Transaction S71 - Disability Retirement

General Information | Audit Instructions | Audit Messages


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.

PIMS Coding Matrix

Data Element



205 - Transaction Code



210 - Effective Date



210 - Effective Hours



215 - Employment History Remarks



715 - Service Pay Period



606 - Time to be Paid (New Position)



615 - Pay Immediately



621 - Lump Sum to be Paid



635 - Lump Sum (Unit)



636 - Lump Sum (Serial)



640 - Last Day Physically Worked



704B - Management Data Element No. 2



719 - Detail Transaction Code



810 - Settlement Pay  (Line G Item)



877 - Lump-sum Vacation/CTO Pay Deferral  (Line G Item)



888 - (Unused) Sick Leave at Retirement (Line G Item)



999 - Deductions from Separation Pay (Line G Item)



General Information

  1. The official disability retirement date is determined by the retirement system.

    1. If initiated by the employee, the effective date (Item 210) of the S71 is the calendar day preceding the official retirement date.

    2. If retirement is approved after an involuntary leave of absence (Transaction S42), the effective date (Item 210) of the S71 is based on the date of the application for disability retirement.

  2. The official disability retirement date is determined by the retirement system and may not be the same, nor overlap, the last date an employee is on payroll. For example, if the official retirement date is 06/30/2005, the effective date (Item 210) of the S71 must be 06/29/2005. The last date worked can be 06/29/2005 or earlier.  Note:  The effective date is never earlier than what the retirement system has provided.

  3. To avoid potential benefit problems, the time between the last day physically worked and the effective date may be covered by sick leave, vacation, CTO, informal leave (dock) or leave of absence unless the employee resigns or otherwise separates before the official retirement date.

  4. If the employee has exhausted all available leave credits but the retirement system has not yet accepted the application for disability retirement, process a 565 Code 7 transaction to remove the employee from active payroll status. When a determination is made, process a S71 (do not bring the employee back from Pending 565 Code 7, or void the 565 code 7, unless the effective date is prior to the proper transactions) or other appropriate transaction.  

  5. If separating a temporary faculty unit employee with a three-year appointment pursuant to Provision 12 of the Collective Bargaining Agreement, delete the information in Item 704B by entering ’*’ EOF. For more information, refer to Technical Letter HR/EHDB 2004-01.

  6. An employee who opts to retire while on a paid or unpaid leave of absence (including IDL, TD and NDI) must be reinstated before processing the S71.

  7. Master payroll warrants may not be released in lieu of settlement pay if the effective date of separation is in a prior pay period or mid month. If the warrant was inadvertently released, submit the separation PPT along with Form 674 to CSU Audits, requesting a transfer of funds from regular pay to settlement pay.  Do not send in the separation for transfer of funds that are keyed after cut off and the effective date is in that pay period and effective the last day of the academic pay period or 'gray period.'  Employee is entitled to the master and Item 810 should be only what is still due.

  8. If the employee participates in a tax shelter annuity, refer to the SCO Payroll Procedures Manual Section I 318 and Technical Letter 91-07 regarding warrants with TSA's.

  9. If it is known that an individual passed away after retirement, process a Transaction S95.

Audit Instructions

  1. If the employee is issued a layoff letter, and on or before the effective date of layoff applies for and is accepted for disability retirement, Detail Transaction Code (Item 719) must be entered as '42'.

  2. If an employee is retiring and has more than one position, enter all documented sick leave hours in Item 888 on the primary position only. On the additional position, enter 888/0000.

  3. If disability retirement is approved and an Transaction S42 was processed, void the S42 transaction and post an S71 transaction with the same effective date as the S42 transaction.

  4. If a year-end settlement adjustment was requested via PIP because of a time base change or dock and the employee subsequently disability retired in the same pay period, the S71 should reflect the amount paid in Final Settlement (Item 810). Submit PPT to CSU Audits for processing. Submit the PPT to CSU Audits for processing.

    • If the separation was keyed without settlement pay, a corrected transaction with Item 810  completed can be keyed at the campus.

    • Refer to Item 810 for additional settlement pay conditions that require submission of the PPT to CSU Audits for processing.  

  5. If the separation must be voided and/or re-entered, refer to Lump Sum To Be Paid (Item 621) and Settlement Pay (Item 810).

Audit Messages




Last Updated: April 14, 2010