​​

Employment History Extract Master File Description

You must create this file before it can be used for reporting.  Refer to the CIRS User Manual for instructions on creating an Employment History Extract file.

 

This file contains employment history transactions keyed by your campus and extracted from the EHDB for a specified set of SSN's.  Information is available for all active, on-leave and separated positions at your campus for faculty, staff, management, student and special pay employees.  All transactions are available from 1976 up to the current moment, including voided, eliminated, fixed and deleted transactions, with the exception of EAR transactions and retirement system transaction code R02.  This file would be used for employment history summaries and for reports requiring fields not available in the Transaction Data (TR) file.  Note:  EH files created for a long range of time may contain employees who are missing records due to data overflow.  For additional information, refer to the topic:  Tips For Using The Employment History Extract File.

 

  • File Name:  EH  

  • Update Schedule:  N/A. Created on demand per user specifications. The source file for the extract function is updated immediately upon entry of a transaction to PIMS.  

  • Files Automatically Joined:  None

  • Pre-programmed Join:  JEHPSAG, JEHPSAG1, JEHPSAGJ, JEHJCAG

  • Sample FOCUS Request:  HSTSUMRY

  • See Also:  Employment Data Files Comparison


Segment Name = EHDB, Segment Type = S1

Defined

Fieldname

Format
Type

Format
Length

Data Element Description

  •  

EH:SSA

A

11

Social Security Number

  •  

EH:SSAFOUR

A

4

Social Security Number, Last 4 Digits

  •  

EH:SSAMASK

A

11

Social Security Number, Masked

 

EH:LASTNAME

A

21

Name, Last

 

EH:FRSTNAME

A

16

Name, First

  •  

EH:WNAME

A

39

Name, Whole

  •  

EH:BRTHDATE

DT

MDYY

Birthdate

  •  

EH:AGE

I

6

Age

 

EH:SEX

A

1

Sex Code

 

EH:ETHNIC

A

1

Ethnic Origin

  •  

EH:ETHNICGRP

A

3

Ethnic Group

  •  

EH:OVERFLOW

A

1

Data Overflow Indicator

 

EH:TWOCNT

P

4

Segment Count Level Two

 

 

Segment Name = HSTPSN, Parent = EHDB, Segment Type = S1, Occurs = EH:TWOCNT

Defined

Fieldname

Format
Type

Format
Length

Data Element Description

   

EH:PSNSEQ

A

2

Position Sequence Number

  •  

EH:SSAPSN

A

11

SSA / Position Sequence Key

   

EH:DOCT

A

4

Document Processing Number

   

EH:THREECNT

P

4

Segment Count Level Three

Segment Name = HISTORY, Parent = HSTPSN, Segment Type = S1, Occurs = EH:THREECNT

Defined

Fieldname

Format
Type

Format
Length

Data Element Description

 

EH:LISTCNT

P

4

List Count

 

EH:EFFDATE

DT

MDYY

Effective Date

  •  

EH:EFFYYYY

DT

YY

Effective Year

  •  

EH:EFFMM

DT

M

Effective Month

  •  

EH:EFFDD

DT

D

Effective Day

  •  

EH:EFFYMD

DT

YYMD

Effective Date

 

EH:ENTRYDTE

DT

MDYY

Entry Date

 

EH:TRANCODE

A

3

Transaction Code, Personnel

  •  

EH:TRANNAME

A

35

Transaction Code Name

  •  

EH:TRANTYPE

A

24

Transaction Code Type

 

EH:CBID

A

3

Collective Bargaining Id, Code

 

EH:SUFFIX

A

1

Suffix

 

EH:AGENCY

A

3

Agency Code

 

EH:UNIT

A

3

Reporting Unit

 

EH:CLASS

A

4

Class Code

 

EH:SERIAL

A

3

Serial Number

  •  

EH:POSITION

A

13

Position

  •  

EH:POSIT16

A

16

Position Number

  •  

EH:AGYUNIT

A

6

Agency and Unit Key

 

EH:DEPT

A

3

Department Code

 

EH:ACCNTCD

A

2

Retirement System Account Code

 

EH:APPTTYPE

A

1

Appointment Type (Leave Code)

  •  

EH:SALARY

P

12.2

Salary Total

 

EH:SALPER

A

1

Salary Per

  •  

EH:BASEPAY

P

12.2

Base Pay

  •  

EH:ANNIDATE

A

6

Anniversary Date

 

EH:FLSA

A

4

Fair Labor Standards Act Status

 

EH:TIMEBASE

A

6

Time Base

  •  

EH:NUMER

I

3

Time Base, Numerator

  •  

EH:DENOM

I

3

Time Base, Denominator

  •  

EH:FTE

P

11.5

Full-Time Equivalent

  •  

EH:PTTOT

P

7

Part-Time Total

  •  

EH:FTTOT

P

7

Full-Time Total

  •  

EH:APPTXDTE

DT

MDYY

Appointment Expiration Date

 

EH:PROBCODE

A

1

Probationary Period Code

  •  

EH:PROBDATE

A

8MDYY

Probationary Period Ending Date

  •  

EH:PROBGROUP

A

12

Probationary Period Group

  •  

EH:TEMPSTAT

I

5

Status, Temporary

  •  

EH:PERMSTAT

I

5

Status, Permanent

  •  

EH:PROBSTAT

I

5

Status, Probationary

  •  

EH:NOPROB

I

5

Status, No Probation

 

EH:SAFETY

A

3

Safety Member

 

EH:SURVIVOR

A

3

Survivors Benefits

 

EH:SSMED

A

3

Social Security/Medicare Member

 

EH:INJYCODE

A

1

Injury/Illness Code

  •  

EH:INJYDATE

DT

MDYY

Injury/Illness Date

  •  

EH:SCIFDATE

DT

MDYY

SCIF/IDL Date (Benefits Date)

 

EH:SEPREASN

A

2

Reason For Separation (Resignation)

  •  

EH:RETMEMDT

DT

MDYY

Retirement Membership Effective Date

 

EH:LEGREFCD

A

1

Legal Reference Code

  •  

EH:SEPXDATE

DT

MDYY

Separation Expiration Date (Payroll Return Date)

  •  

EH:NQPAYPD

A

7

Nonqualifying​ Pay Period

 

EH:STEP

A

2

Salary Step

 

EH:SCHOOLCD

A

2

School Code

 

EH:WORKLOC

A

8

Work Location

  •  

EH:EMPDATE

DT

MDYY

Employment Date

  •  

EH:ASSNSAL

P

12.2

Assigned Salary Rate

  •  

EH:FINALANNI

A

4

Final Salary Anniversary Date

  •  

EH:MSACNT

A

1

SSI Counter

  •  

EH:REDCIRC

P

12.2

Red Circle Rate (Plus Salary)

 

EH:DURAPPT

A

2

Duration Of Appointment Code

 

EH:RANGE

A

1

Range Code

  •  

EH:SABBELIG

A

6

Sabbatical Leave Eligibility Date

 

EH:SPECPAY

P

12.2M

Special Pay, Amount Due

 

EH:SETTLEPAY

P

12.2M

Settlement Pay

 

EH:MGMTDATA3

A

4

Management Data Element #3

 

EH:LASTWORK

DT

MDYY

Last Day Physically Worked

 

EH:DTTRANCD

A

2

Detail Transaction Code

 

EH:FSALETTR

A

4

HR Letter

 

EH:JOBCODE

A

4

Job Code

 

EH:SCOFLAG

A

1

SCO Keyed Flag

 

EH:REMARKS

A

14

Employment History Remarks

 

EH:SEPCODE

A

1

Separation Code

  •  

EH:CLASSRNG

A

5

Class and Range Key

 

EH:ELIGSUB

A

2

Eligibility Substantiation (Furlough Code)​

  •  

EH:FTE3

P

9.3

Full-Time Equivalent 3 Decimal Places

 

 

 

Last Updated:  May 19, 2011