WiTS Special Pay Workflow Guide

Overview

The WiTS Special Pay workflow is used by the Client Services Division (CSD) and by the Division of Senior and Scientific Executive Management Division (DSSEM), in the Office of Human Resources (OHR) to document the activities OHR performs when processing certain pay actions and pay renewals.   

Entering and reviewing the data: Tabs

WiTS workflows are comprised of ‘Tabs’, which are completed in consecutive order by one or more persons. Below is a list of what information is captured in each tab of this workflow.

Action Details Tab

  • WiTS#
  • Date Entered
  • Action Type
  • Date Recv’d in HR
  • AO First Name, Last Name, Email address
  • Global Recruitment
  • DSSEM
  • Administrative Code, Institute/Center, Organization Initials
  • Proposed Effective Date
  • CSD/DSSEM Branch Chief, Team Leader, HR Specialist, HR Assistant, Final Authorizer
  • Last Saved/Updated By
  • Is the package complete
  • Date Missing Docs Email Sent
  • List of Missing Docs/Info
  • Date Complete Package Received
  • Priority, Action Status, Action Status Code, Action Status Description
  • Comments

Employee Tab

  • NIH Employee
  • Last Name, First Name, MI
  • Employee ID
  • Employee Email Address
  • Position Title
  • Pay Plan
  • Series
  • Grade
  • Step
  • Position Number
  • Job Code
  • Pay Basis
  • CAN
  • Basic Pay
  • Adjusted Basic Pay

Pay Tab

  • Current Total Compensation- Note: Total Compensation represents the sum of all payments made to an employee including adjusted basic pay or annual pay, recruitment, relocation and retention incentives, performance awards, or other cash awards. For Title 42 (i.e., Pay Plans AD, RG, or RF) this amount is the Basic Pay + Additional Compensation. For all other Pay Plans, it is the Adjusted Basic Pay or Annual Pay + Additional Compensation Amount.
  • Current Additional Compensation Amount
  • Current Additional Compensation Type- Note: Additional Compensation represents the sum of all recruitment, relocation and retention incentives, performance awards, or other cash awards.
  • Pay Action Type
  • Proposed Total Compensation
  • Pay Incentive Type
  • Recruitment Incentive Amount
  • Recruitment Incentive Percentage
  • Recruitment Incentive Service Agreement End Date
  • Recruitment Incentive IC Approval Date
  • Recruitment Incentive CSD Approval Date
  • Relocation Incentive Amount
  • Relocation Incentive Percentage
  • Relocation Incentive Service Agreement End Date
  • Relocation Incentive IC Approval Date
  • Relocation Incentive CSD Approval Date
  • Pay Allowance/Supplement Type
  • Proposed Adjusted Basic Pay
  • Proposed Total Compensation
  • Pay Adjustment Type
  • Pay Adjustment Percentage
  • Pay Adjustment Amount
  • IC Approval Date
  • CSD Approval Date
  • On Call Pay Action
  • On Call Pay Amount
  • On Call Pay Percentage
  • On Call Pay Service Agreement End Date
  • On Call Pay IC Approval Date
  • On Call Pay CSD Approval Date
  • PCA Action
  • PCA Amount
  • PCA Percentage
  • Mission Specific Allowance
  • Mission Specific Justification
  • PCA Service Agreement End Date
  • PCA IC Approval Date
  • PCA CSD Approval Date
  • Retention Allowance Action
  • Retention Allowance Amount
  • Retention Allowance Percentage
  • Retention Allowance NTE Date
  • Retention Allowance IC Approval Date
  • Retention Allowance CSD Approval Date

Building 1 Review & Approval

  • Date Case Sent to Building 1
  • Date Case Docs Received in Building 1
  • Internal Comments (Building 1 Liasion)
  • Building 1 Decision
  • Building 1 Decision Date
  • Building 1 Decision Comments
  • Approving Official
  • Date Case Returned to CSD

Final Processing Tab

  • Effective Date
  • Date Pro’d in Personnel Processing System (EHCM)

Moving through the workflow: Routing Participants

HR Assistant (Initiates Action) then

HRS (Reviews Action) then

Building 1 Liaison (Reaches a Decision) then

Internal Operations Reviewer (Reviews Action) then

Pay Specialist (Completes Action)

Routing Options

The routing menu is used to move actions through the process and/or to send emails. The options and email recipients may change based on who has the action in their worklist.

When the action is in the ‘Initiation’ step:

  • Send Pckg Complete Email
  • Send Pckg Incomplete Email
  • Send to Internal Ops Reviewer
  • Send to Pay Specialist
  • Send to HRA
  • Cancel Action

When the action is in the ‘Review’ step:

  • Send to Pay Specialist
  • Return to HRS

The Internal Operations Reviewer (IRO) can:

  • Send to Building 1 Liaison
  • Return to HRS

The Building 1 Liaison can:

  • Return to HRS
  • Send to Internal Ops Reviewer

When the action is in the ‘Pending Final Processing’ step:

  • Complete Action
  • Return to HRS
  • Cancel Action

Communicating status and reminders: Email

Based on established SLA's and/or business rules, email notifications and reminders are automatically sent from WiTS throughout the completion of the workflow. Emails sent for DSSEM are marked with an asterisk.

Subject: Recruitment Incentive/Relocation Incentive/Retention Allowance Initiated for John Doe WiTS #12345

– Sent to the CPD Team when the action has been entered into WiTS.

Subject: Special Pay Reminder – Retention Incentive Expiring – John Doe –

– Sent to the Branch Chief, HRS, AO and employee when the Service Level Agreement End Date is in 0, 60 and 120 days. 

Subject: Special Pay Reminder – On Call Pay Expiring on [Service Agreement End Date] for John Doe

– Sent to the Branch Chief, HRS, AO and employee when the Service Level Agreement End Date is in 0, 60 and 120 days. 

Subject: Special Pay Reminder - Physicians’ Comparability Allowance (PCA) Expiring on [Service Agreement End Date] for John Doe

– Sent to the Branch Chief, HRS, AO and employee when the Service Level Agreement End Date is in 0, 60 and 120 days. 

External Links

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