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

HRIS Online Personnel Update Menu Entry Screens

Overview

HRIS data entry screens enable you to access and maintain personnel data online and perform real-time maintenance. Personnel data entry screens are accessed from the Personnel Update 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 for all transactions. HRIS cannot process 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. For example, if an employee has a two-line street address, you can enter the second line of the address in the available MAILING ADDR2 field.
  • Protected fields () – You cannot enter data in protected fields.

How to Access Screens from the Personnel Update Menu

After logging on to USAS, follow these steps to access the HRIS Personnel Update Menu:

  1. Enter HRIS.
  2. Press Enter.

    The HRIS News Screen appears.

  USER123  F48MHMSG                  HRIS                  MM/DD/YYYY           
       ALT CMD: ____             NEWS SCREEN                                    
                                                                                
    DATE:  MM/DD/YY                                                             
                                                                                
    NEWS:  DEADLINES APPROACHING FOR FOURTH QUARTER VETERAN WORKFORCE_______    
           SUMMARY REPORTS__________________________________________________    
           _________________________________________________________________    
           CORRECTIONS TO THE THIRD QUARTER REPORTS NEED TO BE COMPLETED BY_    
           JANUARY 15.______________________________________________________    
           _________________________________________________________________    
           THE FOURTH QTR. REPORT WILL BE AVAILABLE JAN. 16.________________    
           _________________________________________________________________    
           _THE ELECTRONIC ACKNOWLEDGEMENT FORM NEEDS TO BE SUBMITTED BY____    
           JANUARY 23. REMEMBER TO FILL IN THE SECTION ON VETERAN COMPLAINTS    
           _________________________________________________________________    
           HTTPS://FMX.CPA.TEXAS.GOV/FMX/PAYPER/VET/INDEX.PHP_______________    
           _________________________________________________________________    
           _________________________________________________________________    
           _________________________________________________________________    
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7- -F8-  -F9- -F10- -F11- -F12-  
               PVSC  MAIN                                                 END   
        
        
  1. Press Enter or F3.

    The HRIS Main Menu screen appears.

HRIS________________________________________________________________           
       USER123  F48CMMSS            HRIS                   MM/DD/YYYY  01:08:03 
       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:  HE                                     
                                                                                
                                                                                
                                                                                
                                                                                
  -ENTER-  -F1- -F2- -F3- -F4-  -F5- -F6- -F7- -F8-  -F9- -F10- -F11- -F12-     
                                                                       END      
                                                                                                                                           
  
  1. Enter HE in the ENTER OPTION field.
  2. Press Enter.

    The HRIS Personnel Update Menu screen appears.

    Note: If you get a security violation message after entering HE, you have not received security clearance. Contact your security coordinator.

USER123  F48CHEHE         HRIS - HIGHER EDUCATION          MM/DD/YYYY 09:46:02 
      ALT CMD: ____          PERSONNEL UPDATE MENU                              
                                                                                
                                                                                
  MENU: HE     OPTION: __                                                       
                                                                                
                                                                                
  OPTION           NAME                                                         
  ------  ----------------------------------                                    
    ED     EMPLOYEE DESCRIPTIVE INFORMATION                                     
                                                                                
    EJ     JOB/APPOINTMENT INFORMATION                                          
                                                                                
    SC     SSN CHANGE                                                           
                                                                                
                                                                                
                                                                                                                                                      
                                                                                                                                                      
                   
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
               PVSC  MAIN  MENU                                             END 
        
        
  1. Enter the two-letter abbreviation of the screen you want to access in the OPTION field.
  2. Press Enter.

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How to Enter Records for a New Hire or Transferred Employee

Perform the following steps to enter records for a newly hired or transferred employee. The Employee Descriptive Information screen (HEED) and the Employee Job/Appt Information screen (HEEJ) must be entered to complete the New Hire/Transfers process.

Screen 1 – Enter HEED

  1. Enter ED 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 HEED.

  2. Press Enter. The Employee Descriptive Information screen appears.
        ALT CMD: ____     EMPLOYEE DESCRIPTIVE INFORMATION                        
                                                                                
 AGENCY: ___      SSN: _________      REASON CODE: ___       EFF DATE: ________ 
 -------------------------------------------------------------------------------
 REVERSAL IND:       _    TRANSFER AGY FR: ___       TRANSFER AGY TO:   ___     
 NAME - FIRST: ___________MI: 			 LAST: ___________________________________
 NON RES ALIEN IND:  _    BIRTH DATE:      ________  RACE:              _       
 SEX:                _    EMPL TYPE:       __        VETERAN IND:       _       
 STAT ATTR CD:       _    BRP ELIG IND:    _         BRP INCREASE:      _______ 
 TEMP SSN IND:       _    UNIT NUMBER:     ____      EMPL DATA REL IND: _       
 DIRECT DEP IND:     _    LOCATOR CODE:    _______   ACADEMIC RANK:     _       
 TENURE STATUS:      _    EDUCATION LEVEL: _                                    
                    MAILING: ADDR1: _________________________                   
                             ADDR2: _________________________                   
                             CITY:  ____________________________                
                             STATE: __      ZIP: _________                      
                                                                                
 EMPLOYMENT DT: ________   TERMINATION DT:              PAY RAISE ELIG IND: _   
RELEASE - ADDRESS: _  HOME PHONE: _  SSN: _  FAMILY INFO: _  EMER CONTACT: _    
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12-
               PVSC  MAIN  MENU  REFR                                       END 

        
  1. Enter the following key mandatory fields:

    AGENCY (Key Mandatory)
    Enter your agency number.

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

    REASON CODE (Key Mandatory)
    Enter the reason code from the following list of valid values.

    010 Newly hired or rehired employee
    015 Interagency transfer in – classified employee moving to an unclassified position
    017 Interagency transfer in – unclassified employee remaining unclassified
    910 Non-reportable employee moving to reportable status

    EFF DT (Key Mandatory)
    Enter the date the employee was hired or transferred (MMDDYYYY).

  2. Press Enter.

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

    NAME-FIRST (Mandatory)
    Enter the employee’s first name (15-character maximum).

    MI (Available)
    Enter the employee’s middle initial.

    LAST (Mandatory)
    Enter the employee’s last name (35-character maximum).

    Note: If the name has a suffix, enter it in the LAST NAME field, preceded by a space. Examples: John C Smith Jr or William E Harris III (or Ruth Miller-Jones). Do not use periods or commas. You may use hyphens.

    NON RES ALIEN IND (Mandatory)
    Enter N (no) or Y (yes) to indicate whether the employee is a non-resident alien.

    BIRTH DATE (Mandatory)
    Enter the employee’s date of birth (MMDDYYYY).

    Note: Employee must be no less than 14 years of age at the time of employment.

    RACE (Mandatory)
    Enter the employee's race from the following list of valid values.

    I American Indian or Alaskan Native
    A Asian
    B Black
    H Hispanic
    W White
    O Race/Ethnicity unknown
    P Native Hawaiian or Other Pacific Islander
    M Two or more races

    SEX (Mandatory)
    Enter M (male) or F (female)

    EMPL TYPE (Mandatory)
    Enter the employee type from the following list of valid values.

    RF Regular Full-Time
    RP Regular Part-Time
    TF Temporary Full-Time
    TP Temporary Part-Time

    VETERAN IND (Mandatory)
    Enter one of the following valid values to indicate if employee is a veteran and/or has a veteran preference.

    V Veteran preference
    W Surviving spouse of veteran
    O Orphan of veteran
    U Unknown
    Y Yes, but not eligible for veteran preference
    N Not a veteran

    STAT ATTR CD (Available)
    Enter A only when the employee is a return-to-work retiree. Otherwise, leave this field blank.

    BRP ELIG IND (Mandatory)
    Indicates if the employee is eligible to receive benefit replacement pay.

    N Eligible and not leveling
    W Not eligible (without BRP)

    BRP INCREASE (Available)
    The amount of compensation that offsets the loss of state-paid Social Security (benefit replacement pay increase).

    TEMP SSN IND (Mandatory)
    Enter Y (yes) or N (no) to indicate whether the SSN for this employee is temporary.

    UNIT NUMBER (Available if authority to use the field has been given by HRIS)
    Enter the unit number for the employee. The unit number designates an administrative location for a system employee. It is an internal identifier assigned by the agency, not by HRIS; however, the agency must have HRIS approval to assign an internal unit number. This number is used for reporting purposes.

    DIRECT DEP IND (Mandatory)
    Enter Y (yes) or N (no) to indicate if the employee participates in direct deposit.

    LOCATOR CODE (Protected)
    Field is not used.

    ACADEMIC RANK (Mandatory or Available)
    You must enter the academic rank for employees with a category code attribute of FA (faculty) or FE (faculty equivalent).

    1 Professor
    2 Associate Professor
    3 Assistant Professor
    4 Instructor
    5 Lecturer
    6 Other

    Note: For employees with a category code attribute of FE, only codes 4, 5 and 6 are allowed.

    TENURE STATUS (Mandatory or Available)
    You must enter the tenure for employees with a category code attribute of FA (faculty) or FE (faculty equivalent).

    Y Faculty with tenure
    N Non-tenure (not on tenure track)
    T Non-tenure (on tenure track)

    Note: Use your institution's requirements to determine the employee's tenure status.

    EDUCATION LEVEL (Mandatory or Protected)
    This field is mandatory for components of the University of Texas. It is protected for everyone else.

    1 Did not graduate from high school – no GED
    2 High school graduate or GED
    3 Associate’s Degree
    4 Bachelor’s Degree
    5 Master’s Degree
    6 Doctoral Degree

    MAILING ADDR1 (Mandatory)
    Enter the employee’s primary mailing address. Abbreviations are allowed.

    MAILING ADDR2 (Available)
    Enter the employee’s alternate mailing address, if different from the primary address. Abbreviations are allowed.

    CITY (Mandatory)
    Enter the city of the mailing address.

    STATE (Mandatory)
    Enter the post office abbreviation for the state where the individual resides. This field defaults to TX (Texas).

    Note: Use the university address for addresses outside of the United States.

    ZIP (Mandatory)
    Enter the five-digit ZIP code of the mailing address. ZIP+4 is optional.

    DATA RELEASE INDICATORS (Mandatory)
    Enter Y (Yes) or N (No). These fields replaced the EMPL DATA REL IND field effective Sept. 1, 2012.

    DATA RELEASE INDICATORS ADDRESS
    ADDRESS Y or N
    HOME PHONE Y or N
    SSN Y or N
    FAMILY INFO Y or N
    EMER CONTACT Y or N
  3. Press Enter to process the information.

    If successful, HRIS accepts the descriptive information and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the 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.

Example:

-ENTER-  -F1-  -F2-  -F3-  -F4-  -F5- -F6- -F7-  -F8-  -F9-  -F10-  -F11-  -F12- 
         HELP  PVSC  MAIN  MENU       WARN  PGBK  PGFW        TOP    BOT    END 
9013 TOP OF DATA        
        

Screen 2 – Enter HEEJ

If you go directly to the HEEJ screen from the HEED screen using the ALT CMD field, the following key fields will be displayed: AGY, SSN and EFF DT.

  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/Appointment Information screen appears.
USER 123  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 
        

Note: EMPLOYMENT DT, CONTRACT BASIS and TERMINATION DT are display-only fields.

  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 reason code 900 to establish the employee's first job/appointment.

    EFF DT (Key Mandatory)
    Enter the date the employee was hired or transferred (MMDDYYYY). This date must be the same date you entered on the Employee Descriptive Information screen in Step 1 (HEED).

  2. Press Enter.

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

    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. Institutions of higher education use Agency Classification records (Record ID 12) to establish their own classification codes.

    SALARY ADJ AMT (Protected)
    Leave blank for reason code 900.

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

    Applicable to employees of EEO-6 Reporting – Higher Education 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 (Only valid for UT Components)
    9* Managerial (Only valid 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 Workers’ 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 the last day 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
  3. Press Enter to process the information.

    If successful, HRIS accepts the job information screen (HEEJ). If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

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How to Change Effective Date of New Hire Using Reason Code 510

Perform the following steps to enter reason code 510. This reason code is used to change the effective date of an acquisition reason code 010 or 910 on the Employee Descriptive Information screen (HEED).

  1. Enter ED 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 HEED.

  2. Press Enter. The Employee Descriptive Information screen appears.
        ALT CMD: ____     EMPLOYEE DESCRIPTIVE INFORMATION                        
                                                                                
 AGENCY: ___      SSN: _________      REASON CODE: ___       EFF DATE: ________ 
 -------------------------------------------------------------------------------
 REVERSAL IND:       _    TRANSFER AGY FR: ___       TRANSFER AGY TO:   ___     
 NAME - FIRST: ___________MI: 			 LAST: ___________________________________
 NON RES ALIEN IND:  _    BIRTH DATE:      ________  RACE:              _       
 SEX:                _    EMPL TYPE:       __        VETERAN IND:       _       
 STAT ATTR CD:       _    BRP ELIG IND:    _         BRP INCREASE:      _______ 
 TEMP SSN IND:       _    UNIT NUMBER:     ____      EMPL DATA REL IND: _       
 DIRECT DEP IND:     _    LOCATOR CODE:    _______   ACADEMIC RANK:     _       
 TENURE STATUS:      _    EDUCATION LEVEL: _                                    
                    MAILING: ADDR1: _________________________                   
                             ADDR2: _________________________                   
                             CITY:  ____________________________                
                             STATE: __      ZIP: _________                      
                                                                                
 EMPLOYMENT DT: ________   TERMINATION DT:              PAY RAISE ELIG IND: _   
RELEASE - ADDRESS: _  HOME PHONE: _  SSN: _  FAMILY INFO: _  EMER CONTACT: _    
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12-
               PVSC  MAIN  MENU  REFR                                       END 

        
  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.

    REASON CODE (Key Mandatory)
    Enter 510.

    EFF DT (Key Mandatory)
    Enter the new corrected effective date (MMDDYYYY).

  2. Press Enter for the system to update the screen with the current information.

    After the system message Bottom of Data appears, verify current information is correct.

    EMPLOYMENT DT (Available)
    This field is available if reason code 510 is being used to change a reason code 910 and the original employment date is entered incorrectly. The EMPLOYMENT DATE field is not available when changing the effective date of reason code 010.

  3. Press Enter to process the information.

    If successful, HRIS accepts the descriptive information and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

    Note: Reason Code 510 will enable you to change the effective date originally reported on acquisition transactions for employee descriptive information only, providing the new date does not exceed effective dates previously reported. The job information reported on the 67 record with the same original effective date will not be changed to the new effective date. The original job transaction must be reversed and the job information re-entered with the correct effective date. See How to Reverse Reason Codes 900-932 in this chapter.

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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.

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How to Reverse Reason Codes 900 – 932

Perform the following steps to enter reversals for a job/appointment, reappointment or salary action (reason codes 900 – 932) on the Employee Job/Appointment Information screen.

  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 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 the original three-digit job/appointment number for the job you are reversing.

    REASON CODE (Key Mandatory)
    Enter the original reason code of the job you are reversing.

    EFF DT (Key Mandatory)
    Enter the original effective date of the job you are reversing.

  2. Press Enter.
  3. Enter Y (yes) in the REVERSAL IND field.
  4. Press Enter to process the reversal.

    If successful, HRIS accepts the job information and the message 9133 – Reversal Successful; Appointment Must be Reinstated appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

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How to Add an Institutional Across-the-Board Lump Sum Payment

Perform the following steps to enter an institutional across-the-board lump sum payment (reason code 018) on the Employee Job/Appointment Information screen.

  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: 018  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 the three-digit job/appointment number for the employee.

    REASON CODE (Key Mandatory)
    Enter 018.

    EFF DT (Key Mandatory)
    Enter the date the lump sum payment is effective (MMDDYYYY).

  2. Press Enter.
  3. Tab past the REVERSAL IND field.
  4. Enter the amount of Institutional Across-the-Board Lump Sum payment into the SALARY ADJT AMT field.
  5. Press Enter to process the information.

    If successful, HRIS accepts the job information and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

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How to Reverse Reason Code 018

Perform the following steps to reverse an Institutional Across-the-Board Lump Sum Payment (reason code 018) on the Employee Job/Appointment Information screen.

  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: 018  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 the original three-digit job/appointment number for the action you are reversing.

    REASON CODE (Key Mandatory)
    Enter 018.

    EFF DT (Key Mandatory)
    Enter the original effective date of the action you are reversing.

  2. Press Enter.
  3. Enter Y (yes) in the REVERSAL IND field.
  4. Press Enter to process the reversal.

    If successful, HRIS accepts the job information and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

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How to Change a Social Security Number

Perform the following steps to change an employee’s Social Security number (SSN) on the Employee SSN Change screen (reason code 037, Record ID 76).

  1. Enter SC 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 HESC.

  2. Press Enter. The SSN Change screen appears.
USER123   HESC/PESC                HRIS                    MM/DD/YYYY 03:22:36 
     ALT CMD: ____          EMPLOYEE SSN CHANGE                   PAGE:  1     
                                                                               
  (REASON CODE: 037)                                                           
                                                                               
                        AGENCY:                                                
                                                                               
                       OLD SSN: _________                                      
                                                                               
                       NEW SSN: _________                                      
                                                                               
                                                                               
                 EMPLOYEE NAME:                                                
                                                                               
               EMPLOYMENT DATE:                                                
                                                                               
                 DATE OF BIRTH:                                                
                                                                               
                                                                               
                                                                               
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- 
           PVSC  MAIN  MENU  REFR                                      END    
9039 PLEASE ENTER AGENCY NUMBER AND SSN                                        

        
  1. Enter the employee’s old SSN in the OLD SSN field.
  2. Press Enter.
  3. Enter the employee’s new SSN in the NEW SSN field.
  4. Press Enter.
  5. Press F6 to confirm the change.

    The message SSN Change Transaction Created should appear at the bottom of the screen.

    Note: The Social Security number update is not immediate and occurs during overnight processing. Therefore, you must verify the Social Security number change the next day.

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How to Change Leave Without Pay/Faculty Development Status

Perform the following steps to enter leave without pay (LWOP) and faculty development leave (FDLP), reason codes 043 and 044, on the Job/ Appointment Information screen.

  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 Reason Code 043 for a change in LWOP status. Enter Reason Code 044 for a change in FDLP status.

    EFF DT (Key Mandatory)
    Enter the date the change is effective (MMDDYYYY).

  2. Press Enter.
  3. Enter the LWOP or FDLP status for the employee. LWOP values:
    M Active military leave
    W Worker's Compensation status
    D Disciplinary suspension
    P Parental leave of absence
    F Federal Family and Medical Leave Act (FMLA)
    Y Yes
    N No

    FDLP Values:

    X Yes
    N No
  4. Press Enter to process the information.

    If successful, HRIS accepts the job information and the message Process Successfully Updated appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

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How to Reverse Reason Codes 043 and 044

Perform the following steps to reverse leave without pay (LWOP) and faculty development leave (FDLP) transactions, reason codes 043 and 044, on the Job/Appointment Information screen.

  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 the original three-digit job/appointment number for the transaction you are reversing.

    REASON CODE (Key Mandatory)
    Enter the original reason code of the transaction you are reversing (043 for LWOP or 044 for FDLP).

    EFF DT (Key Mandatory)
    Enter the original effective date of the transaction you are reversing.

  2. Press Enter.
  3. Enter Y (yes) in the REVERSAL IND field.
  4. Press Enter to process the reversal.

    If successful, HRIS accepts the job information and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

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How to Terminate an Employee

Perform the following steps to enter employee terminations (reason codes 051 – 069) on the Employee Descriptive Information screen.

  1. Enter ED 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 HEED.

  2. Press Enter. The Employee Descriptive Information screen appears.
        ALT CMD: ____     EMPLOYEE DESCRIPTIVE INFORMATION                        
                                                                                
 AGENCY: ___      SSN: _________      REASON CODE: ___       EFF DATE: ________ 
 -------------------------------------------------------------------------------
 REVERSAL IND:       _    TRANSFER AGY FR: ___       TRANSFER AGY TO:   ___     
 NAME - FIRST: ___________MI: 			 LAST: ___________________________________
 NON RES ALIEN IND:  _    BIRTH DATE:      ________  RACE:              _       
 SEX:                _    EMPL TYPE:       __        VETERAN IND:       _       
 STAT ATTR CD:       _    BRP ELIG IND:    _         BRP INCREASE:      _______ 
 TEMP SSN IND:       _    UNIT NUMBER:     ____      EMPL DATA REL IND: _       
 DIRECT DEP IND:     _    LOCATOR CODE:    _______   ACADEMIC RANK:     _       
 TENURE STATUS:      _    EDUCATION LEVEL: _                                    
                    MAILING: ADDR1: _________________________                   
                             ADDR2: _________________________                   
                             CITY:  ____________________________                
                             STATE: __      ZIP: _________                      
                                                                                
 EMPLOYMENT DT: ________   TERMINATION DT:              PAY RAISE ELIG IND: _   
RELEASE - ADDRESS: _  HOME PHONE: _  SSN: _  FAMILY INFO: _  EMER CONTACT: _    
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12-
               PVSC  MAIN  MENU  REFR                                       END 

        
  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.

    REASON CODE (Key Mandatory)
    Enter 051 – 069, whichever applies.

    051 Inadequate salary
    052 Lack of opportunity for advancement
    053 Dissatisfaction with supervisors or co-workers
    054 Travel
    055 Working hours
    056 Dislike/unsuitability for assigned duties
    057 Resignation in lieu of involuntary separation
    058 Personal reasons not related to the job
    059 Reasons unknown
    063 At-will termination
    064 Reduction in force/layoff
    065 Transfer to a different state agency
    066 End or expiration of contract or grant
    067 Dismissal for cause
    068 Retirement
    069 Death

    EFF DT (Key Mandatory)
    Enter the date of the termination (MMDDYYYY).

  2. Press Enter for the system to update the screen with the current information.

    After system message Bottom of Data appears, verify current information is correct.

  3. Press Enter to process the information.

    If successful, HRIS accepts the job information and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

    Note: All transactions with effective dates greater than the termination date will be reversed. An R will display in the action code column on ISAP.

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How to Reverse a Termination

Perform the following steps to reverse employee terminations (reason codes 051 – 069) on the Employee Descriptive Information screen.

  1. Enter ED 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 HEED.

  2. Press Enter. The Employee Descriptive Information screen appears.
        ALT CMD: ____     EMPLOYEE DESCRIPTIVE INFORMATION                        
                                                                                
 AGENCY: ___      SSN: _________      REASON CODE: ___       EFF DATE: ________ 
 -------------------------------------------------------------------------------
 REVERSAL IND:       _    TRANSFER AGY FR: ___       TRANSFER AGY TO:   ___     
 NAME - FIRST: ___________MI: 			 LAST: ___________________________________
 NON RES ALIEN IND:  _    BIRTH DATE:      ________  RACE:              _       
 SEX:                _    EMPL TYPE:       __        VETERAN IND:       _       
 STAT ATTR CD:       _    BRP ELIG IND:    _         BRP INCREASE:      _______ 
 TEMP SSN IND:       _    UNIT NUMBER:     ____      EMPL DATA REL IND: _       
 DIRECT DEP IND:     _    LOCATOR CODE:    _______   ACADEMIC RANK:     _       
 TENURE STATUS:      _    EDUCATION LEVEL: _                                    
                    MAILING: ADDR1: _________________________                   
                             ADDR2: _________________________                   
                             CITY:  ____________________________                
                             STATE: __      ZIP: _________                      
                                                                                
 EMPLOYMENT DT: ________   TERMINATION DT:              PAY RAISE ELIG IND: _   
RELEASE - ADDRESS: _  HOME PHONE: _  SSN: _  FAMILY INFO: _  EMER CONTACT: _    
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12-
               PVSC  MAIN  MENU  REFR                                       END 

        
  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.

    REASON CODE (Key Mandatory)
    Enter the original reason code of the transaction you are reversing.

    EFF DT (Key Mandatory)
    Enter the original effective date of the transaction you are reversing.

  2. Press Enter.
  3. Enter Y (yes) in the REVERSAL IND field.
  4. Press Enter to process the reversal.

    If successful, HRIS accepts the job information and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

    Note: When processing a termination for an employee who has a job/appointment that ends after the termination date, the job/appointment end-date is automatically set to the effective date of the termination. When you reverse the termination, if original job end-date was 6/1 – 8/31, job end-date will default to 8/31 after reversal. If original job end-date was 9/1 – 5/31, job end-date will default to 5/31 after reversal.

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How to Update Employee Job Information

Perform the following steps to enter updates to the Employee Job/Appt Information screen using reason code 038.

  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 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: 038  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 038.

    EFF DT (Key Mandatory)
    Enter the date the update is effective (MMDDYYYY).

  2. Press Enter. The system will now accept information in the available fields.
  3. Enter only the data that is changing in the available fields.
  4. Press Enter to process the information.

    If successful, HRIS accepts the job/appt information and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

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How to Update Employee Descriptive Information

Perform the following steps to enter updates to the Employee Descriptive Information screen using reason code 038.

  1. Enter ED 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 HEED.

  2. Press Enter. The Employee Descriptive Information screen appears.
        ALT CMD: ____     EMPLOYEE DESCRIPTIVE INFORMATION                        
                                                                                
 AGENCY: ___      SSN: _________      REASON CODE: ___       EFF DATE: ________ 
 -------------------------------------------------------------------------------
 REVERSAL IND:       _    TRANSFER AGY FR: ___       TRANSFER AGY TO:   ___     
 NAME - FIRST: ___________MI: 			 LAST: ___________________________________
 NON RES ALIEN IND:  _    BIRTH DATE:      ________  RACE:              _       
 SEX:                _    EMPL TYPE:       __        VETERAN IND:       _       
 STAT ATTR CD:       _    BRP ELIG IND:    _         BRP INCREASE:      _______ 
 TEMP SSN IND:       _    UNIT NUMBER:     ____      EMPL DATA REL IND: _       
 DIRECT DEP IND:     _    LOCATOR CODE:    _______   ACADEMIC RANK:     _       
 TENURE STATUS:      _    EDUCATION LEVEL: _                                    
                    MAILING: ADDR1: _________________________                   
                             ADDR2: _________________________                   
                             CITY:  ____________________________                
                             STATE: __      ZIP: _________                      
                                                                                
 EMPLOYMENT DT: ________   TERMINATION DT:              PAY RAISE ELIG IND: _   
RELEASE - ADDRESS: _  HOME PHONE: _  SSN: _  FAMILY INFO: _  EMER CONTACT: _    
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12-
               PVSC  MAIN  MENU  REFR                                       END 

        
  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.

    REASON CODE (Key Mandatory)
    Enter 038.

    EFF DT (Key Mandatory)
    Enter the effective date of the change (MMDDYYYY).

  2. Press Enter.

    The system will now accept information in the available fields.

  3. Enter only the data that is changing in the available fields.
  4. Press Enter to process the information.

    If successful, HRIS accepts the job information and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

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HRIS Online Reference Table Update Menu Entry Screens

Overview

In this section, you will learn how to use the screens accessed through the Reference Table Update Menu.

How to Access Screens from the Reference Table Update Menu

After logging on through USAS, Perform the following steps to access the HRIS Reference Table Update Menu.

  1. The HRIS News screen appears when you log onto HRIS through USAS.
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. Press Enter or F3.

    The HRIS Main Menu screen appears.

 HRIS________________________________________________________________           
       USER123  F48CMMSS            HRIS                   MM/DD/YYYY  01:08:03 
       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:  RT                                     
                                                                                
                                                                                
 -ENTER-  -F1- -F2- -F3- -F4-  -F5- -F6- -F7- -F8-  -F9- -F10- -F11- -F12-      
                                                                       END      
        
        
  1. Enter RT in the ENTER OPTION field and press Enter. The HRIS Reference Table Update Menu screen appears.

    Note: If you get an error message after entering RT, you have not received security clearance. Contact your security coordinator.

USER123  F48CRTRT                  HRIS                    MM/DD/YYYY 10:59:57 
      ALT CMD: ____         REFERENCE TABLE UPDATE                              
                                                                                
 MENU: RT    OPTION: __                                                         
                                                                                
  OPT               NAME                  OPT               NAME                
  ---  ------------------------------     ---  ------------------------------   
  AB   ACHIEVEMENT BONUS PLAN UPDATE      AC   REF AUTH CLASSIFICATION UPD      
  AL   AWARD LIMIT UPDATE                 AP   AGENCY CLASSIFIED POSITNS UPD    
  AS   REF AUTH CLASSIFICATION SW UPD     CO   REF AGENCY COUNTY TABLE UPDATE   
  ES   REFERENCE EXEMPT SALARY UPDATE     HC   HIGHER ED CARRIER UPDATE         
  HP   REFERENCE HIGHER ED POSITIONS      RC   REF REASON CODE UPDATE           
  RE   REFERENCE ENTITLEMENT UPDATE                                             
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
               PVSC  MAIN                                                   END 
        
        
  1. Enter the two-letter abbreviation of the screen/record you want to access in the OPTION field and press Enter.

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How to Set Up or Change Classification Codes

Action Codes A and C

Perform the following steps to add or change classification codes on the Reference Higher Education Positions screen (Record ID 12).

  1. Enter HP in the OPTION field of the Reference Table 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 RTHP.

  2. Press Enter. The Reference Higher Education Positions screen appears.
USER123  F48CRTHP                    HRIS                  MM/DD/YYYY 02:54:50 
      CMD: ____         REFERENCE HIGHER EDUCATION POSITIONS       PAGE:       1 
                                                                                
     ACTION CODE:  _          AGENCY NUMBER:  ___       CLASS CODE:  ________   
                                                                                
                              FISCAL YEAR:    ____  EFF START DATE:  ______     
                                                                                
     CLASS TITLE:  ____________________________________________________________ 
                                                                                
     SHORT TITLE:  ______________________________                               
                                                                                
     MINIMUM SALARY:  __________                                                
                                                                                
     MAXIMUM SALARY:  __________                                                
                                                                                
     AGENCY EXECUTIVE CODE:  _                                                  
                                                                                
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
               PVSC  MAIN  MENU                                             END 
   9085 ENTER ACTION CD, CLASS CD, AGENCY, FISCAL YR, AND EFF START               

        
  1. Enter the following key mandatory fields:

    ACTION CODE (Key Mandatory)
    Enter action code.

    A Add
    C Change

    AGENCY NUMBER (Key Mandatory)
    Enter your agency number.

    CLASS CODE (Key Mandatory)
    Enter the alphanumeric class code.

    FISCAL YEAR (Key Mandatory)
    Enter the four-digit fiscal year for which the class code is available.

    EFF START DATE (Key Mandatory)
    Enter the date. It must be within the fiscal year the update is effective (MMDDYYYY).

    Note: Always use 09/01 of the fiscal year for all class codes.

  2. Press Enter.

    The system will now accept information in the mandatory fields.

  3. Enter or change data in the following fields:

    CLASS TITLE (Mandatory)
    Enter the classification code title.

    SHORT TITLE (Mandatory)
    Enter the short version of the classification code title.

    AGENCY EXECUTIVE CODE (Mandatory)
    Enter Y (Yes) if the classification code is for a Chancellor or President position.
    Enter N (No) if it is not.

  4. Press Enter to process the information.

    If successful, HRIS accepts the classification information and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

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How to Stop Classification Codes

Action Code S

Perform the following steps to stop or date-end a classification code on the Reference Higher Education Positions screen (Record ID 12).

  1. Enter HP in the OPTION field of the Reference Table 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 RTHP.

  2. Press Enter. The Reference Higher Education Positions screen appears.
USER123  F48CRTHP                    HRIS                  MM/DD/YYYY 02:54:50 
      CMD: ____         REFERENCE HIGHER EDUCATION POSITIONS       PAGE:       1 
                                                                                
     ACTION CODE:  _          AGENCY NUMBER:  ___       CLASS CODE:  ________   
                                                                                
                              FISCAL YEAR:    ____  EFF START DATE:  ______     
                                                                                
     CLASS TITLE:  ____________________________________________________________ 
                                                                                
     SHORT TITLE:  ______________________________                               
                                                                                
     MINIMUM SALARY:  __________                                                
                                                                                
     MAXIMUM SALARY:  __________                                                
                                                                                
     AGENCY EXECUTIVE CODE:  _                                                  
                                                                                
                                                                                
-ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
              PVSC  MAIN  MENU                                             END 
   9085 ENTER ACTION CD, CLASS CD, AGENCY, FISCAL YR, AND EFF START               
        
        
  1. Enter the following key mandatory fields:

    ACTION CODE (Key Mandatory)
    Enter action code.

    S Stop

    AGENCY NUMBER (Key Mandatory)
    Enter your agency number.

    CLASS CODE (Key Mandatory)
    Enter the alphanumeric class code.

    FISCAL YEAR (Key Mandatory)
    Enter the four-digit fiscal year for which the class code is available.

    EFF START DATE (Key Mandatory)
    Enter the stop date of the classification code.

  2. Press Enter.

    The system displays the classification code information. Review the information to be sure the record is the one you want to date-end. The message 9096 – Press F9 to Confirm Stop displays at the bottom of the screen.

  3. Press Enter to confirm stop.

    If successful, HRIS accepts the stop date and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

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How to Set Up or Change Carriers

Action Codes A or C

Perform the following steps to add or change a carrier record on the Reference Higher Education Carrier Table Update screen (Record ID 14).

  1. Enter HC in the OPTION field of the Reference Table 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 RTHC.

  2. Press Enter. The Reference Higher Education Carrier Table Update screen appears.
USER123  F48CRTHC                   HRIS                   MM/DD/YYYY 03:55:12 
      ALT CMD: ____    HIGHER EDUCATION CARRIER TABLE UPDATE       PAGE:       1 
                                                                                
                                                                                
                                                                                
         ACTION CODE: _                  AGENCY NO:                             
                                                                                
         CARRIER NO: ________            PRODUCT TYPE: ____                     
                                                                                
         DEDUCTION CODE: ___             EFFECTIVE START DATE: ______           
                                                                                
         CARRIER NAME: __________________________________________________       
                                                                                
         VENDOR ID: ______________                                              
                                                                                
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
               PVSC  MAIN  MENU  REFR                                       END 
        
        
  1. Enter the following key mandatory fields:

    ACTION CODE (Key Mandatory)
    Enter action code.

    A Add
    C Change

    AGENCY NUMBER (Key Mandatory)
    Enter your agency number.

    CARRIER NUMBER (Key Mandatory)
    Enter the carrier number.

    PRODUCT TYPE (Key Mandatory)
    Enter 457, 403B or ORP.

    DEDUCTION CODE (Key Mandatory)
    Enter the appropriate deduction code.

    ORP Optional Retirement
    401 Texa$aver Retirement (401K)
    403 Tax-Sheltered Annuity
    457 Deferred Compensation

    EFFECTIVE START DATE (Key Mandatory)
    Enter the effective date of the update or change (MMDDYYYY).

  2. Press Enter.

    The system will now accept information in the mandatory fields.

  3. Enter or change data in the following fields:

    CARRIER NAME (Mandatory)
    Enter the carrier name.

    VENDOR ID (Mandatory)
    Enter the 14-digit vendor identification number.

  4. Press Enter to process the information.

    If successful, HRIS accepts the carrier information and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

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How to Stop Carriers

Action Code S

Perform the following steps to stop or date end a carrier record on the Reference Higher Education Carrier Table Update screen (Record ID 14).

  1. Enter HC in the OPTION field of the Reference Table 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 RTHC.

  2. Press Enter. The Reference Higher Education Carrier Table Update screen appears.
USER123  F48CRTHC                   HRIS                   MM/DD/YYYY 03:55:12 
      ALT CMD: ____    HIGHER EDUCATION CARRIER TABLE UPDATE       PAGE:       1 
                                                                                
                                                                                
                                                                                
         ACTION CODE: _                  AGENCY NO:                             
                                                                                
         CARRIER NO: ________            PRODUCT TYPE: ____                     
                                                                                
         DEDUCTION CODE: ___             EFFECTIVE START DATE: ______           
                                                                                
         CARRIER NAME: __________________________________________________       
                                                                                
         VENDOR ID: ______________                                              
                                                                                
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
               PVSC  MAIN  MENU  REFR                                       END 
 1032 ACTION CODE MUST BE "A", "C", OR "D"                                      
        
  1. Enter the following key mandatory fields:

    ACTION CODE (Key Mandatory)
    Enter action code.

    S Stop

    AGENCY NUMBER (Key Mandatory)
    Enter your agency number.

    CARRIER NUMBER (Key Mandatory)
    Enter the carrier number.

    PRODUCT TYPE (Key Mandatory)
    Enter 457, 403B or ORP.

    DEDUCTION CODE (Key Mandatory)
    Enter the appropriate deduction code.

    ORP Optional Retirement
    401 Texa$aver Retirement (401K)
    403 Tax Sheltered Annuity
    457 Deferred Compensation

    EFFECTIVE START DATE (Key Mandatory)
    Enter the stop date for the carrier record.

  2. Press Enter.

    The system displays the carrier record information. Review the information to be sure the record is the one you want to date-end. The message 9096 – Press F9 to Confirm Stop displays at the bottom of the screen.

  3. Press F9 to confirm the stop.

    If successful, HRIS accepts the stop date and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

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HRIS Online System Maintenance Menu Entry Screens

Overview

You will learn how to use the screens that are accessed through the HRIS System Maintenance Menu in this section.

How to Access Screens from the HRIS System Maintenance Menu

After logging on through USAS, perform the following steps to access the HRIS System Maintenance Menu screen.

  1. Enter HRIS and press Enter. The HRIS News screen appears.
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. Press Enter or F3.

    The HRIS Main Menu screen appears.

 HRIS________________________________________________________________           
       USER123  F48CMMSS            HRIS                   MM/DD/YYYY  01:08:03 
       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:  SM                                     
                                                                                
                                                                                
 -ENTER-  -F1- -F2- -F3- -F4-  -F5- -F6- -F7- -F8-  -F9- -F10- -F11- -F12-      
                                                                       END      

        
  1. Enter SM in the ENTER OPTION field and press Enter.

    The HRIS System Maintenance Menu screen appears.

    Note: If you get an error message after typing SM, you have not received security clearance. Contact your security coordinator.

 USER123  F48CSMSM                  HRIS                    MM/DD/YYYY 04:23:03 
     ALT CMD: ____      HRIS SYSTEM MAINTENANCE MENU                           
                                                                               
MENU: SM    OPTION: __                                                         
                                                                               
   OPT              NAME                  OPT              NAME                
   --- ------------------------------     --- ------------------------------   
   TT  MGMT O/R - TRANSACTION TABLE       TP  TINS INTERFACE CORRECTIONS       
   RH  MGMT O/R - REF HE POSITIONS        RC  REASON CODE EDIT MATRIX UPDATE   
   OO  ENTRIES FOR RED-CIRCLED EMPLS      MS  DISPLAY HISTORY OF MERGED SSN    
   JT  MGMT O/R - JOB TABLE               JE  MGMT O/R - JOB_ENTITL TABLE      
   JD  MGMT O/R - JOB_DEDUCTION TBL       ET  MGMT O/R - EMPLOYEE TABLE        
   DE  DELETE EMPLOYEE FROM TABLES        AG  AGENCY TABLE UPDATE              
   AE  MGMT O/R - AGENCY_EMPLOYEE TBL                                          
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
-ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
              PVSC  MAIN                                                   END 

        
  1. Enter the two-letter abbreviation of the screen/record you want to access in the OPTION field.
  2. Press Enter.

    Note: The only SM screen currently available is SMDE.

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How to Delete Employees from All Tables on HRIS Database

Perform the following steps to delete employees from all personnel tables on the HRIS database.

  1. Enter DE in the OPTION field of the HRIS System Maintenance 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 SMDE.

  2. Press Enter. The Employee Purge/Delete Employee From All Applicable Tables screen appears.
USER123  F48CSMDE                HRIS                      MM/DD/YYYY 02:42:58 
      ALT CMD: ____           EMPLOYEE PURGE                                    
                 DELETE EMPLOYEE FROM ALL APPLICABLE TABLES                     
                                                                                
  AGENCY NO:  ___     SSN:  _________
                                                                                
  ----------------------------------------------------------------------------- 
  EMPLOYEE NAME:                                                                
                                                                                
  AGENCY NAME:                                                                  
                                                                                
  AGENCY ADDR:                                                                  
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 -ENTER- -F1-  -F2-  -F3-  -F4-  -F5-  -F6-  -F7-  -F8-  -F9-  -F10- -F11- -F12- 
               PVSC  MAIN  MENU  REFR                    DELT               END 
 9039 PLEASE ENTER AGENCY NUMBER AND SSN 

        
  1. Enter the following key mandatory fields:

    AGENCY NO (Key Mandatory)
    Enter your agency number.

    SSN (Key Mandatory)
    Enter the Social Security number (SSN) of the employee whose records are to be completely deleted from the HRIS database.

    Note: Upon completion of this screen, all data subsequent to any termination transaction will be deleted. If no termination transactions are entered, the employee will be deleted entirely from the system. No data will be stored on the system other than the actual delete transaction, which can be viewed from the inquiry screens.

  2. Press Enter.

    The system will retrieve the employee name, agency name, agency address and reason code originally used to load the employee to the HRIS database.

  3. Verify that the information retrieved by the system corresponds with the SSN you are about to delete.
  4. Press F9 to confirm delete.
  5. Press F6 to confirm transaction.

    If successful, HRIS accepts the employee deletion and the message Process Successfully Completed appears at the bottom-left of the screen. If unsuccessful, an HRIS error message appears at the bottom of the screen. Correct the information as the error message indicates.

    Note: If error message 9106 (Employee Table Must Be Updated Manually) is displayed, contact HRIS personnel to complete the transaction.

    Note: If payroll information has been reported for the SSN to be deleted, HRIS will not allow the "Delete Employee from all Tables" transaction to process. Contact HRIS personnel to complete the transaction.

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