The CC Express form is an automated web-based form developed to expedite processing for classification actions that do not require review by an ADOA classification analysis.  Agency is responsible to keep all forms and authorization for these actions.  The type of actions you would use CC Express for are:

• Position Activation (active status, employee can fill)
• Position Inactivation (currently not used, can be activated)
• Position Abolishment (perm not to be used again)
• Multifill a position (must be same job code/title as the base position)
• Overfill a position (must be different job code with a higher grade/salary range than the base)
• Underfill a position (must be different job code with a lower grade/salary range than the than base, should be in the series to progress to the base position)
• Change information on an over/underfill or multifill position
• Change Process Levels, Department, or Location

Action Effective Date field:

• The date used in this field must be on or prior to the date the employee is effective in the position.
• When the date is earlier than the previous pay period, please note the reason in the comments     section of the request.  

Even though agencies can make changes to the Check Locator, Supervisor Link, Supervisor Code, Geographic Location, Expense Account and Activity; if you are requesting a Multifill, Overfill or Underfill and you include this information, we can enter those changes so you do not need to go back after the CC Express is finalized to add or change these fields.

After you have submitted the form, you will get a response acknowledging your request and giving you the CC Express number assigned to your request.  This should be copied and held as pending.  When the changes have been made in HRIS, or the request has been reviewed the sender will receive an e-mail notification of completion or declined with comments to let you know why. Pull the pending request and verify that HRIS now shows the changes as acknowledged.  By authorizing a CC Express the sender is acknowledging responsibility for having the authority and maintaining any documentation/signatures required to request this action.

COMMON QUESTIONS    

Q  When I am requesting an Overfill or Underfill, do I need to fill out all of the fields offered under Underfill or Overfill Employee Information and the Process Level and Supervisor Information?
A  No, the only additional information you must supply after giving the alpha code (V, Z, W, or X) for the overfill or underfill is the Job Code and Description (Title).  If other fields should change, you can enter the fields that are different from the base or that need to be revised.

Q  Explain the codes used for an Overfill or Underfill.
A  Underfills will be established by placing a “Z”, “X” or “W” as the 4th character of the position number.  This decision was made to accommodate agencies which routinely underfill positions until employees have reached all the requirements to fill the base position.  Complete the underfill section using the EMPLOYEE information, not the position information.
"Z" The “Z” position is the most commonly used underfill, if in doubt use “Z”. 
“Z” Positions will be made for all temporary employees.
“Z” Positions will be made for underfills not in a “series.”
“Z” Positions will be made for underfills only “one below” in a “series.”
“X”  The “X” position will be used for “two below” in a series.
“W” The “W” position will be used for “three or more below” in a series.
 
Example:   Base position AAD00####AAN for Report Writer IV
   Underfill AADZ#####AAN for Report Writer III
   Underfill AADX#####AAN for Report Writer II
   Underfill AADW#####AAN for Report Writer I
   Overfill AADV#####AAN for Report Writer Spvr

Q  Why do some position numbers for Overfills or Underfills have a different last letter than the base?
A  Starting 4th Qtr 2005, when Classification receives a request for an Over/Underfill position that has a Job Code with a potential different FLSA than the base Job Code FLSA, the appropriate FLSA code will be applied to the position pay code and the position number of the Underfill or Overfill.

Q  If I am establishing a new Multifill position and some other changes are needed like supervisor or location, can I enter that information on the form at the same time I am requesting the Multifill?
A  Yes you can.

Q  Who can submit CC Express requests?
A  Each agency with electronic access has designated one or more employees who have authorization to make these requests for their agencies.  Only authorized users can access the CC Express form submit link.  If your e-mail address changes you will need to advise the CC Express Administrator, Evelyn Flores, to make these corrections in order for you to be able to continue sending CC Express requests.  Others from your agency my be authorized to fill in a CC Express request (using your password) but the final action to submit the request will only go to the authorized users e-mail for review and submission.

Q  How long will it take to have the CC Express processed?
A  We offer a 24 hour turnaround with an average of 4 working hours after receipt.  Remember that each payroll compute day HRIS will be view only, so there will be a slight delay on those days.   

Q  How or where do we put Clerical Pool Positions?
A   When hiring a Clerical Pool employee, you must underfill one of your positions.  All Clerical Pool positions will be underfills.  This is the only over/underfill exception where we will allow an Uncovered Position to be underfilled with a Covered Position or vice versa .  You can request an additional one page informational sheet on Clerical Pool positions if needed.

Q  If the base position is a Limited or Temporary position and I establish an over/underfill or multifill when will the over/underfill or multifill expire?
A  The over/underfill/multifill position is linked or based on the base position and will expire at the same time as the base regardless of when the over/underfill or multifill was established or filled.

Q  When we have a position that is reclassed per the HRC-302 form and we move the employee into the new position number, do I inactivate or abolish the old position number?
A  The old position (position reclassed from) must be abolished, one of the abolished reasons listed is AB-Reclassified.  When a reclass is approved, only the new position should remain available to fill or change.  ADOA Data Cleansing projects may identify and abolish the positions that the agencies fail to submit CC Express’s for.  You should abolish the unused position (as well as the under/overfill or multifills) as soon as you move the employee to keep records and some budget reports accurate.  Any time a request for an action is made on a position that was reclassed the support staff will reject the request to activate or change the positions and they will do the proper position maintenance of abolishing it instead.

Q  What happens to the under/overfills if the base position is abolished?
A  When the base position is abolished for any reason other than FLSA the under/overfill positions will also need to be abolished.  If the underfill for example is filled the Agency will need to move them to a new underfill with a valid base and then abolish the underfill/overfill position.