Transaction A54 - Temporary Appointment, Special Pay
New Employee

General Information | Audit Instructions | Audit Messages

 

Used to appoint an employee to a ’special pay category’. Compensation for the assignment may be made at intervals during the assignment duration provided that compensation is not paid in advance of work performed, or on a one-time basis in full, upon completion of the assignment. May only be used for specific class codes as authorized by the Chancellor's Office.

PIMS Coding Matrix

Data Element

Required

Conditional

105 - Social Security Number

X

 

110 - Employee Last Name

X

 

111 - First Name and Middle Initial

X

 

120 - Agency

X

 

121 - Unit

X

 

122 - Class

X

 

123 - Serial

X

 

140 - Birthdate

X

 

445 - Ethnic Origin

X

 

440 - Sex

X

 

205 - Transaction Codes

A54

 

210 - Effective Date

X

 

215 - Employment History Remarks

 

X

405 - Time Base

X

 

310 - Salary Per

X

 

335 - Salary Range

 

X

365 - Nonroster, Special Pay Information

One or more components required

 

505 - Retirement System Account Code

X

 

450 - Prior State Service

X

 

615 - Pay Immediately

X

 

640 - Last Day Physically Worked

X

 

711 - Work Location

 

X

825 - Noncitizen Status Code  (Line G Item)

 

Conditional

864 - Legal Reference for Annuitant (Line G Item)

MUST be entered for CalPERS annuitants

 

General Information

  1. All special pay appointments may be subject to Medicare, DC/PST Plans and/or CalPERS except that classes 2322, 2323, 2362, 2363 and 2365 are excluded from CalPERS.

  2. Certification of time/dates worked is required for those paid on an hourly or daily basis (classes 2356, 2323, 2363, 4660).

  3. Certification of pay rate is required for those paid by unit, student, demonstration or session (classes 2322, 2323, 2357, 2457, 2362, 2365, 2363).

  4. Campuses may compensate non-credit instructors (class 2363) as follows:

    1. Course instruction and normal preparation: Enter Time Base (Item 405) as 'IND' and Salary Per (Item 310) as 'U', and Range Code (Item 335) as '1'.

    2. Course development and instruction: Enter Time Base (Item 405) as 'INT' and Salary Per (Item 310) as 'H', and Range Code (Item 335) as '2'.

  5. An employee cannot have more than two separate assignments for the same pay period, unless there are different position numbers, three rates of pay, or summer session/extension. One A54 transaction can have two actions (two line entry of time and different salary rate, which equals two assignments, if rate is the same for both lines of time this is one line only).  Refer to respective Collective Bargaining Agreement or HR 2002-05 as appropriate for 'Additional Employment' policy guidelines.

  6. Summer salary rates (for classes 2322, 2357 and 2457) keyed above or below the salary range will not be accepted in the system.  For full professors paid above the salary range maximum, the summer salary rate must be processed on two lines with the same effective date.  Enter both lines with the same number of units one rate at the salary range maximum, and the other rate at that difference between the salary range maximum and the total rate to be paid.  The sum of both rates must equal the total summer salary rate.

  7. Due to Out-of-Sequence Processing, an '*' EOF must be entered in Item 126 on any appointment to a class with a different CBID than the prior transaction.  For example, a Special Consultant (class 4660, CBID E99) keyed on top of a Summer Session (class 2357, CBID R03).  

Audit Instructions

  1. Item 450, Prior State Service, is always code ’1’.

  2. The length of appointment to classes 2356, 2362, 2365 and 4660 may not span two State pay periods due to a system limitation. A separate transaction is required for each pay period.

  3. If Item 505 is ’NM’, enter ’OUTSIDE PERS’ in Item 215. NM must always be justified unless retired from CalPERS, then Legal Reference For Retirement (Item 864) is required.

  4. Refer to respective Collective Bargaining Agreement or HR 97-07 as appropriate for ’Additional Employment’ policy guidelines.

  5. To change the Effective Date (Item 210) of an A54, even if the same pay period, a void and reenter MUST be entered on the same day. If not entered on the same day, the re-entry will issue a payment. To change the Pay Period (Item 640) of an A54 process an A54C.

  6. Due to out-of-sequence processing, an ’*’ EOF must be entered in Item 126 on A54 transactions for Special Consultant (class 4660) when keyed on top of an extension (e.g. E99, 2363) class code. Note: This applies to any class that has a different CBID.

  7. When correcting Item 365 from a two-line entry to a single line entry, delete the second line by entering zeros.

  8. Do not post an A54 (or any other appointment) on a Student Assistant record (Transaction A98).

Audit Messages

None