Transaction Codes

Appointments | Leaves With Pay | Leaves Without Pay
Miscellaneous Changes
| Reinstatements | Separations | Status Changes

 

The descriptions below provide a summary of the use and purpose of the transaction. Refer to the specific transaction for detailed information, the required/conditional coding matrix and audit information.  

Appointments

Code

Name

Description

A50

Permanent Appointments

Used to appoint or reappoint an employee where the intent is that employment be regular and continuous.

A52

Temporary Appointments

Used to appoint or reappoint an employee to a limited-term position, temporary in nature.

A54

Temporary Appointments, Special Pay Actions

Used exclusively to appoint and pay Special Consultants; Extension, Summer Session and Substitute Instructional Faculty; Music Studio Faculty; Demonstration Teachers.

A56

Temporary Appointments, Retired Annuitants

Used exclusively to appoint or reappoint an annuitant retired from Public Employees' Retirement System or State Teachers' Retirement System.

A98

Student Assistant

Used to appoint a new student assistant employee to class 1870, 1871, or 1872.

Leaves With Pay

Code

Name

Description

S58

Sabbatical Leave, One Academic Year At Half-Pay

Used to place an eligible Unit 3 employee on a Sabbatical Leave for one academic year at half-pay.

S59

Sabbatical Leave, Two Quarters At Three-Fourths Pay

Used to place an eligible Unit 3 employee on a Sabbatical Leave for two quarters at three fourths of full salary.

S60

Sabbatical Leave, One Quarter Or One Semester At Full Pay

Used to place an eligible Unit 3 employee on a Sabbatical Leave for one quarter or one semester at full pay.

S61

Sabbatical Leave, Difference-In-Pay, One Quarter Or One Semester

Used to place an eligible Unit 3 employee on a Difference in Pay Leave for one quarter or semester.

S62

Sabbatical Leave, Difference-In-Pay, Two Quarters

Used to place an eligible Unit 3 employee on a Difference In Pay Leave for two quarters.

S63

Sabbatical Leave, Difference-In-Pay, One Academic Year

Used to place an eligible Unit 3 employee on a Difference in Pay Leave for one academic year.

S64

Special Leave For Research/Creative Activity

Used to place an eligible Unit 3 employee on a formally approved leave of absence with pay for faculty research and / or creative activity for one quarter or one semester.

S65

Sabbatical Leave, Difference-In-Pay, Twelve Months Or Less

Used to place an eligible Unit 3 employee on a Difference in Pay Leave for a period not to exceed twelve months.

 

Leaves Without Pay

Code

Name

Description

645

Extend Period Of Leave Without Pay

Used to extend an employee's scheduled return to payroll following an authorized leave without pay including Military, Parental/Family Care and Medical, and Non-industrial Disability Leave.

S42

Leave Of Absence

Used to move a permanent or probationary employee to a formally approved leave of absence without pay,  or to place an employee on involuntary leave pursuant to AB 908.  

S43

Partial Leave of Absence

Used to place eligible permanent, probationary and non-represented employees on a formal partial leave. The employee will be paid a pro rated salary calculated at the reduced time base.

S44

Military Leave

Used to move an eligible employee to a formal military leave of absence.

S45

Parental Family Care and Medical Leave

Used to place an eligible employee on an authorized leave of absence without pay for pregnancy, childbirth, child and family care. (Refer to Education Code 89519 and/or appropriate collective bargaining agreement).

S49

Nonindustrial Disability Insurance Leave

Used to place an eligible CalPERS/STRS employee on an authorized leave of absence as a result of a non-industrial disability or injury.

 

Miscellaneous Changes

Code

Name

Description

105

Social Security Number

Used to report an employee's SSN when the official number is received from the Social Security Administration, or to correct an erroneous number.

120

Position Number

Used to change an employee's assigned position number. This transaction is used only when the employee is not being transferred or reassigned.

122

Class Code Change

Used for class code changes for all employee groups as specifically authorized by the Chancellor's Office.

125

Disability Veteran Status

As of October 1, 2008, an entry is no longer required in this field.  Used to identify an employee's disability status and whether the disability is military service connected as required by Federal regulations (i.e., the Rehabilitation Compensation Act of 1974 and the Veteran's Compensation, Education and Employment Amendments of 1982).

126

Collective Bargaining Identifier (CBID)

Used to change an employees CB ID (e.g., represented, non-represented as appropriate)

215

Employment History Remarks

Used by the campus to (1) to correct an employee's date of employment, (2) to post notice of overpayment to a separated employee's record, (3) to delete FERP Code, 7757, (4) to extend Work Authorization Expiration Date, (Item 825).

330

Denial, Service-Based Salary Increase

Used only when an employee's SSI, MSI or SISA is denied.

405

Time Base Change

Used to increase or decrease an employee's time base.

415

Duration Of Appointment

 

Note: This transaction is not in use

416

Extend Temporary Promotion/Reassignment

Used to extend or delete the duration/expiration date of a temporary promotion, temporary reassignment or temporary reclassification.

430

Probationary Code/End Date

Used to change an employee's probationary status code and/or end date. This transaction is both a computer-generated and campus input transaction.

445

Ethnic Origin

Used to correct an employee's previously reported ethnic code.

505

Retirement System Member Status

Used to change an employees retirement membership status

560

Professional License Renewal

Used to change or reflect the renewal of a professional license when the license is required for an employee's continued employment in a respective classification/position.

565

Disability - Injury/Illness

Used to move an employee to or from Industrial Disability Leave (IDL) or Workers' Compensation, Temporary Disability (TD), with or without supplementation.

565

Disability (Code 7) Pending Determination

Used to move an employee to non-pay status after appropriate leave credits have been exhausted but the employee's claim for disability is still pending

702

Department Code

Used to change an employee's assigned departmental code.

703

School Code

Used to change employees' assigned school code. This is generally the result of internal campus reorganization, or an employee's movement from one school assignment to another.

704A

Management Data Element No. 1

Used to change a Unit 3 or Unit 4 employees assigned primary teaching service or area of specialization.

704B

Management Data Element No. 2

Used to track temporary faculty unit employees eligible for three-year appointment entitlements.

711

Work Location

Used to change an employee's work location.

712

Degree/Education Information

Used to update an employee's highest educational information.

715

Service Pay Period

Used to document a non-qualifying pay period when the employee has been docked or otherwise placed on non-pay status during one or more pay periods.

716

Sabbatical Leave Eligibility Date

Used to change an employee's Sabbatical Leave eligibility date, generally following a leave without pay or upon conclusion of a Sabbatical or Difference-in-Pay leave.

718

Management Data Element No. 3 Department Chair Fraction

Used to increase or decrease an individual's department chair fraction when the fraction differs from the payroll time base (Item  405).

825

Noncitizen Status

Used to identify or change the visa, work authorization expiration date, and tax treaty country information for a noncitizen employee.

CRO

Class Reallocation/Reorganization

Used by the campuses to add or remove an employee from a Red Circle/Plus Salary Rate. It is also a Special Use transaction restricted to use by the Chancellors Office of Human Resources Administration and/or the State Controllers Office.

GEN

General Salary Increase

This is a restricted use transaction that is used to process salary increases that are authorized by the CSU - Board of Trustees.

MHR

Multiple Hourly Rate

Used to change from one to four flat hourly rates of pay for Trade Rate employees.

MIS

Miscellaneous Changes

This is a computer-generated transaction code that summarizes two or more miscellaneous transactions processed simultaneously on one update screen.

MSA

Service-Based Salary Increase

Used to grant an employee a Service-based Salary Increase (SSI).

SCR

Salary Rate Change

Used for salary increases for represented and non-represented employees as indicated by Item 719. Refer to the transaction for specified uses.

Reinstatements

Code

Name

Description

A57

Reinstatement From Non-industrial Disability Leave

Used to reinstate an employee to active status following a leave of absence due to a non-industrial disability.

A58

Mandatory Reinstatement

Used to reinstate current or prior employee. Refer to the transaction for specified uses.

A59

Reinstatement From Leave Of Absence With Pay

Used to reinstate an employee following a Sabbatical Leave, Difference-In-Pay Leave, Special Leave for Research/Creative Activity, or Partial Leave Without Pay.

A68

Return From Inactive Pay Status (Roll Code 9)

Used to restore an employee to active pay status following "Roll Code 9" inactive pay status.

Separations

Code

Name

Description

S10

Resignation

Permanent separation, used to separate any employee who voluntarily resigns.

S21

Absent Without Official Leave

Permanent separation, used to separate an employee who is absent without official leave.

S30

Layoff

Temporary separation, used to separate a permanent or probationary employee because of lack of work or lack of funds.

S31

Termination Of Temporary Appointment

Permanent separation, used to separate an employee on or before the assigned expiration date of a temporary appointment.

S34

Faculty Nonreappointment

Permanent separation, used to separate full time academic and academic closely related employees who were given probationary tenure track appointments (A50).

S35

Separation By Agency

Permanent separation, used to separate non-probationary and non-tenured employees who were appointed via an A50 transaction. May be used only when the nature of the separation is such that no other separation transaction is more appropriate.

S41

Dismissal

Permanent separation, used to separate an employee who is being dismissed following disciplinary action or for disability, pursuant to Education Code 89536, if the employee does not qualify for disability retirement.

S70

Service Retirement

Permanent separation, used to separate an employee who is retiring from service.

S71

Disability Retirement

Temporary separation, used to separate an employee from active service because of a disability that has been approved by the retirement system. The use of this transaction establishes certain reinstatement rights.

S90

Rejection During Probation / Non-Retention

Permanent separation (involuntary) used to reject a non-academic employee prior to completion of the probationary period. Do not use for faculty unit employees.

S95

Death

Permanent separation used to separate an employee upon his/her death.

S99

Cancelled Appointment Action

Permanent separation, used to cancel an appointment when it is the ONLY record on a position sequence and 1) the employee did not report for work, or 2) the class assignment was canceled and no pay is involved, or 3) the employee was erroneously appointed to an additional position.

 

Status Changes

Code

Name

Description

A60

Reassignment

Used when an employee moves from one position, pay calendar or department to another, or when management reassigns an employee within a classification or sub-range based on the requirements of the position and an assessment of the employee's qualifications and skills.

A61

Preretirement Reduction In Time Base Program

Used to move an eligible tenured faculty unit employee into the program.

A63

Reclassification / In-Classification Progression

Used to change an employee's classification or position skill level within a given classification.

A64

Promotion

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.

A65

Demotion

Used to move an employee from one classification or position skill level to another having a lower level of duties, responsibilities and/or salary range. For faculty unit employees, movement to a lower academic rank or classification, as appropriate. A demotion may be voluntary, disciplinary or in lieu of layoff.

S46

Assignment To Inactive Payroll Status (Roll Code 9)

Generally used for continuing 10/10 pay plan employees moving to inactive pay status for two months during the year, or when a permanent or probationary academic year (AY), 10/12 or 11/12 pay plan employee moves to non-pay status under certain conditions (without a separation) during the appointment year. May also be used for "zero" pay period(s) following a one term leave without pay or other personnel action, such as placing an employee in non-pay status pending a legal decision or under limited conditions, to verify pay entitlement.

S85

Suspension

Used to process a disciplinary suspension.