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.

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.

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

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.

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. 

Social Security Tax Percentage Change

2013 Tax and Social Security Withholding Changes

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 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).

ADOPTION REIMBURSEMENT HAS BEEN SUSPENDED FOR THE REMAINING FISCAL YEAR 12-13.

UNEMPLOYMENT INSURANCE CHARGES FOR ANY PVA OFFICES CAN BE BILLED BACK TO THE RESPECTIVE PVA OFFICE IN MAY 2013. 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)

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]

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.

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.

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