OPM-97-50 to OPM-97-59
OPM-97-50 Senate Bill No. 706: NEW HIRE REPORTING REQUIREMENTS OPM-97-51 State Work Incentive Program OPM-97-52 1998 Holidays for State Employees OPM-97-53 August 1997 Supplement to the Merit Rules for Employment Including Emergency Amendments OPM-97-54 1997 State and Local Government (EEO-4) Survey OPM-97-55 Human Resources Management Advisory Committee Single Leave Supplement OPM-97-56 Carl Albert Public Internship Program — Eligible Applicants OPM-97-57 Revised Automatic Deposit Transmittal (OPM-73) OPM-97-58 Submission of Annual Employee Service Ratings OPM-97-59 Interpretation of the Use of Donated Leave to Supplement Workers’ Compensation Benefits
MEMORANDUM
July 29, 1997
TO: All Appointing Authorities of Agencies on OPM Agency Payroll System
FROM: Oscar B. Jackson, Jr. Administrator and Cabinet Secretary of Human Resources
RE: Senate Bill No. 706: NEW HIRE REPORTING REQUIREMENTS
Section 8 of Senate Bill No. 706, provides that all employers doing business in the State of Oklahoma shall report to the Oklahoma Employment Security Commission (OESC) the hiring or employment of any persons who resides or works in this state to whom the employer anticipates paying earnings. The report must be made within 20 days of hiring or twice monthly, not less than 12 nor more than 16 days apart if reported electronically.
OPM will be providing the following information to OESC on a semi-monthly basis for agencies on the Agency Payroll System: the employee’s name, address, social security number, date of employment, and federal identification number. To meet the reporting requirements of the statute, please enter new hire information into the OPM Agency Payroll System within ten (10) days of the employees enter on duty date.
If you have any questions regarding this procedure, please contact Glenda Gesell of OPM Management Information Services at (405) 521-6316.
August 12, 1997
TO: All Appointing Authorities
FROM: Oscar B. Jackson, Jr.,
Administrator and Cabinet Secretary of Human ResourcesRE: State Work Incentive Program
Effective July 1, 1997, House Bill 1147 amended the Oklahoma Personnel Act to create the State Work Incentive Program. This program is designed to encourage the placement of eligible participants in the Temporary Assistance to Needy Families Program (TANF) into entry-level positions in state government. State agencies may hire such persons into the unclassified service in a full or part-time capacity and such hires shall not count against an agency’s FTE limit.
Employees hired through the State Work Incentive Program shall be eligible for leave and other benefits available to other state workers, subject to other eligibility requirements, and may be reassigned or promoted while they are in the program.
State agencies may consider conversion to permanent classified status for those employees after two years of continuous participation in the program provided the employee: (1) has had satisfactory performance as evidenced by performance appraisals required in 74 O.S. Section 840-4.17; (2) possession of the minimum requirements listed in the classified job specification; and (3) successful completion of any entrance examination assigned to the job class by the Office of Personnel Management (OPM). The employee will not be subject to other probationary hiring procedures such as placement on Merit System job registers and certification.
The Department of Human Services (DHS) will make referrals of eligible persons through DHS County Offices to state agencies interested in hiring through the State Work Incentive Program. OPM will not maintain referral lists of eligibles for this program.
If you have questions about this program, I encourage you to contact the OPM Recruitment Division at (405) 521-2171 or the DHS County Director in your area.
To: ALL APPOINTING AUTHORITIES
From: Oscar B. Jackson, Jr.
Administrator and Cabinet Secretary for Human ResourcesDate: August 20, 1997
Subject: 1998 Holidays for State Employees
Attached is a copy of Executive Order #97-18, by which Governor Frank Keating has set dates to be observed as holidays by the State of Oklahoma in 1998.
Attachment
August 22, 1997
TO: All Appointing Authorities
FROM: Oscar B. Jackson, Jr.
Administrator and Cabinet Secretary of Human ResourcesRE: August 1997 Supplement to the Merit Rules for Employment Including Emergency Amendments
Effective August 1, 1997, we have combined all of the rule changes made by the Administrator of the Office of Personnel Management, including a number of emergency rule amendments which became effective August 1, 1997, into one Office of Personnel Management (OPM) Supplement to the Merit Rules for Employment issued January 1, 1996. The emergency amendments affect Merit Rules on reductions in force, impartial review, and affirmative action and were necessary due to statutory changes made during the 1997 Legislative Session. Discard your July 1997 OPM Supplement to the Merit Rules for Employment. We are enclosing a copy of the new August 1997 OPM Supplement to the Merit Rules for Employment. The enclosed copy is printed on one side of the paper only to make it easier to copy. Please copy and distribute it to your employees. Due to technical difficulties, we have experienced a delay in providing copies of the rules on floppy disk. The situation has been resolved, and floppy disks will be available within the next two weeks. Please send your request to Chris Jones along with a formatted 3.5" floppy disk. We plan to print a complete new copy of the Merit Rules for Employment this Fall.
Contact Chris Jones at (405) 521-2167, if you have any questions about obtaining a copy of the rules on a floppy disk.
August 27, 1997
TO: All Appointing Authorities
FROM: Oscar B. Jackson, Jr.
Administrator and Cabinet Secretary of Human ResourcesRE: 1997 State and Local Government (EEO-4) Survey
In compliance with federal regulations, all Oklahoma state agencies are required to submit a State and Local Government Information Survey (EEO-4). This report is required by federal law, Section 709(c) of Title VII of the CRA, 1964, as amended.
One copy of the EEO-4 reporting form is enclosed and may be reproduced by your agency for worksheets and to transmit your data to this office. This reporting form, EEOC Form 164, Feb. 97 is the only form that may be used.
Information should be reported on both classified and unclassified employees. Full-time and part-time employment statistics should cover the payroll period ending June 30, 1997. New hire data should be included for the fiscal year which ended June 30, 1997. Please ensure that data submitted is the same information reflected in your FY 98 Affirmative Action Plan.
Your EEO-4 data should be submitted to this office by September 30, 1997.
Should you have questions or require assistance, please contact Janice Wadkins at (405) 521-3082.
August 29, 1997
TO: All Appointing Authorities
FROM: Oscar B. Jackson, Jr.
Administrator and Secretary of Human ResourcesRE: Human Resources Management Advisory Committee Single Leave Supplement
The 1994 Oklahoma Legislature created the Human Resources Management Advisory Committee and directed it to make five studies relating to the state service. I shared the committee’s final report with you in February 1996. This is a supplement concerning the committee’s study of single leave. If you have questions about the report, please contact either Todd Dennis, Assistant Director, OPM Compensation Division, at 405 521 6374, or Marty Irwin, Associate Administrator for Policy Services, at 405 521-3064.
Enclosure
TO: ALL APPOINTING AUTHORITIES
FROM: Oscar B. Jackson, Jr. Administrator and Cabinet Secretary of Human Resources
DATE: September 5, 1997
IN RE: Carl Albert Public Internship Program—Eligible Applicants
The Office of Personnel Management is maintaining a list of eligible Carl Albert Public Internship Program (CAPIP) applicants for Fall 1997. However, because of the hiring freeze ordered by Governor Keating in Executive Order 97-16, opportunities for CAPIP appointments for the fall semester may be limited. Nevertheless, there may be extraordinary circumstances which justify the appointment of an Undergraduate or Executive Fellows Intern under one of the permissible exceptions to the hiring freeze.
Due to the Executive Order, until December 31, 1997, the Office of Personnel Management will require an approved OPM-92 before processing the appointment of a CAPIP Intern. To obtain a list of eligible CAPIP applicants, please contact Dayna R. Petete, Program Coordinator, at (405) 521-6293.
September 16, 1997
TO: ALL APPOINTING AUTHORITIES
FROM: Oscar B. Jackson, Jr. Administrator and Secretary of Human Resources
SUBJECT: Revised Automatic Deposit Transmittal (OPM-73)
The Office of Personnel Management has revised the OPM-73 form to include a new telephone number of 405/521-2172 for state employees to call for assistance. All calls to the old number will be forwarded to the new number for assistance. We have also put more emphasis on the statement “Allow up to 60 days for automatic deposit to commence”. We feel this emphasis will provide clarification to employees as to when automatic deposits will start.
We are enclosing a purple copy of the form and also a white copy suitable for you to use for photocopying. Please begin using the new enrollment form immediately.
Thank you for your assistance in this matter.
September 16, 1997
To: All Appointing Authorities
From: Oscar B. Jackson, Jr.
Administrator and Cabinet Secretary for Human ResourcesRE: Submission of Annual Employee Service Ratings
The Office of Personnel Management (OPM) is required by Section 840-4-17 of Title 74 of the Oklahoma Statutes, to submit to the Governor, President Pro Tempore of the Senate, and Speaker of the House of Representatives, an annual report identifying those agencies which have complied with the annual service rating requirements of the Oklahoma Personnel Act.
As outlined in the Act, an OPM approved annual service rating is required of virtually every classified/unclassified and exempt employee in the executive branch of state government. Excluded from this requirement are members of boards and commissions, heads of agencies, one principal assistant or deputy, and one executive secretary for each state agency. Also excluded are persons chosen by popular vote or by appointment to fill an elective office along with their employees; however, this exception does not apply to employees of the Oklahoma Corporation Commission, the Department of Labor, or the State Department of Education.
The reporting period starts July 1, 1996 and ends June 30, 1997. We need all employee service ratings for evaluation periods ending during this period. This ending date is not the date on which the service ratings are signed but the ending date of the evaluation period. Any evaluations which have ending dates after June 30, 1997 will be counted in next year’s report.
As this compiled report is submitted about January 1 of each year, we must begin the review of each agency’s submissions on October 31, 1997. In order for us to have the necessary time to complete the review and prepare the report, it is critical that we receive the completed service ratings as early as possible, but in any case, no later than November 14, 1997. Thank you for your assistance in this matter.
Please contact Joe Davenport or Spencer Anthony at (405) 521-6367 if you have any questions.
September 16, 1997
TO: All Appointing Authorities
FROM: Oscar B. Jackson, Jr.
Administrator and Secretary of Human ResourcesRE: Interpretation of the Use of Donated Leave to Supplement Workers’ Compensation Benefits
Upon consultation with the State Attorney General’s Office, the Office of Personnel Management is revising its interpretation of the use of donated (or shared) leave to supplement workers’ compensation benefits. In a memo issued on November 15, 1995, agencies were advised that it was not permissible to allow employees to supplement temporary total disability (TTD) benefits with shared or donated leave. We recently have revisited this issue and determined that such a practice is permissible. Given that agencies have discretion in the application of shared leave, no action is required on past shared leave requests.
If you have questions, please contact either Todd Dennis, Assistant Director, OPM Compensation Division, at 405/521 6374, or Steven Loux, Director, OPM Compensation Division at 405/521-6338.