DCR HR Quarterly Newsletter - Quarter 4 - Sept-Dec 2025 - HR Updates and Training

Sep 15, 2026

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Quarterly HR newsletter for the Division of Administrative Services—HR covering Compensation and Retention tracking, including guidance on incentive monitoring, correctional officer adjustments, and how leave of absence impacts reallocations. Provides instructions for using the new Calculation Request Form, demotion letter wording, FMLA contact routing, and the DAS HR request cut-off calendar to control effective dates. Includes position management and separation paperwork, monthly EPA report timing, onboarding training plans, voluntary Learning Lunch sessions, and HR event reminders, plus OneLogin/MyApps access reminders for payroll systems.

LanguageEnglish

CategoryLetters

FormatPDF

Pages3

Reading Time1 min

AccessFree to download

Compensation and Retention

Tracking guidance

Calculation Requests

Form usage and contacts

Staffing Services - Demotion Letters & Cut-off Calendar

Demotion wording and FMLA support

Effective date cut-off process

Position Management and Separation Services

Unemployment claims and EPA reports

Retirement paperwork checklist

Training and Development

Onboarding and Learning Lunch sessions

Upcoming Events and Payroll Reminders

New hire training dates

OneLogin/MyApps access changes

DIVISION OF ADMINISTRATIVE SERVICES-HR QUARTER 4 | SEPT-DEC 2025 QUARTERLY NEWSLETTER Compensation and Retention TRACKING! TRACKING! TRACKING! One of the most important aspects of the Compensation and Retention section is TRACKING Correctional Officers to make sure they are getting all their incentives. It is great practice for your facility to also track to ensure nothing gets missed. Help our team, help you! • A 6 month increase for CO 1 and CO 2 (Leave of Absence does NOT matter) • Correctional Officer Reallocations after one year-will need a Position Description (Leave of Absence DOES matter) CALCULATION REQUESTS Please ensure you are using the new Calculation Request Form. This helps us track all requests, ensures consistency, and minimizes potential errors in salary determinations. The Calculation Request Form is for Uniform and Non-Uniform positions. If you have any questions regarding the DCR Pay Plan or Calculation Requests, please reach out to Melody Breedlove, David Jobe, or Lisa Lilly. Staffing Services-Demotion Letters & Cut-off Calendar • When preparing a demotion letter, it should only refer to the hourly OR salary amount depending on whether the employee is a salaried or an hourly wage employee. The sample letter on the DOP website is outdated (referencing monthly salary), DOP is aware and will be updating the letter soon. • Please remember, if you need assistance with FMLA, reach out to Mary Cain at the DCR Central office (DCR employees) or Teresa Taylor with DAS (DAS, EMD, Fire Marshal, Cabinet Secretary/Fusion Center employees) . • Remember to use the DOP cut-off date calendar when requesting effective dates for new hires as well as for transactions that require a PAR transaction. Please ensure when after selecting your date, you are uploading all pertinent information needed in a timely manner to the DAS HR Request Form. Documents submitted after the cut-off will result in the effective date being pushed to the next available effective date per the cut-off calendar. Position Management and Separation Services 􀂃 It is good practice to have a copy of “Policy Directive 129.00” that employees have signed so unemployment claims can be properly submitted. 􀂃 Running EPA reports at the first of every month will ensure your facility meets the required deadlines that have been established. 􀂃 When submitting postings for positions that have not yet been vacated due to a pending resignation—or if the separation has not yet been submitted—it’s good practice to: o Add a comment in the Comments section indicating the date the position will become or when it became vacant. o This helps provide clarity and supports smoother processing and tracking of the vacancy. 􀂃 When an employee retires, our separation team will need the following paperwork to process their retirement: o Separation Cover sheet o Retirement Letter from employees indicating if they want their (example) annual leave to be paid out and their sick leave to be used toward tenure o PEIA policyholder termination of Coverage Form o Retiree Health and Basic Life Insurance Enrollment Form (2 pages) o Retiree Optional Life Insurance and Dependent Life Insurance Enrollment Form (2 pages) o Mountaineer Flexible Benefits Retiree Enrollment Form Paperwork will need to be completed if they accept or decline coverage. Training and Development 􀁛 Onboarding a DAS Employee Manager’s User Guide Processes – Mandatory Training to be held between Oct-Dec stay tuned… 􀁛 A new “Learning Lunch” segment will begin to provide small informative trainings during the lunch period to assist you with daily tasks or to hone your skills! These trainings will be voluntary, and a sign-up survey will be sent to DAS employees who would like to attend. Below are a few trainings we will offer this quarter. 􀂾 Creating an Employee Admin File (Managers/Supervisors only) 􀂾 Mail Merges using Access DB 􀂾 Google Calendar Usage 􀂾 NeoGov Jo

FAQs

What should facilities track in the Compensation and Retention section?

Facilities should track correctional officers to ensure all incentives are received and that nothing is missed in the process.

Which form should be used for salary-related requests, and for what positions?

Use the new Calculation Request Form. It covers both Uniform and Non-Uniform positions and helps improve consistency and reduce errors in salary determinations.

How does the cut-off calendar affect effective dates for new hires and transactions?

When dates are selected, all required information must be uploaded timely using the DAS HR Request Form. Documents submitted after the cut-off push the effective date to the next available date per the calendar.

Sep 15, 2026

Upload by Tawan