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.

Health Insurance Open Enrollment

October 10-28, 2011 to be effective January 1, 2012

Benefit Fairs [PDF - 163KB]

Per Finance/Division of Human Resources, all employees may have 2 hours to attend one of the closest Health Insurance Benefit Fair locations with prior approval from his/her supervisor.

Benefit fair dates:
October 4 through October 20, 2011.

• Go to kehp.ky.gov to find the fair closest to you or download the attachment [PDF - 163KB]
• Members have the opportunity to enroll online at select benefit fair locations

Commonwealth Banking Changes and Your Paycheck

The Commonwealth has changed to JP Morgan Chase as a new banking institution. Please click the following link for further information and details.

Social Security Tax Percentage Change

The IRS has released Publication 1036, detailing tax rates for 2011 and other changes. This includes a significant change regarding Social Security tax. For 2011, the employee Social Security tax rate will be 4.2%, reducing it 2% from the prior rate of 6.2%. The employer rate will remain at 6.2%. The maximum wages subject to Social Security tax in 2011 remain at $106,800.00 . You may read Publication 1036 here.  If you have any questions give us a call at 502-564-5620.

2011/12 Budget Amendments

Please check your initial 2011-2012 Annual PVA Budget. Adjustments, amendments and/or corrections can be made by using an Amended Budget Form that can be located in the Related Content Box to the right. Please call us for assistance.

Employer Provided Vehicles

• Workshop Materials
• Responsibilities for Employer Provided Vehicles
• Example of Vehicle Log
• Taxable Fringe Benefits and 1099 Reporting - Frequently Asked Questions (FAQ) [PDF - 61KB]

Hiring Policies in Place

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, 2012, 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.  This will be billed as of July 1 for existing employees and at the time of hire, promotion or reclass for all other employees.

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)

Personalized Work Schedule [PDF - 45KB]

Electronic Timekeeping System Designation Form [Word - 24KB]

ETS Training Manual [PDF - 652KB]

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.

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.

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.

We would like to encourage all PVA offices to participate in the State Payroll Direct Deposit program.

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.

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.

Paychecks are not to be given to employees 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.

Inter-Accounts: Lodging Per the February 24, 2005, PVA Budget Committee meeting, all education lodging must be paid at time of checkout, please do not inter-account or direct bill your lodging expense while at the State Parks.

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.

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 Resources Specialist III (Benefits), (502) 564-6946

Charles Duke
Human Resources Specialist III (Adair to Graves), (502) 564-6950

Mary Martin
Human Resources Specialist III (Grayson to Lyon), (502) 564-6938

Cyndi Abrams
Human Resources Specialist III (McCracken to Woodford), (502) 564-6937