions that allow overtime pay or compensatory leave.
  

  Y – Eligible for time and one-half overtime.
  C – Eligible for straight-time overtime.
  N – Not eligible for overtime

Position Level Code

Every position in the Personnel Management Information System (PMIS) is assigned a Position Level. Possible assignments are:

E - Employee
F - Faculty
M - Manager
S - Supervisor

The PMIS User's Manual does not define these levels, but the Human Resource Management Manual (HRMM) does define them in its Appendix N, Glossary. The definitions are as follows:

Employee – An individual employed by the Commonwealth who has neither supervisory nor management responsibilities. Employees supervise no one.

Faculty – Teaching and Research, and Administrative and Professional staff as defined in the Consolidated Salary Authorization who are employed in state higher educational institutions. Faculty are viewed as supervising the students in their charge.

Manager – An employee who is responsible for managing programs and resources (financial, organization, staff) and is accountable for the full range of employee related actions including hiring, pay determinations, performance and other work related issues. Managers supervise supervisors. Employees who have no employee supervisory responsibility should not be in Manager Roles, even if they have “manager” in their agency work titles.

Supervisor – An employee who affects, recommends or authorizes personnel actions; completes performance evaluations and assigns and reviews subordinates' work. These individuals are the first-line supervisors over other employees.

DHRM is committed to providing agencies accurate and reliable workforce planning and employee pay data. Maintaining the integrity of data entered into PMIS is a critical element in the partnership between agencies and DHRM.

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

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