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FAQs for Payroll and WV-11s

STATE PAYROLL

  1. What do I do if there is no one available with electronic approval to send a W document to the State Budget Office (ORG 0200)?

WV-11/PERSONNEL ACTION FORMS

Where can I obtain WV-11 forms?
*Special instructions for on-line WV-11 forms*

  1. Can I still use the "Change of Name/Address" form if I'm an on-line PIMS (Position Information Management System) user?
  2. How many days after the original effective date on a WV-11 can the effective date be amended? (New Hires Only)
  3. Can I amend an approved effective date on a WV-11 to an earlier date?
  4. How long do I have to amend the effective date forward on a new hire?
  5. What is the difference in the effective date for an employee paid in arrears vs. an employee paid current?
  6. Can I transfer a temporary employee to a permanent position with one transaction?
  7. Can I do more than one Leave of Absence and Leave Return on the same WV-11?
  8. What is the lowest that an FTE on a vacant position can be reduced to?
  9. If there are not sufficient funds in "reserve" for the salary (position 99999), how do I move money?
  10. Can I change the title and/or salary on a vacant position?
  11. What is the highest percentage a person can receive in one year for a salary merit?
  12. If I hire someone during the fiscal year, can I budget that salary just for the remainder of the fiscal year?

STATE PAYROLL

  1. What do I do if there is no one available with electronic approval to send a W document to the State Budget Office (ORG 0200)?
    The W document can be printed and signed by someone with signature authority and the cover sheet delivered to the State Budget Office in Room W-310 in the capitol building.

WV-11/PERSONNEL ACTION FORMS

Where can I obtain WV-11 forms?
You can obtain standard WV-11 forms from the WV Correctional Industries' stockroom/warehouse by calling 304-558-3636.

*Special instructions for on-line WV-11 forms*
If you use the Corel WordPerfect or Microsoft Word WV-11 forms on our Web site, you may need to adjust the page and/or line spacing to print as a single page (depending upon your particular printer).

If you use the WV-11 form from our Web site, you must first fill out the form, then make specific copies on carbonized colored paper (carbonless NCR paper) as follows:
        1. White            State Budget Office
        2. Green            Agency Payroll Office
        3. Canary           Division of Personnel 
        4. Pink               Agency Originator 
        5. Goldenrod     Keep until signed original is returned

  1. Can I still use the "Change of Name/Address" form if I'm an on-line PIMS (Position Information Management System) user?
    No. Enter WV-11 using transaction codes:  AC = Address Change; NC = Name Change. Agencies with workflow can update NC or AC electronically on the HRIS side (Human Resource Information System).

  2. How many days after the original effective date on a WV-11 can the effective date be amended? (New Hires Only)
    60 days forward from the original date - Use transaction code AE = Amend Effective Date, and enter the original WV-11 reference number in the justification section of the WV-11.
    "AE" can be used for the following employment transactions:
    AB – Reinstate
    AF – Affiliation
    AG – Recall
    EO – Original Appointment
    EP – Provisional Appointment
    EX – Classified Exempt Appointment
    OP – Original Appointment - Preference
    PN – New Hire (ONLY for use by Constitutional Officers, Higher Education, and State Police)
    XS – Seasonal Aide
    XW – 1,000 hours in rolling 12-month period (See Division of Personnel website for guidelines))

  3. Can I amend an approved effective date on a WV-11 to an earlier date?
    No.

  4. How long do I have to amend the effective date forward on a new hire?
    If the employee does not report to duty on the approved effective date on the WV-11, you have 30 days after they report to work in which to correct the date. For example, if the employee was approved to start work May 1 but did not actually report to work until May 16, you have until June 16 to file the papers to correct the effective date. Use transaction code AE = Amend Effective Date.

  5. What is the difference in the effective date for an employee paid in arrears vs. an employee paid current?
    None. All WV-11s are required to be in the State Budget Office prior to the effective date of the transaction, not the employee's check date. For example, if the salary advancement is to be effective July 1, it's for the pay period July 1-16, and the WV-11 is due in the Budget Office as per the Schedule of WV-11 Due Dates. If the employee is paid in arrears, the employee will not receive the check until July 31.

  6. Can I transfer a temporary employee to a permanent position with one transaction? No. First you must complete a WV-11 to terminate the temporary position (transaction code = SW TE LT), then do a second WV-11 using an employment transaction for the permanent position - select appropriate transaction code (EO = Original Appointment).

  7. Can I do more than one Leave of Absence (LOA) and Leave Return on the same WV-11?
    No. Refer to the list of acceptable common transaction combinations provided by the Division of Personnel.

    Only one Leave of Absence or Leave Return can be done at a time. If an employee does not have a matching Leave of Absence and Leave Return, you will get the error message “Invalid Tran, the employee has an open LOA." You will not be able to submit any other transactions until the problem is resolved.

  8. What is the lowest that an FTE on a vacant position can be reduced to?
    0.20

  9. If there are not sufficient funds in "reserve" for the salary (position 99999), how do I move money?
    Prepare a standard WV-11 to reduce the overtime (position 66666) by the amount that you want to move into "reserve" OR prepare a standard WV-11 to reduce a vacant position (the vacant position has to hold the same fund and activity). If  these accounts are unclassified or nonappropriated, you may amend your expenditure schedule to increase personal services.

  10. Can I change the title and/or salary on a vacant position?
    Yes. Prepare a standard WV-11, but the salary cannot be reduced below the entry level of the position title.

  11. What is the highest percentage a person can receive in one year for a salary merit?
    No more than 10% in a 12 month period is allowed for employees in classified positions in agencies covered by the Division of Personnel.

  12. If I hire someone during the fiscal year, can I budget that salary just for the remainder of the fiscal year?
    No, the salary must be annualized. For example, if you hire someone at an annual salary of $30,000 to start April 1, you must budget for the full $30,000.