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PVA Administrative Support

Mission Statement

The mission of the PVA Administrative Support Branch is to provide Property Valuation Administrators (PVA) with fiscal, personnel, payroll, training, and other essential administrative support services throughout the year.

To accomplish this, we will:

  • Respond timely, courteously, efficiently and effectively to all requests;
  • Provide quality service to all PVA(s);
  • Plan and provide budget instructions, guidance, reports and communication to the PVA(s) and the KY Department of Revenue;
  • Coordinate and expand education and training to PVA(s);
  • Serve as a clearinghouse for PVA questions and concerns regarding personnel, payroll, health and and life insurance and other issues; and
  • Provide timely and reliable distribution of payroll checks.


2015 Open Enrollment

Personnel Memo for June 30 Payroll Deferral [PDF - 205K] 

Personnel Memo for June 30 Payroll Deferral [WORD - 187K]

Confidentiality of Personal Information

In a mandatory effort to adhere to State Personnel and Kentucky Retirement System (KRS) requirements to protect the confidentiality of our state employees (PVAs and Deputies). Please do not email confidential information about yourself or anyone else, including full name, date of birth, address, Social Security number, KRS ID or Pin#, driver's license number, health, medical, financial, or personnel information unless you are sending it as encrypted message through a secure email portal and the receiver has encrypted email also. 

The PVA Administrative Support Branch has a secured fax machine that all, but especially the Request for Personnel Action (RPA) and Health and Life Applications, can be sent.  The fax machine number 502-564-5219.

Address Change Information

If you have had a change of address, it is very important to update KHRIS with your new address as soon as possible and notify the PVA Administrative Support Branch.  This can easily be done through the Employee Self Service Portal. 

IMPORTANT:  If undeliverable, W-2s should be returned to the agency but should a copy be required it will not likely be available to be printed until late February.

New Requirement for Direct Deposit (1-1-2013)and (8-1-2013)

Effective, January 1, 2013 a new requirement for all newly and rehired State employees, payroll checks Direct Deposit. We would like to recommend PVAs, to revisit and encourage all employees in the office of enrolling in this great benefit.  A voided check should accompany the direct deposit form.

KHRIS Direct Deposit Instructions and a direct deposit form may be found on the Personnel website.  A Direct Deposit Form may be sent to the PVA Administrative Support Branch.

ATTENTION ALL DIRECT DEPOSIT EMPLOYEES

If you utilize direct deposit, you will receive your last PRINTED salary statement (check stub) on July 30, 2013. After that date, you will need to access KHRIS ESS to view your salary statement electronically.

Electronic Salary Statement Policy Employee Letter [WORD - 45K]

Employee Letter- Electronic Salary Statement Policy [PDF - 58K] 
 

Social Security Tax Percentage Change

2013 Tax and Social Security Withholding Changes

Employer Provided Vehicles

Hiring Policies in Place

PVA Personnel Quick Reference Guide Effective May 1, 2013 and Revised July 25, 2013. 

EFFECTIVE February 27, 2013, PVA BUDGET COMMITTEE: SEPARATION OF EMPLOYMENT AND 90 DAY HIRING DELAY WAIVER. IF AN EMPLOYEE LEAVES WITHIN THE FIRST SIX (6) MONTHS OF EMPLOYMENT, THE PVA OFFICE WILL NOT HAVE TO REPEAT ANOTHER 90 DAY DELAY FOR A REHIRE (IN THAT SAME POSITION).

UNEMPLOYMENT INSURANCE CHARGES FOR ANY PVA OFFICES CAN BE BILLED BACK TO THE RESPECTIVE PVA OFFICE IN MAY 2014. VERY IMPORTANT TO BUDGET THAT COST, IF YOU HAVE HAD AN EMPLOYEE TO HAVE LEFT EMPLOYMENT.

EFFECTIVE OCTOBER 3, 2012, PVA BUDGET COMMITTEE: ALL FUTURE CHIEF DEPUTY HIRES AND/OR VACANCY PROMOTION WILL BE BASED ON THE CURRENT STATE SALARY SCHEDULE (JULY 1, 2007) AT +10% OF THE GRADE.

EFFECTIVE AUGUST 13, 2012 PVA BUDGET COMMITTEE MEETING: OFFICE RESTRUCTURE 

“A PVA HAS THE DISCRETION TO RESTRUCTURE CURRENT EMPLOYEES BASED ON THE “STATE SALARY SCHEDULE” TOTAL SALARY AMOUNT OF THAT COUNTY AS OF JULY 1ST OF THAT YEAR (*SNAPSHOT).  THE NEW STRUCTURE WILL ONLY BE PERMITTED ACCORDING TO STATE SALARY GRADE SCHEDULE +10% SALARIES THAT RESULT IN AN AMOUNT EQUAL TO OR LESS THAN THE ORIGINAL GRADE STRUCTURE AMOUNT OF THE SALARY SCHEDULE, SUBJECT TO THE PVA BUDGET COMMITTEE APPROVAL AND REVIEW”

*THE COUNTY SNAPSHOT (as of June 1, 2012) CAN BE FOUND WITH THE ANNUAL PVA OFFICE BUDGET PACKET MAILED OUT ON JUNE 28, 2012.

Effective June 16, 2008 ALL PVA offices are under a 90 days hiring delay, no office will be exempted from this policy.  PVA offices will not be able to move/promote any existing employee (s) during the 90 days hiring delay, including Chief Deputy vacancies.  Local Funds can be used if a PVA needs to hire a deputy during the 90 days.

Effective July 1, 2008 hiring vacancies are mandated to the previous deputy's grade OR LOWER GRADE AND/OR SALARY.  ALL hires must be employed at the departing grade and noted on the RPA.

Effective July 1, 2010 through June 30, 2013, there will not be any annual increments for state government employees.

Effective July 1, 2011, The PVA Budget Committee announced at the PVA Association meeting that any OX difference in grades for promotions, reclass, or new hire is to be paid once per year. 

Property Valuation Administrator Office Closing Recommendations

PVA Office Closing [Word - 1MB]
This form must be completed and returned to the PVA Administrative Support Branch upon any closing of the PVA office.

Important Reminders and Billings

Request for Personnel Action Form (RPA)

This form may be completed online, printed and sent to the PVA Administrative Support Branch for any personnel actions on your current and future employees. Any RPAs faxed must be followed by a signed original RPA.  The RPA cannot be sent via email--it contains personal confidential data (i.e. Social Security Number, Address, Date of Birth).  The RPA will be signed by the management and copies will be mailed back to you as usual. We will have a supply of the original RPAs in our office.  If you have any questions or comments please give us a call at 502-564-5620.

Electronic Timekeeping System (ETS)

Personalized Work Schedule [PDF - 45KB]

This form should be sent to the branch with a new employee's hiring packet or when/if an employee changes their work schedule.

Electronic Timekeeping System Designation Form [Word - 24KB]

ETS Training Manual [PDF - 652KB]

Accessing ETS PVA

Please use the following link to access ETS-PVA. Contact the PVA Administrative Support Branch if you experience any problems and/or error messages.

http://kyeasets1/ETSPVA/

VPN Users https://sslvpn.ky.gov

Formula for Deputy Allocation (FAD)
Workers' Compensation

When an employee is injured, notify the PVA Administrative Support Branch immediately and contact State Personnel, Workers' Compensation Department at (502) 564-2226 to file the First Injury Report.  The First Injury Report Form will need to be completed even if the employee does not appear to be injured.  We have a copy of the Concentra Manual with the list of all the Kentucky providers in our office.  Contact the PVA Administrative Support Branch for a copy of the providers for your area before contacting Concentra to get approval.  Questions regarding Workers' Compensation should be addressed to Donna Seeberger at (502) 564-5620, or by e-mail at donna.seeberger@ky.gov

All Workers’ Compensation information and forms along with any recent updated information may be found at   http://personnel.ky.gov/emprel/workerscomp/.

Workers’ Compensation for PVAs

Recently, we were asked if PVAs were covered by Workman’s Compensation.  We contacted the Personnel Cabinet and the answer is yes, PVAs are covered, with each case considered on its own merits.

Timekeepers: Compensatory and Overtime

COMPENSATORY TIME FOR SEPARATION OF EMPLOYMENT: No deputy should be allowed to accumulate any comp-time. The PVA office will be billed for any deputy leaving the PVA office with a comp-time balance. If any deputy has an existing comp-time balance, please start to decrease those hours. Effective July 1, 2001, per updated March 2005, PVA Fiscal and Personnel Manual Chapter III, Section II, Part C., there should be no accumulation of compensatory and/or overtime without prior approval from the PVA Administrative Support Branch. Any employee ALLOWED TO WORK over 40 hours from Sunday to Saturday will be in overtime status FOR THAT WEEK. Therefore, when any employee works more than 40 hours per week, (not a pay period) they are entitled to receive overtime pay. ALL OVERTIME PAY PLUS FICA WILL BE BILLED BACK TO THE COUNTY AND PAYMENT DUE UPON RECEIPT. For example, if an employee works an additional 4 hours on a Saturday and they have not taken any time off that week, the employee will earn 2.5 hours of comp time and 1.5 hours overtime. Deputies cannot use comp-time (CU) before they actually earn comp-time (CE), unless they already have a comp-time balance equal and/or greater to CU.

HIPPA Violations and Regulations

All medical certifications, Family Medical Leave and Sick Leave Sharing applications and donations need to be sent to the PVA Administrative Support Branch. It seems some timekeepers are under the impression that they need to keep a copy of these health information documents in their files or in the files of supervisors or PVAs. HIPPA laws prohibit that. The employee may keep copies but all others must be sent to us. This does not include doctors’ excuses for absences that are given to supervisors or PVAs.

Reminders

Surplus Property

Surplus Form

Contact Anthony Beckley in Operations and Support Services Branch at 502 564-5350 or Anthony.Beckley@ky.gov with any surplus issues.

EARLY CASHING OF STATE PAYROLL CHECK - NOT ALLOWED

Paychecks are not to be cashed/deposited until PAYDAY. Issuance of Paychecks to State Employees – 101 KAR 2:095 – Section 10 (1) A paycheck shall be issued to a state employee on the 15th and 30th day of each month. (2) If the regularly scheduled pay date falls on a weekend, a paycheck shall be issued on the preceding Friday. (3) If the regularly scheduled pay date falls on a state holiday as defined in KRS 18A.190, a paycheck shall be issued on the workday preceding the holiday.

The latest version of discount lodging rates is available under travel regulations online at:  http://finance.ky.gov/internal/

These hotels and motels offer discounts to state employees on official business.

Contact Information

Department of Revenue
Human Resources Branch
501 High Street, 4th Floor
Frankfort, KY  40601
(502) 564-5620 - Office
(502) 564-5219 - Fax

Postal Mail:
PO Box 1463
Frankfort, KY  40602-1463

JoJuana Leavell-Greene
Human Resources Branch Manager, (502) 564-6936

Donna Seeberger
Human Resource Administrator (Benefits), (502) 564-6946

Charles Duke
Internal Policy Analyst (Payroll), (502) 564-6950, Adair to Greenup, and Jefferson Counties

Latrese V. Bellamy
Human Resource Specialist III (Payroll and Personnel) (502) 564-6938, Hancock to Woodford Counties, excluding Jefferson

 

Additional Resources
 
PVA Allowable Expenses [PDF - 23K] 

HIV Awareness Memo

PVA Informational Links

PVA Personnel Packet

Reemployment After Retirement

Request for Personnel Action Form (RPA)

Blood Leave Donation

Salary Schedule (Effective as of July 1, 2007 and still in use.)

2013 and 2014 
State Holidays

COT Enterprise Policy

Certification Form

Direct Deposit Form 

Drug-Free Workplace [PDF - 32KB]

Drug-Free Workplace [WORD - 21KB]

Fiscal & Personnel Administration Manual
[PDF - 372KB]

Advisory OpinionsProhibition of Text Messaging while Driving State Vehicle [WORD - 30K]

Prohibition of Text Messaging while Driving State Vehicle [PDF - 70K]

Adoption Reimbursement Benefit Program (Suspended FY12-13)

2014 Health Insurance Application

Health Insurance Checklist

2014 Update Form

Grievance Form

FSA Change Form

2014 Add/Drop Form

Dependent Eligibility Rules

Dependent Certification Form

Add/Drop Dependent Form

Life Insurance

Amended Budget Form

Labor Cabinet/Labor Laws

Daily Time and Attendance Reporting (DTAR)

Click here for link (#05-20) to inclement weather policy issued by the Personnel Cabinet.

The mileage reimbursement rate beginning July. 1, 2014 through Sept. 30, 2014 is 48 cents per mile.  See Finance & Administration's Web page for more details. 

The mileage reimbursement rate beginning April 1, 2014 through June 30, 2014 is 46 cents per mile.

Part-time Employees Memo

Fringe Benefit Report - Employee/Deputy (904)

Cell Phone Usage Annual Report (Due Nov. 30th)

Examples of Time and Attendance Sign-in Sheets

Weekly Sign-in Log Sheet

Daily Sign-in Log Sheet

Request for Leave

 

Last Updated 9/17/2014
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