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 ADDR2field. - 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:
- Enter HRIS.
- 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 MILITARY 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 MILITARY 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
- 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
- Enter HE in the
ENTER OPTIONfield. - 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
- Enter the two-letter abbreviation of the screen you want to access in the
OPTIONfield. - Press Enter.
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
- Enter ED in the
OPTIONfield of the Personnel Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HEED. - 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
- 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). - 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 NAMEfield, 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 S Spouse of active-duty member H Disabled veteran’s spouse who is primary source of income 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 (
MandatoryorProtected)
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 theEMPL DATA REL INDfield 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 - 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.
- Enter EJ in the
OPTIONfield of the Personnel Update Menu– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HEEJ. - Press Enter. The Employee Job/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.
- 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). - 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 - 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.
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).
- Enter ED in the
OPTIONfield of the Personnel Update Menu– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HEED. - 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
- 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). - 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. TheEMPLOYMENT DATEfield is not available when changing the effective date of reason code 010. - 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.
How to Add Additional Job/Appointments, Salary Actions, Reappointments and Reclassifications
Enter additional job/appointments, reappointments, salary actions or reclassifications using reason codes 900 – 932 on the Employee Job/ Appointment Information screen, HEEJ.
Perform the following steps to complete the Employee Job/Appt Information Screen (Record ID 67)
- Enter EJ in the
OPTIONfield of the Personnel Update Menu– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HEEJ. - Press Enter. The Employee Job/Appt Information screen appears.
USER123 F48CHEEJ HRIS -- HIGHER EDUCATION MM/DD/YYYY 09:29:05
ALT CMD: ____ EMPLOYEE JOB/APPT INFORMATION
AGENCY: ___ SSN: _________ JOB/APPT NO: ___ REASON CODE: ___ EFF DT: ______
-------------------------------------------------------------------------------
EMPL NAME:
REVERSAL IND: _ CAT CODE ATTR: __ CLASS CODE: ________
SALARY ADJ AMT: __________ EEO JOB CAT: _ COMM PCE OFCR: _
PAY CYCLE: _ FLSA IND: _ CNTY CODE: ___
WORKWK BEG DAY: ___ LWOP/FDLP IND: _ JOB/APPT END DT: ______
SALARY SPREAD: ___ JOB/APPT START DT: ______
EMPLOYMENT DT: CONTRACT BASIS: TERMINATION DT:
-ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR END
9125 PLEASE ENTER AGENCY, SSN, JOB/APPT, REASON, AND EFF DATE
- Enter the following key mandatory fields:
AGENCY (
Key Mandatory)
Enter your agency number.SSN (
Key Mandatory)
Enter the employee’s Social Security number without spaces or hyphens.JOB/APPT NO (
Key Mandatory)
Enter a three-digit job/appointment number for the employee.REASON CODE (
Key Mandatory)
Enter appropriate reason code 900 – 932.900 Establish new job/appointment or reappointment 920 Promotion 921 Demotion 922 Reclassification 923 Increase after probationary hiring period 924 Increase after successful completion of certification or advanced degree 925 Merit raise 926 Intra-agency lateral transfer 927 Rate reduction for disciplinary reasons 928 Rate restored after disciplinary reduction 929 Equity, market, or scale adjustment 930 Institutional across-the-board increase 931 Legislatively mandated across-the-board increase (statutory) 932 Multiple salary actions EFF DT (
Key Mandatory)
Enter the effective date of the new job/appointment or reappointment (MMDDYYYY). - Press Enter.
The system will now accept information in the mandatory and available fields.
- Tab past the
REVERSAL INDfield. - Enter the following mandatory and available fields:
Note: Fields are mandatory if this is a new job/appointment; fields are available and will display if the job/appointment already exists.
CAT CODE ATTR (
Mandatory)
The category code attribute describes the subcategory of employee positions.AD Administrative AG Agency Classified FA Faculty – Non-student FE Faculty Equivalent – Non-student HH Hourly LH Line Item (higher education agencies only, not institutions) LC Chancellor (institutions of higher education and Texas State University system only) LP President (institutions of higher education only) PR Professional SG Graduate Assistant/Associate – Student SP Student Resident Physician SR Research Assistant/Associate – Student ST Teaching Assistant/Associate – Student CLASS CODE (
Mandatory)
Enter the classification code for the employee.SALARY ADJ AMT (
Available)
Enter amount of increase/decrease due to salary action.EEO JOB CAT (
Mandatory)
Enter the Equal Employment Opportunity (EEO) job category for the employee.EEO-6 Reporting Institutions:
1* Executive, Administrative, and Managerial 2 Faculty 3 Professional – Non-faculty 4 Secretarial/Clerical 5 Technical/Paraprofessional 6 Skilled Craft Workers 7 Service/Maintenance 8* Administrative (Valid only for UT Components) 9* Managerial (Valid only for UT Components) * The University of Texas system administration requested the separation of values 8 and 9. All UT components must report employees that are considered EEO-JOB-CAT-CODE value 1 (Executive, Administrative and Managerial) as value 1 for the Executive only, value 8 for Administrative only and value 9 for Managerial only. When (EEO reports are produced, employees with values 8 and 9 will be combined with employees in value 1.
COMM PCE OFCR (
Mandatory)
Enter Y (yes) or N (no) to indicate if the employee is a commissioned peace officer.PAY CYCLE (
Mandatory)
Enter the pay cycle for the employee.W Weekly B Biweekly (every two weeks) T Twice a Month M Monthly FLSA IND (
Mandatory)Y Yes, employee is subject to the FLSA N No, employee is not subject to the FLSA CNTY CODE (
Mandatory)001 Anderson 129 Falls 257 Kaufman 385 Real 003 Andrews 131 Fannin 259 Kendall 387 Red River 005 Angelina 133 Fayette 261 Kenedy 389 Reeves 007 Aransas 135 Fisher 263 Kent 391 Refugio 009 Archer 137 Floyd 265 Kerr 393 Roberts 011 Armstrong 139 Foard 267 Kimble 395 Robertson 013 Atascosa 141 Fort Bend 269 King 397 Rockwall 015 Austin 143 Franklin 271 Kinney 399 Runnels 017 Bailey 145 Freestone 273 Kleberg 401 Rusk 019 Bandera 147 Frio 275 Knox 403 Sabine 021 Bastrop 149 Gaines 277 Lamar 405 San Augustine 023 Baylor 151 Galveston 279 Lamb 407 San Jacinto 025 Bee 153 Garza 281 Lampasas 409 San Patricio 027 Bell 155 Gillespie 283 Lasalle 411 San Saba 029 Bexar 157 Glasscock 285 Lavaca 413 Schleicher 031 Blanco 159 Goliad 287 Lee 415 Scurry 033 Borden 161 Gonzales 289 Leon 417 Shackelford 035 Bosque 163 Gray 291 Liberty 419 Shelby 037 Bowie 165 Gaines 293 Limestone 421 Sherman 039 Brazoria 167 Galveston 295 Lipscomb 423 Smith 041 Brazos 169 Garza 297 Live Oak 425 Somervell 043 Brewster 171 Gillespie 299 Llano 427 Starr 045 Briscoe 173 Glasscock 301 Loving 429 Stephens 047 Brooks 175 Goliad 303 Lubbock 431 Sterling 049 Brown 177 Gonzales 305 Lynn 433 Stonewall 051 Burleson 179 Gray 307 McCulloch 435 Sutton 053 Burnet 181 Grayson 309 McLennan 437 Swisher 055 Caldwell 183 Gregg 311 McMullen 439 Tarrant 057 Calhoun 185 Grimes 313 Madison 441 Taylor 059 Callahan 187 Guadalupe 315 Marion 443 Terrell 061 Cameron 189 Hale 317 Martin 445 Terry 063 Camp 191 Hall 319 Mason 447 Throckmorton 065 Carson 193 Hamilton 321 Matagorda 449 Titus 067 Cass 195 Hansford 323 Maverick 451 Tom Green 069 Castro 197 Hardeman 325 Medina 453 Travis 071 Chambers 199 Hardin 327 Menard 455 Trinity 073 Cherokee 201 Harris 329 Midland 457 Tyler 075 Childress 203 Harrison 331 Milam 459 Upshur 077 Clay 205 Hartley 333 Mills 461 Upton 079 Cochran 207 Haskell 335 Mitchell 463 Uvalde 081 Coke 209 Hays 337 Montague 465 ValVerde 083 Coleman 211 Hemphill 339 Montgomery 467 Van Zandt 085 Collin 213 Henderson 341 Moore 469 Victoria 087 Collingsworth 215 Hidalgo 343 Morris 471 Walker 089 Colorado 217 Hill 345 Motley 473 Waller 091 Comal 219 Hockley 347 Nacogdoches 475 Ward 093 Comanche 221 Hood 349 Navarro 477 Washington 095 Concho 223 Hopkins 351 Newton 479 Webb 097 Cooke 225 Houston 353 Nolan 481 Wharton 099 Coryell 227 Howard 355 Nueces 483 Wheeler 101 Cottle 229 Hudspeth 357 Ochiltree 485 Wichita 103 Crane 231 Hunt 359 Oldham 487 Wilbarger 105 Crockett 233 Hutchinson 361 Orange 489 Willacy 107 Crosby 235 Irion 363 Palo Pinto 491 Williamson 109 Culberson 237 Jack 365 Panola 493 Wilson 111 Dallam 239 Jackson 367 Parker 495 Winkler 113 Dallas 241 Jasper 369 Parmer 497 Wise 115 Dawson 243 Jeff Davis 371 Pecos 499 Wood 117 Deaf Smith 245 Jefferson 373 Polk 501 Yoakum 119 Delta 247 Jim Hogg 375 Potter 503 Young 121 Denton 249 Jim Wells 377 Presidio 505 Zapata 123 Dewitt 251 Johnson 379 Raines 507 Zavala 125 Dickens 253 Jones 381 Randall 127 Erath 255 Karnes 383 Reagan WORKWK BEG DAY (
Available)
Enter a workweek beginning day for the employee.MON Monday TUE Tuesday WED Wednesday THU Thursday FRI Friday SAT Saturday SUN Sunday LWOP/FDLP IND (
Available) Indicates current leave without pay (LWOP) or Faculty Development Leave Program (FDLP) status.LWOP valid values are:
M Active military leave W Worker's compensation situations D Disciplinary suspension P Parental leave of absence F Federal Family and Medical Leave Act Y Yes N No FDLP valid values are:
X Yes N No JOB/APPT END DT (
Mandatory)
Enter a job/appointment end date for the employee (not to exceed Aug. 31 of the fiscal year).SALARY SPREAD (
Mandatory or Available)
Indicates the number of months over which the salary is spread. This field is mandatory for employees with category code attributes of FA (faculty) or FE (faculty equivalent). Available for all others.9 Salary is not paid after the job/appointment end date 12 Salary is spread beyond job/appointment end date - Press Enter to process the information.
If successful, HRIS accepts the job information and displays the following message: Process Successfully Completed. If unsuccessful, an HRIS error message appears at the bottom of the Employee Job Information screen.
Correct the information as the error message indicates.
Note: If you receive a warning message when you press Enter, you must press F6 to bypass the warning message and process the job information.
Note: All salary actions using reason codes 923 – 932, excluding 926, require an amount of the actual monthly increase or decrease to be entered in the SALARY ADJ AMT field. Since reason code 926 does not involve a change in the salary rate, there will be no increase or decrease. Salary actions with reason codes 920, 921 and 922 may or may not involve a change in the salary rates, so only report the field value if appropriate.
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.
- Enter EJ in the
OPTIONfield of the Personnel Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HEEJ. - Press Enter. The Employee Job Information screen appears.
USER123 F48CHEEJ HRIS -- HIGHER EDUCATION MM/DD/YYYY 09:29:05
ALT CMD: ____ EMPLOYEE JOB/APPT INFORMATION
AGENCY: ___ SSN: _________ JOB/APPT NO: ___ REASON CODE: ___ EFF DT: ______
-------------------------------------------------------------------------------
EMPL NAME:
REVERSAL IND: _ CAT CODE ATTR: __ CLASS CODE: ________
SALARY ADJ AMT: __________ EEO JOB CAT: _ COMM PCE OFCR: _
PAY CYCLE: _ FLSA IND: _ CNTY CODE: ___
WORKWK BEG DAY: ___ LWOP/FDLP IND: _ JOB/APPT END DT: ______
SALARY SPREAD: ___ JOB/APPT START DT: ______
EMPLOYMENT DT: CONTRACT BASIS: TERMINATION DT:
-ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR END
9125 PLEASE ENTER AGENCY, SSN, JOB/APPT, REASON, AND EFF DATE
- Enter the following key mandatory fields:
AGENCY (
Key Mandatory)
Enter your agency number.SSN (
Key Mandatory)
Enter the employee’s Social Security number without spaces or hyphens.JOB/APPT NO (
Key Mandatory)
Enter 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. - Press Enter.
- Enter Y (yes) in the
REVERSAL INDfield. - 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.
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.
- Enter EJ in the
OPTIONfield of the Personnel Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HEEJ. - Press Enter. The Employee Job/Appt Information screen appears.
USER123 F48CHEEJ HRIS -- HIGHER EDUCATION MM/DD/YYYY 09:29:05
ALT CMD: ____ EMPLOYEE JOB/APPT INFORMATION
AGENCY: ___ SSN: _________ JOB/APPT NO: ___ REASON CODE: 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
- 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). - Press Enter.
- Tab past the
REVERSAL INDfield. - Enter the amount of Institutional Across-the-Board Lump Sum payment into
the
SALARY ADJT AMTfield. - 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.
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.
- Enter EJ in the
OPTIONfield of the Personnel Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HEEJ. - Press Enter. The Employee Job/Appt Information screen appears.
USER123 F48CHEEJ HRIS -- HIGHER EDUCATION MM/DD/YYYY 09:29:05
ALT CMD: ____ EMPLOYEE JOB/APPT INFORMATION
AGENCY: ___ SSN: _________ JOB/APPT NO: ___ REASON CODE: 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
- 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. - Press Enter.
- Enter Y (yes) in the
REVERSAL INDfield. - 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.
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).
- Enter SC in the
OPTIONfield of the Personnel Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HESC. - 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
- Enter the employee’s old SSN in the
OLD SSNfield. - Press Enter.
- Enter the employee’s new SSN in the
NEW SSNfield. - Press Enter.
- 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.
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.
- 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 CMDfield, then enter HEEJ. - Press Enter. The Employee Job/Appt Information screen appears.
USER123 F48CHEEJ HRIS -- HIGHER EDUCATION MM/DD/YYYY 09:29:05
ALT CMD: ____ EMPLOYEE JOB/APPT INFORMATION
AGENCY: ___ SSN: _________ JOB/APPT NO: ___ REASON CODE: ___ EFF DT: ______
-------------------------------------------------------------------------------
EMPL NAME:
REVERSAL IND: _ CAT CODE ATTR: __ CLASS CODE: ________
SALARY ADJ AMT: __________ EEO JOB CAT: _ COMM PCE OFCR: _
PAY CYCLE: _ FLSA IND: _ CNTY CODE: ___
WORKWK BEG DAY: ___ LWOP/FDLP IND: _ JOB/APPT END DT: ______
SALARY SPREAD: ___ JOB/APPT START DT: ______
EMPLOYMENT DT: CONTRACT BASIS: TERMINATION DT:
-ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR END
9125 PLEASE ENTER AGENCY, SSN, JOB/APPT, REASON, AND EFF DATE
- Enter the following key mandatory fields:
AGENCY (
Key Mandatory)
Enter your agency number.SSN (
Key Mandatory)
Enter the employee’s Social Security number without spaces or hyphens.JOB/APPT NO (
Key Mandatory)
Enter a three-digit job/appointment number for the employee.REASON CODE (
Key Mandatory)
Enter 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). - Press Enter.
- 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 - 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.
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.
- Enter EJ in the
OPTIONfield of the Personnel Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HEEJ. - Press Enter. The Employee Job/Appt Information screen appears.
USER123 F48CHEEJ HRIS -- HIGHER EDUCATION MM/DD/YYYY 09:29:05
ALT CMD: ____ EMPLOYEE JOB/APPT INFORMATION
AGENCY: ___ SSN: _________ JOB/APPT NO: ___ REASON CODE: ___ EFF DT: ______
-------------------------------------------------------------------------------
EMPL NAME:
REVERSAL IND: _ CAT CODE ATTR: __ CLASS CODE: ________
SALARY ADJ AMT: __________ EEO JOB CAT: _ COMM PCE OFCR: _
PAY CYCLE: _ FLSA IND: _ CNTY CODE: ___
WORKWK BEG DAY: ___ LWOP/FDLP IND: _ JOB/APPT END DT: ______
SALARY SPREAD: ___ JOB/APPT START DT: ______
EMPLOYMENT DT: CONTRACT BASIS: TERMINATION DT:
-ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN MENU REFR END
9125 PLEASE ENTER AGENCY, SSN, JOB/APPT, REASON, AND EFF DATE
- Enter the following key mandatory fields:
AGENCY (
Key Mandatory)
Enter your agency number.SSN (
Key Mandatory)
Enter the employee’s Social Security number without spaces or hyphens.JOB/APPT NO (
Key Mandatory)
Enter 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. - Press Enter.
- Enter Y (yes) in the
REVERSAL INDfield. - 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.
How to Terminate an Employee
Perform the following steps to enter employee terminations (reason codes 051 – 069) on the Employee Descriptive Information screen.
- Enter ED in the
OPTIONfield of the Personnel Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HEED. - 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
- 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). - 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.
- 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.
How to Reverse a Termination
Perform the following steps to reverse employee terminations (reason codes 051 – 069) on the Employee Descriptive Information screen.
- Enter ED in the
OPTIONfield of the Personnel Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HEED. - 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
- 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. - Press Enter.
- Enter Y (yes) in the
REVERSAL INDfield. - 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.
How to Update Employee Job Information
Perform the following steps to enter updates to the Employee Job/Appt Information screen using reason code 038.
- Enter EJ in the
OPTIONfield of the Personnel Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HEEJ. - Press Enter. The Employee Job 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
- 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). - Press Enter. The system will now accept information in the available fields.
- Enter only the data that is changing in the available fields.
- 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.
How to Update Employee Descriptive Information
Perform the following steps to enter updates to the Employee Descriptive Information screen using reason code 038.
- Enter ED in the
OPTIONfield of the Personnel Update Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter HEED. - 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
- 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). - Press Enter.
The system will now accept information in the available fields.
- Enter only the data that is changing in the available fields.
- 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.
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.
- 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
- 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
- Enter RT in the
ENTER OPTIONfield 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
- Enter the two-letter abbreviation of the screen/record you want to access in
the
OPTIONfield and press Enter.
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).
- Enter HP in the
OPTIONfield 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 CMDfield, then enter RTHP. - 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
- 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.
- Press Enter.
The system will now accept information in the mandatory fields.
- 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. - 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.
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).
- Enter HP in the
OPTIONfield 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 CMDfield, then enter RTHP. - 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
- 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. - 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.
- 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.
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).
- Enter HC in the
OPTIONfield 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 CMDfield, then enter RTHC. - 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
- 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). - Press Enter.
The system will now accept information in the mandatory fields.
- 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. - 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.
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).
- Enter HC in the
OPTIONfield 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 CMDfield, then enter RTHC. - 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"
- 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. - 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.
- 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.
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.
- 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
- 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
- Enter SM in the
ENTER OPTIONfield 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
- Enter the two-letter abbreviation of the screen/record you want to access in
the
OPTIONfield. - Press Enter.
Note: The only SM screen currently available is SMDE.
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.
- Enter DE in the
OPTIONfield 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 CMDfield, then enter SMDE. - 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
- 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.
- 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.
- Verify that the information retrieved by the system corresponds with the SSN you are about to delete.
- Press F9 to confirm delete.
- 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.