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ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: August 8, 2014  Amends - GO 4.6.21 (January 25, 2010) Number: 4.6.21 Distribution: All Personnel Review Month: April Reviewing Authority: HRD / Employee and Labor Relations Subjec t: Personnel Change Procedures This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this policy is to verify agency members appropriately report any personnel changes in order for the agency to maintain accurate records of employee ’s work information. 2. Policy It is the policy of the agency to appropriately notify Human Resources Personnel Services of changes affecting an employee’ s work status, thus confirming employees are receiving the b enefits and pay they are entitled. 3. Definitions A. Administrative Assistant – Individual designated to perform administrative duties in a respective division and/or section . B. First D ay of Pay Period – First day of a two week payroll cycle. The automa ted PCF will have these dates highlighted in red when the effective date calendar is pulled up. C. Human Resources Division (HRD) Week versus Payroll W eek – Each payroll cycle is divided into a two week period. The first week from Sunday to Saturday represents Payroll week and the second week from Sunday to Saturday represents HRD week. (For example: pay period 6/1/2008 – 6/14/2008 : 6/1/086/7/08 will represent Payroll week while 6/8/08 6/14/08 will represent HRD week) D. Personnel Changes – Changes due to, but not limited to: transfers, pay changes, shift changes, name changes, supervisor changes, promotions, job reclassifications, career pathing, or terminations/resignations. E. Personnel Change Form (PCF) – Form used by agency supervisors to notify Personnel Services of subordinate work assignment changes or pay changes (e.g., transfer, promotion, demotion) . 4.6.21, Page 2 4. Procedures A. Upon notification of a n employee’s personnel change , the Administrative Assistant , or designee , shall complete the automated PCF by using the link http://pcf. Information on how to complete the form is located on the PCF under the instructions tab. Employees shall work with the respective Administrative Assistant , or designee, to verify the form is completed accurately . Only Administrative Assistants , or designees , are authorized to submit these forms to Personnel Services . B. It will be the responsibility of the receiving Administrative Assistant , or designee, to complete the PCF on the employee transferring into their Divis ion/Section . The Administrative Assistant , or designee, of the Division/Section receiving the employee shall coordinate with the Administrative Assistant from the Division/Section where the employee is transferring from to determine all of the employee’s relevant work information. Items addressed may include changes in shift pay, specialty pay and supervisor assignments. C. All personnel changes will take effect the first day of a new pay period only and will be reflected on the PCF accordingly . Personn el Services will disapprove any PCF which does not have the appropriate effective date. Any deviation from the effective date beginning on any day other than the first day of a new pay period will need prior a pproval from Personnel Services . D. It is essential that all PCF s be completed and submitted no later than Tuesday of the HRD week. If a PCF is submitted after this date Personnel Services may return the PCF to the Administrative Assistant , or designee, with a request to change the effect ive date to the next pay period . Personnel changes will not be entered into Lawson until HRD has approved the PCF . Failure to submi t the PCF by the deadline will delay the approval of the PCF and transfer process . E. Once the PCF is completed and submit ted, the system will automatically send it to Personnel Services for review. F. Personnel Services shall review all of the personnel information submitted and shall approve or disapprove the PCF. G. If a PCF is disapproved by Personnel Services , it will be re turned to the Administrative Assistant , or designee, explaining why the form was denied . H. Once approved by HRD , a copy of the PCF changes will be sent to the originator (Administrative Assistant , or designee ), the employee , and the Division Commander for final review. HRD will be notified within 48 hours of any inaccuracies requiring changes in order for th ose changes/corrections to be made . If HRD is not notified of any errors/changes the PCF will become a permanent record and the information will be ent ered into Lawson. It is the responsibility of the employee to confirm all of their personnel information is 4.6.21, Page 3 accurate, especially changes affecting pay and benefits . HRD will not be responsible for pay or benefit inaccuracies noticed by the employee after the second pay period in which the changes were implemented or took