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.
Used to appoint or reappoint an employee where the intent is that employment be regular and continuous.
Used to appoint or reappoint an employee to a limited-term position, temporary in nature.
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.
Temporary Appointments, Retired Annuitants
Used exclusively to appoint or reappoint an annuitant retired from Public Employees' Retirement System or State Teachers' Retirement System.
Used to appoint a new student assistant employee to class 1870, 1871, or 1872.
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.
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.
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.
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.
Sabbatical Leave, Difference-In-Pay, Two Quarters
Used to place an eligible Unit 3 employee on a Difference In Pay Leave for two quarters.
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.
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.
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.
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.
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.
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.
Used to move an eligible employee to a formal military leave of absence.
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).
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.
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.
Used to change an employee's assigned position number. This transaction is used only when the employee is not being transferred or reassigned.
Class Code Change
Used for class code changes for all employee groups as specifically authorized by the Chancellor's Office.
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).
Collective Bargaining Identifier (CBID)
Used to change an employees CB ID (e.g., represented, non-represented as appropriate)
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).
Denial, Service-Based Salary Increase
Used only when an employee's SSI, MSI or SISA is denied.
Time Base Change
Used to increase or decrease an employee's time base.
Duration Of Appointment
Note: This transaction is not in use
Extend Temporary Promotion/Reassignment
Used to extend or delete the duration/expiration date of a temporary promotion, temporary reassignment or temporary reclassification.
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.
Used to correct an employee's previously reported ethnic code.
Retirement System Member Status
Used to change an employees retirement membership status
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.
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.
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
Used to change an employee's assigned departmental 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.
Management Data Element No. 1
Used to change a Unit 3 or Unit 4 employees assigned primary teaching service or area of specialization.
Management Data Element No. 2
Used to track temporary faculty unit employees eligible for three-year appointment entitlements.
Used to change an employee's work location.
Used to update an employee's highest educational information.
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.
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.
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).
Used to identify or change the visa, work authorization expiration date, and tax treaty country information for a noncitizen employee.
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.
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.
Multiple Hourly Rate
Used to change from one to four flat hourly rates of pay for Trade Rate employees.
This is a computer-generated transaction code that summarizes two or more miscellaneous transactions processed simultaneously on one update screen.
Service-Based Salary Increase
Used to grant an employee a Service-based Salary Increase (SSI).
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.
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.
Used to reinstate current or prior employee. Refer to the transaction for specified uses.
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.
Return From Inactive Pay Status (Roll Code 9)
Used to restore an employee to active pay status following "Roll Code 9" inactive pay status.
Permanent separation, used to separate any employee who voluntarily resigns.
Absent Without Official Leave
Permanent separation, used to separate an employee who is absent without official leave.
Temporary separation, used to separate a permanent or probationary employee because of lack of work or lack of funds.
Termination Of Temporary Appointment
Permanent separation, used to separate an employee on or before the assigned expiration date of a temporary appointment.
Permanent separation, used to separate full time academic and academic closely related employees who were given probationary tenure track appointments (A50).
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.
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.
Permanent separation, used to separate an employee who is retiring from service.
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.
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.
Permanent separation used to separate an employee upon his/her death.
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.
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.
Preretirement Reduction In Time Base Program
Used to move an eligible tenured faculty unit employee into the program.
Reclassification / In-Classification Progression
Used to change an employee's classification or position skill level within a given classification.
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.
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.
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.
Used to process a disciplinary suspension.
Last Updated: September 10, 2012