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

Part 1: Personnel Reason Codes/Records for Agencies & Institutions of Higher Education

Reason Code Reason Code Description Record ID Record Name
Employee Acquisition Codes
010 Newly hired or rehired employee after a break in service 27 Employee Descriptive Information
015 Interagency transfer in – classified employee moving to an unclassified position 27 Employee Descriptive Information
017 Interagency transfer in – unclassified employee remaining unclassified 27 Employee Descriptive Information
910 Employee moving from non-reported to reported position 27 Employee Descriptive Information
Position Status Change Codes
043 Leave without pay (LWOP) status change 67 Employee Job/Appt Information
044 Faculty Development Leave Program (FDLP) status change 67 Employee Job/Appt Information
900 Establish new job/appointment or reappointment 67 Employee Job/Appt Information
922 Reclassification 67 Employee Job/ Appt Information
926 Intra-agency transfer 67 Employee Job/Appt Information
Salary Action Codes
018 Institutional across-the-board lump sum payment 67 Employee Job/Appt Information
920 Promotion 67 Employee Job/Appt Information
921 Demotion 67 Employee Job/Appt Information
923 Increase after probationary hiring period 67 Employee Job/Appt Information
924 Increase after successful completion of certification or advanced degree 67 Employee Job/Appt Information
925 Merit increase 67 Employee Job/Appt Information
927 Rate reduction for disciplinary reasons 67 Employee Job/Appt Information
928 Rate restored after disciplinary reduction 67 Employee Job/Appt Information
929 Equity, market or scale adjustment 67 Employee Job/Appt Information
930 Institutional across-the-board increase 67 Employee Job/Appt Information
931 Legislatively mandated across-the-board increase 67 Employee Job/Appt Information
932 Multiple salary actions 67 Employee Job/Appt Information
935 One-time merit payment   System generated reason code
939 One-time emergency merit payment   System generated reason code
Termination Codes
051 Inadequate salary 27 Employee Descriptive Information
052 Lack of opportunity for advancement 27 Employee Descriptive Information
053 Dissatisfaction with supervisor or coworkers 27 Employee Descriptive Information
054 Dissatisfaction with travel 27 Employee Descriptive Information
055 Working hours 27 Employee Descriptive Information
056 Dislike/unsuitability for assigned duties 27 Employee Descriptive Information
057 Resignation in lieu of involuntary separation 27 Employee Descriptive Information
058 Personal reasons not related to the job 27 Employee Descriptive Information
059 Reasons unknown 27 Employee Descriptive Information
063 At will termination 27 Employee Descriptive Information
064 Reduction in force 27 Employee Descriptive Information
065 Transfer to a different state agency/institution 27 Employee Descriptive Information
066 End or expiration of contract or grant 27 Employee Descriptive Information
067 Dismissal for cause 27 Employee Descriptive Information
068 Retirement 27 Employee Descriptive Information
069 Death 27 Employee Descriptive Information
Miscellaneous Codes
037 Social Security Number Change 76 Employee SSN Change
038 Employee descriptive and job data maintenance 27 Employee Descriptive Information
    67 Employee Job/Appt Information
099 Conversion to HRIS 27 Employee Descriptive Information
    67 Employee Job/Appt Information
510 Change effective date of new hire 27 Employee Descriptive Information
555 Batch delete 27 Employee Descriptive Information