Embedded Files
Important Note: This content will be available in CORE Payroll once the system is live. These transactions are not activated for end users at this time.
Home > Human Resources > Job Aids > Process a Retroactive Pay Increase
Use this Additional Appointments job aid to create and manage state employees who hold multiple positions (appointments) within one department or dual employment (employees who hold simultaneous positions in different departments). These are two separate scenarios and, when completing the transactions, state entity professionals must follow the rules and regulations established by their own state entity.
Prerequisites:
Before you begin, make sure:
You have the employee ID for the individual you want to update.
The salary or compensation has been officially approved.
You must have a Position Number that has been authorized and fully approved in CORE Payroll in order to process the additional appointment transaction. You will not be able to submit the additional appointment transaction if this prerequisite is not met.
Important Information - Multiple Appointments
State Human Resources Professionals need to follow their state entity’s rules and regulations about multiple appointments. More information can be found on the HR Resource Page.It is also recommended to include as many details as possible about the appointments including primary appointment; classified position; highest FTE; highest classification; etc.
Steps to Set Up Multiple Appointments
Access the EPM Activity Folder & Search for the Employee
On the Home Page, click the Employee Profile Management (EPM) QuickLink.
—OR—
Use Global Search to navigate to the EPM page: Click the expand/collapse (🞂) icon in the search bar, select Page Code, enter EPM, and select EPM Employee Profile Management from the drop-down list.
The EPM activity folder opens to a query.
Use the filter fields (e.g., Employee ID) to search for the employee, then click Apply.
—OR—
Click a card in the Recent Searches section to re-run a search you ran previously.
The matching results populate in the grid.
3. Locate the correct record, then click the View button next to the record to open it.
The record opens in the Employee Status Maintenance tab in the EPM activity folder.
Modify the Transaction Fields on the Employee Status Maintenance (ESMT) Transaction
4. Click the row-level Modify button.
The Employee Status Maintenance (ESMT) transaction page opens.
5. In the General Information section, update:
The From field to the effective date of the transaction in MM/DD/YYYY format or use the calendar picker.
Update the Appointment ID field by using the backspace button to start at the beginning of the field for data entry.
Note: The default format for a primary appointment is a space “ ”. Secondary appointments are noted as “2” and tertiary appointments are noted as “3” and so on.
6. In the Assignment Information section, update the following fields:
Delete information in the Home Department, Home Unit, and Position Number fields.
Personnel Action Code: Update to ADLAP (Additional Job Appointment) either by typing the code into the field or using the picklist.
Employment Status: Enter the code A.
Position Number: Enter the position number for the new appointment.
Note: After selecting the position number from the pick list, the Home Department and Home Unit fields will automatically populate.
Table Driven Pay: Select Do Not Use Table.
Note: Colorado pays within ranges and does not use strict table driven pay which is why this field should always be “Do Not Use Table.”Percent Full-Time: update field to reflect the FTE percentage for the employee’s new appointment.
Note: State Human Resources professionals may need to update the primary appointment Percent Full-Time field as needed.
EEO Full-Time: Update to N/A.
Union Member: Select the appropriate option from the dropdown:
No, if the employee is not a union member.
Not represented, if the employee is not covered by a bargaining unit.
Yes, if the employee is a union member (i.e., pays COWINs dues)
Union Local: Select the appropriate option from the dropdown:
CVRD (COVERED BY CBA), if the position is covered by the COWINs partnership agreement.
NOTCV (NOT COVERED), if the position is not covered.
Note: This field is required if “Yes” or “No” was selected for Union Member and is also required for the state personnel system in the executive branch.
Employment Category: Enter the code or use the picklist to select a code:
RGES (REG ESST): Regular Essential
RGNE (REG NONESTT): Regular Non-essential
SEES (SES ESST): Seasonal Essential
SENE (SES NONESST): Seasonal Non-essential
Work Cycle: Enter the code SOC.
7. Update the Probation Dates fields.
Probation Start Date: Enter the probation start date in MM/DD/YYYY format or use the calendar picker to select the date.
Probation End Date: Enter the probation end date in MM/DD/YYYY format to use the calendar picker to select the date.
8. Update the Classification Attributes fields.
Payroll Number: Enter the code or use the picklist to select a code.
Pay Class: Enter the code or use the picklist to select a code.
Title: Enter the code or use the picklist to select a code.
Sub-Title: Enter the code or use the picklist to select a code.
Note: Although this field does not have an asterisk (*), it must be completed. See the Determine an Employee’s Sub-Title job aid for additional information.Pay Location: Enter the code or use the picklist to select a code.
Note: Although this field does not have an asterisk (*), it must be completed. This code reflects the administrative/payroll office location of the department. It is used solely for internal reporting and sorting employees.Work Location: Enter the code or use the picklist to select a code.
Note: Although this field does not have an asterisk (*), it must be completed. This code reflects the employee's physical work location (including mobile/remote). It is used for emergency notifications and calculating mileage reimbursement.Assignment Type: Click the drop-down arrow and select the appropriate option: Permanent or Temporary.
Note: This field should only be updated to override the assignment type that is associated with the position.In Person: Select the appropriate option from the dropdown: N/A, No, or Yes.
Note: This field reflects the employee's agreement regarding their primary work location. For example, a position might require working in the office, but an approved exception allows the employee to work a hybrid schedule or remotely.Hybrid: Select the appropriate option from the dropdown: N/A, No, or Yes.
Note: This field reflects the employee's agreement regarding their primary work location. For example, a position might require working in the office, but an approved exception allows the employee to work a hybrid schedule or remotely.Remote: Select the appropriate option from the dropdown: N/A, No, or Yes.
Note: This field reflects the employee's agreement regarding their primary work location. For example, a position might require working in the office, but an approved exception allows the employee to work a hybrid schedule or remotely.
Note: The following 4 fields primarily support the Executive Branch’s step pay progression program. Other state entities can utilize these fields to store data specific to their own personnel and payroll processes.
Performance Rating: Enter the employee’s last performance rating as a number, e.g., 3.1.
Note: This rating is captured here as a key input for external processes like step pay progression.Series: Enter the first three (3) characters of the employee's Job Title Code.
Years in Series: Enter the full, complete number of years the employee has served in the current job series.
Note: This number must represent complete years only (no partial years) as measured up to the most recent fiscal year-end (06/30/XXXX).As of Date: Enter the date of the most recent fiscal year-end that occurred before the effective date of this transaction. The month should always be 06 and the date should always be 30, i.e., 06/30.
Note: For example, if the effective date of this transaction is 07/01/2025, you would enter 06/30/2025. If the effective date of this transaction is 06/29/2025, you would enter 06/30/2024.Click 🞂 Show More to access additional fields. Complete additional fields, as needed, based on your entity’s requirements.
Civil Service Status: Enter the code or use the picklist to select a code.
Time Class: Leave this field blank.
Enter comments related to this transaction into the Comments field, as needed.
Important Information:
Do not enter anything in these fields. This information will automatically populate based on the sub-title that was entered in step 8.
Edit Employee Pay by Updating the Pay Parameters
Click on the Pay Parameters tab at the top of the page.
Note: While each appointment will have its own pay parameter, the time reported for each appointment goes toward the pay calculation and all pay will be processed on a single, consolidated check.
2. Click the Plus Sign (+) to add a pay parameter for the new appointment.
A new row is added for entry of an additional pay parameter in support of the new appointment.
3. Complete the fields in the new row.
Pay Type: Enter the code REG (i.e., Regular pay).
Amount/Percent: Select Amount.
Amount: Enter the amount (i.e., salary) here.
Note: This should be the employee’s gross biweekly or monthly pay. The payment frequency (biweekly or monthly) is indicated in the Payroll Number and Pay Class (step 8) fields above.Percent: Leave this field blank.
Bypass from Date Inference: Select No.
Note: This field lets you override the From date set on the Employee Tab (step 5). If you select Yes, you can manually enter a different start date for this specific Pay Parameter (e.g., for retroactive pay, bonuses, or reimbursements). Since this is a new hire transaction, leave this set to "No" so the Pay Parameter From date automatically matches the effective date for this additional appointment employee status maintenance (ESMT) transaction.From: Enter the same date that was entered in the “From” field on the Employee tab in step 5.
To: Leave this field blank.
Attachments: Click the paperclip icon to add attachments only if specifically requested. This is not typical.
Save, Validate, Submit, & Close the Transaction
4. Click the Save button at the top of the page. This action saves the data entry and ensures you don't lose your work when validating or submitting the transaction.
5. Click the Validate button at the top of the page. This action validates data entry and checks for errors.
Confirm that the transaction validated successfully.
If errors are returned, correct the issues in the applicable sections and click Validate again.
6. Once validation is successful, click the Submit button at the top of the page. This action finalizes the transaction and routes the transaction for review and approval.
Confirm that the transaction was submitted successfully.
7. Click the Close button at the top of the page. This action returns to the activity folder.
Update Additional Employee Attributes (AATS)
After the additional appointment is entered into CORE Payroll, submitted, and approved through workflow, the Human Resources Professional will need to use the Manage UKG Attributes (AATS) job aid to create Additional Employee Attributes (AATS) for the additional appointment.
Note: Each appointment will have a separate AATS record.
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