Good Morning SABRS Coordinators,

It’s time for review and reporting of agency vacancy (VAC) and pay-line exceptions (PLE) for the quarter ending September 30, 2017.  Reporting on position vacancies and pay-line exceptions is required by statute and must be completed timely to meet the reporting requirements.  Please have your agency’s reporting information updated and submitted no later than close of business Monday November 6, 2017.

VAC and PLE reports can be accessed on the CFO Vacancy/PLE Web Application page at this link: CFO Reports or through the link on the DAS/CFO SABRS website.  Web Reporting Documentation (aka instructions for the reporting database) are available at this link:  Qtrly Reporting Database Instructions

Please be sure to click on the “SUBMIT DATA” button when you have completed all quarterly reporting entries.  This sends an email to SABRS letting us know your assignment is completed.

Below are some report review tips and guidelines –

Vacancy Reporting:

• Select the Period End Date 09/30/2017 from the drop down.
• Positions listed on this report have been vacant for six months or longer on the personnel system
• Anticipated Fill Date field will accept date or text format
• Only one Reason Category code allowed per record
• Retain original formatting if uploading reporting spreadsheet to avoid errors

Vacancy Reason Category Codes:

1  Abolished – either by legislative or administrative action

2  Filled or in process of being filled (recruiting, announcement posted, etc.)

3  Seasonal job

4  Vacant due to pending reclass process (reclass pkg submitted or in process of submission)

5  Recruitment difficulties

6  Position held open to accumulate savings (understanding that the savings will not be spent)

7  Position used to finance unbudgeted costs

8  Position used to finance another position (including double-fills, temporary employees, etc.)

9  Position scheduled to phase-in at a later date

           10  No available funds to finance the position

           11 Other – please provide specifics in Reason Narrative

PLE Reporting:

Select Quarter 10/02/2017 from the drop down.  Note:  the dates are not listed in chronological order so you will need to search for the 10/02/2017 date. 

Make sure both “Months granted” and Length(months) fields are populated or the “Submit” button will not be available.

Pay-line Exception Reason Examples:

Lead Work Differential –

• Position/employee approved for leadwork because assigned regular and routine duties include lead work which is consistent with Collective Bargaining Agreement or State HR Policy.
• Position/employee performing lead-type work previously performed by a supervisory position and reassigned to a non-supervisory position in order to comply with ORS 291.229
• Duties representative of lead work have been removed from a supervisory position following agency restructure or reorganization and duties assigned to this position.

Pay-Line Exception –

• Position has been approved for PLE due to unique qualifications required to perform the work.  The agency was -insert appropriate reason here-.  (sample reasons: unsuccessful in attracting qualified candidates within established salary range, aware that established salary range was significantly below market compensation rates, etc.)

Pay-Line Exception / Compression –

• Compression exception was approved to properly compensate manager that supervises one or more subordinates with a salary exceeding the base salary of this supervisory position.
• The compression exception allows the agency to adequately compensate this individual.

Equity Differential –

• Differential used by public safety agencies to compensate management service employees in their classification to be commensurate with represented employee rates in the same classification.

If you have any issues with accessing or submitting the data please contact SABRS at:  orbits.help@oregon.gov

SABRS

ORBITS.help@oregon.gov