Reason Code Definitions and Restrictions for State Agencies FY 2018–2019
Fiscal Year Conversion Record
F18–Fiscal Year Record for Employees – Sept. 1, 2017, ONLY
F19–Fiscal Year Record for Employees – Sept. 1, 2018, ONLY
These reason codes are used to denote/identify the conversion record for the fiscal year.
September Reallocation Codes
(Effective date must be Sept. 1, 2017)
002 – Reallocation to a higher or lower minimum salary group
Use this reason code when the Legislature approves changes to the appropriate salary group for a job classification. The change may be to either a higher or lower group.
A higher group is defined as a group with a higher minimum salary than the minimum salary of the previous group; a lower group is defined as a group with a lower minimum salary than the minimum salary of the previous group.
If Reason Code 002 is used or reported, the employee’s salary cannot change except to move to the minimum of the new group if the old salary is below the new group minimum. If the old salary is above the maximum of the new lower group, the employee will receive the maximum.
Occasionally, a job classification title will change as part of the reallocation.
003 – Reallocation to a higher minimum salary group with an increase of not more than 6.8 percent on Schedule A or B
This reason code allows an agency to provide an increase of up to 6.8 percent additional pay to employees on Schedules A and B to maintain desirable salary relationships among employees affected by a legislative reallocation.
Use this reason code if the Legislature has reallocated certain job classifications to a higher salary group (that is, a group with a higher minimum salary than the minimum salary of the previous group) and the agency needs to maintain desirable relationships among the employees in the job classification being reallocated.
Occasionally, a job classification title will change as part of the reallocation. However, in all cases, the salary will increase.
This is the method for determining the new salary:
- Ensure that the old salary is within the range of the new group, then go to step 2.
If you cannot find the old salary in the new group, go to step 3. - If the employee is on salary Schedule A or B, add up to 6.8 percent to the salary.
- If the old salary falls below the minimum of the new higher salary group, take the salary to the minimum of the new group. Then allow up to an additional 6.8 percent if the employee is on Schedule A or B.
September Reclassification Codes Used by State Agencies
Note: Neither of these reason codes will apply for the Fiscal 2016–17 biennium
(Effective date must be Sept. 1)
008 – Reclassification to a classified position from a line-item exempt or an unclassified position
Use this reason code when the Legislature determines that a line-item exempt title is to become classified.
Also use it if an agency has to move an unclassified title to a classified title effective Sept. 1.
In all cases, the job classification will change.
009 – Reclassification to a line-item exempt or unclassified position from a classified position
Use this reason code when an agency moves a classified employee into a line-item exempt title.
The new salary cannot exceed the not-to-exceed salary listed in the GAA.
Also use this reason code when an agency moves a classified employee into an unclassified title. Only agencies with the authority to have unclassified titles may have unclassified employees.
In all cases, the job classification will change.
Reclassification Codes
(Effective date can be any date)
022 – Reclassification to a higher minimum salary group
This reason code allows an agency to reclassify a classified employee to the proper classification in a higher salary group. A higher salary group is defined as a salary group that has a higher minimum salary than the minimum salary of the previous salary group.
As a result of this salary action, the employee being reclassified will receive the same salary as before the reclassification with the following exception: If the old salary falls below the minimum of the new salary group, the new salary will be the minimum salary of the new group.
In all cases, the job classification will change.
024 – Reclassification to a higher minimum salary group with an increase of not more than 6.8 percent for Schedule A or B
This reason code allows an agency to reclassify a classified employee to the proper classification in a higher salary group while allowing the salary to be adjusted upward not to exceed 6.8 percent on salary Schedule A or B. The adjustment is allowed in order to maintain desirable salary relationships among employees in the affected positions.
A higher salary group is defined as a salary group that has a higher minimum salary than the minimum salary of the previous salary group.
In all cases, the salary will increase and the job classification will change.
This is the method for determining the new salary:
- Ensure the old salary is within the range of the new group, then go to step 2.
If you cannot find the old salary in the new group, go to step 3. - If the employee is on salary Schedule A or B, add up to 6.8 percent to the salary.
- If the old salary falls below the minimum of the new higher salary group, take the salary to the minimum of the new group. Then allow up to an additional 6.8 percent if the employee is on Schedule A or B.
026 – Reclassification to a class in a group with the same minimum salary
This reason code allows an agency to reclassify a classified employee to the proper classification in a salary group with the same minimum salary. This reason code is used when an agency discovers that an employee has an inappropriate job classification but there is no need to change the salary rate.
No change in salary is allowed, but in all cases, the job classification will change.
044 – Reclassification to a lower minimum salary group with the same salary
This reason code allows an agency to reclassify a classified employee to the proper classification in a salary group with a lower minimum salary.
The employee will receive the same salary in the new lower group with the following exceptions:
- If the old salary is above the maximum of the new salary group, the employee will receive the maximum of the new salary group.
- For employees on Schedule C, the new salary minimum must be lower and the salary must be one of the designated rates.
In all cases, the job classification will change.
Employee Acquisition Codes Used by State Agencies, Legislative Agencies and Locally Funded Agencies
(Effective date can be any date)
010 – Newly hired or rehired after a break in state service
Use this reason code to report the employment of a new employee to state employment, the re-employment of a former state employee following a break in state employment, or the hiring of an individual who is currently employed at another state agency (dual employment).
012 – Interagency transfer in
Use this reason code any time an employee transfers directly from one state agency to another state agency, regardless of salary or type changes. There can be no break in state employment between the termination and hire dates.
LEG – Legislatively mandated transfer in
Use this reason code any time an employee transfers directly from one state agency to another and:
- The Legislature transferred legal authority or duties
–OR–
- The State Council on Competitive Government required the transfer.
There can be no break in state employment between the termination and hire dates.
If you have questions about the use of this reason code, contact the Production Support Mainframe & Training help desk at (512) 463-4008 or your assigned payroll representative.