Skip to content

HRIS Online Inquiry and Entry Guide
Chapter 3 – HRIS Online Data Entry

How to Add Additional Job/Appointments, Salary Actions, Reappointments and Reclassifications

Enter additional job/appointments, reappointments, salary actions or reclassifications using reason codes 900 – 932 on the Employee Job/ Appointment Information screen, HEEJ.

Perform the following steps to complete the Employee Job/Appt Information Screen (Record ID 67)

  1. Enter EJ in the OPTION field of the Personnel Update 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 HEEJ.

  2. Press Enter. The Employee Job/Appt Information screen appears.
USER123  F48CHEEJ       HRIS -- HIGHER EDUCATION           MM/DD/YYYY 09:29:05 
   ALT CMD: ____     EMPLOYEE JOB/APPT INFORMATION 

AGENCY: ___  SSN: _________  JOB/APPT NO: ___  REASON CODE: ___  EFF DT: ______ 
------------------------------------------------------------------------------- 
EMPL NAME: 

REVERSAL IND:   _            CAT CODE ATTR:  __     CLASS CODE:        ________ 

SALARY ADJ AMT: __________   EEO JOB CAT:    _      COMM PCE OFCR:     _ 

PAY CYCLE:      _            FLSA IND:       _      CNTY CODE:         ___ 
WORKWK BEG DAY: ___          LWOP/FDLP IND:  _      JOB/APPT END DT:   ______ 

SALARY SPREAD:  ___                                 JOB/APPT START DT: ______ 

EMPLOYMENT DT:               CONTRACT BASIS:        TERMINATION DT: 

-ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
              PVSC  MAIN  MENU  REFR                                       END 
9125 PLEASE ENTER AGENCY, SSN, JOB/APPT, REASON, AND EFF DATE 

        
  1. Enter the following key mandatory fields:

    AGENCY (Key Mandatory)
    Enter your agency number.

    SSN (Key Mandatory)
    Enter the employee’s Social Security number without spaces or hyphens.

    JOB/APPT NO (Key Mandatory)
    Enter a three-digit job/appointment number for the employee.

    REASON CODE (Key Mandatory)
    Enter appropriate reason code 900 – 932.

    900 Establish new job/appointment or reappointment
    920 Promotion
    921 Demotion
    922 Reclassification
    923 Increase after probationary hiring period
    924 Increase after successful completion of certification or advanced degree
    925 Merit raise
    926 Intra-agency lateral transfer
    927 Rate reduction for disciplinary reasons
    928 Rate restored after disciplinary reduction
    929 Equity, market, or scale adjustment
    930 Institutional across-the-board increase
    931 Legislatively mandated across-the-board increase (statutory)
    932 Multiple salary actions

    EFF DT (Key Mandatory)
    Enter the effective date of the new job/appointment or reappointment (MMDDYYYY).

  2. Press Enter.

    The system will now accept information in the mandatory and available fields.

  3. Tab past the REVERSAL IND field.
  4. Enter the following mandatory and available fields:

    Note: Fields are mandatory if this is a new job/appointment; fields are available and will display if the job/appointment already exists.

    CAT CODE ATTR (Mandatory)
    The category code attribute describes the subcategory of employee positions.

    AD Administrative
    AG Agency Classified
    FA Faculty – Non-student
    FE Faculty Equivalent – Non-student
    HH Hourly
    LH Line Item (higher education agencies only, not institutions)
    LC Chancellor (institutions of higher education and Texas State University system only)
    LP President (institutions of higher education only)
    PR Professional
    SG Graduate Assistant/Associate – Student
    SP Student Resident Physician
    SR Research Assistant/Associate – Student
    ST Teaching Assistant/Associate – Student

    CLASS CODE (Mandatory)
    Enter the classification code for the employee.

    SALARY ADJ AMT (Available)
    Enter amount of increase/decrease due to salary action.

    EEO JOB CAT (Mandatory)
    Enter the Equal Employment Opportunity (EEO) job category for the employee.

    EEO-6 Reporting Institutions:

    1* Executive, Administrative, and Managerial
    2 Faculty
    3 Professional – Non-faculty
    4 Secretarial/Clerical
    5 Technical/Paraprofessional
    6 Skilled Craft Workers
    7 Service/Maintenance
    8* Administrative (Valid only for UT Components)
    9* Managerial (Valid only for UT Components)

    * The University of Texas system administration requested the separation of values 8 and 9. All UT components must report employees that are considered EEO-JOB-CAT-CODE value 1 (Executive, Administrative and Managerial) as value 1 for the Executive only, value 8 for Administrative only and value 9 for Managerial only. When (EEO reports are produced, employees with values 8 and 9 will be combined with employees in value 1.

    COMM PCE OFCR (Mandatory)
    Enter Y (yes) or N (no) to indicate if the employee is a commissioned peace officer.

    PAY CYCLE (Mandatory)
    Enter the pay cycle for the employee.

    W Weekly
    B Biweekly (every two weeks)
    T Twice a Month
    M Monthly

    FLSA IND (Mandatory)

    Y Yes, employee is subject to the FLSA
    N No, employee is not subject to the FLSA

    CNTY CODE (Mandatory)

    001 Anderson 129 Falls 257 Kaufman 385 Real
    003 Andrews 131 Fannin 259 Kendall 387 Red River
    005 Angelina 133 Fayette 261 Kenedy 389 Reeves
    007 Aransas 135 Fisher 263 Kent 391 Refugio
    009 Archer 137 Floyd 265 Kerr 393 Roberts
    011 Armstrong 139 Foard 267 Kimble 395 Robertson
    013 Atascosa 141 Fort Bend 269 King 397 Rockwall
    015 Austin 143 Franklin 271 Kinney 399 Runnels
    017 Bailey 145 Freestone 273 Kleberg 401 Rusk
    019 Bandera 147 Frio 275 Knox 403 Sabine
    021 Bastrop 149 Gaines 277 Lamar 405 San Augustine
    023 Baylor 151 Galveston 279 Lamb 407 San Jacinto
    025 Bee 153 Garza 281 Lampasas 409 San Patricio
    027 Bell 155 Gillespie 283 Lasalle 411 San Saba
    029 Bexar 157 Glasscock 285 Lavaca 413 Schleicher
    031 Blanco 159 Goliad 287 Lee 415 Scurry
    033 Borden 161 Gonzales 289 Leon 417 Shackelford
    035 Bosque 163 Gray 291 Liberty 419 Shelby
    037 Bowie 165 Gaines 293 Limestone 421 Sherman
    039 Brazoria 167 Galveston 295 Lipscomb 423 Smith
    041 Brazos 169 Garza 297 Live Oak 425 Somervell
    043 Brewster 171 Gillespie 299 Llano 427 Starr
    045 Briscoe 173 Glasscock 301 Loving 429 Stephens
    047 Brooks 175 Goliad 303 Lubbock 431 Sterling
    049 Brown 177 Gonzales 305 Lynn 433 Stonewall
    051 Burleson 179 Gray 307 McCulloch 435 Sutton
    053 Burnet 181 Grayson 309 McLennan 437 Swisher
    055 Caldwell 183 Gregg 311 McMullen 439 Tarrant
    057 Calhoun 185 Grimes 313 Madison 441 Taylor
    059 Callahan 187 Guadalupe 315 Marion 443 Terrell
    061 Cameron 189 Hale 317 Martin 445 Terry
    063 Camp 191 Hall 319 Mason 447 Throckmorton
    065 Carson 193 Hamilton 321 Matagorda 449 Titus
    067 Cass 195 Hansford 323 Maverick 451 Tom Green
    069 Castro 197 Hardeman 325 Medina 453 Travis
    071 Chambers 199 Hardin 327 Menard 455 Trinity
    073 Cherokee 201 Harris 329 Midland 457 Tyler
    075 Childress 203 Harrison 331 Milam 459 Upshur
    077 Clay 205 Hartley 333 Mills 461 Upton
    079 Cochran 207 Haskell 335 Mitchell 463 Uvalde
    081 Coke 209 Hays 337 Montague 465 ValVerde
    083 Coleman 211 Hemphill 339 Montgomery 467 Van Zandt
    085 Collin 213 Henderson 341 Moore 469 Victoria
    087 Collingsworth 215 Hidalgo 343 Morris 471 Walker
    089 Colorado 217 Hill 345 Motley 473 Waller
    091 Comal 219 Hockley 347 Nacogdoches 475 Ward
    093 Comanche 221 Hood 349 Navarro 477 Washington
    095 Concho 223 Hopkins 351 Newton 479 Webb
    097 Cooke 225 Houston 353 Nolan 481 Wharton
    099 Coryell 227 Howard 355 Nueces 483 Wheeler
    101 Cottle 229 Hudspeth 357 Ochiltree 485 Wichita
    103 Crane 231 Hunt 359 Oldham 487 Wilbarger
    105 Crockett 233 Hutchinson 361 Orange 489 Willacy
    107 Crosby 235 Irion 363 Palo Pinto 491 Williamson
    109 Culberson 237 Jack 365 Panola 493 Wilson
    111 Dallam 239 Jackson 367 Parker 495 Winkler
    113 Dallas 241 Jasper 369 Parmer 497 Wise
    115 Dawson 243 Jeff Davis 371 Pecos 499 Wood
    117 Deaf Smith 245 Jefferson 373 Polk 501 Yoakum
    119 Delta 247 Jim Hogg 375 Potter 503 Young
    121 Denton 249 Jim Wells 377 Presidio 505 Zapata
    123 Dewitt 251 Johnson 379 Raines 507 Zavala
    125 Dickens 253 Jones 381 Randall    
    127 Erath 255 Karnes 383 Reagan    

    WORKWK BEG DAY (Available)
    Enter a workweek beginning day for the employee.

    MON Monday
    TUE Tuesday
    WED Wednesday
    THU Thursday
    FRI Friday
    SAT Saturday
    SUN Sunday

    LWOP/FDLP IND (Available) Indicates current leave without pay (LWOP) or Faculty Development Leave Program (FDLP) status.

    LWOP valid values are:

    M Active military leave
    W Worker's compensation situations
    D Disciplinary suspension
    P Parental leave of absence
    F Federal Family and Medical Leave Act
    Y Yes
    N No

    FDLP valid values are:

    X Yes
    N No

    JOB/APPT END DT (Mandatory)
    Enter a job/appointment end date for the employee (not to exceed Aug. 31 of the fiscal year).

    SALARY SPREAD (Mandatory or Available)
    Indicates the number of months over which the salary is spread. This field is mandatory for employees with category code attributes of FA (faculty) or FE (faculty equivalent). Available for all others.

    9 Salary is not paid after the job/appointment end date
    12 Salary is spread beyond job/appointment end date
  5. Press Enter to process the information.

    If successful, HRIS accepts the job information and displays the following message: Process Successfully Completed. If unsuccessful, an HRIS error message appears at the bottom of the Employee Job Information screen.

    Correct the information as the error message indicates.

    Note: If you receive a warning message when you press Enter, you must press F6 to bypass the warning message and process the job information.

    Note: All salary actions using reason codes 923 – 932, excluding 926, require an amount of the actual monthly increase or decrease to be entered in the SALARY ADJ AMT field. Since reason code 926 does not involve a change in the salary rate, there will be no increase or decrease. Salary actions with reason codes 920, 921 and 922 may or may not involve a change in the salary rates, so only report the field value if appropriate.

Back to Top

PDF documents require the latest version of Adobe Acrobat Reader.