Prior Payroll System (BPP) Information from the OUS Financial Administration Standard Operating Manual (FASOM)

The Position File

  1. General

    The position file contains records of all classified positions and unclassified positions for which position records are entered. Unclassified positions not assigned position numbers are given aggregate position numbers that incorporate the Major Department's FMS Account Number.

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  2. Notes Regarding Position Record Types

    1. Classified Position Records, Non-Temporary

      To create a new position, or to reclassify, split or change the specifications for an existing position, submit a Personnel Action Form to the institutional budget office. If approved, the change will be entered into the position file.

    2. Temporary Classified Position Records

      If there is no position record for the Position Number when an employee data record is entered for a temporary classified appointment (Employee data element Appointment Type (049, APPT) is coded "T," temporary.), a computer-generated partial record is placed on the file.

    3. Faculty, Graduate Assistant and Other Unclassified Positions

      A position record may be entered by terminal for each employee. Input procedures are described in the ITS Terminal Operators Manual. Unclassified positions for which no position records exist are combined as aggregate positions.

    4. Unclassified Aggregate Position Records

      Aggregate position records are computer-generated whenever a department has unclassified employees or budgeted unclassified TBA positions without corresponding position file records. A department may have up to two aggregate position records, one for filled positions and a second for unfilled TBA positions.

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  1. Position Data Element List

    Following is a list of data elements associated with the position record . Appointment Status (092), Full Time/Part Time (093), Term of Service (094) and Tenure Status (095) appear on the employee data record as well, but with different element numbers. The value of a position data element may differ from the value of an employee data element with the same name.

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The Position File -- Data Elements Associated with the Position File

Position Record Status (080)

Position Record Status is a three-character alphabetic code that identifies an employee's position type and status. The following table displays possible values for each character:

First Character: Status
A Active
X Active, not matched to PICS file
I Inactive
Second Character: Position Classification
C Classified
F Faculty
G Graduate
N Non-employee
O Other
S Student
U Unclassified miscellaneous
Third Character: Fill Status
S Normal single-fill position
F Filled aggregate position
T TBA aggregate position (unfilled)

All three characters are computer generated for classified position records (always coded "A C S") and unclassified aggregate position records (coded "A_F" or "A _T", where an underline indicates a blank).

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Position Number (081, POS#)

This is the approved Position Number for all non-temporary, classified positions. For temporary classified positions and all unclassified single-fill positions, Position Numbers are assigned by institutions and entered on the employee data record. Position Numbers are computer-assigned for unclassified aggregate positions. The format for the position data element Position Number is identical to the format of the employee data element Position Number (081, POS#).

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Classification Code (082)

This element is required for unclassified single-fill positions and temporary classified positions. It is not applicable to aggregate positions.

Refer to the employee data element Classification Code (011, CLAS) for more information and to view list of unclassified position Classification Codes

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Budget Change Amount (083)

Not currently used.

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Budget Change FTE (084)

Not currently used.

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Original Budget Amount (086)

Not currently used.

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Original FTE (087)

Not currently used.

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Authorized Budget Amount (088)

This element indicates the full-funding-level, fiscal-year budget amount authorized for the position. It is used to calculate non-recurring salary savings when actual funding falls below the full-funding level. This element is optional.

Authorized FTE (089)

This element is the full-funding-level, fiscal-year FTE authorized for the position. It should be entered when an amount is entered in Authorized Budget Amount (088). It cannot exceed 1.00 for a single-fill position. This element is optional.

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Position File -- Data Elements Associated with the Position File

Position Type (091)

The value of this element is determined when a position is established, except for temporary positions. The code "T," temporary, is computer assigned to temporary classified positions. A temporary position cannot be double-filled. This element does not apply to unclassified positions.

Position Type Codes

L Limited
P Permanent
S Seasonal
T Temporary

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Appointment Status (092)

This element indicates the type of appointment applicable to the position. It is required for faculty, single-fill positions. It is optional for graduate assistant, single-fill positions. This element is not applicable to classified or aggregate positions.

Valid Appointment Status Codes

C Courtesy
E Emeritus
O Other
R Regular
V Visiting

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Full-Time/Part-Time (093)

This element indicates whether a position is full time or part time. For classified positions, it is determined when a position is established. This element is required for temporary classified positions and for all unclassified single-fill positions. It is optional for unclassified aggregate positions.

A position is considered to be part time if the employee assigned to it will work less than full-time. For faculty and graduate-assistant positions, if the total budgeted annual salary is less than 100 percent of the full-time rate, the position is considered part time.

Full-Time/Part-Time Codes

F Full-time
P Part-time

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Term of Service (094)

This element may take on one of two values: "2," 12-month term of service, or "9," nine-month term of service. All positions except full 12-month positions must be coded "9." This element is required for faculty and graduate assistant single-fill positions. It is not applicable to classified or aggregate positions.

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Tenure Status (095)

The element indicates the tenure status appropriate to the position and expected or eventually expected of the person filling the position. This element is required for faculty single-fill positions. It is not applicable to other positions.

Valid Tenure Status Codes

I Indefinite tenure
A Annual tenure
F Fixed term
X Extendable contract: SOU only

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Authorization Number (096)

This element contains a unique identification number assigned to the position by the institutional budget office. This element is derived for non-temporary classified positions. It is not applicable to other positions. This element is optional.

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Authorization Date (098)

This element contains the month and year the position was established. This element is derived for non-temporary classified positions. It is not applicable to other positions.

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Position Expiration Date (099)

This element contains the month and year when a position will be deleted, as entered on the request to establish the position. This element is derived for non-temporary classified positions. It is not applicable to other positions.

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Wage Saving Code (140)

This element indicates whether a position is included in the wage savings system. It is derived for all positions, but the derived code can be overridden.

Valid Wage Saving Codes

Y Included in wage savings. Derived for all classified positions.
N Excluded from wage savings. Derived for all unclassified positions.
Q Special position.

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