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HRIS Online Inquiry and Entry Guide
Chapter 2 – HRIS Personnel Inquiry Screens

How to Access HRIS News and Inquiry Screens

The HRIS News Screen is the first screen to display when you log on to HRIS.

  1. Enter HRIS.
  2. Press Enter.

    The HRIS News Screen (HMSG) appears. The most current message displays.

USER123  F48MHMSG                  HRIS                  MM/DD/YYYY  01:53:46 
      ALT CMD: ____             NEWS SCREEN                                    
                                                                               
   DATE:  05/05/09                                                             
                                                                               
   NEWS:  WELCOME TO HRIS ONLINE!__________________________________________    
          _________________________________________________________________    
          THIS NEWS SCREEN WILL TELL YOU EVERYTHING YOU NEED TO KNOW_______    
          ABOUT UPCOMING EVENTS IN HRIS AND OTHER STATEWIDE SYSTEMS._______    
          _________________________________________________________________    
          SOME EXAMPLES ARE:_______________________________________________    
          _________________________________________________________________    
               * DATES WHEN STATEWIDE REPORTS WILL BE AVAILABLE____________    
               * WHEN SYSTEM ENHANCEMENTS WILL MIGRATE TO PRODUCTION_______    
               * AND SYSTEM AVAILABILITY!__________________________________    
          _________________________________________________________________    
          _________________________________________________________________    
          _________________________________________________________________    
          _________________________________________________________________    
          _________________________________________________________________    
                                                                               
-ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7- -F8-  -F9- -F10- -F11- -F12-  
              PVSC  MAIN                              DELETE             END   
        
        
  1. To view previous messages, navigate to the ALT CMD field and enter HMHM.
  2. Press Enter.

    The HRIS News Screens Menu screen appears with a list of up to seven of the most recently posted messages.

USER123  F48CHMHM                 HRIS                   MM/DD/YYYY  01:23:30 
       ALT CMD: ____          NEWS SCREENS MENU                                 
                                                                                
 NUMBER:  _  (CSO ENTER 'A' TO ADD NEW MESSAGE)                                 
                                                                                
      DATE    NEWS                                                              
    --------  ----------------------------------------------------------------- 
 1  06/26/00  CORRECTION:THE SALARY CAP REPORT IS GENERATED ON THE SECOND       
                                                                                
 2  06/22/00  THE HRIS SECTION IS BEING RELOCATED ON THE 9TH FLOOR OF THE LBJ   
                                                                                
 3                                                                              
                                                                                
 4                                                                              
                                                                                
 5                                                                              
                                                                                
 6                                                                              
                                                                                
 7                                                                              
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6- -F7- -F8-  -F9- -F10- -F11- -F12-   
               PVSC  MAIN                                                END    
        
        
  1. Enter the number of the message you want to review in the NUMBER field. Press Enter.

    The message you selected appears.

USER123  F48MHMSG                  HRIS                  MM/DD/YYYY  01:23:30 
       ALT CMD: ____             NEWS SCREEN                                    
                                                                                
    DATE:  06/22/00                                                             
                                                                                
    NEWS:  WELCOME TO THE NEW AND IMPROVED WAY OF REACHING OUR CUSTOMERS.___    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7- -F8-  -F9- -F10- -F11- -F12-  
               PVSC  MAIN                              DELETE             END   
        
        
  1. Press F2 to return to the list of messages to choose another message to view.
  2. Press Enter or F3.

    The HRIS Main Menu screen appears.

HRIS________________________________________________________________           
       USER123  F48CMMSS            HRIS                   MM/DD/YYYY  08:14:02 
       ALT CMD: ____             MAIN  MENU                                     
                                                                                
                                                                                
                        OPTION           NAME                                   
                        ------   --------------------------                     
                          IS     INQUIRY SCREEN MENU                            
                          PE     CLASSIFIED PERSONNEL MENU                      
                          HE     HIGHER ED PERSONNEL MENU                       
                          PR     PAYMENT UPDATE MENU                            
                          RT     REFERENCE TABLE UPDATE                         
                          SM     HRIS SYSTEM MAINTENANCE                        
                          HM     HRIS NEWS SCREENS                              
                                                                                
                                                                                
                          ENTER OPTION:  IS                                     
                                                                                
                                                                                
                                                                                
                                                                                
  -ENTER-  -F1- -F2- -F3- -F4-  -F5- -F6- -F7- -F8-  -F9- -F10- -F11- -F12-     
                                                                       END      
        
        
  1. To access the HRIS Inquiry Screen Menu, tab to the ENTER OPTION field and enter IS.
  2. Press Enter.

    The HRIS Inquiry Screen Menu screen appears.

  USER123  F48CISIS                  HRIS                    03/05/2009 08:44:50 
      ALT CMD: ____          INQUIRY SCREEN MENU                                
                                                                                
 MENU : IS   OPTION : __                                                        
                                                                                
 OPTION            NAME                  OPTION              NAME               
   --   -------------------------------    --    ------------------------------ 
   AP   ACCEPTED PERSONNEL TRANSACTION     DT    PAYROLL PENDING DEDUCTION      
   EE   EMPLOYEE ENTITLEMENT DATA          ES    EMPLOYEE SEARCH SCREEN         
   ET   PAYROLL PENDING ENTITLEMENTS       FT    FUND TRANSFER TRANSACTIONS     
   HR   POSTED HOURS BY TYPE               MO    MGMT O/R - AUDIT TRAIL INQUIRY 
   PD   EMPL PAY DEDUCTION HISTORY         PE    POSTED ENTITLEMENT TRANSACTION 
   PM   PENDING PAYMENT TRANSACTIONS       PP    POSTED PAYMENT TRANSACTIONS    
   PT   VOUCHER SUMMARY (PAY TRAN CTL)     PV    POSTED VOUCHER TRANSACTIONS    
   RP   REJECTED PERSONNEL TRANSACTION     SC    SALARY CAP INQUIRY SCREEN      
   TH   SALARY TRANSACTION/JOB HISTORY     TP    TOTAL PERSONNEL TRANSACTION    
   VT   PENDING VOUCHER TRANS INQUIRY      YB    YEAR TO DATE BALANCES          
                                                                                
                                                                                
                                                                                
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
               PVSC  MAIN                                                   END 
    
    

Note: If you know the four-character screen ID, you can go directly to the ALT CMD line, enter the screen ID and go directly to that screen instead of using menu navigation (bypassing the Submenu).

Inquiry Screens

The inquiry screens are listed from left to right in alphabetical order. Screens include those for personnel inquiry, payroll inquiry and a few for Comptroller staff inquiry only.

Note: The payroll inquiry screens are explained in Chapter 4 of this guide.

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Personnel Inquiry Screen: ES

Overview

HRIS inquiry screens enable you to access personnel data online. Inquiry screens are accessed from the Inquiry Screen Menu or directly from the ALT CMD field.

There are four types of data fields in HRIS:

  • Key Mandatory fields (KM) – You must enter data in the key mandatory fields to access specific records. HRIS cannot recall a transaction without this data. The key mandatory fields, when combined, distinguish one record from all other records.
  • Mandatory fields (M) – You must enter data in the mandatory fields for all add/change transactions. If the data is not entered, HRIS will reject the record during processing.
  • Available fields (A) – These fields are available for use as needed. Available fields can be used to limit the amount of data that displays on an inquiry screen.
  • Protected fields () – You cannot enter data in protected fields.

ES – Employee Search Screen

This screen displays personnel information about an employee and the employing agency or agencies.

  1. Enter ES in the OPTION field of the Inquiry Screen Menu.

    – or –

    From any screen in HRIS, press Home to advance to the top-left corner of the screen at the ALT CMD field, then enter ISES.

  2. Press Enter. The Employee Search screen appears.
USER123  F48CISES                  HRIS                    MM/DD/YYYY 02:27:36 
  ALT CMD: ____             EMPLOYEE SEARCH SCREEN               PAGE:         1 
                                                                                
                                 LAST                         FIRST             
 AGENCY: ___    SSN:  _________  NAME:  ____________________  NAME:  __________ 
 SELECT EXACT:  Y                                                               
                                                                                
        SSN                 NAME               AGY                              
      -----------  --------------------------  ---                              
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
               PVSC  MAIN  MENU              PGBK  PGFW        TOP   BOT    END 
 9035 PLEASE ENTER SSN OR LAST NAME                                             
        
        
  1. Enter the following key mandatory fields:

    AGENCY (Key Mandatory)
    Enter the employee’s agency number if you are authorized to view data at more than one agency. Otherwise, it will default based on your security access.

    SSN (Key Mandatory)
    Enter the employee’s Social Security number (SSN), if known. The system displays the employee’s name.

    LAST NAME (Key Mandatory)
    If the employee’s SSN is unknown, enter the employee’s last name. The system displays the employee’s SSN.

    FIRST NAME (Key Mandatory)
    If the employee’s SSN is unknown, enter the employee’s first name, if known, along with the last name. The system displays the employee’s SSN and name.

    SELECT EXACT (Key Mandatory)
    Leave the indicator Y in this field if you want an exact search. Enter N if you want a broader search.

  2. Press Enter.
  3. The following information displays:

    SSN (Display)
    Displays the Social Security number of the employee you are searching for.

    NAME (Display)
    Displays the name of the employee you are searching for.

    AGY (Display)
    Displays the agency numbers where the employee has been employed, limited to the agencies you have access to view.

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Personnel Inquiry Screens: AP, RP, TH, TP

These screens display the personnel transactions at a particular agency that have been accepted or rejected by HRIS during a specified time period. The transactions can be listed for one employee or for an entire agency.

AP – Accepted Personnel Transactions

This screen displays all personnel transactions for a specified employee or agency that were successfully processed by HRIS.

  1. Enter AP in the OPTION field of the Inquiry Screen Menu.

    – or –

    From any screen in HRIS, press Home to advance to the top-left corner of the screen at the ALT CMD field, then enter ISAP.

  2. Press Enter. The Accepted Personnel Transactions screen appears.
USER123  F48CISAP                  HRIS                    MM/DD/YYYY 00:00:00 
     ALT CMD: ____     ACCEPTED PERSONNEL TRANSACTIONS          PAGE:        1 
                                                                               
 SSN:  _________            AGY:  ___ JOB:  ___  FROM: ________  TO: ________  
 NAME:                                   REASON CODE: ___                      
                     ACT REC RSN   PROCESS   EFFECTIVE    SALARY/    SAL/RATE  
 AGY     SSN     JOB  CD ID  CD     DATE       DATE        HOURLY       ADJ    
 ---  ---------  --- --- --  ---  ---------- ----------  ---------- ---------- 
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
-ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
              PVSC  MAIN  MENU              PGBK  PGFW         TOP   BOT   END 
9107 ENTER KEY INFORMATION                                                     
  
  
  1. Enter the following key mandatory and available fields:

    AGY (Key Mandatory)
    Enter the employee’s agency number if you are authorized to view data at more than one agency. Otherwise, it will default based on your security access.

    SSN (Key Mandatory)
    Enter the employee’s Social Security number (SSN).

    JOB (Available)
    Enter the employee’s job/appointment number for specific job information or leave the field blank to display all jobs.

    FROM (Available)
    Enter the beginning date of the date range to be viewed or leave blank to display all data.

    TO (Available)
    Enter the ending date of the date range to be viewed or leave blank to display all data.

    Note: When viewing all data for an agency, a specific time frame must be entered. When viewing specific employee data, entering the time frame is optional.

    REASON CODE (Available)
    Enter the reason code for the transaction to be viewed or leave blank to display all data.

  2. Press Enter.

    The following information displays:

    NAME (Display)
    Displays the employee’s name.

    AGY (Display)
    Displays the employee’s agency number that you have security access to view.

    SSN (Display)
    Displays the employee’s Social Security number.

    JOB (Display)
    Displays the employee’s job/appointment number.

    ACTN CODE (Display)
    Displays the action code reported for the transaction.

    REC ID (Display)
    Displays the record ID under which the transaction was submitted.

    REASON CODE (Display)
    Displays the reason code reported for the transaction.

    PROCESS DATE (Display)
    Displays the date HRIS processed the transaction.

    EFFECTIVE DATE (Display)
    Displays the effective date of the transaction.

    SALARY/HOURLY (Display)
    Displays the salary or hourly rate for classified employees.

    SAL/RATE ADJ (Display)
    Displays the salary or rate adjustment amount for salary actions.

RP – Rejected Personnel Transactions

This screen displays all personnel transactions for a specific employee or agency that were rejected through batch entry by HRIS. Error message numbers and explanations are displayed beneath each rejected transaction.

  1. Enter RP in the OPTION field of the Inquiry Screen menu.

    – or –

    From any screen in HRIS, press Home to advance to the top-left corner of the screen at the ALT CMD field, then enter ISRP.

  2. Press Enter. The Rejected Personnel Transactions screen appears.
USER123  F48CISRP                  HRIS                    MM/DD/YYYY 02:47:19 
           ____        REJECTED PERSONNEL TRANSACTIONS           PAGE:         1 
                                                                                
  SSN:  _________          TRANSACTION PROCESS DATE:  ______                    
  AGENCY:       AGENCY NAME:                                                    
  EMPL NAME:                                                                    
                                                                                
   AGY/RECORD ID                 REASON   PROCESS      EFFECTIVE                
     ERROR MESSAGE      SSN       CODE      DATE         DATE                   
   ---------------   ---------   ------   --------     ---------                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- 
       HELP  PVSC  MAIN  MENU              PGBK  PGFW         TOP   BOT  END    
 1300 NO DATA TO DISPLAY                                                        
        
        
  1. Enter the following key mandatory and available fields:

    SSN (Available)
    Enter the employee’s Social Security number or leave blank and enter the transaction process date.

    TRANSACTION PROCESS DATE (Available)
    Enter the date the transaction was rejected or leave blank to view all rejected transactions for this Social Security number.

    AGENCY (Key Mandatory)
    Enter the employee’s agency number.

    Note: If searching by agency only, you must enter the Transaction Process Date.

  2. Press Enter.

    The following information displays:

    AGENCY (Display)
    Displays the agency number.

    AGENCY NAME (Display)
    Displays the employee’s agency name.

    EMPL NAME (Display)
    Displays the employee’s name.

    AGY/RECORD ID (Display)
    Displays the agency number/record ID of the rejected transaction. Unsuccessful online transactions are not accepted into the system and are not recorded or displayed.

    ERROR MESSAGE (Display)
    Displays the error message number and a brief description of why the transaction rejected.

    SSN (Display)
    Displays the employee’s Social Security number.

    REASON CODE (Display)
    Displays the reason code of the rejected transaction.

    PROCESS DATE (Display)
    Displays the date the transaction was rejected.

    EFFECTIVE DATE (Display)
    Displays the effective date of the transaction.

TH – Transaction History

This screen displays all reappointments and salary transactions for a specific employee that have been accepted by HRIS.

  1. Enter TH in the OPTION field of the Inquiry Screen Menu.

    – or –

    From any screen in HRIS, press Home to advance to the top-left corner of the screen at the ALT CMD field, then enter ISTH.

  2. Press Enter. The Salary Transaction/Job History screen appears.
USER123  F48CISTH                  HRIS                    MM/DD/YYYY 02:30:50 
  ALT CMD: ____         SALARY TRANSACTION/JOB HISTORY           PAGE:        1 
                                                                                
  SSN:  _________   AGY:  ___   JOB:  ___   START DATE:  ______                 
  NAME:                                                                         
                                             PROC-DT   EFF-DT        HOURLY-RATE/ 
     AGY  JOB  ACT  REC-ID  REASON  USERID   CLASS     TYP/GRP/STEP  BASE-SALARY 
     ---  ---  ---  ------  ------  -------  --------  ------------  ------------ 
                                                                                 
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
               PVSC  MAIN  MENU              PGBK  PGFW        TOP   BOT    END 
 9002 PLEASE ENTER SSN 
        

        
  1. Enter the following key mandatory and available fields:

    SSN (Key Mandatory)
    Enter the employee’s Social Security number.

    AGY (Key Mandatory)
    Enter the employee’s agency number if you are authorized to view data at more than one agency. Otherwise, the value will default based on your security access.

    JOB (Available)
    Enter the employee’s job/appointment number for specific transactions or leave blank to display all transactions.

    START DATE (Available)
    Enter the start date to view data from that date forward or leave blank to view all data.

  2. Press Enter.

    The following information displays:

    AGY (Display)
    Displays the employee’s agency number.

    JOB (Display)
    Displays the job number reported on the transaction.

    ACT (Display)
    This field will be blank.

    REC-ID (Display)
    Displays the record ID of the transaction.

    REASON CODE (Display)
    Displays the reason code for the transaction.

    USERID (Display)
    Displays the user ID of the employee who entered the transaction online. If the transaction was processed through a batch, this field will be blank or have a batch number. This field may contain other values, such as an ACR number, for audit trail purposes.

    PROC-DT (Display)
    Displays the date HRIS processed the transaction.

    CLASS (Display)
    Displays the classification code reported on the transaction.

    EFF-DT (Display)
    Displays the effective date of the transaction.

    TYP/GRP/STP (Display)
    Displays the employee type, salary group and salary step of the employee.

    HOURLY-RATE/BASE-SALARY (Display)
    Displays the hourly rate or base salary reported on the transaction.

TP – Total Personnel Transactions

This screen displays all accepted and rejected personnel transactions for an employee or agency.

  1. Enter TP in the OPTION field of the Inquiry Screen Menu.

    – or –

    From any screen in HRIS, press Home to advance to the top-left corner of the screen at the ALT CMD field, then enter ISTP.

  2. Press Enter. The Total Personnel Transactions screen appears.
USER123                            HRIS                    MM/DD/YYYY 02:55:54 
          ____          TOTAL PERSONNEL TRANSACTIONS            PAGE:         1 
                                                                               
 SSN:  _________                 AGY:      JOB:  ___  FROM:  ______ TO:  ______ 
 NAME:                                                                         
                             ACT REASON ERROR   PROCESS    EFFECTIVE           
       AGY      SSN     JOB CODE  CODE   CODE     DATE        DATE    USER ID  
       ---   ---------  --- ---- ------ -----   --------    --------  -------  
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- 
      HELP  PVSC  MAIN  MENU              PGBK  PGFW        TOP   BOT   END    
1161 MUST ENTER START AND END DATE FOR AGENCY NUMBER                           
        
        
  1. Enter the following key mandatory and available fields:

    SSN (Key Mandatory)
    Enter the employee’s Social Security number.

    AGY (Key Mandatory)
    Enter the employee’s agency number if you are authorized to view data at more than one agency. Otherwise, it will default based on your security access.

    JOB (Available)
    Enter the employee’s job/appointment number for specific transactions or leave blank to display all transactions.

    FROM (Available)
    Enter the start date of the date range to be viewed or leave blank to display all data.

    TO (Available)
    Enter the end date of the date range to be viewed or leave blank to display all data.

    Note: When viewing all data for an agency, a specific time frame must be entered. When viewing specific employee data, entering the time frame is optional.

  2. Press Enter.

    The following information displays:

    NAME (Display)
    Displays the employee’s name.

    AGY (Display)
    Displays the employee’s agency number.

    SSN (Display)
    Displays the employee’s Social Security number.

    JOB (Display)
    Displays the job number of the transaction.

    ACT CODE (Display)
    Displays the action code of the transaction, if applicable.

    REASON CODE (Display)
    Displays the reason code used to add or modify a job.

    ERROR CODE (Display)
    Displays the four-digit code that identifies the error on rejected transactions.

    PROCESS DATE (Display)
    Displays the date HRIS processed the transaction.

    EFFECTIVE DATE (Display)
    Displays the effective date of the transaction.

    USER ID (Display)
    Displays the user ID of the employee who entered the transaction online. If the transaction was processed through a batch, this field will be blank for accepted transactions. The record ID displays for rejected batch transactions. This field may contain other values, such as an ACR number, for audit trail purposes.

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