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Prior Payroll System (BPP) Employee Data

Information from the OUS Financial Administration Standard Operating Manual (FASOM)

Employee Data -- Data Elements Associated with the Employee Record

Index

Effective Date (002, EFF)

Required for all transactions. The date when an input to the personnel data base is effective. A transaction entered with a current or past Effective Date is immediately placed on the data base if one of the following is true:

  • The Effective Date is in a past month
  • The transaction is entered after the 10th of the effective month
  • The transaction is entered before the 11th of the effective month but does not contain any of the following data elements:
    • Termination Code (004, TERM), except 999
    • Rank Code (009, RANK)
    • Classification Code (011, CLAS)
    • Position Modifier (014, PMOD)
    • Salary Rate (015, SAL)
    • Pay Rate Qualifier (016, QUAL)
    • Leave Type Code (035, LVCD)
    • Appointment Type Code (049, APPT)
    • FICA Code (066, FICA)
    • Position Number (081, POS#)
    • Major Department's Account Number (401, ACCT)

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Future Effective Transactions Pending (002A, FUTR)

[a] Future Transactions

A new employee record with a future Effective Date (002, EFF) or a transaction with a future Effective Date is referred to as a future transaction. For such transactions, the value of Future Effective Transactions Pending (002A, FUTR) is automatically set to "Y." FUTR is blank in all other cases.

When a future record exists in the pending file, a "Y" will appear in FUTR on the terminal display of an employee's data base record. The pending-file record (see below) can be displayed by entering "FUT" in NEXT ACTION.

The data elements listed below cannot be entered on future transactions (If the corresponding code data element is entered or changed, the Effective Date will be placed in the date data element when the transaction is applied to the data base file.):

  • Termination Date (005, TRMD)
  • Rank Date (010, RNKD)
  • Classification Date (012, CLSD)
  • Leave Start Date (036, LVST)
  • Appointment Date (050, APPD)
    The codes corresponding to Appointment Date (050, APPD) are Classification Code (011, CLAS) or Major Department's Account Number (401, ACCT).
  • FICA Effective Date (067, FICD)

Example: If the Termination Code (004, TERM) is entered or changed, the Termination Date (005, TRMD) will be assigned the Effective Date when the transaction is applied to the data base file.

Personnel transactions are recorded on one of two files

  • data base file: The primary file. It contains all current personnel records.
  • pending file: A secondary file that contains only those records entered as future transactions as described above.

A pending-file record is inactive. It can be deleted but not changed. On the Effective Date (002, EFF) or the 11th of the effective month, whichever is later, the pending-file record is activated and applied to the current data base file. The transaction is audited at this time and listed on an error report if it fails to pass any audits. A transaction that fails to pass a reject audit will not update the current file; the data must be re-entered on a current transaction.

[b] Working with future transactions

  • Entering a future record for a new employee
    Input is completed as for any new employee. A pending record is created with the future date in EFF and "Y" in FUTR. This record is displayed when the employee record is accessed by terminal, but it is not in the current data base file and cannot be changed.
  • Changing a future new employee record
    The future record itself cannot be changed, but a future transaction that changes the future record can be entered into the pending file. The Effective Date for the change must be the same as or later than the Effective Date for the future new employee record.
  • Entering a future change to an employee record
    A future change is input by displaying the data base record, entering or changing the desired data elements, and entering the future Effective Date in EFF. After the input is entered, the data base record has a "Y" in FUTR but is otherwise unchanged. The future change transaction is recorded in a pending-file record. On the Effective Date, the change is activated on the current data base file.
  • Deleting a future new record or change record
    A record with a future Effective Date is deleted by displaying the future record and entering "D" in FUTR and "999999" in EFF.
  • Changing a future change record
    An employee data change entered with a future Effective Date cannot be changed. It must be deleted and re-entered.
  • Changing a future Effective Date
    A future Effective Date cannot be changed. The record must be deleted and re-entered with the new Effective Date.

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Additional Record On File (003, DUPL)

Required when entering a second Position Number (081, POS#) for an employee. Separate employee data records are required when an employee is assigned to two positions. The first record is coded "P" (primary) and the second "S" (secondary).

When the employee data record for the secondary position is created, "S" must be entered in DUPL. The original record will automatically be coded "P." (Only "S" can be entered in DUPL. Code "P" is always computer-generated.) The codes on the two records can be reversed by changing DUPL from "P" to "S" on one record. The code on the other record will automatically be changed from "S" to "P."

When employee data is displayed on a terminal, a "P" in DUPL indicates the presence of a secondary record. DUPL is blank if no secondary record exists.

The primary and secondary records must contain the same data in all elements listed in the table below. To achieve this, data entered in the primary record is automatically placed in the secondary record. Attempts to alter the data on secondary records are rejected.

No. Abbr. Element Name
006 SSN Social Security Number
007 NAME Name
019 SEX Sex Code
021 ETHN Ethnic Code
022 HCAP Handicap
023 VET Veteran Status
024 BORN Birth date
028 DIRC Directory Print Code
029   Home Phone and Address
038 HIDG Highest Degree
039 DGIN Highest Degree Institution
040 DGDT Highest Degree Date
041 DEG2 Other Degree
042 D2IN Other Degree Institution
043 D2DT Other Degree Date
045 RET Retirement Code
046 RET# Retirement Code Number
047 ELIG PERS Eligibility Date
055 FPAY Forecast Pay Authorization
062 CREF CREF Policy Number
063 TIAA TIAA Policy Number
064 CITZ Citizenship Code
066 FICA FICA Code
067 FICD FICA Effective Date
068 TAXS Tax Schedule
069 TAXX Tax Exempt Code
070 EXMP Exemptions
071 MEMO Memo Payroll Register
072 BNK# Bank Number
073 CHKD Check Disposition
085 A-21 A-21 Code
112 SPOU Spouse's First Name
640 DPCD Deposit Code Number
644 STAX State Tax Schedule
645 SXMP State Tax Exemption
648 FERS FERS Eligibility Date
652 RESL Residence Location
653 WRKL Work Location
654 VSID Visa Identification Type
655 USED U.S. Entry Date
656 USXD U.S. Exit Date
657 PURP Purpose of Visit

Exception: The following data elements must be blank on the secondary record when Appointment Status (059, APPS) is coded "C" (courtesy) or "E" (emeritus): 44, 45, 47, 65-70, 640, 641, 644, 645, 648 and 652-657.

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Termination Code (004, TERM)

The Termination Code is a three-digit code required on all termination transactions. A number of codes pertain to both academic and classified personnel, and those are listed in the first table below. A number of codes pertain to academic personnel only, and they are listed in the second table below.

Element 632, RC, Recruitment Code, is also required for classified and management service.

To reactivate a terminated employee, the Termination Code must be changed to "999." All pay/budget and deduction records are stopped when an employee is terminated and must be re-entered on reactivation.

Termination Codes: Academic & Classified

Layoff
111 fund shortage
112 shortage
113 duties change
114 organizational unit change
115 grant/contract end
116 program elimination
117 reduction in work force
119 other
Resignation
221 stay home
222 similar job
223 higher level job
224 different type job
225 ill
226 relocation
227 education
228 another job
229 other
Retirement
330  
Death
440  
Dismissal
551 license/certificate
553 discipline
559 other
Termination of Temporary Appt
661 end of appointment
662 resigned
663 discipline
664 different job
669 other
Trial Service Removal
771 license/certificate
772 unsatisfactory performance
773 unable to perform duties
779 other
Transfer to Another Agency
880  
Termination Appt (seasonal employees)
992 exempt
993 management service
994 seasonal
995 non-state
996 job change

Termination Codes: Academic Only

Resignation
201 teaching position in another state
202 another teaching position in Oregon
203 position with federal government
204 position in private industry
205 similar job with higher pay
206 promotion to higher level job
209 other

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Termination Date (005, TRMD)

The effective date of termination. Pay transactions for months after the termination month are rejected. The Termination Date is automatically entered in Pay Stop Date (115, STOP) on pay/budget records if no prior Pay Stop Date is entered.

The Termination Date is not entered in TRMD on a future transaction. In this case, TRMD is left blank and the termination date is entered in Effective Date (002, EFF). The termination transaction is stored on the pending file. On the effective date or the 11th of the effective month, whichever is later, the transaction is activated on the data base and the Effective Date is placed in TRMD.

When a terminated employee is reactivated, enter the current date in TRMD or a future date in Effective Date (002, EFF). If the actual date of reactivation is a past date, it should be entered in Most Recent Employment Date (027, HIRE).

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Social Security Number (006, SSN)

Required when entering all transactions. No one will begin work and no one will be set up on the Personnel Data Base without first providing their social security number or showing a receipt from the Social Security Administration indicating that they have applied for a social security number.

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Name (007, NAME)

Required when entering the first record for a Social Security number. Follow these guidelines:

  • Enter the name as follows: last name, one space, first name (or initial), one space, middle initial (or name), one space, and appellation (Jr., Sr., III, etc.).
  • Twenty-three characters, including spaces, may be entered.
  • A hyphen is the only non-alphabetic character that may be entered. Omit commas and apostrophes (e.g., enter OHARA not O'HARA).
  • Do not leave spaces in last name (e.g., enter VANBUREN, not VAN BUREN).

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Classification Category (008)

Each Classification Code (011, CLAS) is assigned to one of the categories listed below. Category codes are used for reporting and querying. They are not displayed on terminals and do not appear on reports.

Code Description
C Classified, management service and temporary employees
F Faculty, administrative or professional non-faculty
G Graduate research assistants, graduate teaching assistants and fellows
S Students
O Others
N Non-employees
U Unclassified--miscellaneous

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Rank Code (009, RANK)

Required for all faculty and graduate assistant employees. Identifies the employee's academic rank (Rank Codes are limited by OUS Administrative Rule 580-20-005).

Faculty

Code Rank
A Professor
B Associate Professor
C Assistant Professor
D Senior Instructor
E Instructor
H Lecturer
J Research Associate
K Senior Research Assistant
L Research Assistant
N No Rank

Graduate Assistants

Code Rank
P Graduate Teaching Assistant
Q Graduate Research Assistant
R Fellow
N No Rank

Rank Date (010, RNKD)

Required for a faculty or graduate appointment or change in rank to record the effective date of rank, except when (1) the input is a future transaction, or (2) Rank Code is "N"(no rank).

A date is not entered in RNKD for a future transaction. In such cases, RNKD is left blank and the rank date entered in Effective Date (002, EFF). When the transaction is activated, the Effective Date (002, EFF Date) is placed in RNKD.

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

Employee Data -- Data Elements Associated with the Employee Record

Classification Code (011, CLAS)

Required for all new employees. This is a twelve-character code with five components as follows:

  • Character 1: Represented/Excluded Designation
  • Characters 2 through 6: Classification Code
  • Characters 7 through 10: Bargaining Unit Representation
  • Character 11: Range Option Code
  • Character 12: Pay Option Code

Note: Characters 7 through 12 comprise the Representation Code (642, REPR).

[a] Represented/Excluded Designation

Classified and Management Service Employees:

C Representable Classified
X Management Service
T Temporary.

Unclassified employees:

U For employees who are not classified, management service or temporaries. These are typically academics and students.
Z An academic employee who is part of an employee group that is represented by a bargaining unit, but has been designated as excluded. Includes unclassified secretaries (Classification Codes 2925, Private Secretary (to Chancellor or President) and 2969, Board Secretary).
N Enter for a non-employee who is placed on the data base to collect PERS contributions (see FASOM 13.06G[5], PERS Member).

[b] Classification Codes

For classified and management service employees, use the Classification Codes that are listed in the Compensation Plan. These can be viewed on SFD, Table SB. For unclassified employees (faculty, students, etc.), use the codes listed in the table below.

Unclassified Employee Classification 
& Category Codes

Class EEO MOD Title
U2904 2 F Professor
U2905 2 F Associate Professor
U2906 2 F Assistant Professor
U2907 2 F Instructor
U2910 2 F Scholar
U2911 2 F Research Assistant
U2912 2 F Lecturer
U2914 2 F Research Associate
U2915 2 F Fellow
U2920 1 F Chancellor
U2921 1 F Vice Chancellor
U2922 1 F Assistant to Chancellor
U2923 1 F President
U2924 1 F Vice President
U2926 1 F Controller
U2927 1 F Chief Budget Officer
U2928 1 F Chief Budget Officer
U2930 1 F Director of Admissions
U2931 1 F Registrar
U2932 1 F Dean
U2933 1 F Associate Dean
U2934 1 F Assistant Dean
U2935 1 F Director of Athletics
U2936 3 F Coach
U2937 3 F Trainer
U2938 1 F Management Audits Director
U2939 3 F Librarian
U2940 3 F Director of Alumni
U2941 3 F Director of Univ Development
U2942 3 F Director of Information
U2943 3 F Director of Publication
U2949 5 F Interpreter-Hearing-Impaired
U2950 8 G Grad Teaching Assistant
U2951 8 G Grad Research Assistant
U2952 3 G Resident Physician or Dentist
U2953 3 G Intern
U2954 3 G Clinical Fellow
U2956 8 G Graduate Teaching Fellow 1
U2957 8 G Graduate Teaching Fellow 2
U2958 8 G Graduate Teaching Fellow 3
U2959 8 G Graduate Teaching Fellow 4
U2960 7 U Farm Laborer
U2961 6 U Apprentice
U2966 7 U Work Incentive Employee
U2967 7 U Upward Bound
U2970 2 F Counselor
U2971 2 F Other Unclassified
U2974 2 F Senior Academic Professional
U2975 2 F Associate Academic Professional
U2976 2 F Assistant Academic Professional
U2977 2 F Academic Professional II
U2978 2 F Academic Professional I
U2985 7 O Non-System Student
U2998 7 S Student CWSP
U2999 7 S Student Worker

Reference: ORS 240.200, Exempt Service; 240.205, Unclassified Service; and 240.207, Other Unclassified Positions; as well as Personnel Rule 1-3-210, Other Unclassified Positions.

[c] Bargaining Unit Representation

This component of the Classification Code identifies (1) the collective bargaining unit that represents the employee group to which the employee belongs; (2) employees excluded from collective bargaining unit representation under the provisions of ORS 243.650, Definitions Pertaining To Collective Bargaining; and (3) other employee and non-employee groups who are not represented, but who may be placed on the PDB to receive pay.

Use the code under the head "unit" for characters 7 through 10 of the Classification Code. If the unit code is fewer than four characters, leave the additional characters blank.

Bargaining Unit Representation

Unit Group Abbrev. R
G Graphic Communications International Union GCIU C
OA Oregon Public Employees Union OPEU C
UA Unrepresented classified employees not represented by a bargaining unit. Also includes representable employees UNREP CL C
XA Temporary Classified Employees   T
DA American Federation of Teachers at PSU, part- time faculty AFT U
DZ American Federation of Teachers at WOU AFT U
H American Association of University Professors, PSU AAUP U
S Associated Professors of SOU APSOSC U
U Unrepresented unclassified employees not represented by a bargaining unit who would be excluded if a bargaining unit existed UNREP UNCL U
UF Unrepresented unclassified federal employees, OSU   U
MMN Excluded employees who are part of a group that is represented, but who are designated "excluded" and who are non-supervisory MGT SVC X
MMS Excluded employees who are part of a group that is represented, but who are designated "excluded" and who supervise MGT SVC X
X Excluded and excludable directors and administrators UNCL EXCL Z
XF Unclassified excluded federal employees, OSU   Z

Key to Bargaining Unit Representation Codes

Unit Bargaining Unit Representation Code
Group The bargaining unit's name and a short description of the bargaining unit
Abbrev. An abbreviation of the bargaining unit's name
R Represented/Excluded Designation

[d] Range Option Code

Designates the type of salary range used for a compensation plan (by-step, minimum-maximum, one-rate, etc.). This component is visible on Table SB.

[e] Pay Option Code

Permits multiple salary ranges to be associated with the same classification and representation code. May be used when compensation depends on employee's educational level. May also be used when two agencies with the same representation code and classes have different salary ranges, e.g., management service. This component is visible on Table SB.

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Classification Date (012, C-DT)

Required for all new employees and for the following changes to Classification Code (011, CLAS):

  • any change to the five-digit Classification Number
  • a change of the Bargaining Unit Representation Code to or from "X" - Excluded.

The Classification Date is the effective date of the employee's current Classification Code. No date is entered in C-DT for future transactions. C-DT is left blank in such cases, and the classification date is entered in Effective Date (002, EFF). The transaction is stored on the pending file. On the effective date or the 11th of the effective month, whichever is later, the transaction is activated on the data base with the EFF date in C-DT.

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Rank Status (013, RNKS)

Optional. Designates temporary or subordinate rank. Adjunct status may be applied to a person from outside the institution who is temporarily assigned to a teaching, research or service position to make use of the individual's special talents or knowledge (ref.: OUS Administrative Rule 580-20-005, "Academic Rank"). Valid Rank Status Codes are

  • 1-Adjunct
  • 2-Acting

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Position Modifier (014, PMOD)

Required for classified and management service employees, except temporary, when a transaction will result in double-filling a position. Must be blank otherwise. There are five double-fill categories:

  • Administrative: An employee is assigned to a position before the incumbent is terminated or reassigned.
  • Training: An employee is assigned to an occupied position to receive job training before the incumbent leaves.
  • Leave: An employee is assigned to a position while the incumbent is on leave of absence.
  • Job Share: Up to five employees can be assigned to a job share position.
  • Part-Time: Up to eleven part-time employees may be assigned to a position.

When an employee is assigned to an occupied position, enter the appropriate code from the Double-Fill Category Codes table into PMOD.

Double-Fill Category Codes

Category Code
Administrative A
Training T
Leave L
Job-Share J
Part-Time P

The Position Modifier is computer-derived from the double-fill category code as shown in the table below. When an additional employee is assigned to a full-time position, the Position Modifier is derived on the data base for both the incumbent employee and the new employee. When additional employees are assigned to a job-share or part-time position, the Position Modifier is derived for each new employee.

Position Modifier Codes

  Double-Fill Category Code
Employee A T L J P
1 A T B I O
2 D C L J P
3       K Q
4       M R
5       N S
6         U
7         V
8         W
9         X
10         Y
11         Z

Example: When adding an employee to a part-time position, double-fill category code "P" is entered. If there is one other employee in the position, Position Modifier "O" is derived for that employee and code "P" is derived for the new employee. If three employees already occupy the position, with Position Modifiers "O," "P," and "R," the lowest available Position Modifier, "Q," is derived for the new employee.

Terminal program PMU can be used to change Position Modifiers in one category to another. This might be done when a position is changed from administrative double-fill to part time in order to add a third employee.

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Salary Rate (015, SAL)

This element is required for classified and management service employees, faculty members and graduate assistants. There are two exceptions:

  • It is not required for faculty members when Appointment Status (059, APPS) is coded "Z," academic pay; "C," courtesy; or "E," emeritus.
  • It is not required for graduate assistants when Appointment Status (059, APPS) is coded "Z," academic pay.

If a monthly or hourly pay rate is entered for classified and management service employees, it must equal a standard rate from the employee's compensation plan unless the Salary Rate Qualifier (016, QUAL) is coded "I," non-standard hourly rate or "N," non-standard monthly rate.

The annual salary rate for faculty members and graduate assistants is the amount that the employee would earn for working a full 9- or 12-month year. The annual rate differs from the actual amount paid when an employee works less than a full 9- or 12-month year.

Enter the full-time rate for all employees, including those who work part-time or who are appointed for a limited time. For annual and monthly rates, enter dollar amounts only. For all other rates, enter amounts for dollars and cents, even for zero amounts.

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Salary Rate Qualifier (016, QUAL)

This element is required for all employees when a Salary Rate (105, SAL) is entered. It identifies the time period or other basis for the salary rate. If Appointment Status (059, APPS) is coded "C," courtesy, or "E," emeritus, this element must be blank.

Valid Salary Rate Qualifiers

A Annual (faculty members and graduate assistants)
M Monthly (all categories)
H Hourly (all categories)
D Daily (all categories)
P Piece (all categories)
O Other (all categories)
I Non-Standard Hourly Rate (classified and management service)
N Non-Standard Monthly Rate (classified and management service)

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Pay Step (017)

This element is computer derived for classified employees. It represents the step at which the employee is paid within the pay range for his or her Classification Code (011, CLAS). Pay Step is used only for reporting and is not visible on EDD. It can be displayed through EDD by entering "17" in the "Next Action" field.

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Overtime Eligibility Code (018, O/T)

This element is required for classified and management service employees.

Valid Overtime Eligibility Codes

Y Eligible for overtime, subject to Fair Labor Standards Act (FLSA)
N Not eligible for overtime, exempt from FLSA
Z Eligible for overtime, exempt from FLSA.

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Sex Code (019, SEX)

This element is required for all new employees.

Valid Sex Codes include the following:
F - Female
M - Male

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EEO Category (020, EEO)

This element is required. Each classification in the Classification/Compensation Plan is assigned an EEO Category, which determines the default value for this element. A code should be entered only to override this default code. EEO codes are visible on Table SB in the File of Tables.


Valid EEO Category Codes

01 Executive, administrative, managerial
02 Faculty (unclassified - teaching faculty)
03 Professional non-faculty (non-teaching or administrative/managerial)
04 Clerical and secretarial
05 Technical and para-professional
06 Skilled crafts
07 Service and maintenance
08 graduate assistant
09 Miscellaneous
10 Unclassified - administration

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

Employee Data -- Data Elements Associated with the Employee Record

Ethnic Code (021, ETHN)

This element is required for all employees. It represents the ethnic group to which the employee appears to belong, with which he or she identifies, or to which he or she is regarded as belonging in the community. Reports required by the federal government use this element.

Valid Ethnic Codes

A Asian or Pacific Islander
B Black, not of Hispanic origin
H Hispanic
I American Indian or Alaskan Native, including Aleuts and Eskimos
W White, not of Hispanic origin
D Declined to respond
N No response

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Disability Code (022, HCAP)

This element is optional unless the Department of Vocational Rehabilitation has certified the individual as "severley handicapped" under ORS 240.391 and ORS 240.394. This element may contain information regarding the type and severity of up to three disabilities. The type and severity of each disability are represented by two digits; the first indicates the type of disability, and the second indicates its severity.

Valid Disability Codes are indicated in the following two tables:

First Digit: Type
1 Sight impairment
2 Hearing impairment
3 Speech impairment
4 Mobility impairment
5 Other physical dysfunction
6 Mental retardation
7 Emotional disability
8 Other
9 Declined to answer
Second Digit: Severity
1 Undefined
2 Slight
3 Moderate
4 Severe

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Veteran Status (023, VET)

This element is optional. This two-position element indicates a veteran's most recent military service era and indicates whether an employee suffers from a service-related disability. If a code is entered in one position, both positions are required.

Valid Veteran Status Codes are indicated in the following two tables:

First Position: Service Era
1 Post-Vietnam War era
2 Vietnam War era
3 Post-Korean War, pre-Vietnam War era
4 Korean War era
5 Post-World War II, pre-Korean War era
6 World War II era
9 Other
10 Declined to answer
Second Position: Service Related Disability
1 Yes
2 No

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Birthdate (024, BORN)

This element is required for all employees.

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Title Code (025, TITL)

This element is optional. The title will appear on reports as the employee's personnel classification title or unclassified title, supplemented by any title entered in Title (023, TTL1, TTL2). The table below lists Title Codes currently used by OUS institutions. If you would like to add a Title Code to this list, contact the Controller's Division.

Title Codes

202 Adviser
191 Assistant Coach
061 Assistant Dean
141 Assistant Director
067 Assistant Librarian
063 Assistant Registrar
009 Assistant to
060 Associate Dean
140 Associate Director
008 Associate Provost
013 Associate Vice President
065 Chairperson
069 County Staff Chair
020 Dean
029 Dean, Education
030 Dean, Engineering
034 Dean, Health Related Professions
068 Department Chair
064 Department Head
100 Director
115 Director, Affirmative Action
122 Director, Athletics
114 Director, Personnel/Human Resources
102 Director, Student Financial Aid
106 Director, Student Health Services
070 Distinguished Professor
071 Endowed Chair
072 Faculty Excellence
201 Head Adviser
190 Head Coach
180 Head Trainer
066 Librarian
172 Manager
300 Post Doctorate
004 President
200 Program Adviser
006 Provost
062 Registrar
301 Senior Research
160 Superintendent
002 Vice Chancellor
005 Vice President
007 Vice Provost

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Title (026; TTL1, TTL2)

This element is optional. It contains the employee's administrative working title describing the position or appointment, not just the name of the rank or classification. If a Title Code (025, TITL) is also entered, the title entered here will appear on reports following the standard title represented by Title Code (025, TITL).

Example: If TITL = 009 and TTL1 = Records Manager , the employee's title will appear on reports as "Assistant to Records Manager."

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Most Recent Employment Date (027, HIRE)

This element is required for all new employees and reactivated employees. It is the first day for which the employee is to receive compensation and is normally the first day worked, except when the first day of the month falls on a non-work day and the employee reports to work on the first work day of the month.

Example: If June 1 is a Sunday and the first work day is Monday, June 2, then Most Recent Employment Date is June 1.

A transaction to pay an employee for a period prior to Most Recent Employment Date will appear on the Payroll Input Detail and Error List with advisory audit 1114, employee paid prior to employment date.

Note: The Most Recent Employment Date is the beginning hire date with OUS, except at Oregon State University where it is the OSU hire date only.

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Directory Print Code (028, DIRC)

This element is optional. It accomplishes three purposes:

  • It identifies the directories in which the employee's name is to appear.
  • It indicates whether the employee has or has not requested non-disclosure of home address and phone number.
  • For an employee who requests non-disclosure, it also indicates whether he or she is or is not in a sensitive position as defined below.

A Directory Print Code is determined by cross referencing the disclosure status for the employee with the description of the directories in which he or she will be included. Code "H" is computer assigned if no code is entered.

  Disclosure Status
Include employee in 1 2 3
All Directories A B C
OUS Directories Only H J K
No Directory N P R

Disclosure status 1 indicates that the employee's home address and phone may be disclosed.
Disclosure status 2 indicates that the employee has requested non-disclosure of address and phone, and the employee's position is not sensitive.
Disclosure status 3 indicates that the employee has requested non-disclosure of address and phone, and the employee's position is sensitive.

A sensitive position is one for which release of the address or phone number could jeopardize the employee's safety. A position might be considered sensitive if the employee must render decisions that may deny benefits or financial assistance to members of the public or if he or she has access to confidential information that must be protected.

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Home Phone and Address (029, H-PH, ADDR, CITY, STAT, ZIP)

Parts of this data element are optional. Follow these guidelines:

  • A mailing address is required for new employees. It consists of the following sub-elements: street address, rural route or post office box (ADDR); city (CITY); state (STAT); and zip code (ZIP).
  • A home phone number, sub-element H-PH, is optional for all employees.
  • A home phone number and mailing address are optional faculty members when Appointment Status (059, APPS) is coded "C," courtesy; or "E," emeritus.
  • For foreign addresses, enter "ZZ" in the state (STAT) sub-element.
  • For foreign addresses, a country code may be entered in place of a zip code.

State Abbreviations

Alabama AL
Alaska AK
Arizona AZ
Arkansas AR
California CA
Colorado CO
Connecticut CT
Delaware DE
District of Columbia DC
Florida FL
Georgia GA
Hawaii HI
Idaho ID
Illinois IL
Indiana IN
Iowa IA
Kansas KS
Kentucky KY
Louisiana LA
Maine ME
Maryland MD
Massachusetts MA
Michigan MI
Minnesota MN
Mississippi MS
Missouri MO
Montana MT
Nebraska NE
Nevada NV
New Hampshire NH
New Jersey NJ
New Mexico NM
New York NY
North Carolina NC
North Dakota ND
Ohio OH
Oklahoma OK
Oregon OR
Pennsylvania PA
Rhode Island RI
South Carolina SC
Tennessee TN
Texas TX
Utah UT
Vermont VT
Virginia VA
Washington WA
West Virginia WV
Wisconsin WI
Wyoming WY

Territory Abbreviations

American Samoa AS
Guam GU
North Mariana Islands (Saipan and Rota) CM
Puerto Rico PR
Trust Territories1 TT
Virgin Islands VI

1Trust Territories include Truk, Yap, Koror, Ponape and Kosrae, Caroline Island, Ebeye and Majura, and Marshall Island.

Campus Address and Work Phone (030, C-AD,C-PH)

This element is optional. It contains an address and phone number to appear in the staff directory. The Campus Address sub-element (C-AD) should contain the campus location for delivery of work-related mail. The Work Phone sub-element (C-PH) should contain a seven-digit phone number.

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

Employee Data -- Data Elements Associated with the Employee Record

Service Anniversary Date (032, SERV)

This element is optional for classified and management service employees, unclassified employees (faculty), graduate assistants and miscellaneous unclassified employees.

Enter for new employees and re-enter for reactivated employees and employees returning from leaves without pay of more than 15 calendar days. (Do not re-enter for employees who were on leave for educational purposes, military service, Peace Corps service or job-incurred disabilities.) For reactivated employees and employees returning from leave without pay of more than 15 calendar days, the date entered is the original Service Anniversary Date adjusted by days of absence. If Service Anniversary Date is not entered for a new employee, the value of Most Recent Employment Date (027, HIRE) is entered automatically for Service Anniversary Date.

The difference between the current date and Service Anniversary Date yields an employee's years of service. For classified and management service employees, this reflects years of service with the state of Oregon. For unclassified employees it reflects years of unclassified service with OUS.

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Leave Accrual Code (033, LVAC)

This element is required for all new classified employees, except for temporary classified and management service employees. In the leave system, the Leave Accrual Code identifies the employee's work status to determine applicable rules for accruing service time and for awarding vacation and sick leave credits. In benefits processing, it identifies the employee's work status to determine the pro-rated portion of the state's contribution for benefit packages coded "Y," yes, in the "Pro-Rate" field on the Bargaining Unit Benefit (BE) Table.

Valid Leave Accrual Codes

    Employee Status - Benefits
Code Description Full Time Part time
F Full-Time F  
P Part Time   P
S Seasonal - Part Time   S
J Seasonal - Full Time J  
T School Term - Part Time   T
K School Term - Full Time K  
I Ineligible - Part Time   I
L Ineligible - Full-Time L  

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Purge Indicator (034, PURG)

This element is optional. Enter "01" in this field to prevent the record from being purged at year-end. A report (PB999-01) is run in December to show all employees with 01 indicators in this field.

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Leave Type Code (035, LVCD)

This element is required for classified and management service employees, unclassified employees (faculty), and graduate assistants taking leave. Valid Leave Type Codes are listed in the table below:

Leave Type Codes

Code Type of Leave
01 Educational leave with pay
02 Other leave with pay
03 Military leave without pay
04 Educational leave without pay
05 Sick leave without pay - occupational
06 Sick leave without pay - non job related
07 Seasonal leave without pay
08 Suspension without pay
09 Other leave without pay
10 Sabbatical leave

Note: When Leave Type Code 10, Sabbatical Leave, is entered, Leave Type Code, Leave Start Date and Leave End Date are also recorded in Sabbatical Leave Type Code (621), Sabbatical Leave Start Date (622, SABS) and Sabbatical Leave End Date (623, SABE) respectively.

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Leave Start Date (036, LVST)

This element is required. It is the date when leave begins.

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Leave End Date (037, LVND)

This element is required before the return from leave. If known, it should be entered when Leave Start Date is entered.

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Highest Degree (038, HIDG)

This element is optional for all employees except for new faculty employees. It is also optional for faculty when Appointment Status (059, APPS) is coded "C," courtesy; or "E," emeritus. This element represents the highest degree an employee has earned. Institutions and the Chancellors Office require degree data for statistical reports. Valid Highest Degree Codes are listed in the following table:

Highest Degree Codes

Code Degree Code Degree
00 Unknown 01 PhD
02 DEd 03 DSc
04 MD 05 MD - PhD
06 DMD/DDS 07 DMD/DDS - MS
08 DMD/DDS - PhD 09 Doctoral - other
10 MA 11 MS
12 MS - RN 13 Master's - other
14 Professional 15 RN
16 BA 17 BS
18 Bachelor's - other 19 Certificate/diploma
20 No degree 21 Other
22 MFA degree    

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Highest Degree Institution (039, DGIN)

This element is required when Highest Degree (038, HIDG) contains a degree code. Leave this element blank if Highest Degree (038, HIDG) is "20," no degree. Use the codes listed on the File of Tables report MP901-E, Table - Institution Granting Highest Degree. For a foreign institution, enter "000998." If the institution code is unknown, enter "000999."

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Highest Degree Date (040, DGDT)

This element is required when Highest Degree (038, HIDG) contains a degree code. Leave this element blank if Highest Degree (038, HIDG) is "20," no degree. Enter the month and year the degree was awarded. If the date is unknown, enter "0000."

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

Employee Data -- Data Elements Associated with the Employee Record

Other Degree (041, DEG2)

This element is optional. Use this element if the employee has earned a second degree. Refer to Highest Degree (038, HIDG) for a list of valid codes.

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Other Degree Institution (042, D2IN)

This element is required if information for a second degree has been entered into Other Degree (041, DEG2). Refer to Highest Degree Institution (039, DGIN) for further instructions.

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Other Degree Date (043, D2DT)

This element is required if information for a second degree has been entered into Other Degree (041, DEG2). Refer to Highest Degree Date (040, DGDT) for further instructions.

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Position FTE (044, PFTE)

Position FTE is a four-digit decimal fraction representing the proportion of full-time for which an individual is employed in the position indicated in Position Number (081, POS#). Position FTE indicates one of two things:

  • The percentage of full-time monthly pay a classified or management service employee will receive for the current month
  • The percentage of full-time annual salary an unclassified employee is to be paid.

This element is required for classified employees, management service employees, unclassified (faculty) employees and graduate assistants, except as follows:

  • It is optional for temporary classified employees.
  • It is optional for unclassified (faculty) employees and graduate assistants when Appointment Status (059, APPS) is coded "Z," academic (unclassified) pay.
  • It must be left blank for courtesy and emeritus faculty appointments.
  • It is not required for employees on leave without pay (i.e., when Leave Type Code (035, LVCD) is 03, 04, 05, 06, 07, 08 or 09).

Examples

  • If an employee is employed half time, Position FTE equals 0.500
  • If an employee is employed three-fourths time, Position FTE equals 0.750

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Retirement Code (045, RET)

[1] General

This element must be entered for new employees. It must be left blank when Appointment Status (059, APPS) is coded "C," courtesy; or "E," emeritus. At the end of this section are five tables of retirement codes:

  • retirement codes for employees ineligible to participate in a retirement plan
  • retirement codes for participants in PERS
  • retirement codes for participants in PERS with a TIAA-CREF option
  • retirement codes for participants in ORP
  • retirement codes for participants in Federal Retirement Programs

[2] Useful Terms

Tier Level
Oregon legislation passed in 1995 established limitations on retirement benefits for public employees hired after December 31, 1995 who had not previously qualified to participate in the Public Employees Retirement System (PERS). Employees hired on or before December 31, 1995 are referred to as Tier 1 employees. Those hired after December 31, 1995 are referred to as Tier 2 employees. In general Tier 2 employees are not eligible for a guaranteed interest rate on their fixed account, have a retirement age of 60 instead of 58, cannot include vacation payouts in their retirement benefit calculation, and have a lower employer match amount. Only the Controller's Division may enter Tier 2 Retirement Codes.

The Optional Retirement Program
Oregon legislation passed in 1995 allowed OUS to establish an optional retirement plan (ORP) for its academic employees. New unclassified employees eligible for participation in OUS's retirement program have an opportunity to make a one-time irrevocable choice between ORP and PERS. The rules of eligibility are the same for both plans. Only the Controller's Division may enter ORP Retirement Codes.

Attributions and Contributions
Employees who participate in ORP or PERS have two accounts, an employer account and an employee account. In all cases, the employer makes contributions to the employer account. In most cases, the employer also makes contributions to the employee account, and these are referred to as "attributions" or "employer pick-up." In some cases, employees make the contributions to their employee accounts.

[3] Retirement Code Tables

Retirement Codes for Ineligible Employees

Reason Code
Ineligible, reason other than age 01
Ineligible, future status uncertain 06
Ineligible, over-age 08

Retirement Codes for PERS Participants

  Tier 1 Codes Tier 2 Codes
Employer Picks Up Employee Contribution
single PERS employer 02 22
multiple PERS employers 03 23
Employee Pays Own Contribution
single PERS employer 82 24
multiple PERS employers 83 25

Retirement Codes for PERS/TIAA-CREF Participants

Vesting Status Code
Vested 21
Non-Vested 11

Retirement Codes for ORP Participants

  Tier 1 Codes Tier 2 Codes
Employer Picks Up Employee Contribution 50 60
Employee Pays Own Contribution 51 61

Retirement Codes for OSU Extension Service Employees

  PERS Participant ORP Participant Federal Retirement Only
Pre 1984 84 52 05
Post 1983 74 53 07

Code Definitions

01
The employee is ineligible to participate in a retirement plan for a reason other than age. Retirement Plan Eligibility Date (047, ELIG) must be blank. This code is used for the following employees: students, graduate teaching and research assistants, resident physicians, interns, clinical fellows and non-resident aliens on educational visas.

02
The employee is in Tier 1 and has chosen to participate in PERS. OUS is the employee's only PERS employer.

03
The employee is in Tier 1 and has chosen to participate in PERS. The employee has at least one other PERS employer, and contributions are being made to his or her PERS accounts through that employer.

05
The employee works for OSU Extension Service and was hired before January 1, 1984. The employee participates only in the Civil Service Retirement System (CSRS). FICA Code (066, FICA) must be coded "5," subject federal, pre-1984.

06
The employee is not eligible for participation in a retirement plan but may become eligible. The employee's status is reviewed prior to the Retirement Plan Eligibility Date (047, ELIG). This code is used for the following employees: part-time employees who work less than 600 hours per year or .30 FTE (.40 FTE for a nine-month academic employee), farm laborers, and workers with a Classification Code (011, CLAS) of "9333."

07
The employee works for OSU Extension Service, was hired after December 31, 1983, and has chosen to participate only in the Federal Employees Retirement System (FERS). FICA Code (066, FICA) must be coded "6," subject federal, post-1983.

08
The employee is retired and is approved to work up to 600 hours per year, or is unclassified, over 70 years old and has indefinite tenure.

11
The employee has chosen to participate in the TIAA-CREF Supplemental Annuity Program but is not vested in PERS. Contributions based on the first $4,800 of subject earnings per calendar year go into PERS. Contributions based on subject earnings in excess of $4,800 in a calendar year go into TIAA-CREF.

21
The employee has chosen to participate in the TIAA-CREF Supplemental Annuity Program and is vested in PERS. Contributions based on the first $4,800 of subject earnings per calendar year go into PERS. Contributions based on subject earnings in excess of $4,800 in a calendar year go into TIAA-CREF.

22
The employee is in Tier 2 and has chosen to participate in PERS. OUS is the employee's only PERS employer.

23
The employee is in Tier 2 and has chosen to participate in PERS. The employee has at least one other PERS employer, and contributions are being made to his or her PERS accounts through that employer.

24
The employee is in Tier 2 and has chosen to participate in PERS. OUS is the employee's only PERS employer. The employee is a member of a group that does not allow the employer to pick up employee contributions.

25
The employee is in Tier 2 and has chosen to participate in PERS. The employee has at least one other PERS employer, and contributions are being made to his or her PERS accounts through that employer. The employee is a member of a group that does not allow the employer to pick up employee contributions.

This code is also used for athletic officials and independent contractors who are PERS members.

50
The employee is in Tier 1 and has chosen to participate in ORP.

51
The employee is in Tier 1 and has chosen to participate in ORP. The employee is a member of a group that does not allow the employer to pick up employee contributions.

52
The employee works for OSU Extension Service and was hired before January 1, 1984. The employee has chosen to participate in both the Civil Service Retirement System (CSRS) and ORP. FICA Code (066, FICA) must be coded "5," subject federal, pre-1984.

53
The employee works for OSU Extension Service, was hired between January 1, 1984, and April 30, 1986, and has chosen to participate in both the Federal Employee Retirement System (FERS) and ORP. FICA Code (066, FICA) must be coded "6," subject federal, post-1983.

60
The employee is in Tier 2 and has chosen to participate in ORP.

61
The employee is in Tier 2 and has chosen to participate in ORP. The employee is a member of a group that does not allow the employer to pick up employee contributions.

74
The employee works for OSU Extension Service, was hired between January 1, 1984, and April 30, 1986, and has chosen to participate in both the Federal Employee Retirement System (FERS) and PERS. FICA Code (066, FICA) must be coded "6," subject federal, post-1983.

82
The employee is in Tier 1 and has chosen to participate in PERS. OUS is the employee's only PERS employer. The employee is a member of a group that does not allow the employer to pick up employee contributions.

83
The employee is in Tier 1 and has chosen to participate in PERS. The employee has at least one other PERS employer, and contributions are being made to his or her PERS accounts through that employer. The employee is a member of a group that does not allow the employer to pick up employee contributions.

This code is also used for athletic officials and independent contractors who are PERS members.

84
The employee works for OSU Extension Service and was hired before January 1, 1984. The employee has chosen to participate in both the Civil Service Retirement System (CSRS) and PERS. FICA Code (066, FICA) must be coded "5," subject federal, pre-1984.

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PERS Retirement Number (046, RET#)

This element is required for all employees who participate in PERS. The PERS Retirement Number is assigned by the Public Employees Retirement Board and is entered only by the Controller's Division.

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Retirement Plan Eligibility Date (047, ELIG)

The element is required for employees who participate in a retirement plan. The element is the date on which contributions to Federal Retirement, ORP or PERS will begin. For a new employee, this date is usually six months after pay begins. If Retirement Code (045, RET) is 03, 23, 83 or 25, then this date and Most Recent Employment Date (027, HIRE) should be the same.

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Appointment Type (049, APPT)

This element is required for all new classified and management service appointments. It may correlate with the position data element Position Type (091). If Classification Code (011, CLAS) is "9333," emergency classified appointment, then this element must be coded "T," temporary.

Appointment Type Codes

A Academic Year
I Intermittent
L Limited Duration
P Permanent
S Seasonal
T Temporary

The Appointment Type Code is placed in the pending file when Effective Date (002, EFF) is in the future or falls between regular and supplemental payrolls. The Appointment Type Code is activated on the Effective Date (002, EFF) or at the posting the supplemental payroll, whichever is later.

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Appointment Date (050, APPD)

This element is required for classified employees. It contains either a new employee's actual appointment date or, for other employees, the date of most recent change to one of the following elements:

  • Appointment Type (49, APPT)
  • Classification Code (11, CLAS) -- when pay range is also changed
  • Major Department's Account Number (401, ACCT) -- when the institution number is changed.

If one of these elements is changed and the Appointment Date is not, then Effective Date (002, EFF) is entered automatically in Appointment Date.

Leave Appointment Date blank for future transactions and enter the appointment date in Effective Date (002, EFF). See Future Effective Transactions Pending (002A, FUTR).

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

Employee Data -- Data Elements Associated with the Employee Record

Employee Status (051, EMPS)

This element is required for all classified employees.

Employee Status Codes

Code Description Required Appointment Type
T Trial Service: For new employees. This code is usually changed to R after six months or 1,040 hours of employment Appointment Type (049, APPT) must be A, P, L or S.
R Regular Appointment Type (049, APPT) must be A, P, L or S.
N No Status: usually used for temporary employees Appointment Type (049, APPT) must be T.
H Severely Handicapped: Employee must have a Disability Code (022, HCAP). Appointment Type (049, APPT) must be A, P, L or S.

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Personnel Action Number (052, PA#)

Some transactions that affect classified personnel require a Personnel Action Number. Enter a Personnel Action Number on these transactions except in the following cases:

The Personnel Action Number identifies the Personnel Action Form. Personnel Action Numbers are entered in the PA# element on the terminal display. The last Personnel Action Number is displayed in the LPA# element.

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Last Personnel Action Date (053, LPAD)

The date a personnel transaction takes effect.

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Salary Increase Date (054, SIDT)/Merit Rating Date (054, MERR)

[1] Salary Increase Date

This element is required for classified employees unless Appointment Type (049, APPT) is coded "T," temporary. Salary Increase Date is a six-position code that contains the month, day and year when an employee is eligible for a pay increase (e.g., March, 1, 1998 is entered as 030198). The month is the first full month after an employee has worked one full year for OUS or six months after month of promotion, and day is always "01" (e.g. Salary Increase Date for an employee hired on February 23, 1997, is 030198).

Salary Increase Date is changed after a promotion only when it is to a new classification with a higher pay range. When an employee reaches the top of a classification salary range, this date no longer increases annually but freezes to indicate the date of last increase.

[2] Merit Rating Date

This element is required for classified employees unless Appointment Type (049, APPT) is "T," temporary. The Merit Rating Date is a six-position code that contains the month, day and year of the next merit rating. Initially, it is six months after hire or promotion. After the first six months, merit rating occurs annually, and Merit Rating Date coincides with Salary Increase Date until that date becomes frozen.

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Forecast Pay Authorization (055, FPAY)

This field indicates whether a nine-month employee has chosen to have his or her pay distributed over 12 months. A "Z" entered in this field automatically triggers a process whereby 25 percent of all regular pay is deducted each month from September through June and then paid out from June through September at the following percentages:

June 16.8 percent
July 33.2 percent
August 33.2 percent
September 16.8 percent

Removing the "Z" from this field terminates this process. If this is done in June, after summer forecast pay has been calculated, the payout will continue. If it is done before payout is established, a time activity must be submitted to reduce the balance to zero.

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Tenure Status (056, TNUR)

This element is required for unclassified employees (faculty) and graduate assistants when Appointment Status (059, APPS) is coded "R," regular, or "V," visiting. This element must be blank when Appointment Status (059, APPS) is coded "C," courtesy, or "E," emeritus. (See OUS Administrative Rule 580-21-100, Kinds of Appointments.)

Valid Tenure Status Codes

I Indefinite tenure: Contract Start Date (057, C-ST) required.
A Annual tenure: on tenure track.
F Fixed term: Contract Start Date (057, C-ST) and Contract End Date (058, C-ND) required.
X Extendable contract: SOU only; Contract Start Date (057, C-ST) and Contract End Date (058, C-ND) required.

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Contract Start Date (057, C-ST)

This element is required for unclassified employees (faculty) and graduate assistants when Tenure Status Code (056, TNUR) is coded "I," indefinite tenure, "F," fixed term, or "X," extendable contract. Enter date tenure was granted for indefinite-tenure employees, and enter the date the contract began for fixed-term and extendable-contract employees. This element is optional for all other employees.

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Contract End Date (058, C-ND)

This element is required for unclassified employees (faculty) and graduate assistants when Tenure Status Code (056, TNUR) is coded "F," fixed term, or "X," extendable contract. Enter the date on which the contract ends.

This element is also required for classified employees when Appointment Type (049, APPT) is coded "L," limited duration, or "T," temporary. Enter the date on which the appointment ends.

Alternatively, enter the number of days remaining in the appointment. Contract End Date will be calculated using the days remaining in the appointment and Most Recent Employment Date (027, HIRE).

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Appointment Status (059, APPS)

This element is required for unclassified employee (faculty) appointments and status changes. It is optional for graduate assistants.

Valid Appointment Status Codes

C Courtesy
E Emeritus
O Other
R Regular
V Visiting
Z Academic Pay

If Appointment Status is coded "R," regular, or "V," visiting, Tenure Status (056, TNUR) is also required. If this element is coded "Z," academic pay, Salary Rate (015, SAL) and Position FTE (044, PFTE) are not required.

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Term of Service (060, 9/12)

This element is required for new unclassified employees (faculty) and graduate assistants. It is optional if Appointment Status (059, APPS) is coded "C," courtesy, or "E," emeritus. This element may take on one of two values: "2" or "9." All employees except those with full 12-month appointments must be coded "9," nine month term of service. Staff members may be appointed on an academic year basis, a fiscal year basis or another basis that may be arranged. Staff members on nine-month appointments are subject to service for three terms, normally extending from September 16 through June 15. Positions that require service in excess of the September 16 - June 15 equivalent but are still basically academic year appointments are designated as nine-month appointments. Fiscal year employees serving from July 1 through June 30 are coded "2," 12-month term of service.

Note: For classified employees, a nine-month term of service is indicated by coding Appointment Type (049, APPT) "A," academic year.

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

Employee Data -- Data Elements Associated with the Employee Record

Negotiated Prior Service (061, PRSV)

This element is optional for unclassified (faculty) employees. It is not applicable to other employees. Negotiated Prior Service is the number of months of previous experience considered when determining eligibility for tenure. It is determined through negotiations with the employee at the time of hire, and the maximum is 84 months.

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CREF Policy Number (062, CREF)

This element is the College Retirement Equities Fund policy number. It is entered by the Controller's Division.

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TIAA Policy Number (063, TIAA)

This element is the Teachers Insurance and Annuities Association policy number. It is entered by the Controller's Division.

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Citizenship Code (064, CITZ)

This element is required for new employees. It is optional if Appointment Status (059, APPS) is coded "C," courtesy, or "E," emeritus. The Citizenship Code is used to produce reports for the federal government.

Valid Citizenship Codes

Code Description
1 U.S. citizen/U.S. resident
2 U.S. citizen/non-U.S. resident
3 Resident alien
4 Non-resident alien
5 Refugee
6 Temporary
7 Resident alien (substantial presence test)

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SAIF Amount (065, SAIF)

The amount deducted monthly from an employee's pay for SAIF. The current monthly deduction amount is entered automatically for employees with forecast pay. SAIF Amount can be changed through Pay/Budget terminal program FBU. This element must be blank if Appointment Status (059, APPS) is coded "C," courtesy, or "E," emeritus. Enter "0.00" if the employee works outside Oregon, i.e., County/City Code (074, C/CY) is "37" or greater.

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FICA Code (066, FICA)

This element indicates an employee's FICA contribution status. It is required for new employees. It must be left blank if Appointment Status (059, APPS) is coded "C," courtesy, or "E," emeritus. FICA Code must be coded "1," exempt all year, for non-employees.

FICA Code Definitions

Code Explanation
1 Exempt all year: The employee is exempt from FICA and has been since the beginning of the current calendar year.
2 Exempt current: The employee is exempt from FICA but had earnings during the current calendar year that were subject to FICA.
3 Subject Current: The employee is now subject to FICA but had earnings during the current calendar year that were exempt from FICA.
4 Exempt special: The employee is exempt from FICA because of special circumstances. (See Earnings Exempt from FICA.)
5 Subject, federal, pre-1984: This code is used only for OSU Extension Service employees hired before January 1, 1984. Such employees participate in the Civil Service Retirement System and are subject only to the Medicare portion of FICA.
6 Subject, federal, post-1983: This code is used only for OSU Extension Service employees hired after December 31, 1983. Such employees participate in the Federal Employees Retirement System and are subject to both Medicare and Social Security portions of FICA.
9 Subject all year: The employee is subject to FICA and has had no exempt earnings during the current year.

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FICA Effective Date (067, FICD)

This element contains the month and year that FICA Code (066, FICA) became effective for a new employee and for an employee whose FICA Code was changed. This element must be left blank if Appointment Status (059, APPS) is coded "C," courtesy, or "E," emeritus.

If a FICA Code becomes effective on a future date, enter that date in Effective Date (002, EFF) and leave FICA Effective Date blank . See Future Effective Transactions Pending (002A, FUTR).

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Tax Schedule (068, TAXS)

The element indicates the employee's withholding status as indicated on IRS Form W-4, Employee's Withholding Allowance Certificate. The code determines the withholding tax schedule to be used. This element is required for new employees. It must be left blank if Appointment Status (059, APPS) is coded "C," courtesy, or "E," emeritus.

Valid Tax Schedule Codes

M Married
S Single

Note: Changes entered between regular and supplemental payroll processing become future effective transactions. See Future Effective Transactions Pending (002A, FUTR).

Note: A married employee may use the single tax schedule if he or she wants taxes withheld at the higher single rate.

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Tax Exempt Code (069, TAXX)

A Tax Exempt Code must be entered if an employee claims exemption from withholding. Codes 1, 2, 3, and 7, below may be entered by institutions. If codes 4 (as well as codes A through K) or 6 are applicable, submit the appropriate forms to the Controller's Division, which will enter the code. Non-employees must be coded "3."

Note: Changes entered between regular and supplemental payroll processing become future effective transactions. See Future Effective Transactions Pending (002A, FUTR).

Valid Tax Exempt Codes

1 Exempt state
2 Exempt federal
3 Exempt both, exemption from withholding claimed on IRS Form W-4
4 Exempt both, nonresident alien. See Nonresident Aliens.
6 Exempt both, citizen abroad

Codes on the following table are used in lieu of code "4" above when a specific amount of earnings is exempt from tax withholding based on a treaty with a nonresident alien's native country.

Additional Tax Exempt Codes for Nonresident Aliens

amount exempt code amount exempt code
$1,000 A $6,000 F
$2,000 B $7,000 G
$3,000 C $8,000 H
$4,000 D $9,000 J
$5,000 E $10,000 K

Exemptions (070, EXMP)

The element contains the number of allowances entered by the employee on IRS Form W-4, Employee's Withholding Allowance Certificate. If the number of allowances exceeds 10, a copy of IRS Form W-4 form must be sent to the Controller's Division. This element is required for new employees. It must be left blank if Appointment Status (059, APPS) is coded "C," courtesy, or "E," emeritus. Note: Changes entered between regular and supplemental payroll processing become future effective transactions. See Future Effective Transactions Pending (002A, FUTR).

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

Employee Data -- Data Elements Associated with the Employee Record

Memo Payroll Register (071, MEMO)

If this element is coded, the employee will appear as a memorandum entry on the payroll register delivered to the coded institution. The employee will still appear as a regular entry on the payroll register of his or her check-delivery institution. This element is optional and is coded by the institution payroll office.

Valid Memo Payroll Register Codes

10 EOU
18 OIT
20 WOU
30 OSU
34 Extension Service
35 Agricultural Experiment Stations
40 SOU
50 UO
90 PSU

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Bank Number (072, BNK#)

This element is required if an employee chooses to have checks deposited to a bank account. Enter the eight-digit routing number for the employee's bank. This is the first group of MICR numbers printed at the bottom of checks and deposit slips. Valid bank numbers are displayed on Table FA. If a bank does not appear on this table, call the Controller's Division to have it added.

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Check Disposition (073, CHKD)

This 20-position element indicates where an employee's checks should be delivered. It consists of a two-digit institution code followed by up to 18 characters of alphanumeric data (i.e., a department name or direct-deposit bank account number) indicating where the check should be delivered. This element is required for all new employees.

Valid Institution Codes

10 EOU
18 OIT
20 WOU
30 OSU
40 SOU
50 UO
90 PSU

Direct Deposit

The employee must provide a deposit slip and a signed authorization to the institution payroll office. Enter the employee's bank account number after the institution code. The account number is the second group of MICR numbers at the bottom of preprinted checks. The computer will separate the account number from the institution code when the transaction is entered. Bank Number (72, BNK#) is also required. The following example shows how to enter Check Disposition for a University of Oregon employee who chooses direct deposit and whose account number is 47591.

CHKD 5 0 4 7 5 9 1                          

The account number must be no longer than specified by the bank to which the deposit will be transmitted through the Automated Clearing House. Lengths of checking account numbers (File Table FA, Element 7, CHK SZE) and savings account numbers (File Table FA, Element 8, SVE SZE) are derived from the Bank/ABA Transit Code (FA) Table on the File of Tables and are found on terminal display SFD. The number of digits entered for an account number must match the length specified in Table FA except that leading zeros may be omitted.

Distribution by Institution

Enter the department name or other alphanumeric coding up to 18 positions long after the institution code. All 18 positions may also be left blank. The third-position character must be alphabetic. Checks are sorted alphabetically by the code word entered. The following example shows how to enter Check Disposition for a Southern Oregon University employee whose check is delivered to the chemistry department:

CHKD 4 0 C H E M I S T R Y                  

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County/City Code (074, C/CY)

This element indicates the county and city in Oregon where the employee is permanently stationed--or the state other than Oregon if the employee works within the United States but outside Oregon. If the employee is stationed outside the United States, the code entered will indicate that. This element is required for all new employees. It is also required when a change of station occurs. This element must be left blank if Appointment Status (059, APPS) is coded "C," courtesy, or "E," emeritus. If an employee works outside Oregon, SAIF Amount (065, SAIF) must be "0.00."

County Codes

Area Code
Oregon See county list.
Outside Oregon (U.S.) See state list.
Outside Oregon (non=U.S.) 37

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Institution Use Element (075, IUSE)

Institutions may use this element to record employee information in four five-character fields. The fourth field is reserved for a campus location code.

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Transaction Reason (076, TRAN)

This element is used to record up to four codes that identify the transaction types being input. A Notice of Appointment is produced when a Transaction Reason is entered for an unclassified employee. The Transaction Reason codes entered for the most recent transaction are stored on the data base and displayed in the LTRN element.

This element is required on any classified employee transaction that requires a Personnel Action Number (052, PA#). This element is optional for unclassified employees.

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Last Transaction Date (077, LTRD)

This computer-derived element contains the date of the last data transaction entry for the employee.

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Last Transaction Time (078, LTRT)

This computer-derived element contains the time of day when the last data transaction was entered for the employee.

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Record Status (079)

This computer-derived element indicates whether an employee record is active or inactive. A record with a future Effective Date (002, EFF) only is inactive. The word "active" or "inactive" appears in front of the employee's name on terminal program EDD displays.

Record Status is blank for active records. Its value is 2 for inactive records.

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

Employee Data -- Data Elements Associated with the Employee Record

Position Number (081, POS#)

A Position Number consists of a two-character position status code, the two-digit institution number and a unique seven-digit number designating the position to which the employee is assigned. This element is required for all new employees and for all position reassignments. If a position is double-filled, Position Modifier (014, PMOD) is required.

Unclassified employees assigned to positions without individual Position Numbers are given an aggregate Position Number. For such positions, the Position Number consists of a two-character position status code, the two-digit institution number and the seven-digit FMS account number associated with the Major Department's Organization Number (401,ACCT).

When an employee's Position Number is changed, all pay records for the old Position Number are inactivated, and new pay/budget records must be entered. Pay records for the old position can be reactivated for the current month to pay a partial month's salary under the old position. The reactivated records become inactive again after supplemental payroll in the following month.

When a Position Number change is entered with a future Effective Date (002, EFF) or is entered between regular and supplemental payrolls, it is placed on the pending file. On the effective date or after supplemental payroll, whichever is later, the entry is activated on the data base file. The same holds true when a new employee record is created with a future Effective Date (002, EFF).

When Major Department's Organization Number (401, ACCT) is changed, the Position Number for unclassified employees filling aggregate positions is changed automatically.

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A-21 Code (085, A-21)

This element indicates whether a preprinted PAR form should be created for the employee. If it is left blank or coded 99, a quarterly preprinted PAR form will be created for the employee only if he or she is paid from funds subject to A-21 reporting requirements. This element is optional.

A-21 Codes

Code Description
99 Not subject to A-21 reporting requirements.
24 Subject to A-21 quarterly reporting.

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Spouse's First Name (112, SPOU)

This element contains the employee's spouse's first name. It may be used for printing a campus directory. This element is optional.

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Past Tax-Deferred Investments (157, PTDA)

This element contains the amount of previous tax-deferred annuity contributions, deferred compensation contributions, and retirement contributions and attributions for classified, unclassified and graduate assistant employees. A new total is system calculated at the end of each calendar year by adding year-to-date tax-deferred annuity contributions, deferred compensation contributions, and retirement contributions and attributions to the previous total. The Controller's Division enters the appropriate amount for new employees who have past contributions and attributions.

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Major Department's Organization Number (401, ACCT)

This element is the employee's major department's seven-digit organization number. It consists of a single character of alphabetic data identifying the institution followed by six characters of numeric data. It identifies the department that has fiscal, program and administrative responsibilities for the employee's position and the department to which the employee is attached for purposes of personnel assignment and reporting. It is used to control update access. Note that it is possible that an employee would not receive funds from the major department account.

Institutional Charts

b UO
c OSU
d PSU
e WOU
f SOU
g EOU
h OIT
k Chancellor's Office

If a transaction to enter or change Major Department's Organization Number has a future Effective Date (002, EFF) or is entered between the regular and supplemental payrolls, it is placed on the pending file. After supplemental payroll, or the Effective Date (002, EFF), whichever is later, the entry is activated on the data base file.

This element is required if Transaction Reason Code (076, TRAN) indicates that the employee is a new hire, special hire or transfer in from another agency.

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Merit Rating Code (620, MERR)

The element indicates rating as of the next Merit Rating Date (MERR, 054). It is required for all non-temporary classified employees; it is optional for temporary classified employees.

Merit Rating Codes

A Annual With Increase
M Annual - At Maximum
P Promotional Trial Service
S Special
T Trial Service

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Sabbatical Leave Code (621)

This element is computer derived. When "10," sabbatical leave, is entered in Leave Type Code (035, LVCD), it is also recorded in this element. The dates entered in Leave Start Date (036, LVST) and Leave End Date (037, LVND) respectively, are similarly recorded in Sabbatical Leave Start Date (622, SABS) and Sabbatical Leave End Date (623, SABE). Terminal program EDD displays Sabbatical Leave Start Date and Sabbatical leave end date.

Note: Sabbatical Leave Start Date and Sabbatical Leave End Date provide a permanent record of the duration of an employee's most recent sabbatical leave. Leave Type Code, Leave Start Date and Leave End Date show the type and duration of the most recent leave of any type.

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Sabbatical Leave Start Date (622, SABS)

This element is computer derived from Leave Start Date (036, LVST). Refer to Sabbatical Leave Code (621) for further information.

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Sabbatical Leave End Date (623, SABE)

This element is computer derived from Leave End Date (037, LVND). Refer to Sabbatical Leave Code (621) for further information.

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Transit District Code (624, TRCD)

This element indicates the transit district in which the employee resides for purposes of assessing a transit-district tax. It is required for all new employees, and it is required when a change of station occurs. It must be left blank if Appointment Status (059, APPS) is coded "C," courtesy, or "E," emeritus. If no code is entered, one will be computer-derived from County/City Code (074, C/CY) as follows:

County/City Code District Transit Code
06B, 06D,06H Bay Area B
18C Klamath Falls K
20A, 20D, 20H Lane County L
15A, 15C, 15F, 15G, 15H, 15J Rogue Valley R
24M Salem S
03,26, 34 Tri-County T
All Others No District X

A code entered by terminal input will override a computer-derived code or previously entered code. The code should be based on the employee's actual work site. If the work site is outside the transit district, use code "X."

Note: Oregon State Board of Higher Education members are exempt from the transit district tax and should be coded "X."

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

Employee Data -- Data Elements Associated with the Employee Record

Certificate Number (630, C#)

This element contains the certificate number from the Certificate of Eligibles list from which the employee was appointed. This element is optional.

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Method of Appointment (631, M)

This element indicates how an appointment was made. This element is optional.

Method of Appointment Codes

C Appointed from a Certificate of Eligibles
R Direct appointment - registration class
D Direct appointment - other

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Recruitment Code (632, RC)

This element indicates the means by which an employee was recruited. This element is optional.

Recruitment Codes

AP Agency Promotion
OC Open Competition
SW State-Wide Promotion
OT Other

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Deposit Code (640, DPCD)

This element is required for all employees who wish to have their net pay deposited directly to a checking or savings account. Bank Number (072, BNK#) and Check Disposition (073, CHKD) are also required for direct deposits.

Deposit Codes

22 checking account
32 savings account

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Pre-Notification (641)

This one-character element indicates whether a pre-notification record has been sent to the Automated Clearing House (ACH) for an employee who has his or her net pay deposited directly to a checking or savings account. Pre-notification is a means of verifying that the Bank Number (072, BNK#) and Check Disposition (073, CHKD) are valid prior to pay processing. Pre-Notification can take on one of two values:

  • "N," No pre-notification has occurred.
  • "Y," Pre-notification has occurred.

This pre-notification "flag" is set to "N" when an employee's Bank Number (072, BNK#) is entered into the system or changed or when an employee's record is reactivated.

When the monthly pre-notification report is run, the following steps occur:

  • A pre-notification record is created for transmission to ACH for each employee with an "N" in this field.
  • The Pre-Notification is then changed from "N" to "Y."

Pre-Notification is not found on a terminal display.

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Representation Code (642)

This element contains the last three components of the 12-character Classification Code (011, CLAS): the four-character Bargaining Unit Representation Code, the single-character Range Option Code and the single-character Pay Option Code.

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State Tax Schedule (644, STAX)

The element indicates the employee's withholding status for purposes of state taxation. By default, this element is set to the same value as Tax Schedule (068, TAXS), which indicates the withholding status to be used for purposes of federal taxation. This element is required for all new employees; it must be left blank if Appointment Status (059, APPS) is coded "C," courtesy, or "E," emeritus.

A code different from the one entered in Tax Schedule is entered in this element when one of the following occurs:

  • An employee wishes state taxes to be withheld according to a different schedule from federal taxes and indicates this on a special W-4 that states "State Tax Schedule and Exemptions" across the top of the form.
  • The Oregon Department of Revenue makes a Determination Order that causes State Tax Schedule to differ from Tax Schedule.

Valid State Tax Schedule Codes

M Married
S Single

Note: Changes entered between regular and supplemental payroll processing become future effective transactions. See Future Effective Transactions Pending (002A, FUTR).

Note: A married employee may use the single tax schedule if he or she wants taxes withheld at the higher single rate.

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State Tax Exemptions (645, SXMP)

The element contains the number of allowances to be used for purposes of state taxation. By default, this element is set to the same value as Exemptions (070, EXMP), which indicates the number of allowances to be used for purposes of federal taxation. This element is required for all new employees.

A code different form the one entered in Exemptions is entered in this element when one of the following occurs:

  • An employee wishes state taxes to be calculated using a different number of allowances from federal taxes and indicates this on a special W-4 that states "State Tax Schedule and Exemptions" across the top of the form.
  • The Oregon Department of Revenue makes a Determination Order that causes State Tax Exemptions to differ from Exemptions.

Note: If an employee declares more than 10 allowances on a W-4 form, a copy of the W-4 must be sent to the Controller's Division, Personnel-Payroll Section.

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FERS Eligibility Date (648, FERS)

This element is used only for eligible OSU Extension Service employees. For a new employee or a rehire who is eligible for immediate participation in the Federal Retirement System (FERS), it is set to the value of Most Recent Employment Date (027, HIRE). Otherwise, use the effective date of an employee's change into an OSU Extension Service position.

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Residence Location (652, RESL)

This element indicates where an employee resides for income tax purposes. It is required for all new employees.

This eight-position element contains three parts that are used as follows:

  • Positions 1, 2 and 3 are used for Oregon Residents only. They contain the employee's County/City Code (074, C/CY).
  • Positions 4, 5 and 6 are used for nonresident aliens only. Position 4 always contains an X, and positions 5 and 6 contain the nonresident alien's country code. Example: Positions 4, 5 and 6 would be coded "XCU" for a resident of Cuba.
  • Positions 7 and 8 are used only for non-resident aliens who fail to file a yearly Alien Information Request Form (Form CO-NRA). For these employees, these positions are coded "AA."

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

Employee Data -- Data Elements Associated with the Employee Record

Work Location (653, WRKL)

This element indicates where the employee is currently and physically working. It is required for all new employees.

This eight-position code consists of three parts that are used as follows:

  • Positions 1, 2 and 3 contain the employee's County/City Code (074, C/CY).
  • Positions 4, 5 and 6 are used to indicate the country where the employee works if he or she works outside the United States. Position 4 is always coded "X," and positions 5 and 6 contain the country code. Example: Positions 4, 5 and 6 would be coded "XCU" for an employee who works in Cuba.
  • Positions 7 and 8 indicate the state where the employee works if he or she works outside Oregon but within the United States. Use the state abbreviation from Home Phone and Address (029, H-PH, ADDR, CITY, STAT, ZIP). (Lois, this seems redundant because County/City Code also indicates the state, and we use it for positions 1, 2 and 3.)

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Visa Identification Type (654, VISD)

The Visa Identification Type is a two-character code that indicates the type of visa held by a nonresident alien. The appropriate type is determined from Form CO-NRA, Alien Information Request Form. See Visa (BD) Table on SFD display for valid codes. A Visa Identification Type is required for all non-resident alien employees.

The Visa Identification Type Code is a three-character field. Because all Visa Identification Types are two characters long, leave position 1 blank.

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U.S. Entry Date (655, USED)

This six-position field contains the date a non-immigrant employee entered the United States. It is taken from Form CO-NRA, Alien Information Request Form. This element is required for all non-resident alien employees.

Treaties between the United States and other countries often establish a maximum period of time a non-resident alien employee may reside in the United States and remain eligible for treaty-specified privileges. This element is used to track the time a nonresident alien has spent in the United States.

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U.S. Exit Date (656, USXD)

This six-position field contains the date when a nonresident alien expects to leave the United States. It is taken from Form CO-NRA, Alien Information Request Form. It is required for all non-resident alien employees.

Employees who are registered as full-time students will have "DS," which stands for "duration of stay," entered on their Alien Information Request forms. For such employees, U.S. Exit Date is coded "1 2 3 1 9 9."

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Purpose of Visit (657, PURP)

This three-position field identifies the employee's pay by category of personal services. It is taken from Form CO-NRA, Alien Information Request Form. It is required for all non-resident alien employees.

Purpose of Visit codes and the category of personal services corresponding to each are derived from the Purpose of Visit (BC) Table on the File of Tables, which is accessed through terminal display SFD.

When a treaty exemption from withholding tax is requested, the Purpose of Visit code must agree with the purpose of visit derived from the Treaty (BB) Table on the File of Tables, which may also be accessed through terminal display "SFD."

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I-9 Date (698, I9DT)

This four-position date field is taken from the Immigration and Naturalization Service's Form I-9, Employment Eligibility Verification. It is required for all new employees hired after November 7, 1986.

An employee must furnish OUS with supporting documents to establish identity and employment eligibility. The earliest expiration date, month and year, of the supporting documents supplied should be used in the I-9 Date field. If none of the supporting documents carries an expiration date, the date "1 2 9 9" may be entered in this field.

IRS Form I-9 contains a list of documents acceptable for establishing identity and employment eligibility. If you would like to view or print a copy of Form I-9, see Downloading Forms and Publications.

Refer to the U.S. Citizenship and Immigration Services web site regarding civil and criminal penalties associated with misuse or abuse of I-9 reporting requirements.

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Spouse Birth Date (SPBD)

This four-position field, denotes the month and year of the employee's spouse's birth. It is required for all employees who participate in the spouse's optional term life insurance coverage program. This field is found on terminal display SEU, short employee update.

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Total FTE (TFTE)

This computer-derived element is the sum of all decimal proportions of employment entered in Position FTE (044, PFTE).

Note that an employee's Total FTE may be less than 1.000 but should never be more than 1.000.

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