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)
- Enter EJ in the
OPTIONfield 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 CMDfield, then enter HEEJ. - 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
- 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). - Press Enter.
The system will now accept information in the mandatory and available fields.
- Tab past the
REVERSAL INDfield. - 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 - 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.