SANTA CRUZ COUNTY
PERSONNEL ADMINISTRATIVE MANUAL

 

Topic: PERSONNEL TRANSACTION DEADLINES 
Section:  PERSONNEL ADMINISTRATIVE RECORDS
Number: XIV.3. 
Date Issued: Dec. 18, 1992
Date Revised:

PURPOSE:

To identify the deadlines for submitting personnel transactions paperwork.

LEGAL BASIS:

County Code Section 4.15.020


POLICY:

  1. Different types of personnel transactions require different levels of review and approval. In order to provide adequate time for review, approval and processing, different deadlines have been established for different types of transactions.

  2. Transactions paperwork should be submitted prior to the deadline date whenever possible. The deadlines outlined below reflect the latest dates upon which personnel transactions paperwork must be received by the Personnel Department.

  3. The deadlines outlined in this Personnel Administrative Manual section may change during pay periods in which there is a holiday. The Personnel Department will notify Personnel Clerks of any deadline changes due to holidays. 

PROCEDURE:

  1. ROUTINE TRANSACTIONS 

    The deadline for the following transactions is Friday at 5:00 p.m. at the end of the first week of the pay period in which the transaction is effective:

    CODE TRANSACTION

     11 Step Advancement
    15 Probationary to Permanent Status
    21 Position Code Change
    25 Title Change
    26 Overfill
    71 Range Change for Class/Salary Adjustment
    72 New Minimum Step Established For Salary Range
    73 Name Change
    79 Correction
    80 Address Change
    88 Termination
    93 Former Employee Appointed as Extra-Help*

    *This deadline applies to recurrent extra-help appointments only, which occur when there is no break in service between the permanent or probationary status and the extra-help appointment. In this situation, the turnaround document coded for extra-help appointment must be submitted with the turnaround document terminating the employee; however, the extra-help appointment will not be effective until the pay period following the pay period in which the termination was effective.

  2. TRANSACTIONS REQUIRING PERSONNEL DIRECTOR (OR DESIGNEE) APPROVAL

    The deadline for the following transactions is 5:00 p.m. on the Monday before the beginning of the pay period in which the action is effective:

    CODE TRANSACTION


    16 Provisional to Probationary
    17 Substitute to Non-Substitute
    18 Limited Term to Regular Appointment
    22 Transfer to a New Classification
    23 Transfer in Same Class to New Department
    24 Displacement to Equal Class in Layoff
    31 Promotion
    41 Demotion
    43 Displacement to Lower Class in Layoff
    44 Y-Rate
    94 Appointment to Different Class as Extra-Help
    95 Appointment in Same Class in Different Department as Extra-Help


  3. TRANSACTIONS REQUIRING PERSONNEL DIRECTOR (OR DESIGNEE) APPROVAL AND SCHEDULING OF PHYSICAL AND/OR PROCESSING APPOINTMENT

    The deadline for the following paperwork is three full working days prior to the requested processing/physical date (with the exception of advanced step appointments - see note below):

    CODE TRANSACTION


    01 Probationary Appointment
    02 Provisional Appointment
    03 Substitute Appointment
    04 Non-Civil Service Appointment
    06 Reinstatement
    07 Reinstatement Following Layoff
    08 Reemployment Following Layoff
    09 Other Appointment Following Layoff
    91 New Extra-Help Employee
    93 Former Employee Appointed as Extra-Help

    NOTE:


    The deadline for advanced step appointments at steps 4 and 5 is six full working days prior to the requested processing/physical date.

    The deadline for advanced step appointments at steps 6 and 7 is ten full working days prior to the requested processing/physical date.


  4. LEAVES OF ABSENCE TRANSACTIONS REQUIRING PERSONNEL DIRECTOR (OR DESIGNEE) APPROVAL

    The deadline for the following paperwork is a minimum of one week prior to the effective date of the transaction:

    CODE TRANSACTION


    51 Initial Leave of Absence - Medical Reason
    52 Initial Leave of Absence - Personal
    53 Extension of Leave of Absence - Medical
    54 Extension of Leave of Absence - Personal
    55 Return from Leave of Absence Without Pay
    57 Military Leave

NOTE:

In the case of medical emergencies it may not be possible to submit paperwork in advance of the effective date of the leave of absence without pay. In this situation the employee will not be informed in advance whether the leave has been approved or not approved.