Office of Procedures, Records, and Forms Business Policies and Procedures Manual

PERSONNEL
60.25
Revised 11-17
Human Resource Services
509-335-4521

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

Forms:

Personnel Action Form (also available in FileMaker format)

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.

PERMS User Manual

For more detailed instructions, see the PERMS User Manual.

Temporary Employees

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

Nonservice

Use a Nonservice Pay Authorization to process nonservice pay or compensation (see BPPM 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 BPPM 90.01 for confidential records disposal instructions.

Deadlines

Comply with the deadlines on the Payroll Documents Schedule (see BPPM 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

Access PERMS from the HRS website:

Select Resources, then Select Access to HR Systems

or go to the PERMS log-in webpage.

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 Routing PERMS Transactions). 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 Assistants).

Dates

Record dates using one of the following methods:

  • Enter number for month, day, and year with dashes (MM-DD-YY), i.e., 05-22-09 for May 22, 2009;
  • Enter number for month, day, and year without dashes (MMDDYYYY), i.e., 05222009 for May 22, 2009; or
  • Select the date from the dropdown calendar.
Campus Community

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

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:

  • First and last name
  • Mailing address
  • Social security number
  • Gender
  • Date of birth
  • Immigration status (non-U.S. citizens only)

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 Training section within the myWSU portal:

Select Main Menu, then
Select myWSU 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 BPPM 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 BPPM 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 BPPM 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 Faculty 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 BPPM 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 BPPM 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 Figure 1, Figure 2 and Figure 3, 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/Change Employee Education Level Data example
Figure 1 Add/Change Employee Education Level Data
Add or Correct Degree
To add or correct a degree:

  • Select Employee Add/Change.
  • Search for employee by using the WSU ID, SSN, Name Search, Position Number, or Organization Number.
  • Update the Highest Education Level by choosing from the dropdown menu.
  • Enter the year awarded under Yr Degr Awarded.
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 BPPM 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 Figure 1.)

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 Figure 1.)

Country of Citizenship

Complete this field for initial employment PERMS transactions for non-U.S. citizens (see BPPM 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 BPPM 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 BPPM 85.33). Refer to the online application WSUORG to locate a unit’s home department number (see BPPM 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 Figure 2.)

  • Select Appointment Add/Change/Route.
  • Search for employee using the WSU ID, SSN, or Name Search; then enter a date in the Select Appointment From field and click the Select button.
  • Enter the effective date of the required change in the Date field. Type or select the effective date from dropdown calendar; then click the Add New button.
  • Select the Change button. This opens the Home Department and Work Location fields.
  • Enter the required change(s); then select Continue.

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 Figure 2.)

PERMS Add/Change Appointment(s) Screen
Figure 2 PERMS Add/Change Appointment(s) Screen
Changes

To make changes to the assigned work location:

  • Select Appointment Add/Change/Route.
  • Search for employee using the WSU ID, SSN, or Name Search; then enter a date in the Select Appointment From field and click the Select button.
  • Enter the effective date of the required change in the Date field. Type or select the effective date from dropdown calendar; then click the Add New button.
  • Select the Change button. This opens the Home Department and Work Location fields.
  • Enter the applicable location code(s) from the list below, or

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

  • Enter or select the applicable change(s); then select Continue.

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.

LocationCode
Adams County, WSU ExtensionADA
Asotin County, WSU ExtensionASO
Benton-Kennewick County, WSU ExtensionBEK
Benton-Prosser County, WSU ExtensionBEP
Buckley-WSU DairyBUC
CentraliaCEN
Chehalis Indian ReservationCIR
Chelan County, WSU ExtensionCHE
Clallam County, WSU ExtensionCLA
Clark County, WSU ExtensionCLR
College of Nursing--SpokaneICS
College of Nursing--YakimaICY
Colockum-Ag Multiple Use Res. CenterCLK
Columbia County, WSU ExtensionCOL
Colville Indian Res.CVL
Cowlitz County, WSU ExtensionCOW
Douglas County, WSU ExtensionDOU
Environmental Protection Agency--SeattleEPA
Ferry County, WSU ExtensionFER
Franklin County, WSU ExtensionFRA
Garfield County, WSU ExtensionGAR
Grant County, WSU ExtensionGRN
Grays Harbor County, WSU ExtensionGRY
Grays Harbor County West, WSU ExtensionGRW
Hotel and Restaurant Administration, Seattle SRA
Island County, WSU ExtensionISL
Jefferson County, WSU ExtensionJEF
King CountyKNG
King County, WSU ExtensionKIN
Kitsap County, WSU ExtensionKIT
Kittitas County, WSU ExtensionKTT
Klickitat County, WSU ExtensionKLI
Lake Roosevelt ForumLRF
Lewis County, WSU ExtensionLEW
Lincoln County, WSU ExtensionLCN
Lind--Ag Dry Land ResearchLND
Mason County, WSU ExtensionMAS
Moses Lake--Small Business Development CenterMLS
North Franklin School Dist.NFS
Okanogan County, WSU ExtensionOKA
OlympiaOLY
Othello--Potato Research CenterOTH
Othello School Dist.OSD
Out-of-CountryOOC
Out-of-StateOOS
Pacific County, WSU ExtensionPCF
Pend Orielle County, WSU ExtensionPEN
Pierce County, WSU ExtensionPIE
Port Angeles Conf. and InstitutesPRT
Port Townsend PTN
Puyallup Conf. and InstitutesPCI
Royal Slope--Tree Fruit ResearchROY
San Juan County, WSU ExtensionSAN
SeattleSEA
Seattle SBDCSBD
SIRTI--SpokaneSIT
Skagit County, WSU ExtensionSGT
Skamania County, WSU ExtensionSKA
Snohomish County, WSU ExtensionSNO
Spokane County, WSU ExtensionSPN
Stevens County, WSU ExtensionSTE
St. Joseph's Hospital, TacomaSJH
TacomaTAC
Tacoma Public SchoolsTPS
Tacoma SBDCTBD
Thurston County, WSU ExtensionTHU
University of IdahoUOI
University of WashingtonUOW
USDA YakimaUYA
Wahkiakum County, WSU ExtensionWKK
Walla Walla County, WSU ExtensionWAL
Wenatchee NursingWNR
Wenatchee Valley CCWVC
Whatcom CountyWCW
Whatcom County, WSU ExtensionWTC
WhitcomWHM
Whitman CountyWHC
Whitman County, WSU ExtensionWHI
WSU Long Beach REULOB
WSU Mt. Vernon REUMTV
WSU PullmanPUL
WSU Puyallup RECPUY
WSU Prosser IARECPRO
WSU SpokaneSPK
WSU Tri CitiesTRI
WSU VancouverVAN
WSU Vancouver REUVAC
WSU Wenatchee TFRCWEN
WSU Downtown SeattleWSW
YakimaYAA
Yakima County, WSU ExtensionYAK
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 AreaNumber
Accounting and Business Law0705
Animal Sciences0010
Anthropology0514
Apparel, Merchandising, Design and Textiles0109
Arts & Sciences, College of0300
Basic Medical Sciences0318
Biological Sciences, School of0320
Biological Systems Engineering0006
Chemical Engineering & Bioengineering0204
Chemistry0308
Civil and Environmental Engineering0206
College of Nursing1302
Communication, Murrow College of0404
Computer Science0311
Criminal Justice and Criminology0301
Critical Culture, Gender and Race Studies0520
Crop and Soil Sciences0008
Design & Construction, School of0202
Economic Sciences, School of0004
Education, College of0801
Educational Leadership and Counseling Psychology0803
Electrical Engineering and Computer Science0208
Electron Microscopy0319
English0402
Entomology0024
Extension (Administration)0034
Extension Ag & Nat Res Prog Unit0031
Extension Comm & Econ Dev Prog Unit0032
Extension Youth & Families Prog Unit0033
Finance0702
Fine Arts0406
Food Science, School of0019
Foreign Languages and Literature0408
Geology0310
Global Animal Health, Paul G. Allen School of0618
History0502
Horticulture0016
Hotel and Restaurant Administration0703
Human Development0002
Institute of Biological Chemistry0022
Integrative Physiology and Neurology0612
Kinesiology and Leisure Studies0804
Libraries1202
Management and Systems0706
Marketing0708
Mathematics & Statistics0029
Mechanical and Materials Engineering0210
Medical Sciences, College of0900
Molecular Biosciences, School of0321
Music and Theatre Arts0410
Pharmacy, College of1002
Philosophy0412
Physics0314
Plant Pathology0018
Politics, Philosophy and Public Affairs, School of 0510
Program in Health Sciences--Spokane0806
Program in Professional Development--Spokane0709
Psychology0506
Pure and Applied Mathematics0312
School of the Environment1400
School of the Environment – CAHNRS0014
Social & Economic Sciences Research Center1300
Sociology0512
Speech0414
Systems and Computing1301
Teaching and Learning0805
Veterinary Clinical Science0604
Veterinary Microbiology and Pathology0610
Veterinary Sciences (Veterinary Medicine)0030
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.

 

 

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 this field 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 timecard 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.

60.25_fig3
Figure 3 Add Appointment in PERMS

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.

Direct questions to the Graduate School; telephone 509-335-6424.

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 Figure 3 above). 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 following table 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 CodeCodeEmp TypeDescription
Initial01AllUse 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--Disciplinary22CSTo 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 Layoff23CSTo 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--Voluntary21CSTo move an employee from one classification to a classification with a lower salary range maximum at the employee's request.
New Appointment 25AllTo add an appointment for an individual who is currently employed by the University, e.g., adding a summer appointment.
Promotion03F, AP, CSUse 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.
Reappointment11AllTo 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.
Renewal16F, 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/Rehire20F, AP To employ a WSU retiree who retired on TIAA retirement program.
Reversion24F, AP, CS To revert a classified employee during her or his trial service period or to revert an employee exempted from classified service.
Transfer15CSFor 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 CodeCodeEmp TypeDescription
Change25AllTo add, delete, or correct data. Include an indication of the type of change in Conditions or Comments.
Demotion--Disciplinary22CSTo 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 Layoff23CSTo 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--Voluntary21CSTo move an employee from one classification to a classification with a lower salary range maximum at the employee's request.
Leave-- Professional17F, APTo process professional leave. The employee is expected to return to WSU employment. Enter the expected return date in the indicated field.
Leave--Return19F, APTo reinstate an employee who has been on professional leave.
Leave Without Pay18AllTo process leave without pay. The employee is expected to return to paid WSU employment.
Promotion/Tenure03F, AP, CSUse 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
Reversion24F, AP, CSTo revert a classified employee during her or his trial service period or to revert an employee exempted from classified service.
Temporary Upgrade/Return29CSTo 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 CodeCodeEmp TypeDescription
Abandonment of Position45AllTo end an appointment due to the employee's abandonment of her or his position.
Appointment Cancelled/Inactive64AllTo cancel an appointment. Indicate the reason for the cancellation in Conditions.
Change25AllTo add, delete, or correct data. Include an indication of the type of change in Conditions or Comments.
Death80AllTo end an appointment due to the death of the employee.
Disability--Not Job-Related62AllTo end an appointment due to a non-work-related disability which prevents the employee from fulfilling the essential functions of the position.
Disability Retirement65AllTo 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-Connected61AllTo end an appointment due to a work-related disability which prevents the employee from fulfilling the essential functions of the position.
Layoff--Lack of Funds51CSTo process layoff of the employee due to lack of funds.
Layoff--Lack of Work53CSTo process layoff of the employee due to lack of work.
Layoff--Reorganization52CSTo process layoff of the employee due to department or University reorganization.
No I-969AllTo end an appointment because the employee has not completed an I-9 (Employment Eligibility Verification).
Not Reappointed23F, APTo terminate employment because the employee is not reappointed.
Position Number Change72AllTo change a position number.
Rejection During Probation67CSTo end appointment of an employee during the six-month probationary period.
Resignation40AllTo process an employee's resignation from WSU employment.
Retirement30AllTo process an employee's retirement from WSU employment.
Termination for Cause21AllTo process termination of employment for cause. Indicate the reason for termination in Conditions.
Termination of Student Status54GTo end an appointment due to termination of the employee's student status.
Transfer71AllTo end an appointment due to transfer of the employee to another position within WSU.
Visa Not Extended44AllTo end an appointment because the employee's visa period is ended and no extension has been granted.
Work Authorization Expired55AllTo 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 BPPM 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.

Direct questions to the Graduate School; telephone 509-335-6424.

Faculty and Administrative Professional Employees

Obtain the correct code from a previous action, online DEPPS, or ask HRS; telephone 509-335-4521.

Appt. Begin

PERMS automatically completes this field 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 this field 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 BPPM 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 BPPM 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 this field 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 BPPM 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 under Graduate Assistants.

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 BPPM 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.

Direct questions to the Graduate School; telephone 509-335-6424.

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:

summeradmin.wsu.edu

Direct questions to Summer Session; telephone 509-335-2238.

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 Leave– Professional).

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 Leave– Professional).

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 BPPM 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 BPPM 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.

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.

New Faculty

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

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 BPPM 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. The Personnel Action form is available in PDF and FileMaker formats on the PR&F website at:

policies.wsu.edu/prf/index/forms/

Contact HRS for further information.