Understand

The Personnel/Payroll Data Sheet (PPDS) form should be used for all employee-related actions, such as new hire/rehire and separation actions, appointment changes, salary adjustments, leave of absence (LOA) and return from LOA actions, and change of status actions. Below are instructions for common actions submitted for processing. Refer to the PPDS Form Action Guide and the PPDS Action Reason Definitions for additional guidance. You will always receive a completed PDF version of the PPDS to place in the employee's personnel file once the action has been entered into HRMS. Appointment letters are encouraged but are not required to be provided to DES HR unless you are increasing the salary of a SOSA position.

New hires or Appointment Changes into Agency

1. Fill out section 1 with your agency name, employee's first day in the position, appropriate action type and action reason, task monitoring information (if applicable) and review period information (if applicable).
2. Fill out section 2 with the employee's personal information. If the employee is brand new to state service, their social security number will need to be provided to the HRMS specialist. This can be provided verbally over the phone.
3. Fill out section 3 with the position information along with the employee's status in the position.
4. Fill out section 4 with the employee's salary information. Indicate if the employee is eligible for assignment pay/premium and/or shift differential.
5. Fill out section 5 with the employee's work schedule and whether they are full time or part time. If they are a part time employee indicate what the part time percentage is. Select the appropriate telework indicator from the drop-down field.
6. Fill out section 6 to indicate which benefits the employee is eligible for. Please be aware retirement eligibility is based on the position, not the incumbent.
7. Fill out section 7 with budget information for the position. If no change, mark no change.
8. Fill out section 8 by indicating who filled the form out so if there are questions the HRMS Specialist can ask that individual and who approved the PPDS. Utilize the comment section with any applicable information.

Appointment Changes within Agency

1. Fill out section 1 with your agency name, employee's first day in the position, appropriate action type and action reason, task monitoring information (if applicable) and review period information (if applicable).
2. Fill out section 2 with the employee's name and employee ID number only. No other information is required.
3. Fill out section 3 with the position information along with the employee's status in the position.
4. Fill out section 4 with the employee's salary information. Indicate if the employee is eligible for assignment pay/premium and/or shift differential. If no change, mark no change.
5. Fill out section 5 with the employee's work schedule and whether they are full time or part time. If they are a part time employee indicate what the part time percentage is. Select the appropriate telework indicator from the drop-down field. If no change, mark no change.
6. Fill out section 6 to indicate which benefits the employee is eligible for. Please be aware retirement eligibility is based on the position, not the incumbent. If no change, mark no change.
7. Fill out section 7 with budget information for the position. If no change, mark no change.
8. Fill out section 8 by indicating who filled the form out so if there are questions the HRMS Specialist can ask that individual and who approved the PPDS. Utilize the comment section with any applicable information.

Salary Changes

1. Fill out section 1 with your agency name, employee's first day with the salary increase, and indicate the action type and action reason is basic pay update only.
2. Fill out section 2 with the employee's name and employee ID number. No other information is required.
3. Fill out section 3 by indicating no change.
4. Fill out section 4 with the reason for the increase and what the new salary will be.
5. Fill out section 5 by indicating no change.
6. Fill out section 6 by indicating no change.
7. Fill out section 7 by indicating no change.
8. Fill out section 8 by indicating who filled the form out so if there are questions the HRMS Specialist can ask that individual and who approved the PPDS. Utilize the comment section with any applicable information.

Separations from State Service or Transfer to Another State Agency

1. Fill out section 1 with your agency name, employee's last day in pay status (last day of leave used or last day of work, whichever is later), and indicate the type of separation. If the employee is transferring to another state agency, indicate what state agency and what date they are starting (if known).
2. Fill out section 2 with the employee's name and employee ID number. If employee reports address is changing, enter the new address to ensure it is correct for W2's.
3. Fill out section 3 by indicating no change.
4. Fill out section 4 by indicating no change.
5. Fill out section 5 by indicating no change.
6. Fill out section 6 by indicating no change.
7. Fill out section 7 by indicating no change.
8. Fill out section 8 by indicating who filled the form out so if there are questions the HRMS Specialist can ask that individual and who approved the PPDS. Utilize the comment section with any applicable information.

If you have any questions, please contact your HR Business Partner or your HRMS Specialist.