Reason Codes Quick Reference for State Agencies Fiscal 2024-25

Last Updated: Aug. 11, 2023

Refer to Reason Code Definitions and Restrictions for State Agencies for detailed information. For detailed descriptions and definitions of the listed reason codes, see Reason Code Resources and Classification Salary Schedules (FPP R.022).

Agencies use these resources to determine the proper method for reporting salary administration actions. Please refer to them when reporting information to the Standardized Payroll/Personnel Reporting System (SPRS) or entering data in the Centralized Accounting and Payroll/Personnel System (CAPPS).

For more information, contact:

HR/Payroll Agency Services HRIS help desk (512) 463-4008
SPRS and CAPPS authorized support staff help desk (512) 463-2277
Contact lists: SPRS; HRIS; CAPPS agency support

Fiscal Year-End Codes

001	Legislative increase or decrease for line-item exempt employees.
FXX	Fiscal year conversion record.

Legislative Reallocation Codes – Effective Date Must Be Sept. 1

002	Reallocation to a higher or lower minimum salary group. No change unless below minimum or above the maximum of the new group.
003	Reallocation to a higher minimum salary group with an increase of not more than 6.8 percent on Schedule A or B.

September Reclassification Codes – Effective Date Must Be Sept. 1

Note: Neither of these reason codes applies for the fiscal 2024-25 biennium.

008	Reclassification to a classified position from a line-item exempt/unclassified position through legislative action.
009	Reclassification to a line-item exempt/unclassified position from a classified position.

Employee Acquisition Codes

010	Newly hired or rehired after a break in state service.
012	Interagency transfer in.
LEG	Interagency transfer in – legislatively mandated transfer.

Intra-Agency Multiple Employment Codes

032	Intra-agency multiple employment start – for classified and line-item exempt or unclassified employees.
033	Intra-agency multiple employment stop – for classified and line-item exempt or unclassified employees.

Social Security Number (SSN) Change Code

037	SSN change – for classified and line-item exempt or unclassified employees.

Employee Information Change Codes

038	Update employee descriptive data. No change in salary rate.
041	Move to a temporary assignment. Classified employee may move to a salary group with the same or higher minimum salary, with or without a salary increase. Line-item exempt must remain line-item exempt and unclassified must remain unclassified.
042	Return from a temporary assignment to former classification and salary rate.
043	Leave without pay (LWOP) status change for all employee types.
050	Hourly position moving to a salaried position or vice versa. No change in salary rate.

Employee Termination Codes for State and Legislative Agencies

057	Resignation in lieu of involuntary separation.
060	Voluntary separation from agency.
063	Termination at will.
064	Reduction in force.
065	Transfer to a different state agency or institution of higher education with no break in service.
067	Dismissal for cause.
068	Retirement.
069	Death.

Other Codes

070	HRIS entitlement maintenance for all employee types.
099	Conversion to HRIS, SPRS or USPS for all agency and employee types.

Salary Action Codes

020	Promotion of classified employee to a higher minimum salary group with an increase of at least $30 on Schedule A or at least 3.4 percent on Schedule B.
021	Demotion of classified employee to a lower minimum salary group with a decrease of at least $30 on Schedule A or at least 3.4 percent on Schedule B.
023	Change of classified employee to a lower minimum salary group, in lieu of reduction in force. Salary may decrease or remain the same within the range.
A23	Change of classified employee to a lower minimum salary group, for which the employee has applied and been selected. Salary may increase, decrease or remain the same within the range.
025	Merit increase for classified employees on salary schedules A and B only. A minimum increase of at least $30 on Schedule A, no maximum increase on Schedule A or B. Salary may not exceed the maximum in the range.
027	Salary rate reduction for disciplinary reasons for classified employee.
028	Salary rate restored when employee’s performance improves.
029	Salary, classification code or work hour change for line-item exempt/unclassified position.
030	Status change for an employee moving from a line-item exempt/unclassified position to a classified position. New salary must be less than or equal to old salary, unless below minimum of new group. A line-item exempt position cannot move to a classified position requiring a salary increase.
031	Status change for employee moving from a classified position to a line-item exempt/unclassified position.
034	Salary adjustment upward for certain classified employees. Only applies to TDCJ and TJJD (requires GAA authority).
035	One-time merit payment for classified employees.
039	Emergency one-time merit for work performed during a natural disaster or other extraordinary circumstance.
040	Equity adjustment for classified employees. Salary must increase within the same pay group and job classification.
046	Lateral move to a different job class in the same minimum salary group. Salary may increase up to 3.4 percent, decrease, or remain the same.
A46	Lateral move to the same job classification within an agency as a result of applying for the position. Salary must change.
047	Governor’s not-to-exceed increase for line-item exempt employees.
049	Step-level adjustment upward for Schedule C to record an increase in pay or a higher step for length of service.

Reclassification Codes

022	Reclassification to a higher minimum salary group. No change in salary unless below minimum.
024	Reclassification to a higher minimum salary group with an increase of not more than 6.8 percent on Schedule A or B.
026	Reclassification to a class in a group with the same minimum salary. No change in salary.
044	Reclassification to a lower minimum salary group. No change in salary unless above the maximum.