Reason Code Definitions and Restrictions for State Agencies FY 2018–2019
Intra-Agency Multiple Employment Codes Used by State Agencies, Legislative Agencies and Locally Funded Agencies
(Effective date can be any date)
032 – Intra-agency multiple assignment/job start – For classified and line-item exempt or unclassified employees
Use this reason code to record an additional assignment or job within an agency. This code is used to establish the second, third or any subsequent assignment or job within the same agency.
033 – Intra-agency multiple assignment/job stop – For classified and line-item exempt or unclassified employees
Use this reason code to end an additional assignment or job within an agency.
SSN Change Code Used by State Agencies and Locally Funded Agencies
(Effective date can be any date)
037 – SSN change for classified and line-item exempt or unclassified employees
Use this reason code to record changes to the Social Security number (SSN) for any employee reported to the Human Resource Information System (HRIS) or Standardized Payroll/Personnel Reporting System (SPRS), including classified, line-item exempt and unclassified employees. This code is used when an agency discovers the information reported to HRIS or SPRS was previously reported using an incorrect SSN.
Employee Information Change Codes
(Effective date can be any date)
038 – Update employee descriptive data (Used by state agencies, legislative agencies and locally funded agencies)
Use this reason code to record changes to employee descriptive data including but not limited to changes to the FLSA indicator, percent of time scheduled to be worked, EEO category code, organization change, etc. Do not change salary rate using this code unless the employee type and FTE change proportionately.
041– Employee move to temporary assignment (Used by state agencies and legislative agencies)
Use this reason code to record a classified, line-item exempt or unclassified employee’s temporary assignment to a different job classification. The temporary assignment for a classified employee can be to a job classification in a salary group with the same or higher minimum salary with or without an increase in salary. The temporary assignment cannot decrease the classified employee’s salary or take the employee to a lower salary group. While on temporary assignment, the classified employee may not be given a promotion, demotion, merit increase, one-time merit payment, reallocation, reclassification or other salary action.
A classified employee may be temporarily assigned to a different classified position for no more than six months in a 12-month period.
A line-item exempt employee may be temporarily assigned to a different line-item exempt classification for no more than six months in a 12-month period.
An unclassified employee may be temporarily assigned to a different unclassified title for no more than six months in a 12-month period.
042 – Employee return from a temporary assignment (Used by state agencies and legislative agencies)
Use this reason code to record the return of a classified, line-item exempt or unclassified employee from a temporary assignment to the job classification and salary rate the employee held immediately before the temporary assignment. Since a temporary assignment cannot be for more than six months, this code should be recorded or reported within six months of the original temporary assignment (041).
043 – Leave without pay (LWOP) status change for all employee types (Used by state agencies, legislative agencies and locally funded agencies)
Use this reason code to record an LWOP-related status change for any employee.
If an employee will be in LWOP status (also referred to as “unpaid” status), use this reason code to start the status. When the employee returns to paid status, the same reason code should be used to report or record the ending of the LWOP status. The effective date for the beginning of LWOP status assumes that the employee is in LWOP status for the entire day.
On the effective date of the return from LWOP status to paid status, the reason code is assumed to apply as of the start of the effective day.
050 – Hourly position moving to a salaried position or salaried position moving to an hourly position (Used by state agencies and legislative agencies)
Use this reason code to record that an hourly employee will be paid on a salaried basis beginning with the effective date of the reason code. Also use this code to record that a salaried employee will be paid on an hourly basis beginning with the effective date of the reason code. No change in salary or rate is allowed with this reason code.
Employee Termination Codes for State Agencies and Legislative Agencies
(Effective date can be any date)
057– Resignation in lieu of involuntary separation
Use this code to record that an employee was allowed to resign in lieu of involuntary separation from the agency.
060 – Voluntary separation from agency
Use this code to record that an employee terminated employment for voluntary reasons. The employee will be asked to complete the online Exit Interview to provide statistical data for use in analyzing why employees separate voluntarily from state employment.
063 – Termination at will
Use this code to report that an employee was terminated under the employment at-will doctrine in Texas.
064 – Reduction in force
Use this code to record that an employee’s termination was due to an agency decision to reduce the workforce.
065 – Transfer to a different state agency or institution of higher education
Use this code to report that an employee transferred directly to a different state agency or institution of higher education with no break in employment or service. The termination date and hire date will be consecutive dates. In most cases, employees’ leave balances upon termination will transfer directly to the employment at the new agency.
067 – Dismissal for cause
Use this code to record that an employee was dismissed or terminated by an agency for cause.
068 – Retirement
Use this code to record that an employee retired from state employment.
069 – Death
Use this code to record a termination due to the death of the employee.
Employee Termination Codes for Locally Funded Agencies Only
(Effective date can be any date)
051 – Inadequate salary or left for higher salary and benefits
Use this code to report that an employee terminated employment voluntarily and the stated reason was insufficient wages or benefits.
052 – Lack of opportunity for advancement or left for better opportunities for advancement
Use this reason code to report that an employee terminated employment voluntarily and the stated reason was insufficient opportunity for advancement.
053 – Dissatisfaction with supervisor or co-workers
Use this code to report that an employee terminated employment voluntarily and the stated reason was dissatisfaction with either the employee’s supervisor or co-workers.
054 – Dissatisfaction with travel, either too much travel required or too little travel allowed
Use this code to report that an employee terminated employment voluntarily and the stated reason was dissatisfaction with travel; the job either required too much travel or not as much travel as the employee desired.
055 – Dissatisfaction with work hours, either too many hours required or too few hours assigned
Use this code to report that an employee terminated employment voluntarily and the stated reason was dissatisfaction with the work hours; the employee either had to work too many hours or didn’t get the opportunity to work enough hours.
056 – Dislike or unsuitability for assigned duties
Use this code to report that an employee terminated employment voluntarily and the stated reason was the employee felt unsuited for the assigned duties. This code may also be used if the stated reason was that the employee disliked the assigned duties.
057 – Resignation in lieu of involuntary separation
Use this code to report that an employee was allowed to resign in lieu of involuntary separation from the agency.
058 – Personal reasons not related to job
Use this code to report that the employee voluntarily terminated or resigned and the stated reason was the resignation was due to personal reasons in no way related to the job.
059 – Reasons unknown
Use this code to report that an employee terminated voluntarily or resigned and did not offer a reason for the termination. This code may also be used when an employee abandons his or her job or in similar situations.
063 – Termination at will
Use this code to report that an employee was terminated under the employment at-will doctrine in Texas.
064 – Reduction in force
Use this code to report that an employee’s termination was due to an agency’s decision to reduce the workforce.
065 – Transfer to a different state agency or institution of higher education
Use this code to report that an employee transferred directly to a different state agency or institution of higher education with no break in employment or service. The termination date and hire date will be consecutive dates. In most cases, an employee’s leave balances upon termination will transfer directly to the employee’s position at the new agency.
067 – Dismissal for cause
Use this code to report that an employee was dismissed or terminated by an agency for cause.
068 – Retirement
Use this reason code to report that an employee retired from state employment.
069 – Death
Use this reason code to record a termination due to the death of an employee.
Other Codes
070 – HRIS entitlement maintenance for all employee types
Locally funded agencies use this reason code to record employee entitlements for HRIS reporting agencies. Entitlements that may be added or changed are:
- Clothing Allowance (authorized agencies only)
- Cost of Living Salary Supplement (authorized agencies only)
- Hazardous Duty Pay (authorized agencies only)
- Housing Allowance (including utilities; authorized agencies only)
- Longevity Pay (all agencies)
- Night Shift Differential Pay (authorized agencies only)
- On Call Pay (authorized agencies only)
- Stipend Pay/Extra Duty Pay (authorized agencies only)
099 – Conversion to HRIS, USPS or SPRS for all agency and employee types
This reason code is recorded as an identifier record when an agency moves from the Human Resource Information System (HRIS) to the Uniform Statewide Payroll/Personnel System (USPS) or Standardized Payroll/Personnel Reporting System (SPRS) or from USPS to SPRS. The identifier record will log the last valid entry date on a given system or the first valid action date on a different system.