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SOP: Processing an Automated Request for Personnel Action

Rachna Payne
7/8/2014

This guide is designed to help you with the following processes:

Processing an SOP: Processing an Automated Request for Personnel Action (ARPA)


Requesting and attaching a Position Designation of National Security and Public Trust
Positions (PDAT)

Hyperlinks can be found throughout the guide, hover over the link and use CTRL + click to
view the document.

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Table of Contents
Processing ARPAs ........................................................................................................................................ 3
Certifying and Assigning ARPAs ............................................................................................................. 6
Attachments .............................................................................................................................................. 7
Staffing Module ........................................................................................................................................ 8
PDAT How to Request and Attach to an ARPA........................................................................................ 9
Requesting and Recording BUS Determination ........................................................................................... 9

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Processing ARPAs

Log into WebHR, review WARNING and click I Acknowledge:

Select the below tabs in the following order:


Requests > Workload > Specialist

Select Unassigned

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All unassigned approved ARPAs will appear

Process according to Action Type then Days Since Approved


*Note: Recruitment ARPAs should be reviewed and processed within 1 business day

From Unassigned list, copy and paste ID (ARPA #) into Records Request ID. Hit binocular symbol to
view a brief summary of the action:

Summary

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From the summary page, click the magnifying glass and the Request-Details page of the action will
appear. From the Request-Details page you will be able to view, input data, make corrections, and
attach/remove documents to the action.

Select the tab labeled 52, this allows you to view the ARPA in its entirety known as Standard Form 52.

*Note: Example of SF-52


When reviewing the SF-52 you will check the following areas:
Part A: (refer to list of approved WebHR users for reference, contact HRIS Lawrence Taylor for
assistant Lawrence.Taylor2@va.gov)
3. Action Requested Usually the person who is preparing the action known as the Delegate/Preparer.
Note: This person can only prepare actions, they are not authorized to request or authorize an action.
5. Action Requested by This is the section or first-level supervisor in position of authority to request
(recommend) a personnel action, but not approve an action. This person is known as the
Manager_Assistant/Requestor. Note: The Requester must be a supervisor/manager based on position
of official record. This person can prepare actions as well.

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6. Action Authorized by Service Line Leader or supervisor/manager with delegated authority to approve
a personnel action on behalf of and/or in the absence of the Service Line Leader. This person is called the
Manager/Approver. Note: The approving official must be a supervisor/manager based on position of
official record. This person can prepare and request actions as well.
Part B:
15. To: Position Title and Number must match what is listed on the PD or FS
16. Pay Plan Must match what is listed on the PD or FS
17. Occ Code Must match what is listed on the PD or FS
18. Grade or Level Must match what is listed on the PD or FS
35. FLSA Catergory Data must be inputted by you. This will be listed on the PD for Title 5 positions.
For Title 38 positions determinations are based on review of current employees assigned to the
profession. If you are unable to determine the FLSA contact E&LR for assistant. *Note: See
Attachment section for instructions on how to review associated attachments.
36. Appropriation Code The last four digits is the Org code for respective service line. Review it to
ensure that it is accurate and matches the service line for which the action is being created for. Refer to
the V20 Org Codes list for reference. If you do not have access to the list contact Darla Generoso
Darla.Generoso@va.gov.
37. Bargaining Unit Status Data must be inputted by you. This is determined by E&LR. You can find
the bargaining unit status (BUS) code of a position here: BUS Determination Log
*Note: If the PD does not have a BUS determination you will need to request one from E&LR. Review
Requesting and Recording BUS Determination for additional guidance.

51: Supervisory Status Data must be inputted by you. Refer to Supervisor Level Code Bulletin,
questions can be directed to P&R Supervisor.
Frequent Action Types (complete ARPA request needs to be forwarded within one day)

Resignation
Termination
Promotion
Pay Adjustment
Appointment
LWOP
Recruitment - only action that requires you to record the date assigned to Staffer *Note: Review
Staffing Module for guidance
Change in Duty Station
Change in Work Hours
Death DO NOT process, email VISN20 POC Andrea Smith, Andrea.Smith6@va.gov, to notify
of action.

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Retirement DO NOT process, email VISN20 POC Debbie Young, Debbie.Young@va.gov, to


notify of action.

Recruitment Action requires the following attachments:


Recruitment Checklist
Position Description (PD) or Functional Statement (FS)
Ensure that PD is the classified PD (with signed and dated OF8 page), you must check the PD
library to confirm that the PD is valid. The FS must have the supervisors signature and date.
Signature(s) and date(s) on PD and FS must be current within the past two years.
Position Designation of National Security and Public Trust Positions (PDAT formally known as
2280)
All PDs will have a PDAT attached at the end of the document. Functional Statements requires a
PDAT to be attached to the ARPA action. PDATs are specific to position, pay grade, and service line.
Signature/date on PDAT must not be over two years old. If it is, request a new PDAT from the VISN.
*Note: Review PDAT How to Request and Attach to ARPA for additional guidance.

Resignation Action requires the following attachment(s):

Employees resignation letter that has employees signature and date.


If service line cannot provide the employees resignation letter then a Report of Contact from the
supervisor who accepted the employees resignation can be submitted as supporting
documentation.

Promotion Action requires the following attachment(s):

Position Description (PD) or Functional Statement (FS) of position that employee is being
promoted to.
PDAT

Certifying and Assigning ARPAs: After you have reviewed and processed the action you must certify it
and assigned it to the respective Staffing Specialist, refer to the Staffing Service Line Assignments
Memorandum for guidance.

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Request Details > Part C > Classification > Click the Document icon to certify

Request Details > Route To: Recruitment & Placement > Assign To: select Staffing Specialist > Route
Request

*Note: Review Example of How to Process Action for visual guidance.


**If required documents are missing, make a note in the Log Item Entry Form, change the status of
the action to PENDING, and send an email to the POC of the action to notify of pending status and

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why it was put into pending status. CC Staffing Specialist and Supervisor.

Attachments: Click on the tab labeled Attachments or paperclip icon and all associated attachments will
be available for review. Associated attachment(s) depends on action type. Click on document icon to
review the attachment.

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Staffing Module: For all Recruitment Actions, the date the ARPA was assigned to Staffing must be
recorded. From the home page: Requests > My Assigned Requests > Enter ARPA # into Records Request
ID > Click binocular symbol > Click Staffing Module

Additional Authorizations (Optional) > Date Assigned to Staffer: input the date you assigned the
recruitment action to the Staffing Specialist, click Save Authorizations. Additional Authorization(s) Save
Successful message will appear when the date is saved.

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PDAT How to Request and Attach to an ARPA

All PDATs must be requested from the VISN. Create a new email with the following information:

Send email to: Ms. Kay Crayton (CCU Supervisor), Kay.Crayton@va.gov


Subject Line: PDAT Request: Position Title, Pay Plan-Occupational Code-Pay Grade, Service
Line
Attach a copy of the sign and dated functional statement for subject position. Functional
Statement must be reviewed every two years to verify accuracy of the duties and responsibilities,
or as often as needed due to changing responsibilities. Therefore, it is important that the
supervisors signature and date is current within the last 2 years.

Example of an email request:

CCU creates and provides a PDAT via email within one business day. Upon receipt of PDAT from CCU,
save it in the PDAT folder in the L Drive: (L:) > HRM > Hrms > CLASSIFICATIONS > PDAT-2280

Save PDAT as: Position Title, Pay Plan-Occupational Code-Pay Grade, Service Line
Example: Social Worker, GS-185-12, SWS
Retrieve ARPA in WebHR and attach the saved PDAT to the action.

Requesting and Recording BUS Determination

Upon receipt of a PD check the BUS log to see if a BUS determination has been made. If not, you will
need to submit a request to E&LR for a BUS determination.
1) Save PD in BUS Determination folder under respective service line folder: L:\HRM\Hrms\BUS
Determinations

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2) Email the E&LR POC for the service line and request a BUS determination. The subject line
should be written as follow:
BUS Determination Request: Position Title, Pay Plan-Occ Code-Grade, PD #
3) Also Cc: Darla Generoso and Staffing Specialist assigned to the service line. *Staffing Specialist
has authorization to make a BUS determination as well, but they must have E&LR review and
concur.
4) In the email body you must provide the reason why you are requesting a BUS determination and
provide a link to where the PD was saved. *Reasons: Recruitment ARPA received, pending
assignment to staffing or Classification complete (meaning its a newly classified PD, received
from the CCU)
Example of email request:

5) All new and completed BUS determination request must be updated in the BUS
DETERMINATION log, enter data accordingly: L:\HRM\Hrms\CLASSIFICATIONS
6) E&LR Specialist will provide a BUS Determination worksheet after they have made a
determination, save the worksheet in the BUS Determination folder under respective service line
folder.
7) Under the DETERMINATION WORKSHEET column of the BUS DETERMINATION log,
attach a link to the worksheet for the respective PD. Review log for example.
*Note: For guidance on how to create, edit, and remove a hyperlink view here: Hyperlinks How To
Guide

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