General Circular No. 001343
To: Heads of State Agencies and Human Resource Directors
Subject: Unclassified Agency Audit Report
Issue Date: March 9, 1999
We are enclosing herewith the subject report. This report is a listing of unclassified employees of your agency as indicated by records in this department during the last quarter. PLEASE NOTE THAT THIS REPORT IS AS OF DECEMBER 31, 1998.
The format is designed to help identify potential problems. Specifically, an asterisk is displayed in front of the name of any employee whose last action was effective over 5 years ago, and a plus sign is displayed in front of the name of any employee who appears to have two appointments with the same agency. Also included is a field for "Job End Date". If a date appears in that field, then that is the current expiration date for the appointment. If dates appearing in the "Job End Date" field are long past due, then some action needs to be taken to extend or terminate the appointment.
DO NOT RETURN THE REPORT WITH PEN AND INK CORRECTIONS OR NOTATIONS. Agencies with decentralized authority to enter unclassified personnel actions should do so through CS02. Other agencies must submit hard-copy Personnel Action Forms, Standard Forms 1 (SF-1s), for any appointments, changes, or separations. If an SF-1 was submitted and has been stamped "Recorded", please submit a copy of that document, along with a note that the report does not reflect the action on the SF-1.
Your agency is required under Revised Statutes 42:289 and 42:290 to report unclassified employees. Penalties for failure to do so are as follows:
"R.S. 42:290 Filing of information on employees; exceptions; penalties
'A. The appointing authority of each agency, board, commission, epartment, or other entity in the executive branch of state government shall file with the Department of State Civil Service the name, address, position, date of employment, place of employment, hours of work, and salary or per diem of each unclassified employee under its jurisdiction. Thereafter, within thirty days of employment, termination, or change in any of the elements of employment herein enumerated, the appointing authority shall report such employment, termination, or change in status to the Department of State Civil Service. Each such appointing authority shall report with respect to all classified employees under the jurisdiction of the entity as required by and in accordance with the rules of the State Civil Service Commission. All such information shall be open to public inspection and, except to the extent otherwise provided herein, shall be subject to the provisions of R.S. 44:1 through R.S. 44:41.
'B. For purposes of R.S. 42:289 through 291, the term 'state government' shall not include district courts, including the civil and criminal courts of Orleans Parish, district attorneys, sheriffs, clerks of court, registrars of voters, assessors, coroners, election officials and workers, parishes, municipalities, and any other unit of local government, including school boards and special districts, authorized by law to perform governmental functions.
'C. Any person who willfully violates any provision of R.S. 42:289 or R.S. 42:290 shall be guilty of a misdemeanor and shall, upon conviction, be punished by a fine of not less than one hundred dollars nor more than one thousand dollars, or by imprisonment for a term of not less than ten days nor more than six months, or by both fine and imprisonment.'"
If you find no listing enclosed with this letter it is an indication that we have not received information from you on the SF-1 or that your office does not employ unclassified personnel.
If you desire further information regarding this matter, please contact this office at (504) 342-8285.
Sincerely,
Allen H. Reynolds
Director
Enclosure (The enclosure will not be shown on the OPEN system, but will be mailed out through the regular general circular distribution.)