HRIS Reporting Requirements – Higher Education –
Appendix A – Reason Codes and Records

Introduction

This appendix lists all reason codes, record ID numbers and associated records that are reported to HRIS for institutions of higher education.

Part 1: Personnel Reason Codes and Records

For personnel processing, the records are listed by the reason code(s). For each reason code, the table shows all applicable records. Mandatory records must be supplied as defined in the record layouts shown in Appendix B.

Part 2: Payroll Records

Payment Information (Record ID 83), Payment Entitlement (Record ID 85) and Payment Deduction (Record ID 87) records are supplied for all employees receiving payments. At least one Voucher Information record (Record ID 81) is supplied for each type of payroll submitted. Fund Transform or Transfer Information records (Record ID 89) are supplied to report fund transfers on posted data.

Part 3: Classification and Carrier Records

Each employee classification code established internally by the agency or institution has its own Agency Classification Record (Record ID 12). You may use the Position Classification Plan as a guide; however, this is not required. Each tax sheltered annuity carrier number established by the agency or institution has its own Agency 403(b) Carriers Record (Record ID 14). ORP and 457 records are also maintained with this record ID.