Transaction A64 - Promotion

General Information | Audit Instructions | Audit Messages

 

Used to move nonacademic employees from one classification to another having a higher level of duties, responsibilities and/or salary range. For faculty unit employees, movement to a higher academic rank or classification as appropriate following the standard campus review procedures.

 

The distinction between promotion and reclassification / in-classification progression (A63 transaction) is that an employee is promoted to a new or vacated position at a higher level following a recruitment/selection process. For Affirmative Action purposes, promotions and reclassifications / in-classification progression are reported differently.

PIMS Coding Matrix

Data Element

Required

Conditional

120 - Agency

 

X

121 - Unit

 

X

122 - Class

 

X

123 - Serial

 

X

126 - CBID

 

X

205 - Transaction Codes

A64

 

210 - Effective Date

X

 

210 - Effective Hours

 

X

415 - Duration of Appointment

 

X

416 - Expiration Date of Appointment

 

X

215 - Employment History Remarks

 

X

405 - Time Base

 

X

310 - Salary Per

 

X

335 - Salary Range

 

X

311 - Salary Step

 

X

330 - Anniversary Date

X

 

430 - Probationary Period (Code)

 

X

430 - Probationary Period (Ending Date)

 

X

560 - Professional License Type / Expiration Date

 

X

606 - Time to be Paid (New Position)

 

X

607 - Time to be Paid (Old Position)

 

X

645 - Payroll Return Date

 

X

702 - Department Code

 

X

703 - School Code

 

X

704A - Management Data Element No. 1

 

X

704B - Management Data Element No. 2

 

X

718 - Management Data Element No. 3

 

X

711 - Work Location

 

X

712 - Degree Information (Institution)

 

X

712 - Degree Information (Level)

 

X

712 - Degree Information (Year)

 

X

716 - Sabbatical Leave Eligibility Date

 

X

719 - Detail Transaction Code

 

X

815 - Red Circle / Plus Salary Rate (Line G Item)

 

X

820 - Assigned Salary Rate  (Line G Item)

 

X

876 - Job Code  (Line G Item)

 

X

957 - Eligibility Substantiation

 

X

958 - Final Salary Anniversary Date (Line G Item)

 

X

General Information

  1. For non-academic employees, a change in range code, Item 335, does not constitute a promotion, unless the promotion was the result of an appointment to a vacant position for classifications with skill levels (e.g., CSUEU). For in-classification progression, use Transaction A63.

  2. If the employee is selected to fill the position permanently due to a recruitment/selection process, following a temporary promotion, reassignment or reclassification/in-class progression, process as follows:

           Following a temporary promotion:

    Item 205

    Item 210

    Item 215

    Items 415/416

    A64

    7/1/2008

    PERM PROM

    Enter * to delete

    A64

    1/1/2008

    TEMP PROM

    Enter duration as appropriate


    Following a temporary reassignment/reclassification/in-class progression:

    Item 205

    Item 210

    Item 215

    Items 415/416

    A64

    7/1/2008

    PERM PROM

    Enter * to delete

    A60

    1/1/2008

    TEMP ASSIGN

    Enter duration as appropriate

     

  3. If the length of the temporary promotion is extended, process a Transaction 416. The effective date should be the next calendar date following that shown in Item 416.

  4. If the employee is not selected to fill the position on a permanent basis, submit an Transaction A60 to move the employee to his/her former or other appropriate position.

  5. The following is in reference to employees holding a temporary appointment (A52 Transaction) who receive a temporary promotion.

    1. The duration of a temporary promotion may not exceed the duration of the original temporary appointment.

    2. When the temporary promotion expires but the promotion is extended, extend the temporary promotion by processing a 416 Transaction which must remain within the duration of the original temporary (A52) appointment

    3. If an employee is to remain in the promotion beyond the expiration date of the original A52 appointment, process the promotion as a temporary promotion via A52 Transaction, not as an extended appointment via the 416 Transaction.

    4. When the temporary promotion has expired and the employee is to return to his/her former position and;

      1. The original A52 appointment has not expired, process an A60 Reassignment Transaction and enter code 38 in Item 719, or

      2. The original A52 appointment has expired, process as a new temporary appointment via the A52 transaction to the original position.

    5. If the temporary promotion is to become permanent, process an A50, Permanent/At Will Appointment Transaction. 

  6. When an employee is on the 8/12, 10/12 or 11/12 pay plan and is to be promoted (A64), and is entitled to a settlement pay due to 8/12, 10/12 or 11/12 position, the campus must do the following:

    1. Complete an A60 transaction with the same effective date as the promotion (A64) including:

      1. Item 215 (Remarks) = SETTLEMENT ONLY

      2. Item 335/Item 122 = Change range to 1 or class code to the 12 Month class in the same series as the class that is 8/12, 10/12 or 11/12 (i.e. class 1030=10/12 change class to 1032=12 Month class)

      3. Item 606/607 = Enter only if mid-month or dock in the pay period

      4. Item 719 = 36

      5. Item 810 = Proper amount due

      6. All other required data on the A60 that is not automatically carried forward should be re-entered from the previous record.

    2. If a transfer of regular pay to settlement pay is necessary, submit the A60 transaction with a F674 to CSU Audits.

    3. Process the promotion (A64)

 

Note: In some cases, the campus must process an A52 or A50 transaction. Refer to procedures in A60, A63, and A64 transactions regarding temporary employees.

 

Audit Instructions

  1. Temporary promotions should be processed on an A64, enter the duration and expiration date in Items 415/416 and enter 'TEMP PROM' in Item 215.

  2. A change in Class Code, Item 122, is required on promotions for all employees except academics, MPP's, classes with skill levels, or if processing a permanent promotion following a temporary promotion, reassignment or reclass/in-class progression.

  3. For MPP employees, Class Code and/or Job Code, Item 876, must change.

  4. A change in Salary Range, Item 335, is required for academic promotions.

  5. Payroll return date, Item 645, is not to be entered unless the prior record is a S43 and the payroll return date is to be changed (but not deleted).  If the employee is to return to full time status with an effective date the same as the A64, process the A59 to full time, then process the A64.

  6. When a CalPERS member is promoted to a Safety classification (CBID = R08) or to an MPP classification (CBID = M80) and the Job Code, Item 876, begins with a 'P', process a Transaction 505 to change to the proper retirement code.  See Audit Messages below for coding instructions.  

  7. When a Safety member (CBID = M80) is promoted to a MPP classification and the Job Code, Item 876, begins with a 'P'.  Refer to Audit Messages below for coding instructions.

Furlough Instructions Effective 7/31/2009 Through:

 

  1. Eligibility Substantiation may be affected when an employee moves between bargaining units or between included and excluded groups.

 

*Date determined per respective campus AY calendar

Audit Messages

259-070 (515) BENEFIT CAT MUST EQUAL MIS FOR THIS AGENCY CLASS.

This message will be received on the Transaction 505.  Attach the audit message to the PPT document, or enter in Line H (Comments) 'AUDIT MESSAGE 259-070 RECEIVED'.

 

259-489(505) ACCT CODE MUST MATCH ONE OF THE CODES IN CLASS ACCT CODE TABLE.

This audit message will be received on the Transaction A64.  Attach the audit message to the PPT document or enter in Line H (Comments) 'AUDIT MESSAGE