NO: 99-03-PMC & OMB

ORIG AGENCY: Property Management & Construction
and Office of Management and Budget

EFF DATE: 9/1/98

EXP DATE: Indefinite

SUBJECT: State Employee Location Coding

ATTENTION: All Departments and Agencies

FOR INFORMATION CONTACT: Anthony R. Mazzella
PHONE: (609) 984-0976

Policy

1. It is the responsibility of each appointing authority to maintain
accurate employee records including the assigned location for regularly
reporting to work as the official workstation.

2. This information is to be updated on the master payroll file record of
each employee and certified as to its accuracy annually with the
submission of the Agency Space Planning Request pursuant to
N.J.S.A. 52:18A-191 et seq. and N.J.A.C. 17.11.

Location Code Updates and Agency Certification Procedures

The Division of Property Management and Construction maintains the system
used to establish the official Building Location Code for all state
occupied facilities. This eight digit number is organized by county,
municipality, facility or building, and type which refers to owned or
leased and aids in facility management and budget planning. When the
property is entered into the appropriate system the number is created
according to the address. This listing is provided to OTIS for
publication to the Agencies on Infobank. Each month an update is made to
accurately reflect those facilities eliminated due to lease reduction as
well as new facilities added and occupied.

As a requirement, the OMB payroll automated system has been designed with
an edit verification for employee hires to initially register their
assigned official worksite as well as other new hire employee data. Once
an employee has been assigned an official work station, it is the
responsibility of the Agency to keep track of any changes in location
assignments. This is accomplished using the OMB issued forms for
submission along with the biweekly payroll proof.

It is necessary for the agencies to monitor this data regularly to assure
proper accountability of the State's workforce. This information is
needed not only for management of adequate space standards but is
requested to be provided for use by the Federal Government through
reports provided by the Department of Labor as well as requests by the
State Police for emergency notifications. In addition, the Department of
Transportation in the various ride-share efforts requires information
relative to the locations of the State's workforce, etc.

Another verification of the accuracy of the assigned locations will be
coordinated along with the annual submission of agency SPRs in accordance
with statute. A printout will be provided by building code for each
agency with a count of employees identified at that site. The agency
will certify to the accuracy of that print out or identify changes to OMB
to modify the counts appropriately prior to submitting the required Space
Planning Request.

This will be effective immediately with the issuance of this circular
letter.