• What is the HR Gateway? The HR Gateway hosts trusted, secure links for state employees to access earnings statements, HR Self-Service for online personnel transactions and updates, the SOM Learning Center for training, NEOGOV for performance evaluations, and SIGMA for time entry and travel reimbursements. State employees can access the HR Gateway from the MCSC website or www.mi.gov/hrgateway.
• What can I do using HR Self-Service? For Michigan state government employees, HR SelfService lets you access information on current pay, benefits, leave balances, and much more. You can also review earnings statements and update tax withholding, direct deposit, contact information, and more. You can also call the MI HR Service Center at 877-766-6447 during normal business hours for help. A complete list of covered services is on the MI HR website.
• How can I update my name for state personnel records? State employees can call the MI HR Service Center at 877-766-6447, during normal business hours for help starting a name change and for clarification of what documents you need to support your change request.
• How do I update my emergency contacts? State employees can update these by logging into HR Self-Service and navigating the bookmarks for Employee Self-Service, then Personal Information, and then Emergency Contacts. Or you can call the MI HR Service Center at 877- 766-6447 during normal business hours for help.
• How can I check how many years of service I have? You can confirm your state seniority by logging into HR Self-Service and navigating the bookmarks for Employee Self-Service, then Personal Information, and then Leave Balances. You can divide your continuous service hours by 2,080 to convert to years. Or you can call the MI HR Service Center at 877-766-6447 during normal business hours for help.
• How can I get pay stubs after leaving my state job? Former employees retain limited access to HR Self-Service for 90 days after separation. You can view earning statements by navigating the bookmarks for Employee Self-Service, then Pay, and then Earning Statement. Or you can call the MI HR Service Center at 877-766-6447 during normal business hours for help. For older pay information, you should contact the HR office for the agency that you worked for.
• How can I change my city-tax exemption? State employees can update tax exemptions by logging into HR Self-Service and navigating the bookmarks for Employee Self-Service, then Pay, and then the relevant taxing authority. Depending on your official work location and residence, a link may be available to start the process. Or you can call the MI HR Service Center at 877- 766-6447 during normal business hours for help.
• How can I research current state-job postings? State-government jobs can be viewed at www.governmentjobs.com/careers/michigan. You can sort vacancies and filter by location, agency, salary, and other categories. You can also set up job alerts for notice of new vacancies.
• How do I apply for state positions? Job postings in state government are made at www.governmentjobs.com/careers/michigan. The state’s Application Guide has instructions on how to create an account and apply online.
• How can I get technical support on using NEOGOV to apply for state jobs? In addition to help available from the menu in the upper-left corner of the NEOGOV website, you can request help by emailing the NEOGOV support team at MCSC-NEOGOV@mi.gov.
• Can only US citizens apply for state jobs? A few jobs (typically in law enforcement) have a citizenship requirement, but valid work authorization under a green card or other visa should allow employment in most state positions. If a position has a citizenship requirement, its posting should reference it in a linked position description, linked job specification for its class, or the posting itself. Most postings have no such requirement.
• What are continuous postings? Agencies use continuous postings for positions with mass hiring or when they want applicant pools available immediately if vacancies occur. Use of applicant pools from continuous postings varies by agency, location, and position. For some MDHHS postings, for example, applications expire after six months, and potential applicants must then reapply for future vacancies. You can contact the hiring agency or review the posting for more information on hiring under a continuous posting.
• What are internal job openings in NEOGOV? Most civil service positions are open to all applicants who meet the minimum qualification requirements. This part of the NEOGOV site has a few internal postings that are only open to current employees because of funding or experience requirements.
• How do I apply for veterans’ preference? Rule 3-8 provides three varieties of veterans’ preference for qualifying veterans and their spouses during preliminary screening and scored exams in selection processes. To register for veterans’ preference, an online application must be submitted on the state’s vacancy website. You must attach proof of eligibility to the registration application. Servicemembers scheduled to separate within six months may also apply if they provide suitable proof of a likely honorable discharge. You can review the online registration application for more information.
• Do I need to provide official transcripts to apply for state jobs? Some state positions require official transcripts. The state’s Official Transcript Guide has information on how to provide transcripts, if required.
• Who decides if applicants are qualified for a classification or position? For state civil service positions, different roles exist in qualification determinations. HR staff for hiring agencies can qualify applicants based only on education and work experience in the state civil service. If relying on outside experience or equivalencies beyond the standard requirements to show similar knowledge, skills, and abilities, MCSC regulatory staff must perform that review at hiring agencies’ request. These determinations are on minimum qualification. Ultimately, hiring agencies decide the best qualified among eligible applicants after reviewing applications and interviews. The average state posting receives dozens of applications, so many qualified applicants are ultimately unsuccessful.
• How can I find out what positions I qualify for? Every job posting contains education and experience requirements or a link to the job specification for the position’s class with this information. The entry-level for many classes only has education requirements that are selfexplanatory. They could be a high school diploma or GED, minimum college credits in any or specific coursework, or a college degree in any or specific majors. To qualify for higher levels with work experience requirements requires an MCSC credential review of applications, unless based only on past state classified work experience. You can help by describing specific duties performed in past jobs, the specific number of years and months in roles, and the percentage of time spent performing specific duties in applications or résumés.
• What can I do if I qualify for a position but did not receive an interview? The average state vacancy receives dozens of applications, and some receive hundreds or even thousands. For a manageable number of interviews, hiring managers will apply screening criteria. This leads to even qualified applicants not reaching the interview stage. For questions on a specific vacancy, postings have general contact information at the bottom, and some have more specific contact information in the postings. You can also check on the status of jobs you applied for by signing into your account, selecting the position title, and clicking the Job Details tab.
• What can I do if I applied for a state job and have not heard anything? Agencies typically wait until after a selection to provide any notices. Some agencies notify all applicants; some only notify interviewed candidates. For questions on a specific vacancy, postings have general contact information at the bottom, and some have more specific contact information in the postings. You can also check on the status of jobs you applied for by signing into your account, selecting the position title, and clicking the Job Details tab.
• How can I check my application’s status? The agencies that post vacancies make individual hiring decisions. For questions on a specific vacancy, postings have general contact information at the bottom, and some have more specific contact information in the postings themselves. You can also check on the status of jobs you applied for by signing into your account, selecting the position title, and clicking the Job Details tab.
• Can I receive the interview questions? Hiring agencies develop their own job-related questions to evaluate candidates. If you have questions about what an agency may ask and what agencies share before interviews, you can address them to the hiring manager or agency HR staff.
• Why was I not selected for an interview? While the MCSC maintains the website for state vacancy postings, agencies that post vacancies make individual hiring decisions. Postings have contact information at the bottom for general questions to the agency, and some postings have more contact information for questions on that posting.
• How long does it take to fill a vacant position? This varies considerably from weeks to months. Some vacancies receive two applications; some receive 200 or 2,000. Some positions have detailed background checks or rounds of interviews. Hiring agencies may slow or speed up hiring based on staffing or budgeting factors. If you have questions on a specific vacancy, postings have general contact information at the bottom, and some have more specific contact information in the postings themselves. You can also check on the status of jobs you applied for by signing into your account, selecting the position title, and clicking the Job Details tab.
• What drug testing occurs for state employees? All state employees are subject to preemployment drug testing. All state employees are also subject to reasonable-suspicion testing while employed for drugs and alcohol. All employees are also subject to follow-up testing in defined situations. Test-designated positions, which typically involve operating vehicles, using dangerous equipment or explosives, carrying firearms, working with prisoners or probationers, or working in health-care settings, also are subject to random-selection and post-accident testing. Regulation 2.07 has information on drug and alcohol testing.
• What drugs do pre-employment drug tests look for? The tested drugs depend on whether a state position is test-designated. Rule 9-1 defines test-designated positions, which typically involve operating vehicles, using dangerous equipment or explosives, carrying firearms, working with prisoners or probationers, or working in health-care settings. Test-designated positions must pass a pre-hire drug screen for cocaine, opiates, amphetamines, phencyclidine, and marijuana. Positions that are not test-designated only test for the first four classes of drugs— and not for marijuana. All state positions are subject to reasonable-suspicion testing for controlled substances under schedules 1 and 2 of Michigan’s public health code and alcohol.
• What is a test-designated position? Test-designated positions are subject to random and postaccident testing because of their duties. The six current bases for designation are if the employee (1) is required to possess a valid commercial driver’s license or to operate a commercial motor vehicle, an emergency vehicle, or dangerous equipment or machinery, (2) possesses law enforcement powers or is required or permitted to carry a firearm while on duty, (3) on a regular basis, provides direct health care services to persons in the care or custody of the state or one of its political subdivision, (4) has regular unsupervised access to and direct contact with prisoners, probationers, or parolees, (5) has unsupervised access to controlled substances, or (6) is responsible for handling or using hazardous or explosive materials.
• How long does it take for drug-test results? The time can vary depending on the testing location, when the donor reports, testing volume, confirmatory testing, needed clarifications from donors, and other factors. Typically, the process takes a few days.
• What is an employment sanction? Under regulation 3.06, MCSC staff can prevent appointment of applicants to state civil service positions for several reasons. They include conduct as a state employee, conduct during selection processes, not passing or completing required drug tests, criminal convictions, and other grounds. Sanctions can be for a limited duration or permanent. Notice of sanctions includes information on the appeal process, as described in regulation 3.06.
• When do my insurances start? Available plans for state employees can vary. You must present required documents within 31 days of hire to avoid needing to wait until the next annual openenrollment window. The Employee Benefit Division’s (EBD) Benefit Hub website has detailed information on benefits enrollment, including a New Employee Benefits Checklist.
• Who do I contact to change or add someone to my insurances? Federal law only allows changes at defined times. One is the annual open-enrollment window. Information on the Benefits Open Enrollment (BOE) period is sent each fall to state employees and is on the EBD’s BOE website. The other is after qualifying life events, which include things like hires, births, deaths, marriages, divorces, coverage losses, and moves outside coverage areas. Detailed information on qualifying events is available on the EBD’s Family Status Changes website. State employees can call the MI HR Service Center at 877-766-6447 during normal business hours for help with changes and guidance on required supporting documents needed to prove eligibility.
• How do I know if my dependent is eligible under my state insurance coverage? You can review required supporting document summaries on the EBD’s website and call the MI HR Service Center at 877-766-6447 during normal business hours with questions. Enrollment may be available only during the annual Benefits Open Enrollment window each fall or after qualifying life events. Benefits may also vary depending on your state position.
• Who can I ask about continuing state insurances under COBRA after separating as a civil servant? The EBD administers insurance offerings for state-government employees, including COBRA continuation coverage. The EBD’s COBRA website has information and a link for paying premiums. You can also direct COBRA questions to 800-505-5011 or MCSC-EBD@mi.gov.
• How are health-insurance premiums determined? The state health, dental, vision, life, and long-term disability plans are self-funded. This means that the state pays costs for claims and administration from premiums collected from the state and employees. Premiums are adjusted each year based on expenses and overall balances in plan accounts so adequate funds are available to pay projected costs. If plan reserves are sufficient, rates can be frozen; if more reserves are needed, corresponding premium increases are made. For fully insured HMO and DHMO offerings, insurance companies set overall premiums and premium shares are set based on negotiated provisions in union contracts or as approved by the MCSC for NEREs.
• How is the MCSC addressing increasing premium costs for health insurance? Rising healthcare costs are an issue facing all employers. State civil servants saw eight years without increases to premiums for the State Health Plan, but recent years have seen increases. The state is committed to providing civil servants robust insurance plans that ensure quality and breadth of coverage and making the options as affordable as possible.
• What is the process to purchase computer and safety glasses? The EBD’s Specialty Computer and Safety Glasses website has detailed information on how state employees can buy these items and request HR office assistance processing requests.
• How do I make Flexible Spending Account (FSA) benefit elections? State employees can make FSA election changes during each fall’s annual Benefits Open Enrollment (BOE) period or after qualifying life events. State employees can call the MI HR Service Center at 877-766-6447 during normal business hours for help with changes and guidance on any required supporting documents needed to prove eligibility. The EBD’s FSA website also includes the plan booklet, forms, and other information on the program.
• When and how do I apply for Long Term Disability? The EBD’s Disability website has links and information on long-term and short-term disability programs offered to state government employees.
• How can I update or verify beneficiary designations for my state life-insurance benefit? State employees can review and make changes in HR Self-Service through the HR Gateway by navigating the bookmarks for Employee Self-Service, then Benefits, and then Beneficiaries. Or you can call the MI HR Service Center at 877-766-6447 during normal business hours for help with updates. The EBD’s Life Insurance website has information on the life-insurance plan.
• How do Michigan State Police (MSP) employees enroll in the short-term disability and supplemental term-life insurance plans for MSP employees only? The EBD’s Disability website has information on the MSP short-term disability plan. The EBD’s Life Insurance website has information on the MSP term-life plan.
• How can I change my Qualified Transportation Fringe Benefits (QTFB)? QTFB benefits let you use pre-tax dollars to pay eligible parking and transportation expenses. State employees can make changes in HR Self-Service through the HR Gateway by navigating the bookmarks for Employee Self-Service, then Benefits, and then Qualified Transportation. Or you can call the MI HR Service Center at 877-766-6447 during normal business hours for help with updates. The EBD’s QTFB website has information on the program.
• What services does the Employee Service Program (ESP) provide? ESP staff provides individual consultations to state employees and eligible family members to promote wellness and help resolve personal or work issues interfering with productivity, home life, or behavioral health. ESP also provides management consultations on work-unit issues, critical incident stress management (CISM) services after traumatic incidents, wellness sessions, and web-based resources at www.mi.gov/esp. ESP services are confidential, free, and voluntary.
• How can I contact the Employee Service Program (ESP)? Eligible state employees and family members can contact ESP at 800-521-1377 during normal business hours or MCSCESP@mi.gov. More information on ESP services is available at www.mi.gov/esp. Those in crisis can call the Suicide & Crisis Lifeline anytime at 988.
• Does the Employee Service Program (ESP) provide counseling? ESP staff provides assessment, referrals to counseling services with providers under state-employee insurances, and supportive follow-up for employees and eligible family members. ESP also provides wellness sessions and support sessions for work areas after traumatic incidents.
• What is Critical Incident Stress Management (CISM)? If a state office experiences a traumatic incident (act of violence, on-site severe injury, employee suicide or homicide, etc.), management can contact ESP for services to employees, who may experience stress and feel overwhelmed.
• What are eligibility requirements for medical, parental, FMLA, and other extended leaves? Leave entitlements and eligibility criteria for state civil servants are set by federal law, civil service rules and regulations, and collective bargaining agreements. Requirements and rights can vary based on bargaining unit, seniority, hours worked, and other factors. You can visit the MCSC Disability Gateway to identify the appropriate office to direct questions to depending on the state agency you work for.
• How can I apply for a medical, parental, FMLA, or other extended leave? Employees of the Attorney General, Secretary of State, MSHDA, Strategic Fund, or State Police should reach out to their HR office for help. Employees of another branch of state government, local units of government, or private companies need to contact their employer’s HR office for help. The MCSC has no role in leaves for these employees. Employees of other state agencies can visit the MCSC Disability Gateway or contact the Disability Management Office (DMO) or Disability Management Unit (DMU) at 877-443-6362 for help applying and an online application. This online application is only for participating state agencies.
• What do I need to do to return to work after a leave of absence? Requirements can vary depending on the type of leave you are taking. Your HR office or case worker with the Disability Management Office or Unit can provide information on your case.
• Do insurances continue during a leave of absence? Eligibility can vary depending on the type of leave, whether you have long-term disability coverage, and other factors. Your HR office or case worker with the Disability Management Office or Unit can provide information on your case.
• How do I apply for workers’ compensation? Employees of the Attorney General, Secretary of State, MSHDA, Strategic Fund, or State Police should reach out to their HR office for help. Employees of another branch of state government, local units of government, or private companies need to contact their employer’s HR office for help. The MCSC has no role in workers’ comp claims for these employees, who can also call 888-396-5041 or visit https://www.michigan.gov/leo/bureaus-agencies/wdca for more information. Employees of other state agencies can visit the MCSC Disability Gateway or contact the Disability Management Office (DMO) or Disability Management Unit (DMU) at 877-443-6362 for help applying and submitting an online application. The DMO and DMU have a summary document with information on services they provide and frequently asked questions, but this document and the online application do not apply to employees of other agencies and other employers.
• How do I request time off for military service? Absences for qualifying military service only require notice. Notifying your supervisor and HR office as soon as possible and providing copies of orders, drill schedules, or other similar documents helps process your military leave and any supplemental pay benefits you qualify for. A detailed FAQ addresses military-leave issues.
• What must I do before or after a military leave? A detailed FAQ addresses military leaves, potential supplemental pay, paid-leave accruals, insurance coverage, and other topics. The MCSC regulates and audits these leaves and transactions for state civil servants. You can send questions to MCSC-MilitaryLeave@mi.gov. The MCSC does not audit or answer questions on entitlements for employees of other branches of state government, local units of government, or private companies. Those employees should contact their HR offices for clarifications. Grievances, Technical Complaints, Discrimination Complaints, and Accommodation
• How do I file a grievance? How to file a grievance depends on your position’s bargaining unit. Nonexclusively represented employees (NEREs) file grievances using the CS-100 form under the process in regulation 8.01. Exclusively represented employees (EREs) file most grievances in the grievance process under their union’s collective bargaining agreement. For a few subjects identified in rule 6-9.6(b)(3), like position abolition and staff assignment, EREs must instead use the grievance process in regulation 8.01. Your agency’s HR office or labor organization can answer questions on how and where to file grievances. These forums are only available to classified employees in Michigan’s state government. The commission has no authority over grievances from employees of other private or public employers.
• How can I get my position reclassified to a different class or level? If your state agency supports, they can start a request to the MCSC. If your agency does not support, you may initiate an employee-generated position review under the process in regulation 4.03. In either case, if you disagree with the MCSC regulatory staff’s initial decision after it is issued, you may then file a technical classification complaint under regulation 8.02 using the CS-212 form.
• How can I be qualified for a class to allow appointment to a position? When you apply for a position, agency HR staff can evaluate past state experience to qualify you. If relying on outside experience or seeking an equivalency, MCSC regulatory staff must make the decision. If screened out during an agency review, no technical qualification complaint is available. Other times, MCSC regulatory staff may issue a denial finding you ineligible for a class or level. In this case, you will receive communication from the MCSC describing how you can file a technical qualification complaint under regulation 8.02 using the CS-212 form. Initial denials can often change if you can provide more detailed information. Describing the specific duties performed in past jobs, specific number of years and months in roles, and percentage of time spent performing specific duties can help better evaluate your prior experience.
• How can I challenge that someone less qualified than me was appointed? Unsuccessful candidates for state civil service positions can file a technical appointment complaint under regulation 8.04 using the CS-212 form. Technical complaints must allege specific violations of civil service law. Technical appointments only arguing that one candidate was superior to another are generally dismissed as insufficient as a matter of law. Complaints should focus on objective violations (not minimally qualified, violated recall rights, discrimination, etc.). A technical complaint can vacate an appointment but cannot order an appointment.
• How do I appeal MCSC administrative decisions? Appeal rights depend on the type of complaint and decision. Decisions conclude with directions on the next appeal and deadlines. Information on several appeal types is available at the MCSC’s Grievances, Complaints, & Appeals website.
• How do I file discriminatory harassment complaints? State civil servants subjected to or witnessing discriminatory harassment are required to report under regulation 1.03. You must report in writing to either a supervisor or an agency-designated investigator. If your supervisor harasses, you can also report to a higher-level supervisor. If an investigator harasses, you can also report to the agency’s HR director. To help end harassment, you should make reports immediately—and in any event within 180 days.
• Can I file discriminatory harassment complaints directly to the MCSC if my supervisor is harassing me? No, unless you are an employee of the MCSC. Under regulation 1.03, as a state classified employee, you have a duty to report harassment that you suffer or witness to either your supervisor or your agency’s designated investigator. If one of these is the harasser, you can report to the other or to the harasser’s supervisor. The agency employing the harasser investigates reports.
• How do I request a reasonable accommodation of my disability to perform my job? The CS1668 form, Disability Accommodation Request and Medical Statement, may be filled out and submitted to your state agency’s accommodation coordinator to begin the interactive process. Or you can contact the coordinator directly. For pregnancy-related accommodations, the CS1667 form can be used. Regulation 1.04 more fully describes the accommodation process.
• How do I request a reasonable accommodation of my disability to apply for a position? Applicants needing accommodation to submit applications for a state job may contact the hiring agency’s Title I Officer or HR office. Applicants needing accommodation to participate in interviews may request when contacted to schedule interviews.
• Are Michigan Civil Service Commission meetings open to the public? Yes. Commission meetings typically start at 10:00 a.m. at the Capitol Commons Center at 400 South Pine Street in Lansing. The commission’s schedule of meetings is online. Under its bylaws, decisions on matter of public policy on items like rules, union agreements, and other policy determinations occur in open session. Deliberations on quasi-judicial matters, litigation, and other items may occur in closed session.
• Are there meeting minutes? Yes. The commission posts its meeting minutes online.
• What is the process to amend rules? Rule 1-1 describes the process for rule amendments. Typically, rules are circulated for public comment at least 28 days before deliberation at a meeting. A majority of a quorum must support any changes. The rules and bylaws may also allow amendments more quickly in emergencies with consents, waivers, or unanimity.
• What is the process to amend regulations? Regulation 1.01 describes the process for regulation amendments. Typically, regulations go out for public comment at least 14 days before final action by the state personnel director. The director may take emergency action if quicker action is necessary.
• Who are the commissioners and state personnel director? The commission’s website includes information on the commissioners and director.
• What is the Michigan Civil Service Commission’s mission statement? The commission’s mission statement is: Provide an equitable, responsive employment system to effectively serve Michigan. More information on the MCSC’s strategic plan is available in the Strategic Plan Summary.
• What is the Michigan Civil Service Commission’s vision statement? The commission’s vision statement is: Deliver exceptional, innovative HR services. More information on the MCSC’s strategic plan is available in the Strategic Plan Summary.
• When will I get my first paycheck? State paydays typically fall on the second Thursday after a biweekly pay period ends. There are some exceptions when that date is a banking holiday. • When will my direct deposit start? The process to set up direct deposit and confirm validity usually results in a delay of one pay period. In such cases, the state will mail a paper check to your address of record.
• How do I figure out my annual salary based on my hourly rate? 52 weeks equates to 2,080 hours. You can multiply that number by your wage. If you need a more precise number, years can have 2,088 or 2,096 hours of weekdays depending on leap years and the year’s calendar.
• When will I move into the next threshold for annual-leave accrual? Accrual rates for state employees depend on language in rule 5-10.2(a)(1)(B) for nonexclusively represented employees and in collective bargaining agreements for employees exclusively represented by a union. You can confirm your state seniority by logging into HR Self-Service and navigating the bookmarks for Employee Self-Service, then Personal Information, and then Leave Balances. You can divide your continuous service hours by 2,080 to convert to years. Or you can call the MI HR Service Center at 877-766-6447 during normal business hours for help.
• How much longevity pay do I receive? Eligible state employees can begin to qualify for longevity pay after five years of continuous service. The payment amount increases as seniority grows. There also can be credit for prior military and state service. Nonexclusively represented employees can review language in rule 5-8 and employees exclusively represented by a union can review language in collective bargaining agreements for specific details.
• Do state employees receive a pay increase in October and how much? Pay rates for state civil servants are set by the civil service commission for nonexclusively represented employees and collective bargaining for employees exclusively represented by a union. The legislature also has a 60-day window each spring to reject or modify pay increases approved by the MCSC for the coming October. HR offices typically provide notice of upcoming pay increases each fall.
• What step increases do I get in my pay? Most state positions have a pay schedule based on their class and level with predetermined steps for pay increases received if in satisfactory status. The state’s compensation plan has a list of classes and pay schedules. It is available online and updated regularly. Depending on the class and level, some steps are available at sixmonth, twelve-month, or longer intervals. A few classes are in performance-pay schedules where raises are based on agencies’ evaluations of your performance. Your HR office can provide information on your class, level, and pay schedule.
• How are pay raises determined, and can I request one? Unlike many private-sector jobs, most state positions have pay set based on collectively bargained or MCSC-established pay schedule. These schedules have predetermined steps for raises received if you accumulate enough time in satisfactory status. The state’s compensation plan has a list of classes and pay schedules. It is available online and updated regularly. Depending on the class and level, some steps are available at six-month, twelve-month, or longer intervals. A few classes are in performance-pay schedules where raises are based on your agency’s evaluations of your performance. Your HR office can provide information on your class, level, and pay schedule.
• What counts as time worked when calculating overtime? Overtime policies for state civil servants depend on language in regulation 5.02 for nonexclusively represented employees and in collective bargaining agreements for employees exclusively represented by a union. Your HR office can provide information on overtime policies for your agency and position.
• What can I use my sick leave for? Civil service rules and regulations or collective bargaining agreements govern sick-leave use for career employees and sick-time use for non-career employees. Union contracts are available at the Office of the State Employer’s website. Regulation 5.10 describes authorized uses of sick leave for nonexclusively represented employees (NEREs). Your HR office can also provide clarifications on authorized use.
• How do I donate annual leave to a coworker? Most state civil servants can donate annual leave in qualifying situations. For nonexclusively represented employees, regulation 5.09 governs leave donation and transfer; for exclusively represented employees, consult your collective bargaining agreement. The Office of the State Employer’s Forms website has forms with instructions and more information on these programs.
• Will I receive a personal-leave grant on October 1? Paid-leave policies for state civil servants depend on language in regulation 5.09 for nonexclusively represented employees and in collective bargaining agreements for employees exclusively represented by a union. Most state employees receive a personal-leave grant of 16 hours when hired and in Octobers, but entitlements vary. Your HR office can provide information on leave policies for your agency and position.
• What retirement benefits do state employees receive? The Office of Retirement Services administers most statutory retirement programs for state civil servants. You can visit the ORS website at www.mi.gov/ors or call them at 800-381-5111. Information on retiree insurance programs is available at the EBD’s Retiree Information website. General:
• Who do I contact for employment verifications? The MI HR Service Center processes basic employment verifications for state civil servants on dates of service, classes, and pay. Requests can be made by calling 877-766-6447, faxing 517-241-5892, or emailing MCSC-MIHRDocs@mi.gov. For more detailed information on employment such as disciplinary records or the nature of work performed, you may need to contact the previously employing state agency.
• How can I get a copy of my personnel file? Agencies keep personnel files for their employees. You should direct requests for personnel files to your agency’s HR office or FOIA coordinator— of a prior agency if seeking older documents.
• Does the MCSC handle unemployment claims? No. The Michigan Unemployment Insurance Agency handles unemployment claims for state government employees and other public and private employees in Michigan. The UIA can be called at 866-500-0017, or more information is available from its Claimant Roadmap.
• How do I sign up for payroll deduction of union dues? State civil servants can authorize dues deduction by payroll to a labor organization in two ways. You can access HR Self-Service through the HR Gateway and enter the transaction themselves. Or you can call the MI HR Service Center at 877-766-6447 during normal business hours for help updating authorizations.
• How can I seek partial tuition reimbursement? These policies can vary by bargaining unit and agency. State civil servants can contact their agency’s HR office or the Office of State Employer for more information. The MCSC does not administer the state’s professional-development and tuition-reimbursement programs.
• Where are tax forms for state employees? State civil servants can update their W-4 withholding documents in two ways. You can access HR Self-Service through the HR Gateway by navigating the bookmarks for Employee Self-Service, then Pay, and then Tax Withholding. Or you can call the MI HR Service Center at 877-766-6447 during normal business hours for updates. This is only for state employees. For general federal and state tax information, visit www.irs.gov or www.michigan.gov/taxes/iit-forms.
• How do I get a desk audit to reclassify my position to a different class or level? You or your agency can request a review of your state classified position’s class and level. Reclassifications from the entry to intermediate to experienced levels require only completion of satisfactory service and increasing independence. Others to advanced levels or different classes require showing changes to the position’s nature and MCSC regulatory staff’s approval. You can first talk with your supervisor to see if your agency will support and submit a request. You may also review regulation 4.03, which describes the process and has a link for electronically requesting an employee-generated position review.
• How long does Civil Service take to approve actions in PARIS? Equitably classifying positions requires objective standards to differentiate between different classes and levels and sufficient details to decide which of over 500 class titles is the best fit for the duties encompassed in a position description. If hiring managers and agency HR staff can provide that information initially, approvals can proceed more quickly. Missing information requires discussions and delays. Considering other positions in an agency or statewide is also necessary to ensure equitable treatment across the classified workforce.
• Where do I send Public Service Loan Forgiveness (PSLF) forms? You can complete PSLF forms online at www.studentaid.gov/pslf. This is the easiest way to start the process. By entering the State of Michigan (Employer Identification Number 38-6000134) as your employer and MCSCMIHR-Docs@mi.gov as your employer email address, the MI HR Service Center staff will receive your application to process the employer portion. If you instead want to fill out a paper PSLF form, you can submit your signed form to MCSC-MIHR-Docs@mi.gov or fax it to 517-241-5892 for MI HR staff to complete the employer portion.
• What are special personal services (SPS) employees? An SPS employee is a contractor who is employed by a state agency but not a classified or an unclassified employee. They are typically short-term employees on appointments of a few months. They are not eligible for civil service benefits or subject to civil service conditions of employment. Hiring an SPS employee requires prior approval under the procedures in chapter 7 of the rules and regulations.
• What is the Senior Executive Service (SES)? The SES includes the highest-level classified positions that typically formulate and implement major programs and policies for agencies. SES positions are limited-term appointments of up to two years. Appointees can be reappointed but have no right to reappointment. Appointees may have bumping rights to some lower-level positions where they previously served after an appointment ends or can mutually agree to approved placements to eligible positions. Appointments are memorialized in signed SES Agreements. More information on the SES is in rule 4-6.
• What is the Senior Executive Management Assistant Service (SEMAS)? The SEMAS includes positions providing administrative support to senior executives in state agencies. SEMAS positions are limited-term appointments of up to two years. Appointees can be reappointed but have no right to reappointment. Appointees may have bumping rights to some lower-level positions where they previously served after an SEMAS appointment ends or can mutually agree to approved placements to eligible positions. Appointments are memorialized in signed SEMAS Agreements. More information on the SEMAS is in rule 4-6.
• What veteran benefits are there for SOM employees and applicants? The Military & Veterans Resources website summarizes several programs benefiting veterans. These include veterans’ preference credit, degree waivers for some classifications, military leaves and supplemental pay, and service credit for annual-rate accrual and longevity pay. SIGMA:
• How can I change a submitted timesheet? Time entry occurs in SIGMA, which the MCSC does not administer. You can contact the SIGMA Help Desk at SIGMA-ESS-MSS-Helpdesk@mi.gov or 517-284-0540 or ask your agency’s HR office for help.
• How do I enter overtime if approved to work? Time entry occurs in SIGMA, which the MCSC does not administer. You can contact the SIGMA Help Desk at SIGMA-ESS-MSSHelpdesk@mi.gov or 517-284-0540 or ask your agency’s HR office for help.
• How can I submit or check on the status of a travel reimbursement? Travel requests occur in SIGMA, which the MCSC does not administer. You can contact the SIGMA Help Desk at SIGMAESS-MSS-Helpdesk@mi.gov or 517-284-0540 or ask your agency’s HR office for help.
• How do I correct timesheet errors in SIGMA? The MCSC does not administer SIGMA. You can contact the SIGMA Help Desk at SIGMA-ESS-MSS-Helpdesk@mi.gov or 517-284-0540 or ask your agency’s HR office for help.
• Who can answer questions about reimbursements for meals and travel as a state employee? For questions on entering reimbursement requests in HRMN, you can contact the SIGMA Help Desk at SIGMA-ESS-MSS-Helpdesk@mi.gov or 517-284-0540. You can also visit DTMB’s Travel website, which contains links to the standardized travel regulations and agency contacts for questions.
• How can I file a formal ethics complaint with the State Board of Ethics? The State Board of Ethics has limited jurisdiction over seven statutorily defined prohibitions involving specific conflicts of interest. It does not have general authority to question the appropriateness, validity, or wisdom of operational actions. It can only issue recommendations to agencies in written decisions in response to valid complaints or requests for advisory opinions. The board also does not have jurisdiction over complaints about elected officials, local units of government, or private companies. You can also raise concerns with actions taken by a state agency directly with that agency.
• How do I apply for retirement and what resources are available? The Office of Retirement Services administers retirement programs for state-government employees. You can visit the ORS website at www.mi.gov/ors or call 800-381-5111 for resources, questions, or information.
• Where can I get help resetting my Bridges password? The Michigan Department of Health and Human Services administers the Bridges system. You can call MDHHS at 855-443-6424 for more information or visit newmibridges.michigan.gov/.
• How do I report bad behavior by a driver in a state vehicle? The MCSC is not responsible for state vehicles. The DTMB has an online process for complaints on state-vehicle use.
• How can I reset my network or voicemail password? For state employees, the Department of Technology, Management and Budget handles network- and voicemail-password resets. You can call DTMB at 517-241-9700.
