Skip to content
Breadcrumbs

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.

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

Part 2: Payroll Records for Agencies & Institutions of Higher Education

Description Record ID Number Record Name
Payroll Voucher 81 Voucher Information
Employee Payment (net) 83 Payment Information
Employee Payment Entitlement (gross) 85 Payment Entitlement Information
Employee Payment Deduction 87 Payment Deduction Information
Fund Transfer 89 Fund Transfer Information

Part 3: Classification and Carrier Records for Agencies – Institutions of Higher Education

The following input records allow the agency or institution to maintain tables of agency-defined values. As changes are made to the agency-defined values, these records are updated through maintenance transactions submitted by each agency or institution.

Description Record ID Number Record Name
Agency or Institution Classification Information 12 Agency Classifications
Agency or Institution 403(b), 457 and ORP Carriers 14 Agency 403(b), 457 and ORP Carriers