Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PERSONNEL
60.25
Revised 5-12
Human Resource Services
335-4521

Personnel/Position/Payroll Electronic Routing Management System (PERMS)

PDF link

POLICY

Administrative units are to use the Personnel/Position/Payroll Electronic Routing Management System (PERMS) to authorize personnel actions and communicate employment status to Human Resource Services, Payroll Services, and other central offices. PERMS transactions do not establish or alter employees' position descriptions or contracts with the employer, Washington State University. Departments are responsible for ensuring that the information entered into PERMS matches employees' position descriptions and employment contracts.

PERMS is used to perform actions for faculty, adjunct faculty, administrative professional employees, civil service employees, graduate assistants, and employees covered by collective bargaining unit agreements.

For purposes of this section, civil service and collective bargaining unit employees are referred to as classified employees.

PROCEDURES OVERVIEW

This section provides the following procedures regarding use of the PERMS to process personnel actions.

Employee select/search fields (see below)
Employee add/change fields (see below)
Appointment add/change fields (see below)

PERMS User Manual

For more detailed instructions, see the PERMS User Manual, available on the PERMS website at:

https://webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx

Temporary Employees

Use the Temporary Employment System (TEMPS) and procedures to authorize personnel transactions for faculty timecard and other temporary (hourly) employees. See 60.26, 60.27, and 60.42.

Nonservice

Use a Nonservice Pay Authorization to process nonservice pay or compensation. See 30.30.

GENERAL INSTRUCTIONS

Confidential Information

PERMS includes confidential information (e.g., social security number). Use discretion in all phases of processing, including the retention and disposal of any printouts. See 90.01 for confidential records disposal instructions.

Deadlines

Comply with the deadlines on the Payroll Documents Schedule. See 55.04.

Allow Human Resource Services and other processing offices as much extra time as possible, especially during periods of peak activity, i.e., the beginning of each semester and summer session.

Approval and Training

To access, enter, and approve information in the PERMS system, employees must attend training and obtain approval from the department chair or director and Human Resource Services (HRS) on a PERMS Access Request form. No training is required for approval only of personnel actions; however completion of a PERMS Access Request form is still required. Contact HRS for more information.

Accessing PERMS

To access PERMS, go to:

http://hrs.wsu.edu

Select Resources, then
Select Access to HR Systems

or go to the PERMS log-in webpage at:

https://webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx

Sign in with Network ID and password.

Enter all pertinent information as prompted at each screen.

Corrections

The department must submit corrections made to previously-approved PERMS transactions through the approval routing process. See below.

NOTE: An error on a PERMS transaction does not alter a contractual arrangement between an employee and the University. The department must promptly correct any error discovered in a PERMS transaction.

Information Sources

Obtain employee information from the candidate's application, the employee's previous PERMS transactions, Personnel Action Forms, Payroll Expenditure Audit Reports, Position Actions, the online DEPPS Administrative Information Services (AIS) application, or directly from the employee.

Codes

Several fields require coded input. To view codes, refer to the dropdown code menus available through PERMS.

Graduate Assistants

Contact the Graduate School to confirm the appropriate title code for a graduate assistant position. Waivers which are applicable to some graduate assistant positions vary based upon the assigned title codes. (See below.)

Dates

Record dates using one of the following methods:

Campus Community

Campus Community is the core information module within the student and personnel information system (zzusis) where all person and external organization records are created, stored, and accessed. Campus Community is accessed through the zzusis portal at:

https://portal.wsu.edu/

KEY FIELDS (CAMPUS COMMUNITY)

To create an initial employee record and/or appointment in PERMS, the department first creates a person record in Campus Community. In order for critical biographical data to flow correctly into the Administrative Information Services (AIS) system, the department must enter the following data elements into Campus Community:

NOTE: If data is missing or an error is made in any of these fields, the department must first enter the data or correct the error in Campus Community before PERMS allows creation or completion of the employee record and/or appointment.

For detailed instructions for all fields in Campus Community, refer to the zzusis Training section within the portal at:

https://portal.wsu.edu/

Select Main Menu, then
Select zzusis Training-->Campus Community.

Social Security Number or WSU ID Number

Payroll must have a social security number on file in order to issue a salary payment. (See also below regarding verification of citizenship status.)

Campus Community assigns a WSU ID number when a new employee is appointed, if a number is not already designated for the individual.

Obtaining Social Security Number

For a new employee, obtain the social security number from the employee's social security card.

If a new employee is unable to provide a social security number (SSN), direct the employee to the local Social Security Office. The employee is to request a receipt to show that he or she has applied for a social security card and number.

Changes to SSN

To add or correct a social security number, the employee takes her or his social security card to the Payroll Services office, French Administration 236, or submits a legible copy of the card to Payroll Services by interdepartmental mail; mail code 1024. The name and social security number on the copy must be readable. See also 55.05.

WSU ID Number

For current employees, obtain the WSU ID number from a previous PERMS transaction, DEPPS, Personnel Action Form, Payroll Expenditure Audit Report, or other document in the employee's personnel file.

Name

For new employees, enter the employee's full name using coding conventions found in 90.75. For current employees, enter the full name: last name, first name, and middle name. Do not enter nicknames.

Name Changes

For name changes, direct employees to Payroll Services, French Administration 236. See 90.75.

Gender and Date of Birth

The department enters the employee's gender and date of birth for initial employment transactions only. Completion of the gender and date of birth fields is required.

Explanation

Enter month, day and year (MM-DD-YY or MMDDYYYY), e.g., 12-31-65 or 12311965, or select the date from the dropdown calendar.

Corrections

Correct a birth date by routing a memorandum to Payroll Services with a copy of a legal document showing proof of date of birth.

Immigration Status

Complete this field for initial employment PERMS transactions for non-U.S. citizens. For changes to immigration status, the Office of International Students and Scholar Services submits the applicable documents to HRS.

Explanation

Enter a U.S. Citizenship and Immigration Services Code (USCIS Code). See the code listing in 60.05.

Employees who are aliens inform the employing department and Payroll Services of their immigration status when appointed and of any subsequent changes to that status.

Refer to 60.05 for definitions of USCIS codes. NOTE: Since DEPPS limits the number of characters for immigration codes to two characters, the immigration codes as available in PERMS and DEPPS may appear different than the official USCIS codes.

PERMS FIELD INSTRUCTIONS

The following pages include detailed instructions for each changeable field in PERMS.

Fields become available for changes based upon the assigned action. Refer to the field instructions below, the applicable samples in the PDF version of pages 60.25.6, 60.25.9, and 60.25.15, and the screen prompts in PERMS for the type of employee and action involved.

Employee Select/Search

WSU ID or Social Security No.

Enter the WSU ID or social security number under either the Appointment or the Employee Display screens or the Appointment Add/Change/Route screen.

Employee Add/Change

Highest Education Level

To enter or change the employee's highest degree earned, select the description from the Highest Education Level dropdown listing on the PERMS Add/Change Employee Data screen that represents the employee's highest degree.

Enter the year the degree was awarded.

Highest Education Level Choices:
No academic credential
Grade school
Some high school
High school diploma or equivalent
Trade certificate
Some college
Associate's degree
Bachelor's degree
Master's degree
Professional degree
Other doctorate (e.g., Dr. of Educ. or DVM)
Ph.D.

Add or Correct Degree

To add or correct a degree:

Previous WSU Service?

Complete this field for reappointment PERMS transactions only.

Explanation

Select Yes or Leave blank. Yes means that the individual has previously held a WSU appointment, i.e., classified, administrative professional, or faculty. A period of time must separate the previous appointment from the current appointment.

If selecting Yes, PERMS sends an e-mail notification to HRS.

Not Previous WSU Service

Do not indicate that the employee has previous WSU service for promotions, transfers, or other continuing employment.

Temporary (hourly) employment, graduate appointments, and adjunct appointments are not considered previous WSU service in this context.

Previous State Service?

Complete this field for initial employment or reappointment PERMS transactions only.

Explanation

Select Yes or Leave blank. Yes means that the employee was employed by another state of Washington agency or institution of higher education.

If selecting Yes, PERMS sends an e-mail notification to HRS. HRS requests leave information from the former state employer and routes copies of the response to the department. See 60.19.

Not Previous State Service

Temporary (hourly) employment, graduate assistantships, and adjunct appointments are not considered previous Washington state service in this context.

Veteran Status

Complete this field for initial employment or reappointment PERMS transactions. NOTE: This field is not displayed after the initial employment or reappointment PERMS transaction is submitted. The department must refer any future changes in veteran status to the Office for Equal Opportunity.

Explanation

Select the Veteran Status from the dropdown menu on the Add/Change Employee Data screen. (See below and the example in the PDF version of 60.25.6.)

Veteran Status:
Disabled
Not indicated
Other protected veteran (includes recently separated and Armed Forces Service Medal veteran)
Vietnam era veteran
Nonveteran

U.S. Citizen

Complete this field for initial employment PERMS transactions.

NOTE: If the employee is not a U.S. citizen, select the Country of Citizenship from the dropdown menu on the Add/Change Employee Data screen. (See the example in the PDF version of 60.25.6.)

Country of Citizenship

Complete this field for initial employment PERMS transactions for non-U.S. citizens. See 60.05.

Date I-9 Signed

PERMS displays the date the I-9 is signed or if an I-9 must be completed PERMS displays "Not on File" in the field.

Reappointment

If an employee is reappointed three years after her or his previous hire date and a new I-9 is required, PERMS displays the message, "IMPORTANT—I-9 Expired!"

If an employee is reappointed within three years of his or her original hire date, PERMS displays the message, "IMPORTANT—Reverification Required!"

Eligible for Employment

The I-9 form verifies employment eligibility as a U.S. citizen or a work-authorized alien. See 60.04 and 60.05.

Explanation

Call HRS or query the DEPPS online application to see if a new I-9 must be filed or if the I-9 on file requires updating or reverification. (To query DEPPS enter QEMP on the command line, enter WSU ID number to view the employee screen, and at the employee screen command line type I9.)

Appointment Add/Change

Home Department No.

This number represents the employee's home department. Personnel and payroll record data is organized in the HEPPS and DEPPS Administrative Information Systems (AIS) applications by home department. (See 85.33.) Refer to the online application WSUORG to locate a unit's home department number. (See 10.05.)

The identified home department receives WSU correspondence and is responsible for processing all departmental documentation regarding the employee. If an employee has more than one employing department, identify one department to serve as the home department.

Changes

To make changes to a home department designation, complete the following steps. (Refer to the example screen in the PDF version of 60.25.9.)

NOTE: If a change to the Home Department is the only change in the PERMS transaction, the department preparer is not required to route the transaction for approval.

Work Location

Complete this field when an employee changes work location. (See the example screen in the PDF version of 60.25.9.)

Changes

To make changes to the assigned work location:

Select the map. This opens a dropdown menu of location code choices.

NOTE: If a change to the employee's work location is the only change in the PERMS transaction, the department preparer is not required to route the transaction for approval.

Location Code

Select the code from the dropdown menu for the location (unit, campus) where the employee works the majority of his or her day.

Location Code
Adams County, WSU Extension ADA
Asotin County, WSU Extension ASO
Benton-Kennewick County, WSU Extension BEK
Benton-Prosser County, WSU Extension BEP
Buckley-WSU Dairy BUC
Centralia CEN
Chehalis Indian Reservation CIR
Chelan County, WSU Extension CHE
Clallam County, WSU Extension CLA
Clark County, WSU Extension CLR
College of Nursing--Spokane ICS
College of Nursing--Yakima ICY
Colockum-Ag Multiple Use Res. Center CLK
Columbia County, WSU Extension COL
Colville Indian Res. CVL
Cowlitz County, WSU Extension COW
Douglas County, WSU Extension DOU
Environmental Protection Agency--Seattle EPA
Ferry County, WSU Extension FER
Franklin County, WSU Extension FRA
Garfield County, WSU Extension GAR
Grant County, WSU Extension GRN
Grays Harbor County, WSU Extension GRY
Grays Harbor County West, WSU Extension GRW
Hotel and Restaurant Administration, Seattle SRA
Island County, WSU Extension ISL
Jefferson County, WSU Extension JEF
King County KNG
King County, WSU Extension KIN
Kitsap County, WSU Extension KIT
Kittitas County, WSU Extension KTT
Klickitat County, WSU Extension KLI
Lake Roosevelt Forum LRF
Lewis County, WSU Extension LEW
Lincoln County, WSU Extension LCN
Lind--Ag Dry Land Research LND
Mason County, WSU Extension MAS
Moses Lake--Small Business Development Center MLS
North Franklin School Dist. NFS
Okanogan County, WSU Extension OKA
Olympia OLY
Othello--Potato Research Center OTH
Othello School Dist. OSD
Out-of-Country OOC
Out-of-State OOS
Pacific County, WSU Extension PCF
Pend Orielle County, WSU Extension PEN
Pierce County, WSU Extension PIE
Port Angeles Conf. and Institutes PRT
Port Townsend PTN
Puyallup Conf. and Institutes PCI
Royal Slope--Tree Fruit Research ROY
San Juan County, WSU Extension SAN
Seattle SBDC SBD
SIRTI--Spokane SIT
Skagit County, WSU Extension SGT
Skamania County, WSU Extension SKA
Snohomish County, WSU Extension SNO
Spokane County, WSU Extension SPN
Stevens County, WSU Extension STE
St. Joseph's Hospital, Tacoma SJH
Tacoma Public Schools TPS
Tacoma SBDC TBD
Thurston County, WSU Extension THU
University of Idaho UOI
University of Washington UOW
USDA Yakima UYA
Wahkiakum County, WSU Extension WKK
Walla Walla County, WSU Extension WAL
Wenatchee Nursing WNR
Wenatchee Valley CC WVC
Whatcom County WCW
Whatcom County, WSU Extension WTC
Whitcom WHM
Whitman County WHC
Whitman County, WSU Extension WHI
WSU Long Beach REU LOB
WSU Mt. Vernon REU MTV
WSU Pullman PUL
WSU Puyallup REC PUY
WSU Prosser IAREC PRO
WSU Spokane SPK
WSU Tri Cities TRI
WSU Vancouver VAN
WSU Vancouver REU VAC
WSU Wenatchee TFRC WEN
WSU West WSW
Yakima County, WSU Extension YAK

If none of the above apply, contact HRS for instructions.

Tenure Considerations

Complete this field at the Employee Add/Change screen for initial employment, change of appointment status, or reappointment PERMS transactions for tenure-track faculty.

Area

Select the applicable area number from the dropdown menu.

Tenure Area Number
Accounting and Business Law 0705
Animal Sciences 0010
Anthropology 0514
Apparel, Merchandising, Design and Textiles 0109
Architecture, School of 0202
Basic Medical Sciences 0318
Biological Sciences, School of 0320
Biological Systems Engineering 0006
Chemical Engineering 0204
Chemistry 0308
Civil and Environmental Engineering 0206
College of Nursing 1302
Communications 0404
Community and Rural Sociology

0028

Comparative Ethnic Studies 0516
Crop and Soil Sciences 0008
Economic Sciences, School of 0004
Education, College of

0801

Educational Leadership and Counseling Psychology 0803
Electrical Engineering and Computer Science 0208
Electron Microscopy 0319
English 0402
Entomology 0024
Environmental Science and Regional Planning 1400
Extension (Administration) 0034
Finance 0702
Fine Arts 0406
Food Science and Human Nutrition 0019
Foreign Languages and Cultures 0408
Geology 0310
History 0502
Horticulture and Landscape Architecture 0016
Hotel and Restaurant Administration 0703
Human Development 0002
Institute of Biological Chemistry 0022
Interior Design 0111
Kinesiology and Leisure Studies 0804
Libraries 1202
Management and Systems 0706
Marketing 0708
Mechanical and Materials Engineering 0210
Molecular Biosciences, School of 0321
Music and Theatre Arts 0410
Natural Resource Sciences 0014
Northeast District (Extension) 0039
Northwest District (Extension) 0036
Pharmacy, College of

1002

Philosophy 0412
Physics 0314
Plant Pathology 0018
Political Science 0510
Program in Health Sciences--Spokane

0806

Program in Professional Development--Spokane

0709

Psychology 0506
Pure and Applied Mathematics 0312
Sociology 0512
Southeast District (Extension) 0041
Southwest District (Extension) 0037
Speech 0414
Statistics 0029
Teaching and Learning 0805
Veterinary & Comp. Anatomy, Pharmacology & Physiology 0612
Veterinary Clinical Science 0604
Veterinary Microbiology and Pathology 0610
Veterinary Sciences (Veterinary Medicine) 0030
Women's Studies Program 0520
WSU Vancouver--School of Engineering and Computer Science (ENCS) 5801

Ind. (Indicator)

Select one of the following codes from the dropdown menu:

Tenure Status Code
Non-tenure-track position N
Tenure-track position P
Tenured T

Year Awarded

Enter the academic year of possible tenure award for tenure track faculty.

Changes

Submit any corrections to tenure date or tenure unit by memorandum to the Provost and Executive Vice President. The Provost and Executive Vice President forwards approved changes to Human Resource Services. For more detailed instructions, refer to the PERMS User Manual, available on the PERMS website at:

https://webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx

Employee Status

Complete this field for all PERMS transactions. Select the applicable status description from the dropdown list.

Explanation

This space indicates the employee's employer/employee relationship with WSU.

Faculty and administrative professional employees initially hired with an appointment end date are temporary.

All classified employees who have completed a probationary period are permanent; probationary staff are temporary.

Graduate assistants are always temporary.

Time, Full/Part

PERMS automatically completes thisfield based upon the position effort as indicated for the position in the online DEPPS and HEPPS applications.

Explanation

PERMS does not include hourly or faculty time card appointments in the total FTE.

Changes in percent of employment may also require a Position Action.

NOTE: Changes in percent of employment may also change the employee's eligibility for benefits. Contact HRS to determine future eligibility.

Employee Type

PERMS automatically completes this field based on the indicated position number.

Definitions

Definitions of employee types:

Faculty

Employees whose primary responsibilities include teaching, research or public service or any combination of these, including librarians and counselors are designated as faculty. Faculty includes academic faculty, extension faculty, library faculty, and student affairs faculty. See also WSU Faculty Manual.

Administrative Professional

Employees defined as administrative professional are exempted from coverage of Title 357 of the Washington Administrative Code (WAC) in accordance with the exemption criteria in the Revised Code of Washington (RCW 41.06.070).

Classified Employees

Employees subject to the provisions of the state civil service law (RCW 41.06), Title 357 of the Washington Administrative Code, and applicable collective bargaining unit agreements.

Graduate Assistants

Matriculated students who are approved by the Graduate School and whose primary employment responsibilities relate to teaching, research, and public service.

Details regarding other types of assistants are located on the Graduate School Assistantship Information website at:

http://www.gradschool.wsu.edu/CurrentStudents/Assistantships/

Direct questions to the Graduate School; telephone 335-6424.

Retirement and Retirement Supplementation

HRS prepares these PERMS transactions for retirements and retired WSU employees who receive retirement supplementation.

Action Code / Type of Action

Complete this field for all PERMS transactions. (See the screen sample in the PDF version of page 60.25.15.) The action codes which become available are based upon the user's choice to add, change, or end an appointment.

Explanation

Select the type of action from the Action Code dropdown menu.

Descriptions

Refer to the table below for action descriptions. The descriptions are grouped by action type, e.g., add appointment, change appointment, end appointment. Within each group, the descriptions are listed in alphabetic order by action name.

Employee types are: faculty (F), administrative professional (AP), classified employees (CS), and graduate assistants (G).

Add Appointment

Name of Action Code Code Emp Type Description
Initial 01 All Use this code for the individual's first WSU employment. Check employment history for previous WSU service. If the individual has previous WSU employment, the correct action is reappointment. Time card, hourly, graduate, and adjunct appointments do not constitute previous WSU employment in this context but note these appointments in Conditions to avoid a duplication of records on the computer files.
Demotion--Disciplinary 22 CS To change an employee from a position in one classification to a position in a classification with a lower salary range maximum. This action is a disciplinary action for cause as defined in WAC 357-40-010
Demotion--In Lieu of Layoff 23 CS To move an employee from one classification to a classification with a lower salary range maximum. This must be based upon the employee's acceptance of the option in lieu of layoff.
Demotion--Voluntary 21 CS To move an employee from one classification to a classification with a lower salary range maximum at the employee's request.
New Appointment 25 All To add an appointment for an individual who is currently employed by the University, e.g., adding a summer appointment.
Promotion 03 F, AP, CS Use promotion to indicate the advancement of an employee into a position with a higher salary range maximum for classified positions or a higher rank for other positions. Indicate appropriate appointment status for classified employees.
Reappointment 11 All

To appoint a former state employee following a break in service (a separation of the employer/employee relationship with WSU) NOTE: A PERMS transaction is not required for continuing a permanent academic or classified cyclic-year appointment.

Also used if the employee has previously held an assistantship with WSU and is reappointed to another assistantship.

Renewal 16 F, AP, G To renew a temporary appointment when there has been no break in service. NOTE: The academic break is not considered a break in service.
Retire/Rehire 20 F, AP To employ a WSU retiree who retired on TIAA-CREF retirement program.
Reversion 24 F, AP, CS To revert a classified employee during her or his trial service period or to revert an employee exempted from classified service.
Transfer 15 CS For employee-initiated change from one position to another within the same classification without a break in service or to a different classification with the same salary range maximum.

Change Appointment

Name of Action Code Code Emp Type Description
Change 25 All To add, delete, or correct data. Include an indication of the type of change in Conditions or Comments.
Demotion--Disciplinary 22 CS To change an employee from a position in one classification to a position in a classification with a lower salary range maximum. This action is a disciplinary action for cause as defined in WAC 357-40-010.
Demotion--In Lieu of Layoff 23 CS To move an employee from one classification to a classification with a lower salary range maximum. This must be based upon the employee's acceptance of the option in lieu of layoff.
Demotion--Voluntary 21 CS To move an employee from one classification to a classification with a lower salary range maximum at the employee's request.
Leave-- Professional 17 F, AP To process professional leave. The employee is expected to return to WSU employment. Enter the expected return date in the indicated field.
Leave--Return 19 F, AP To reinstate an employee who has been on professional leave.
Leave Without Pay 18 All To process leave without pay. The employee is expected to return to paid WSU employment.
Promotion/Tenure 03 F, AP, CS Use promotion to indicate the advancement of an employee into a position with a higher salary range maximum for classified positions or a higher rank for other positions. Indicate appropriate appointment status for classified employees
Reversion 24 F, AP, CS To revert a classified employee during her or his trial service period or to revert an employee exempted from classified service.
Temporary Upgrade/Return 29 CS To temporarily upgrade an employee to a higher classification or return the employee to his or her former classification after a period of temporary upgrade.

End Appointment

Name of Action Code Code Emp Type Description
Abandonment of Position 45 All To end an appointment due to the employee's abandonment of her or his position.
Appointment Cancelled/Inactive 64 All To cancel an appointment. Indicate the reason for the cancellation in Conditions.
Change 25 All To add, delete, or correct data. Include an indication of the type of change in Conditions or Comments.
Death 80 All To end an appointment due to the death of the employee.
Disability--Not Job-Related 62 All To end an appointment due to a non-work-related disability which prevents the employee from fulfilling the essential functions of the position.
Disability Retirement 65 All To process an employee's retirement from WSU employment due to a disability which prevents the employee from fulfilling the essential functions of the position.
Disability--Job-Connected 61 All To end an appointment due to a work-related disability which prevents the employee from fulfilling the essential functions of the position.
Layoff--Lack of Funds 51 CS To process layoff of the employee due to lack of funds.
Layoff--Lack of Work 53 CS To process layoff of the employee due to lack of work.
Layoff--Reorganization 52 CS To process layoff of the employee due to department or University reorganization.
No I-9 69 All To end an appointment because the employee has not completed an I-9 (Employment Eligibility Verification).
Not Reappointed 23 F, AP To terminate employment because the employee is not reappointed.
Position Number Change 72 All To change a position number.
Rejection During Probation 67 CS To end appointment of an employee during the six-month probationary period.
Resignation 40 All To process an employee's resignation from WSU employment.
Retirement 30 All To process an employee's retirement from WSU employment.
Termination for Cause 21 All To process termination of employment for cause. Indicate the reason for termination in Conditions.
Termination of Student Status 54 G To end an appointment due to termination of the employee's student status.
Transfer 71 All To end an appointment due to transfer of the employee to another position within WSU.
Visa Not Extended 44 All To end an appointment because the employee's visa period is ended and no extension has been granted.
Work Authorization Expired 55 All To end an appointment because the employee's work authorization is expired.

Separations

Separations of employment require PERMS transactions. All appointment-completed separations require PERMS transactions, except appointment-completed separations for graduate assistants.

From the Appointment Add/Change/Route screen, enter the separation date, click Add New, and then select the appointment to end by clicking End button. Choose the separation reason from the dropdown menu. Repeat this process as needed to end additional appointments.

Enter all applicable statements in Conditions.

Forward a letter of resignation to HRS if the separation is a resignation.

At separation of employment, transfer the faculty, administrative professional, or classified employee's time/leave records to Human Resource Services.

Position No.

Complete this field for all PERMS transactions except adjunct faculty appointments and separations.

Explanation

Enter the six-digit position number. NOTE: Enter "0" for an adjunct appointment. Position Control does not assign appointment numbers to adjunct appointments.

Teaching and staff assistants may be appointed to group position numbers. Research assistants must be appointed to unique position numbers.

A Position Action form creates a position. See 58.01 and 58.02. No appointment can be made unless the position exists.

Find the position number online in the Account Balances/Detail or DEPPS computer applications. Position numbers are also included on the Payroll Expenditure Audit Report. Contact the Budget Office if these sources are not available.

Job Class Code

PERMS automatically completes this field based on the indicated position number. For some employee types and actions this field is modifiable.

Classified Employees

PERMS automatically enters the Job Class Code from the current position.

Graduate Assistants

PERMS automatically enters a Job Class Code based on the indicated position number. To change the code, enter the Job Class Code shown in the Graduate Appointment Processing memorandum, located on the Graduate School Assistantship Information website at:

http://www.gradschool.wsu.edu/CurrentStudents/Assistantships/

Direct questions to the Graduate School; telephone 335-6424.

Faculty and Administrative Professional Employees

Obtain the correct code from a previous action, online DEPPS, or ask HRS; telephone 335-4521.

Appt. Begin

PERMS automatically completes thisfield based on the effective date for the new personnel action as indicated on the Appointment Add/Change/Route screen.

For classified employees, the effective date is the day the employee begins work.

Appt. End

Complete this field for all PERMS transactions.

Explanation

Enter the effective date in MM/DD/YYYY format for separations. The effective date is the last day the employee is in paid status. Each separation must be processed in PERMS.

Enter end dates in MM/DD/YYYY format for all temporary appointments or select from the dropdown calendar.

Enter 12/31/9999 for permanent appointments.

Appt. Dept.

Complete this field for all PERMS transactions.

Explanation

Enter the department number associated with the appointing department. The department number may be found on the Payroll Expenditure Audit Report, online in WSUORG, or from HRS.

Overtime (OT) Status / Work Period

PERMS automatically completes thisfield based on the indicated position number.

Any changes to the overtime status and/or work period of any appointment must be made by changing the position. Contact HRS to make changes to overtime status or work period designations.

Explanation

The overtime status or work period designation determines the employee's eligibility for premium compensation for overtime hours.

See also 60.59 regarding overtime status.

Pay Basis

Complete this field for all PERMS transactions.

Code

Select the applicable code from the dropdown menu at the Appointment Add/Change/Route screen. NOTE: The codes used for pay basis in PERMS match the codes used in DEPPS.

Pay Basis Code
Exception time reporting; most WSU employees E
Positive time reporting. See 55.26. P

Appointment Type

PERMS automatically completes this field based on the indicated position number.

Explanation

Select the type of appointment from the dropdown menu. NOTE: The codes used for appointment type in PERMS match the codes used in DEPPS.

Appointment Type Code
Normal Blank
Summer Session E
Summer Appointment H
Adjunct C

Term

PERMS automatically completes thisfield based on the indicated position number.

Any changes to the term of any appointment must be made by changing the position. The department submits a completed Position Action form to make such changes. See 58.02.

Appt. Status

Complete this field for all PERMS transactions. Select the applicable appointment status code from the dropdown menu available on the Appointment Add/Change/Route screen. NOTE: The codes used for appointment status in PERMS match the codes used in DEPPS.

Codes

Appointment Status Code
Permanent 1
Probationary 2
Trial Service 3
Transition Review Period 4
Temporary 7

1 Permanent

A classified employee who has successfully completed a probationary or trial service period within the current period of employment or a faculty or administrative professional employee hired on a permanent basis.

2 Probationary (Classified Position)

The initial six or twelve months of employment following classified appointment from an eligible list.

3 Trial Service (Classified Position)

The initial period of employment following promotion, demotion, intersystem transfer, interinstitutional transfer, or elevation into a classification in which the employee has not held permanent status. Trial service begins with the effective date of change and continues for six or twelve months, dependent upon classification. Refer to appropriate collective bargaining unit agreement regarding trial service.

4 Transition Review Period (Classified Position)

The transition review period is a six-month evaluation period that allows the employer and employee to determine whether a placement into a position as a layoff option or appointment to a position from a layoff list is a good match. (WAC 357-01-340)

7 Temporary

Any appointment with an appointment end date.

Periodic Increment Date

PERMS calculates this date for classified employees. HRS enters any future changes to the date in this field.

Salary Range and Step

Complete this field for PERMS transactions for classified employees and graduate assistants as indicated below.

Classified Employees

For classified positions, enter the position number. PERMS automatically completes the Salary Range field based on the indicated position number. The range for classified positions is not modifiable.

See 60.29 to determine the appropriate step within the salary range. Enter the correct step in the Step field.

Direct any questions to Human Resource Services.

Graduate Assistants

For graduate assistant positions, the department must enter the correct salary range in this field.

For graduate assistants, use the information in the Graduate Assistantship Processing memorandum and Assistantship Salary Grid located on the Graduate School Assistantship Information website at:

http://www.gradschool.wsu.edu/CurrentStudents/Assistantships/

Direct questions to the Graduate School; telephone 335-6424.

Appt. %

Complete this field for all pay-affecting PERMS transactions.

Explanation

Enter the percent of full-time worked for each appointment, e.g., 100, 75, 50. Decimal points may be used for a fraction of a percent, e.g., 65.50.

FTE Less Than 100%

If the FTE is less than 100%, enter the actual monthly salary in Conditions.

Full-Time Salary

Complete this field for all PERMS transactions except retire/rehire faculty.

Faculty, Administrative Professional

Enter the full-time monthly base salary without stipends or ADRs (Added Responsibility/Administrative Stipend) in this space. Enter the annual salary actually paid the employee in Conditions.

Classified Employees

For classified positions, PERMS automatically completes the Full-Time Salary field based on the indicated position number, salary range, and step. See above regarding completing the Salary Range and Step fields.

Summer Session

Use the PERMS summer session calculator to calculate and enter the FT Rate. Salary calculation guidelines and worksheets are available on the Summer Session Administrative website at:

http://www.summeradmin.wsu.edu/

Direct questions to Summer Session; telephone 335-2238.

Summer Appointment

Payment for a summer appointment is set at an agreed amount, which in no case may exceed a monthly rate of one-ninth of the previous academic year salary.

Stipends/ADRs/Differentials

Complete this field as applicable.

Stipends/ADRs (Faculty, APs)

To add a stipend or ADR, enter the amount in the Differential field. PERMS automatically adds the stipend or ADR to the base salary (FT Rate) and calculates the Pay Rate.

If the faculty or AP salary includes a stipend or ADR, show the amounts for the stipend or ADR and the base salary in Conditions.

Differential (Classified Employees)

If the classified employee salary includes a differential, enter the amount in the Differential field. Show the separate amounts for the differential and the base salary in Conditions.

Leave Indicator

Not on Leave is the default leave indicator for an active appointment.

Leave Reason

Choose a leave reason from the dropdown menu. NOTE: This field is only available when the action code 17 (Leave--Professional), 18 (Leave--Without Pay), or 19 (Leave--Return) is selected from the Action Code dropdown menu. See above.

Leave Begin Date

Enter the beginning date of leave without pay (LWOP) or professional leave. NOTE: This field is only available when the action code 17 (Leave--Professional), 18 (Leave--Without Pay), or 19 (Leave--Return) is selected from the Action Code dropdown menu. See above.

Expected Return Date

Enter the expected date of return.

Conditions

Complete this field as necessary. Several commonly used conditions are provided in dropdown menus based on employee type. Select as needed.

Condition of Employment

Enter anything not already specified which is a condition of employment; such as, relocation expense, years credited toward tenure, or date PhD must be awarded. The conditions of employment may be modified based on departmental needs.

Absence During Breaks

Generally, faculty are expected to work during academic breaks. If the faculty member is exempt from this requirement as a part of the employment contract, so indicate in Conditions.

Retroactive Actions

Explain retroactive actions in detail in the comments section. The comments section is available by selecting View Log.

Previous Service

Enter the name used during previous service if it is different from the name currently used, dates of previous state or WSU service, and the name of the Washington state agency in Conditions.

Actual Salary

Enter the actual salary for all graduate assistants.

Enter any differential type(s) and amount(s) or perquisites and designate the position number associated with the differential.

If employment is less than full time, enter the amount of money the employee will receive each month, "* Actual Salary: (amount)."

Actual salary could reflect a combination of circumstances. For example, if a half time employee were also eligible for a differential, Conditions would show "actual salary" as half of the figure in Full-Time Rate plus the differential. Report each figure and show the basis of the calculation.

For faculty and administrative professional employees, enter the yearly salary.

Temporary Faculty Temporary APs

Select the following statement from the dropdown list in Conditions on all PERMS transactions for temporary faculty and administrative professional (AP) personnel.

"This is a temporary appointment which shall terminate on the date specified and shall not be renewed unless positive action is taken to renew your appointment."

Temporary Faculty and AP Appointments Eligible for Annual Leave

Select the following statement from the dropdown list in Conditions on all PERMS transactions for temporary faculty or temporary APs who are eligible to earn annual leave. (See 60.56.)

"Accumulated annual leave must be used prior to the termination date unless you obtain a written exception from the appointing authority."

Assistants

Select the following statement from the dropdown list in Conditions on all PERMS transactions for graduate assistants.

"This appointment is conditional, subject to the maintenance of a 3.0 cumulative grade point average, satisfactory academic progress, and continued regular enrollment in the Graduate School."

Assistant Requirements

For graduate assistants, add the appropriate statements regarding GPA, residency, minimum credits, etc. as specified in the Graduate Appointment Processing memorandum.

Residency Fee Waiver

For students who do not qualify for the resident operating fee waiver, add "Does not qualify for resident operating fee waiver" under Conditions.

Waiver of Nonresident Portion

If the nonresident portion of a graduate assistant's fees is waived, enter the voucher number under Conditions.

Additional Waivers

NOTE: Contact the Graduate School regarding additional waivers which may be applicable to specific graduate assistant appointments. Enter applicable information regarding such waivers under Conditions.

English Exam

Teaching assistants whose native language is not English are required to pass an English examination. Indicate the date the oral English exam was passed under Conditions.

If the PERMS transaction is submitted prior to the exam, include: "This appointment is contingent upon the student's satisfactorily passing the language examination."

Comments

This section is used for explanations of actions or notes to other approvers. These comments do not appear on the printed Personnel Action Form generated by PERMS.

Separations (Appointment Completed)

Appointment-completed separations for temporary faculty or administrative professional employees require PERMS transactions. Appointment-completed separations for graduate assistants do not.

Appointing Authority

The department's appointing authority must approve any changes to an employee's appointment in PERMS. See 60.10 for information regarding appointing authority.

When more than appointing authority is involved, add the Network ID of the additional person to the routing list on the Routing for Approvals screen. Each appointing authority must select Approve under Routing Action.

Employee Network IDs are often the user name portion of the employee's WSU e-mail address, e.g., the portion before the @ symbol. Employee e-mail addresses may be found in the WSU Electronic Phonebook at:

http://search.wsu.edu/

ROUTING PERMS TRANSACTIONS

When all edits are reviewed and accepted, select the Continue button on the Appointment Add/Change/Route screen to save the PERMS transaction.

When PERMS indicates that a pending appointment is Waiting to Send, the transaction has not been routed for approval.

To route a PERMS transaction for approval, select the red Routing button on the pending appointment. Routing begins when Send for Approvals is selected on the Routing for Approvals screen. Routing is based upon employment type. To add additional approvers, add the Network ID of each approver to the routing list.

Additional documentation may be required for the employment type, as indicated below. For detailed instructions regarding routing, refer to the PERMS User Manual, available on the PERMS website at:

https://webapps.wsu.edu/ais/perms/permsmaster/permswelcome.aspx

New Faculty

When hiring new faculty, submit the offer letter and any letters of recommendation received (see 60.11) to HRS.

NOTE: The Provost's Office requires that the department submit four letters of recommendation for new faculty who are hired with tenure or if tenure is to be granted at the time of hire as part of the faculty member's contract with WSU. The department must submit at least three letters of recommendation for new faculty who are hired without tenure. See 60.11.

New Administrative Professionals

When hiring new administrative professional employees, submit a resume and a copy of the offer letter to HRS.

Joint Appointments

When more than one college/area is involved with a given action, each appointing authority is to approve the PERMS transaction.

Terminations

For terminations, submit the faculty, administrative professional, or classified employee's original time/leave records to Human Resource Services, mail code 1014.

Not Approved

If an appointing authority does not approve a PERMS transaction, he or she selects the Notify Originator button. An e-mail message opens which is prefilled with the employee's information and a link to the PERMS transaction. The approver may add comments about the action. Upon receiving the notification, the originator may modify the pending action or discard the action.

MANUAL PROCESSING

In unusual situations, a department may be unable to submit a personnel action through PERMS. In such a case, HRS may advise the department to submit a signed paper Personnel Action form to request the action.

Departments may obtain forms in the following versions:

http://public.wsu.edu/~forms/fm.html

Contact HRS for further information.

See the PDF form:
60.25.28: Personnel Action Form
Complete and/or print as needed