Transaction A54 - Temporary Appointment, Special Pay Additional Position

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



105 - Social Security Number



110 - Employee Last Name



111 - First Name and Middle Initial



120 - Agency



121 - Unit



122 - Class



123 - Serial



205 - Transaction Codes



210 - Effective Date



215 - Employment History Remarks



405 - Time Base



310 - Salary Per



335 - Salary Range



365 - Nonroster, Special Pay Information

One or more components required


505 - Retirement System Account Code



450 - Prior State Service



615 - Pay Immediately



640 - Last Day Physically Worked



711 - Work Location



825 - Noncitizen Status Code (Line G Item)



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, demonstration, student 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'.

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

  2. 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.

  3. 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).

  4. Employees who have accepted a specific Summer Session or Extension assignment may be eligible for NDI benefits if a nonindustrial disability results in a wage loss during the period of assignment and the employee meets CalPERS eligibility for NDI benefits. If benefits are approved, special documentation procedures are required. Submit all documents including the 674D to CSU Audits as follows:

    1. Transaction A54 to report the total number of units the employee was scheduled to teach (even if the employee did not teach any units). The effective date (Item 210) and the last date worked (Item 640) represent the beginning and ending dates of the agreed upon assignment. In remarks (Item 215), enter the number of units taught.  If none were taught, enter '0 UNITS TAUGHT'.  

    2. Transaction 215 to document the NDI for employment history tracking purposes.  The effective date (Item 210) is the same effective date as the A54.  In remarks (Item 215), enter the dates the employee has been approved for NDI.

    3. On the employee's prime position, submit a Transaction 215 effective the first day of a pay period that NDI is approved.  For example, NDI = 05/25/2006, 215 effective 06/01/2006.  In remarks (Item 215), enter 'NDI SUM SESS'.


Audit Instructions

  1. 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.

  2. If Item 505 is ’NM’, enter ’OUTSIDE PERS’ in Item 215. NM must always be justified unless retired from CalPERS, then Item 864 is required.

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

  4. To change the effective date (Item 210) of an A54, even if the same pay period, a void and re-enter MUST be keyed on the same day. If not keyed on the same day, the re-entry will issue a payment. To change the pay period (Item 640) of an A54  process an A54C.

  5. Due to Out-of-Sequence Processing, an ’*’ EOF must be entered in Item 126 on A54 transactions for Special Consultant (class code 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.)

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

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


Audit Messages


When attempting to add an additional position and you receive this message, verify PSN screen. If the employee is out of service with a code ’C’ or ;P’, or if the code is ’S’ and the position is not at your campus, contact your CSU Audit Representative.



Last Updated: March 18, 2009