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Glenn Hegar  ·  Texas Comptroller of Public Accounts

HRIS Reporting Requirements – Higher Education

HRIS Reporting Requirements – Higher Education – Appendix C – Data Field Descriptions, Corresponding Records and Valid Code Values

Introduction

This appendix is an alphabetical list of the data fields used in the HRIS system. The information is presented in a table format for easy reference.

The table’s first column, Field Name & Definition, contains the name of the data field as well as a description of the field’s purpose.

The second column, Record ID, shows the HRIS record(s) on which the field appears and the name of the online screen where the information can be found.

The third column, Code Values, provides a list of the valid values for the data field, or refers you to other documentation for information about the data that should appear in the field.

Field Name & Definition Record ID & Online Screens Code Values
1XM/PBN-AMT
(One Time Merit/Performance Bonus Amount)
The amount of an employee’s one-time merit or performance bonus amount.
67 Employee Job/Appt Information
HEEJ online screen
Displays the amount of an employee’s one-time merit payment or performance bonus as reported on payroll with a 1XM entitlement code.
ACADEMIC-RANK
Describes employees’ academic rank using the institution’s designations. Institutions without standard academic ranks or with designations different from those listed should report all instructional faculty in the category Other. This field is mandatory when FA (faculty) or FE (faculty equivalent) is entered in the CAT-CODE-ATTR field. It is available for all other category codes.
27 Employee Descriptive Information
HEED online screen
1 Professor
2 Associate Professor
3 Assistant Professor
4* Instructor
5* Lecturer
6* Other
*When entering FE (faculty equivalent) in the CAT-CODE-ATTR field, only codes 4, 5 and 6 are allowed.
ACTION-CODE
Describes the type of change to be made to a record.
12 Agency Classifications
14 Agency 403(b), 457 & ORPM Carriers
81 Voucher Information
83 Payment Information
85 Payment Entitlement Information
87 Payment Deduction Information
89 Fund Transfer Information
RTHP, RTHC, PRVE, PRPP, PRPE, PRPD, PRCA and PRFT online screens
A Add: Use this code to add new information to the HRIS database.
C Change: Use this code to change existing HRIS data.
D Delete: Use this code to delete a classification code or carrier number. Action Code D can also be used to delete a payroll record that is not posted.
S Stop: Use this code only on classification code and carrier number records to end them.
ACTUAL-GROSS-PAID
Total gross salary paid to an employee for a pay period. This amount is the sum of the base salary plus any entitlements.
83 Payment Information PRPP online screen
Enter the actual gross for this payment. This amount should be a total of all entitlements reported on the Entitlement Information Record (85 Record ID) or PRPE online screen.
ACTUAL-HRS
(Actual Hours)
Hours relating to a specific function. The actual hours must be entered for payment of overtime, compensatory time and the lump-sum payment of vacation and sick leave hours.
83 Payment Information
PRPP online screen
Enter the number of actual hours for the overtime, compensatory time or lump sum payments.
AGENCY-EXEC-CODE
(Agency Executive Code)
Identifies whether an employee is President or Chancellor.
12 Agency Classifications
RTHP online screen
Values are Y (yes) and N (no).
AGENCY-NO
(Agency Number)
A number that the Comptroller’s office assigns to a state agency for identification and reporting purposes.
10 Header Record
Refer to the Comptroller Manual of Accounts Summary, Volume I, for valid agency numbers.
AGENCY-OBJECT-CODE
An agency-defined number that infers the comptroller object code used to identify a category of expenditures.
85 Payment Entitlement Information
PRPE and PRCA online screens
Agency-defined expenditure codes must be loaded in USAS. They infer the COMP-OBJECT CODE. Use these codes to define the expenditure, regardless of fund source. Report either the AGENCY-OBJECT-CODE or COMP-OBJECT-CODE, but not both.
BATCH-ID-NO
(Batch Identification Number)
A unique number assigned by the agency to a transmittal on the HRIS EFT Specifications form (73-162, Rev. 7-98/6) PDF.
10 Header Row
Enter the batch identification number for the batch.
BRP-ELIG-IND
(Benefit Replacement Pay Indicator)
Indicates whether an employee is eligible to receive benefit replacement pay.
27 Employee Descriptive Information
HEED online screen
N Employee is eligible for Benefit Replacement Pay. (Not leveling)
W* Employee is not eligible for Benefit Replacement Pay. (Without BRP)
*The BRP value Y is not a valid value for institutions/agencies of higher education.
BRP-INCREASE
(Benefit Replacement Pay Increase)
The amount of increase in compensation due to an employee to offset the loss of state-paid Social Security.
27 Employee Descriptive Information
HEED online screen
Enter the BRP increase amount for employees eligible for BRP and who have an N for the BRP Indicator.
BIRTH-DT
(Birth Date)
An employee’s date of birth.
27 Employee Descriptive Information
HEED online screen
MMDDYYYY – Enter the employee’s birthday.

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

CANCEL-TYPE-CODE Payment Table This code is system generated. It identifies the type of transaction that was posted.
X Transferring money “out” and into another job.
T Transferred money “in” to another job.
V Voucher cancellation.
P Partial cancellation
F Full cancellation.
CARRIER-NAME
The name the agency uses to identify an agency-specific 403(b) carrier.
14 Agency 403(b) Carriers
RTHC online screen
Enter the company name of the 403(b) or ORP carrier.
CARRIER-NO
(Carrier Number)
The number assigned to a benefit or defined contribution plan carrier.
14 Carriers, ORP and 457
87 Payment Deduction Information
RTHC, PRPP and PRCA online screens
457 For deferred compensation (457), the Deferred Compensation Section of the Employee’s Retirement System maintains the carrier list. The 8-character carrier number links the carrier number and the product type. For example, the Alliance Fund Services Chemical fund links the carrier number (5000) and the product type (1103), creating an HRIS carrier number of 50001103.
ORP For optional retirement plans (ORP), the Higher Education Coordinating Board assigns/maintains carrier numbers. When adding a new carrier to the list, contact the Coordinating Board for the correct number.
403(b) For 403(b) plans, each agency may continue to assign the carrier number. It must be 1 to 8 characters long.
CAT-CODE-ATTR
(Category Code Attribute)
The code used to describe the subcategory of employee positions.
67 Employee Job/Appt Information
HEEJ online screen

Note: Do not report CAT-CODE-ATTR HH if any other category code also applies to the same appointment.

AD Administrative
AG Agency Classified
FA Faculty – Non-student
FE Faculty Equivalent – Non-student (Texas A&M University system components and UT system components only)
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
(Classification Code)
Identifies a job classification. This number should be identical to the agency classification codes as submitted each fiscal year by each higher education agency or institution on the Agency Classifications record (Record ID 12).
12 Agency Classifications
67 Employee Job/Appt Information
RTHP and HEEJ online screens
Higher education agencies and institutions have been deferred from the Position Classification Act. They establish their own internal classification codes and submit them to HRIS in Record ID 12 each fiscal year.
CLASS-TITLE
(Classification Title)
Job or position name assigned to an agency-defined classification code (for example, 2601 = Chief Fiscal Officer).
12 Agency Classifications
RTHP online screen
Enter the classification title for the class code being reported, up to 60 characters long.
CLASS-TITLE-SHORT
(Classification Title Short)
12 Agency Classifications
RTHP online screen
Enter the short or abbreviated title for the classification code being reported, up to 30 characters long. For example, CFO = Chief Fiscal Officer.
CNTY-CODE
(County Code)
The code that identifies the county in which the employee works.
67 Employee Job/Appt Information
HEEJ online screen
001 Anderson 087 Collingsworth
003 Andrews 089 Colorado
005 Angelina 091 Comal
007 Aransas 093 Comanche
009 Archer 095 Concho
011 Armstrong 097 Cooke
013 Atascosa 099 Coryell
015 Austin 101 Cottle
017 Bailey 103 Crane
019 Bandera 105 Crockett
021 Bastrop 107 Crosby
023 Baylor 109 Culberson
025 Bee 111 Dallam
027 Bell 113 Dallas
029 Bexar 115 Dawson
031 Blanco 117 Deaf Smith
033 Borden 119 Delta
035 Bosque 121 Denton
037 Bowie 123 Dewitt
039 Brazoria 125 Dickens
041 Brazos 127 Dimmitt
043 Brewster 129 Donley
045 Briscoe 131 Duval
047 Brooks 133 Eastland
049 Brown 135 Ector
051 Burleson 137 Edwards
053 Burnet 139 Ellis
055 Caldwell 141 El Paso
057 Calhoun 143 Erath
059 Callahan 145 Falls
061 Cameron 147 Fannin
063 Camp 149 Fayette
065 Carson 151 Fisher
067 Cass 153 Floyd
069 Castro 155 Foard
071 Chambers 157 Fort Bend
073 Cherokee 159 Franklin
075 Childress 161 Freestone
077 Clay 163 Frio
079 Cochran 165 Gaines
081 Coke 167 Galveston
083 Coleman 169 Garza
085 Collin 171 Gillespie
173 Glasscock 259 Kendall
175 Goliad 261 Kenedy
177 Gonzales 263 Kent
179 Gray 265 Kerr
181 Grayson 267 Kimble
183 Gregg 269 King
185 Grimes 271 Kinney
187 Guadalupe 273 Kleberg
189 Hale 275 Knox
191 Hall 277 Lamar
193 Hamilton 279 Lamb
195 Hansford 281 Lampasas
197 Hardeman 283 Lasalle
199 Hardin 285 Lavaca
201 Harris 287 Lee
203 Harrison 289 Leon
205 Hartley 291 Liberty
207 Haskell 293 Limestone
209 Hays 295 Lipscomb
211 Hemphill 297 Live Oak
213 Henderson 299 Llano
215 Hidalgo 301 Loving
217 Hill 303 Lubbock
219 Hockley 305 Lynn
221 Hood 307 McCulloch
223 Hopkins 309 McLennan
225 Houston 311 McMullen
227 Howard 313 Madison
229 Hudspeth 315 Marion
231 Hunt 317 Martin
233 Hutchinson 319 Mason
235 Irion 321 Matagorda
237 Jack 323 Maverick
239 Jackson 325 Medina
241 Jasper 327 Menard
243 Jeff Davis 329 Midland
245 Jefferson 331 Milam
247 Jim Hogg 333 Mills
249 Jim Wells 335 Mitchell
251 Johnson 337 Montague
253 Jones 339 Montgomery
255 Karnes 341 Moore
257 Kaufman 343 Morris
345 Motley 433 Stonewall
347 Nacogdoches 435 Sutton
349 Navarro 437 Swisher
351 Newton 439 Tarrant
353 Nolan 441 Taylor
355 Nueces 443 Terrell
357 Ochiltree 445 Terry
359 Oldham 447 Throckmorton
361 Orange 449 Titus
363 Palo Pinto 451 Tom Green
365 Panola 453 Travis
367 Parker 455 Trinity
369 Parmer 457 Tyler
371 Pecos 459 Upshur
373 Polk 461 Upton
375 Potter 463 Uvalde
377 Presidio 465 Val Verde
379 Raines 467 Van Zandt
381 Randall 469 Victoria
383 Reagan 471 Walker
385 Real 473 Waller
387 Red River 475 Ward
389 Reeves 477 Washington
391 Refugio 479 Webb
393 Roberts 481 Wharton
395 Robertson 483 Wheeler
397 Rockwall 485 Wichita
399 Runnels 487 Wilbarger
401 Rusk 489 Willacy
403 Sabine 491 Williamson
405 San Augustine 493 Wilson
407 San Jacinto 495 Winkler
409 San Patricio 497 Wise
411 San Saba 499 Wood
413 Schleicher 501 Yoakum
415 Scurry 503 Young
417 Shackelford 505 Zapata
419 Shelby 507 Zavala
421 Sherman    
423 Smith *County Code for
Washington D.C. is 760
425 Somervell    
427 Starr    
429 Stephens    
431 Sterling    
COMM-PCE-OFCR
(Commissioned Peace Officer Indicator)
An employee who is recognized as a commissioned peace officer by the Texas Commission on Law Enforcement Officer Standards and Education.
67 Employee Job/Appt Information
HEEJ online screen
Valid code values are Y (yes) and N (no).

Note: The EMP-DATA-REL-INDICATOR (Employee Data Release Indicator) field must be 2 if this field’s value is or ever has been Y.

System will default to 2 if any other value submitted.

COMPTROLLER-OBJECT-CODE
The number used to identify a category of expenditures.
85 Payment Entitlement Information
PRPE and PRCA online screens
Object codes are defined in the Comptroller Manual of Accounts, Volume 1, Section V. Use these codes to define the expenditure, whether from appropriated or unappropriated funds.
CONTRACT-BASIS
This protected field is used to calculate FTEs. It only applies to employees with a Category Code Attribute of FA (faculty) or FE (faculty equivalent).
67 Employee Job/Appt Information
HEEJ online screen
If the job/appointment end date is reported as 9/01 through 5/31, HRIS defaults to a value of 9.

If the job/appointment end date is reported as 9/01 through 8/31, HRIS defaults to a value of 12.
DATA-RELEASE-INDICATORS
Five distinct items of personal information that employees can elect to disclose. Permissible values are Y (Yes) or N (No). These fields replaced the EMPL-DATA-REL-IND field effective Sept. 1, 2012.
27 Employee Descriptive Information
HEED online screen
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

Note: If the employee is or ever has been a commissioned peace officer, all indicators must be N. If not, HRIS will default to N.

DATE OPTION
89 Fund Transfer Information
PRFT online screen
Valid Values:
R If DATE RANGE is selected, then PAY-PERIOD-EFF-DT-START is used to report the pay period effective date for the job from which money is being redistributed. If you are redistributing money over a period of time, you may enter the end date of the period you are covering in PAY-PERIOD-EFF-DT-END. If you wish to redistribute money for one month, leave PAY-PERIOD-EFF-DT-END blank; the system will default to the same date that was entered in PAY-PERIOD-EFF-DT-START, but will redistribute money for that job for all transactions with that pay period start date.
D If DATE-TO-DATE is selected, the definition of PAY-PERIOD-EFF-DT-START and PAY-PERIOD-EFF-DT-END are redefined. The PAY-PERIOD-EFF-DT-START will reflect the pay period effective date for the job the money is transferred “from.” The PAY-PERIOD-EFF-DT-END will reflect the pay period effective date for the job the money is transferred “to.”
Blank field The system will default to R.
DED-ACTUAL-AMT-SIGN
(Deduction Actual Amount Sign)
Determines if the deduction actual amount will be positive or negative.
87 Payment Deduction Information
PRPD and PRCA online screens
+ Positive
Negative
If left blank, the field will default to +. The DED-ACTUAL-AMT-SIGN applies to the entire record.
DED-ACTUAL-AMT
(Deduction Actual Amount Sign)
Determines if the deduction actual amount will be positive or negative.
87 Payment Deduction Information
PRPD and PRCA online screens
Enter the dollar amount of the deduction.
DED-ACTUAL-AMT
(Deduction Actual Amount)
The dollar amount actually withheld from an employee’s salary for a specific deduction. Supplied on payroll records only.
87 Payment Deduction Information
PRPD and PRCA online screens
Enter the dollar amount of the deduction.
DED-ACTUAL-FEE-AMT
(Deduction Actual Fee Amount)
The dollar amount actually withheld from an employee’s salary for fees associated with participation in a state benefit program. Supplied on payroll records only.
87 Payment Deduction Information
PRPD and PRCA online screens
Enter the dollar amount of the fee authorized for certain deductions.
DED-ACTUAL-VID
(Deduction Actual Vendor Identification Number)
Payee identification number assigned to the recipient of a specific deduction by the Texas Identification Number System. Supplied on payroll records only.
87 Payment Deduction Information
PRPD and PRCA online screens
Enter the vendor identification number as required by certain deductions. Refer to the field matrices in Appendix B – “Record Descriptions and Field Entry Tables” for entry requirements for specific deduction codes.
DED-CODE
(Deduction Code)
A code used to identify a deduction, such as FICA or Bonds.
14 Agency 403(b) Carriers, ORP and 457
87 Payment Deduction Information
RTHC, PRPD and PRCA online screens
Deductions are reported only on the Payment Deduction record.

Any deduction not specifically shown should be reported as MSC (Miscellaneous). Examples: parking fees, parking permits, transportation passes, club memberships or recreational sports memberships.
401 Texa$aver (401[k])
403 Tax Sheltered Annuity
457 Deferred Compensation
AWH Additional Withholding
BAN Bankruptcy
BON Bond
CAT 457 Catch-up Deduction
CCD Charitable Contributions
CHI Child Support
CON Contribution for Certain Organizations
CSP College Savings Plan
CUF Credit Union Fees
CUP Credit Union Payment
DBT Assignment, Transfer or Pledge
DEF Deferred salary spread payments (Agency 755 only)
EIC Earned Income Credit
ENG English Proficiency Course
FIC FICA
FIT Federal Income Tax Withholding
FGO Federal Wage Garnishment Orders
INS Insurance
LEV Tax Levy
LOC Local Withholding
LON Loan Repayment (401[k] loans only)
MSC Miscellaneous Deductions
ORD Employee Organization Membership Dues
ORP Optional Retirement
PAR Parking
PRD Recoup Overpayment of Compensation
PRO Texas Protects
SPI Service Purchase Installment
SPM Spousal Maintenance
STA State Withholding
STU Guaranteed Student Loan Repayment
TOB Tobacco User Premium Differential
TPF Texas Tuition Promise Fund
TRB Teacher Retirement System (TRS) Buybacks
TRS TRS Retirement
TTF Texas Tomorrow Fund
DED-PRE-TAX-IND
(Deduction Pre-Tax Indicator)
87 Payment Deduction Information
PRPD online screen
Indicates if the deduction code entered is a pre-tax or post-tax deduction. This field is protected and displays for information purposes.
DED-SEQ-NO
(Deduction Sequence Number)
A number assigned to deductions to differentiate among multiple occurrences of the same deduction code. No restrictions exist on the number of occurrences allowed on any deduction code. If there is only one deduction, the agency must still supply the number. This field is always mandatory.
87 Payment Deduction Information
PRPD and PRCA online screens
Used to differentiate between different occurrences of the same deduction code. This is mandatory even when there is only one occurrence. Enter the deduction sequence number, 001 – 999.
DED-WAGES-AMT
(Deduction Wages Amount)
Employee’s salary amount used to calculate deductions such as FICA and retirement. Supplied on payroll records only.
87 Payment Deduction Information
PRPD and PRCA online screens
Enter the wages amount used to determine certain deductions. Refer to the field matrices in Appendix B – “Record Descriptions and Field Entry Tables” for entry requirements for specific deduction codes.
DIRECT DEP-IND
(Direct Deposit Indicator)
Indicates participation in the state’s direct-deposit (electronic fund transfer) program.
27 Employee Descriptive Information
HEED online screen
Valid code values are Y (yes) and N (no).
EDUCATION-LEVEL
Indicates the education level attained by an employee. Applicable to the University of Texas system and its components only.
27 Employee Descriptive Information
HEED online screen
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
EEO-JOB-CAT
(Equal Employment Opportunity Category Code)
Indicates the EEO job category, such as Faculty, Professional (Non-Faculty), etc.
67 Employee Job/Appt Information
HEEJ online screen
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 (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 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.

Applicable to employees of EEO-4 Reporting – Higher Education Agencies:
C Administrative Support (including clerical and sales)
E Elected Officials
A Officials and Administrators
Q Paraprofessionals
O Elected Officials’ Staff
P Professionals
R Protective Service Workers
M Service/Maintenance
S Skilled Craft Workers
7 Technicians
Applicable to Employees of EEO-1 Reporting – Higher Education Agencies:
1 Officials and Managers
2 Professionals
3 Technicians
4 Sales
5 Office and Clerical
6 Craft Workers (skilled)
7 Operatives (semiskilled)
8 Laborers (unskilled)
9 Service Workers
EFF-DT
(Effective Date)
Date on which a record, transaction or data change becomes effective.
27 Employee Descriptive Information
67 Employee Job/Appt Information
76 Employee SSN Change
HEED, HEEJ and PESC online screens
MMDDYYYY – Enter the effective date of the transaction.
EFF-END-DT
(Effective End Date)
The date through which a deduction or entitlement record is active in conjunction with the end date of the job record. If not provided, this date will default to 08/31 of the fiscal year of the job’s EFF-DT. If Job Number 000 is used, the EFF-END-DT field will default to 12/31/9999.
12 Agency Classifications
14 Agency 403(b) Carriers
RTHP and RTHC online screens
MMDDYYYY – Enter the effective end date of the transaction.
EFF-START-DT
(Effective Start Date)
The date on which an entitlement, deduction or classification record begins.
12 Agency Classifications
14 Agency 403(b) Carriers
RTHP and RTHC online screens
MMDDYYYY – Enter the effective start date of the transaction.
EMPL-FIRST-NAME
(Employee First Name)
Employee’s first name. Data may contain spaces, one hyphen (-) and/or one apostrophe (’). No other special characters are allowed.
27 Employee Descriptive Information
HEED online screen
Enter the employee’s first name, up to 15 letters.
EMPL-INITIAL
(Employee Initial)
Employee’s middle initial.
27 Employee Descriptive Information
HEED online screen
Enter the employee’s middle initial.
EMPL-LAST-NAME
(Employee Last Name)
Employee’s last name. Data may contain spaces, one hyphen (-) and/or one apostrophe (’). No other special characters are allowed.
27 Employee Descriptive Information
HEED online screen
Enter the employee’s last name, up to 35 letters.
EMPL-SEQ-NO
(Employee Sequence Number)
Employee sequence number assigned to a transaction from payment record.
83 Payment Information
PRPP online screen
Enter the employee sequence number. Must be entered in USAS to be used.
EMPL-TYPE
(Employee Type)
Represents an employee in relation to his/her assigned work hours (for example, regular full-time).
27 Employee Descriptive Information
HEED online screen
RF Regular Full-Time
RP Regular Part-Time
TF Temporary Full-Time
TP Temporary Part-Time
EMPLOYMENT-DT
(Employment Date)
Employee’s first day of employment with an agency.
27 Employee Descriptive Information
HEED online screen
Enter the employment date when using the new-hire reason code 910, “Non-reportable moving to reportable status.” Otherwise, this field defaults from the effective date on the employee’s new-hire record and is protected.
EMPLR-MATCH-AMT
(Employer Match Amount)
Represents the employer’s required matching amount of employee deductions, such as FICA.
87 Employee Deduction Information
PRPD and PRCA online screens
Enter the employer match amount for the deduction code FIC.
ENT-ACTUAL-AMT-SIGN
(Entitlement Actual Amount Sign)
Determines if the entitlement amount will be positive or negative.
85 Payment Entitlement Information
PRPE and PRCA online screens
+ Positive
Negative
If left blank, the field will default to +.
ENTITL-ACTUAL-AMT
(Entitlement Code)
Describes an entitlement such as hazardous duty pay, longevity pay, etc. Supplied on payroll records only.
85 Payment Entitlement Information
PRPE and PRCA online screens
Entitlements are reported only on the Payment Entitlement Information record.

Any entitlement not specifically shown should be listed as MSC (miscellaneous). Examples: Automobile parking, education for dependents, club fees, insurance premiums above the state contribution, etc.
1XM One-time merit award
ALP Annual Leave Pay
AWD Award Pay
BSY Base Salary
CAR Car Allowance
CLO Clothing Allowance
CRT Certification/Advanced Degree Pay
CSS Cost of Living Salary Supplement
CTP Compensatory Time Pay
ENR Enrichment
EXP Expense Allowance
EXM Emergency One Time Merit Award
HAZ Hazardous Duty Pay
HLY Hourly (Temporary Hourly only)
HOU Housing Allowance (Including Utilities)
LDP Location Differential Pay
LOG Longevity Pay
MLS Meals
MSC Miscellaneous Entitlement
OCP On Call Pay
OTP Overtime Pay
PRB Performance Bonus
SCH Scholarship Allowance
SDP Specialty Differential Pay
SEV Severance Pay
SHD Shift Hours Differential Pay
SLP Sick Leave Pay
SPA Augmentation/Special Augmentation
SRB Retention Bonus
SSP Student Status Payments (College Work Study/Student Status only)
STI Stipend/Extra Duty Pay
SUP Salary Supplementation*
TOP Teaching Overload
TSK Task (Casual employees only)
Y2K Year 2000 Bonus (Discontinued)
*For Presidents and Chancellors only
ENTITL-SEQ-NO
(Entitlement Sequence Number)
A number assigned to differentiate among occurrences of the same entitlement code. If there is only one entitlement, the agency must still supply the number. This field is always mandatory.
85 Payment Entitlement Information
PRPE and PRCA online screens
Used to differentiate between multiple occurrences of the same entitlement code. This is mandatory even when there is only one occurrence. Enter the entitlement sequence number, 001 – 999.
FISCAL-YR
(Fiscal Year)
The fiscal year in which a record is valid.
12 Agency Classifications
RTHP online screen
81 Voucher Information
PRVE online screen
83 Payment Information
PRPP online screen
85 Payment Entitlement Information
PRPE online screen
87 Payment Deduction Information
PRPD online screen
89 Fund Transfer Information
PRFT and PRCA online screens
Enter the 4-byte fiscal year.
FISCAL-YR-ORIG
(Fiscal Year Original)
The fiscal year of the original payment being adjusted.
83 Payment Information
PRCA online screen
Enter the original fiscal year of the transaction being cancelled or adjusted.
FLSA-IND
(Federal Labor Standards Act Indicator)
Indicates whether the employee is subject to the minimum wage and overtime provisions of the Fair Labor Standards Act.
67 Employee Job/Appt Information
HEEJ online screen
Valid code values are Y (yes) and N (no).
FUND-FROM
Enter if Fund Source is changing. Enter original fund number the money is transferred from.
89 Fund Transfer Information
PRFT online screen
Enter the fund number reported on the original transaction for money being moved into a different fund number on a fund transfer transaction.
FUND-NO
(Fund Number)
This number represents an independent fiscal and accounting entity. Supplied on payroll records only.
83 Payment Information
PRPP and PRCA online screens
0001 General Revenue Fund
0011 Available University Fund
0047 Texas A&M University Available Fund
0225 University of Houston Current Fund & Revised
0226 Pan American University Current Fund
0227 Angelo State University Current Fund
0228 University of Texas at Tyler Current Fund
0229 University of Houston – Clear Lake Current Fund
0230 Corpus Christi State University Current Fund
0231 Laredo State University Current Fund
0232 East Texas State University at Texarkana Current Fund
0233 University of Houston – Victoria Current Fund
0234 Texas A&M University System Administration and General Offices Current Fund
0235 University of Texas at Brownsville Current Fund – Revised
0236 University of Texas System Cancer Center Current Fund
0237 Texas State Technical College System Current Fund – Revised
0238 University of Texas at Dallas Current Fund
0239 Texas Tech University Health Science Center Current Fund
0240 Texas Agricultural Experiment Station Fund
0242 Texas A&M University Current Fund
0243 Tarleton State University Current Fund
0244 University of Texas at Arlington Current Fund
0245 Prairie View A&M University Current Fund
0246 University of Texas Medical Branch at Galveston Current Fund
0247 Texas Southern University Current Fund
0248 University of Texas at Austin Current Fund
0249 University of Texas at San Antonio Current Fund
0250 University of Texas at El Paso Current Fund
0251 University of Texas of the Permian Basin Current Fund
0252 University of Texas Southwest Medical Center Dallas Current Fund
0253 Texas Woman’s University Current Fund
0254 Texas A&I University Current Fund
0255 Texas Tech University Current Fund
0256 Lamar University Beaumont Current Fund
0257 East Texas State University Current Fund
0258 University of North Texas Current Fund
0259 Sam Houston State University Current Fund
0260 Southwest Texas State University Current Fund
0261 Stephen F. Austin State University Current Fund
0262 Sul Ross State University Current Fund
0263 West Texas State University Current Fund
0264 Midwestern University Current Fund
0268 University of Houston Downtown Current Fund
0271 University of Texas Health Science Center Houston Current Fund
0275 Texas A&M University at Galveston Current Fund
0279 University of Texas Health Science Center San Antonio Current Fund
0280 Texas College of Osteopathic Medicine Current Fund
0282 University of Texas Health Science Center Tyler Current Fund
0284 Southwest Collegiate Institute for the Deaf Current Fund
0285 Lamar University Orange Current Fund
0286 Lamar University Port Arthur Current Fund
0810 Permanent Health Fund for Higher Ed
0811 Permanent Endowment Fund – University of Texas Health Science Center San Antonio
0812 Permanent Endowment Fund – University of Texas MD Anderson Cancer Center
0813 Permanent Endowment Fund – University of Texas Southwestern Medical Center at Dallas
0814 Permanent Endowment Fund – University of Texas Medical Branch at Galveston
0815 Permanent Endowment Fund – University of Texas Health Science Center at Houston
0816 Permanent Endowment Fund – University of Texas Health Science Center at Tyler
0817 Permanent Endowment Fund – University of Texas at El Paso
0818 Permanent Endowment Fund – Texas A&M Health Science Center
0819 Permanent Endowment Fund – University of North Texas Health Science Center at Fort Worth
0820 Permanent Endowment Fund – Texas Tech University Health Science Center
0821 Permanent Endowment Fund – Texas Tech University Health Science Center All Other
0822 Permanent Endowment Fund – University of Texas Reg Acad Health Center
1100 Education and General Funds Cash in Bank*
1200 Designated, Services Departments, Revolving Funds
1300 Auxiliary Enterprises
2100 Restricted Funds
3100 Loan Funds
4100 Endowment and Similar Funds
5100 Annuity and Life Income Funds
5040 Tobacco Settlement
6100 Plant Funds – Unexpended
6200 Plant Funds – Renewals and Replacements
6300 Plant Funds – Retirement of Indebtedness
6400 Plant Funds – Investment in Plant
7100 Agency Funds
* When reports are generated that require all Education and General (E&G) funds, totals for code values equal to or less than 1100 will be accumulated.
FUND-TO
Enter new fund number(s) the money is being transferred to.
89 Fund Transfer Information
PRFT online screen
Enter the fund number the money is being moved to on a fund transfer transaction.
HRS-TYPE
(Hours Type)
Type of hours associated with a payment. ACTUAL-HRS must be reported with HRS-TYPE. Supplied on payroll records only. You must report ACTUAL-HRS with HRS-TYPE.
83 Payment Information
PRPP online screen
AL Lump-Sum Annual Leave
CT Compensatory Hours
OT Overtime Hours
SL Lump-Sum Sick Leave
This field is used in conjunction with the ACTUAL-HOURS field.
JOB/APPT-END-DT
(Job/Appointment End Date)
The date through which a job/appointment is active. This date may be earlier than or equal to 08/31 of the fiscal year of the job/appointment start date. The job/appointment end date may be different from the effective end date because the effective end date will always default to 08/31. The job/appointment end date is defined by the actual time frame during which the employee is assigned to work.
67 Employee Job/Appt Information
HEEJ online screen
MMDDYYYY – Enter the end date of the job/appointment.
JOB/APPT-START-DT
(Job/Appointment Start Date)
The date an employee starts a job/appointment. This date defaults from the effective date for reason codes 900 and 920-932 if it is being used to set up initial job. This date is only reported on Reason Code 099 job records.
67 Employee Job/Appt Information
HEEJ online screen
MMDDYYYY – Enter the start date of the job/appointment.
DIRECT DEP-IND
(Direct Deposit Indicator)
Indicates participation in the state’s direct-deposit (electronic fund transfer) program.
27 Employee Descriptive Information
HEED online screen
Valid code values are Y (yes) and N (no).
JOB/APPT-NO
(Job/Appointment Number)
A number that identifies a particular appointment within an agency. This number is used to track multiple jobs. It is a mandatory field and must be numeric. Each job number may only be used once per SSN for an entire fiscal year but may be reused each subsequent fiscal year or if a job is reversed or an employee terminates and is rehired. The assigned order does not have to be sequential.
67 Employee Job/Appt Information
83 Payment Information
85 Payment Entitlement Information
87 Payment Deduction Information
HEEJ, PRPP, PRPE, PRPD and PRCA online screens
Valid values are 001 – 999.

Note: 000 may only be used to pay entitlement codes TSK, SSP, HLY and OTP, when the PAY TRANS TYPE is TP.

JOB-NO-FROM
(Job Number From)
The original job number for the money that is being redistributed.
89 Fund Transfer Information
PRFT online screen
Enter the Job/Appointment number reported on the original transaction on a fund transfer transaction.
JOB-NO-TO
(Job Number To)
Enter the new job number(s) to which the money is being transferred.
89 Fund Transfer Information
PRFT online screen
Enter the fund number the money is being moved to on a fund transfer transaction.

Note: If you are redistributing money between different fund sources and the job number does not change, enter the current job number in both “from” and “to” positions.

LINE-NO
(Line Number)
A unique number assigned to a warrant within a voucher. Supplied on payroll records only.
83 Payment Information
85 Payment Entitlement Information
87 Payment Deduction Information
PRPP, PRPE, PRPD and PRCA online screens
Enter the distribution line number for the payroll transaction.
LOCAL-FUND-IND
(Local Fund Indicator)
Indicates whether a payment is made from non-appropriated funds. Supplied on payroll records only.
81 Voucher Information
PRVE online screen
Valid code values are Y (yes) and N (no).
LWOP/FDLP-IND
(Leave Without Pay/Faculty Development Leave Plan Indicator)
Indicates current Leave Without Pay (LWOP) or Faculty Development Leave Program (FDLP) status.
67 Employee Job/Appt Information
HEEJ online screen
Used in conjunction with reason code 043.

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
Used in conjunction with reason code 044.

FDLP valid values are:
X Yes
N No
MAILING-ADDR-1
(Mailing Address 1)
An employee’s primary mailing address. Abbreviations are allowed.
27 Employee Descriptive Information
HEEJ online screen
Enter the employee’s mailing address, up to 25 characters.
MAILING-ADDR-2
(Mailing Address 2)
An additional line available for address information. Abbreviations are allowed.
27 Employee Descriptive Information
HEEJ online screen
Enter additional information for employee’s mailing address, up to 25 characters.
MAILING-CITY
City of an employee’s mailing address.
27 Employee Descriptive Information
HEEJ online screen
Enter the city of the employee’s mailing address, up to 28 characters.
MAILING-STATE
State of an employee’s mailing address.
27 Employee Descriptive Information
HEEJ online screen
Enter the two-letter abbreviation for the state of the employee’s mailing address.

Note: If the employee’s address is outside the United States, use the institution’s address.

MAILING-ZIP
Zip code of an employee’s mailing address.
27 Employee Descriptive Information
HEEJ online screen
Enter the five to nine digit ZIP code of the employee’s mailing address.
MAX-INST-SALARY
(Maximum Institutional Salary)
A protected field that will default to $9,999,999.99.
12 Agency Classifications
RTHP online screen
Do not enter information in this protected field.
MIN-INST-SALARY
(Minimum Institutional Salary)
A protected field that defaults to $1.00.
12 Agency Classifications
RTHP online screen
Do not enter information in this protected field.
NEW-SSN
(New Social Security number)
New Social Security number in an SSN change transaction.
76 Employee SSN Change
PESC online screen
Enter the employee’s new or corrected Social Security number.
NON-RES-ALIEN-IND
(Non-Resident Alien Indicator)
A non-resident alien is a person who is not a citizen or national of the U.S. and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely.
27 Employee Descriptive Information
HEED online screen
Valid values are Y (yes) and N (no).
OTHER-PREM-CONTR-AMT
(Other Premium Contribution Amount)
Added amount paid by the employer on the employee’s behalf toward a deduction.
87 Payment Deduction Information
PRPD online screen
This field is not currently used but is being retained for use in the future.
PAY-AMT
(Payment Amount)
Amount of a warrant or direct deposit payment. Supplied on payroll records only.
83 Payment Information
PRPP and PRCA online screens
Enter the dollar amount of the employee’s net pay.
PAY-AMT-SIGN
(Payment Amount Sign)
Determines if the pay amount will be positive, negative or zero.
83 Payment Information
PRPP and PRCA online screens
+ Positive
Negative
Z Zero
If left blank, the field will default to +.
PAY-CANCEL-DT
(Payment Cancellation Date)
Effective date of a warrant cancellation, direct deposit reversal action, refund or adjustment. Supplied on payroll records only.
83 Payment Information
PRPP and PRCA online screens
MMDDYYYY – Enter the effective date of the cancellation.
PAY-CYCLE
(Payment Cycle)
The frequency of an employee’s regular pay.
67 Employee Job/Appt Information
HEEJ online screen
W Weekly
B Biweekly (every two weeks)
T Twice a Month
M Monthly
PAY-EMPL-SEQ-NO
(Payment Employee Sequence Number)
An employee sequence number assigned to a transaction in the payment record. This is the INVOICE DESCRIPTION field used by USAS. Supplied on payroll records only.
83 Payment Information
PRPP and PRCA online screens
Enter the employee sequence number if applicable.
PAY-END-DATE
(Payment End Date)
Last day of a payment period included on a voucher. Supplied on payroll records only.
81 Voucher Information
PRVE online screen
MMDDYYYY – Enter the last day of the payment period for the payroll being reported.
PAY-NO
(Payment Number)
A unique number for payroll records within a voucher that have the same AGENCY NO, AGENCY VOUCHER NO, PAY PERIOD EFF DATE, SSN, JOB/APPT NO and PAY TRANS TYPE. SUPPLIED on payroll records only.
83 Payment Information
85 Payment Entitlement Information
87 Payment Deduction Information
PRPP, PRPE, PRPD and PRCA online screens
Enter the payment number assigned to the payroll record.
PAY-EFF-DT
(Pay Period Effective Date)
The beginning date of the pay period for which a payment is effective. Payment may be for the current period or a prior period adjustment. Supplied on payroll records only.
83 Payment Information
85 Payment Entitlement Information
87 Payment Deduction Information
PRPP, PRPE, PRPD and PRCA online screens
MMDDYYYY – Enter the first day of the pay period for the payroll transaction being reported.
PAY-RAISE-ELIG-IND
(Pay Raise Eligibility Indicator)
Indicates if an employee has the required service time to be eligible for the legislatively mandated pay increase effective 9/01/2001.
27 Employee Descriptive Information
HEED online screen

Display only on HEEJ online screen
A Indicates an employee was eligible for the legislatively mandated pay increase beginning in Sept. 2001. Faculty and faculty equivalent employees were not eligible for the pay increase but could still have an “A” because of their time in service.
N Indicates an employee is not eligible for the 9/01/2001 pay increase.
PAY-TRANS-TYPE
(Payment Transaction Type)
Indicates the payment transaction type in the payment detail. Supplied on payroll records only.
83 Payment Information
85 Payment Entitlement Information
87 Payment Deduction Information
PRPP, PRPE, PRPD and PRCA online screens
CA Cancellation Adjustment – Cancellation of an employee’s entire warrant/direct deposit.
DA Deduction Adjustment – Adjustment of a deduction that was either overpaid or underpaid.
DR Deduction Refund – Refund of an amount that was overpaid to a specific deduction.
LS Lump Sum Payment – A lump sum payment of accumulated annual leave upon employee termination, or a lump sum payment for half of accumulated sick leave or for 336 hours, whichever is less, upon the death of an employee.
OP Overtime Payment – Payment for hours worked in addition to regular work hours for an employee who is subject to the Fair Labor Standards Act (FLSA).
PA Payment Adjustment – Cancellation of an employee’s net pay and specific deductions or net pay only.
RP Regular Payment – Payment for regular work hours.
SP Supplemental Payment – Payment of an amount that was not included in the regular monthly payroll, a one-time payment for work performed in addition to an employee’s regular job, or a one-time merit payment (1XM entitlement).
TP Task/Temporary Payment – Payment for non-reportable employees, college work study and student status employees.
SS Salary Spread Payment – Payment made after the expiration of a nine-month contract for employees who elect to have their salary spread over 12 months.
AS Adjusted Salary Spread – If the Job-Appt is extended beyond the original nine month contract and the salary held in reserve is now paid while the Job Appt is active, then report the reserve salary as an “adjusted” salary spread payment.
CE Correcting Entry – Correction of a clerical error on the Payment Information or Payment Deduction.
PAYMENT-DATE
The date a warrant is issued or a direct deposit is effective. Supplied on payroll records only.
81 Voucher Information
PRVE online screen
MMDDYYYY – Enter the date the payroll is actually paid to the employee, either through check or direct deposit.
PAYROLL-TYPE
Denotes the type of payroll processed. Supplied on payroll records only.
81 Voucher Information
PRVE online screen
WKL Weekly – Regular
BIW Biweekly (every two weeks) – Regular
TWM Twice Monthly – Regular
MON Monthly – Regular
LUM Lump-Sum Payments
OTP Overtime Payments
SUP Supplemental
PCA-CD-FROM
(Program Cost Account Code From)
If fund source is changing and PCA was reported on original transaction, report that PCA number in this position.
89 Fund Transfer Information
PRFT online screen
Enter the PCA code reported on the original transaction when money is being transferred to a different PCA.
PCA-CD-TO
(Program Cost Account Code To)
Report new PCA number here.
89 Fund Transfer Information
PRFT online screen
Enter the PCA code the money is being transferred to.

Note: If “PCA from” was entered, this field becomes mandatory.

PCT-TIME
(Percent Time)
The percentage of time actually worked in a pay period for the job/assignment. HRIS audits all payroll transactions and requires percent time to be reported on all payments of entitlement codes BSY, SSP, HLY and OTP. Do not report for entitlement code TSK or where PAY-TRANS-TYPE is SS, AS or LS.
83 Payment Information
PRPP and PRCA online screens
Enter the percent time for this payment.
PP-EFF-DT-END
(Pay Period Effective Date End)
This field is used in conjunction with the DATE OPTION field. Do not cross fiscal years.
89 Fund Transfer Information
PRFT online screen
MMDDYYYY – Enter the end date of the pay period for fund transfers based on the DATE OPTION field:
R This field will be the end date for the pay period in which you are redistributing money.
D This field will be the effective end date of the job the money is being distributed to.
PP-EFF-DT-START
(Pay Period Effective Date Start) This field is used in conjunction with the DATE OPTION field. Do not cross fiscal years.
89 Fund Transfer Information
PRFT online screen
MMDDYYYY – Enter the start date of the pay period for fund transfers based on the DATE OPTION field:
R This field will be the start date for the pay period in which you are redistributing money.
D This field will be the effective start date of the job the money is being distributed to.
PREVIOUS-SSN
(Previous Social Security number)
Previous Social Security number in SSN change transaction.
76 Employee SSN Change
PESC online screen
Enter the employee’s old or incorrect social security umber on an SSN change transaction.
PROC-REQ INDICATOR
(Process Required Indicator)
Indicates possible corrective action necessary for a voucher to post to the permanent tables.
ISPT Online Screen
N No errors – Not Posted
Y In balance and ready to post
U Outstanding USAS problems
H Outstanding personnel problems
B Outstanding USAS and personnel problems
R Rejects or pending errors
P Posted
PRODUCT-TYPE
Part of the carrier number for Deduction Code 457. Identifies the specific product offered by the vendor
14 Higher Education Carrier Table Update
RTHC online screen
Enter the product type for the 457 Deduction Code only. Leave blank when the Deduction Code is 403 or ORP.
PROGRAM-COST-ACCOUNT
(PCA)
A transaction-entry level element that is used to update the USAS Strategic Structure. The program cost account can also be used to automatically call up various data elements of a transaction, such as appropriation number, fund, index, grant number and phase, project number and phase, NACUBO function, NACUBO subfund, etc. This reduces the amount of manual data entry necessary.
85 Payment Entitlement Information
PRPE and PRCA online screens
Enter the PCA Code when the Fund Number is not reported on the Payment Information Record (83 Record ID) or PRPP online screen.
RACE
Identifies the employee’s race.
27 Employee Descriptive Information
HEED online screen
I American Indian or Alaskan Native
A Asian or Pacific Islander
B Black
H Hispanic
W White
O Race/Ethnicity Unknown
REASON-CODE
A code assigned by HRIS to identify a personnel action such as a new hire, transfer or termination.
27 Employee Descriptive Information
67 Employee Job/Appt Information
76 Employee SSN Change
Employee Acquisition Codes
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
Position Status Change Codes (Within the Same Agency)
043 Leave without pay (LWOP) status change (used to put on and take off LWOP)
044 Faculty Development Leave Program (FDLP) status change (used to put on and take off FDLP)
900 Establish new job/appointment or reappointment
922 Reclassification
926 Intra-agency lateral transfer
Salary Action Codes
018 Institutional across-the-board lump sum payment
920 Promotion
921 Demotion
923 Increase after probationary hiring period
924 Increase after successful completion of certification or advanced degree
925 Merit raise
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
935 One-time merit payment. System generated reason code effective on the payment date of a 1XM entitlement record reported to payroll.
939 One-time emergency merit payment. System generated reason code effective on the payment date of an EXM entitlement record reported to payroll.
Termination Codes
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
Miscellaneous
037 Social Security number change
038 Employee descriptive and job data maintenance
099 Conversion to HRIS – all employees
510 Change effective date of acquisition codes other than 099
555 Employee delete
RECORD-COUNT
The number of records in the data set provided by the agency. This is contained on the electronic file transfer in the header record which precedes personnel or payroll data.
10 Header Record
Enter the count of records in the batch being submitted. Do not include the batch header record in the count.
RECORD-ID
(Record Identification)
An identification number associated with each record type.
See the code values in the next column.
10 Header Record
12 Agency Classifications
14 Agency 403(b) Carriers
27 Employee Descriptive Information
67 Employee Job/Appt Information
76 Employee SSN Change
81 Voucher Information
83 Payment Information
85 Payment Entitlement Information
87 Payment Deduction Information
89 Fund Transfer Information
REVERSAL-IND
(Reversal Indicator)
Indicates that a transaction is being reversed due to an error. This applies only to reason codes 018, 043, 044, 051-069, 510, 900, 910 and 920 – 932.
27 Employee Descriptive Information
67 Employee Job/Appt Information
HEED and HEEJ online screens
The only valid value is Y (yes).
SALARY-ADJUSTMENT-AMT
(Salary Adjustment Amount)
Amount of monthly increase/decrease due to salary action.
67 Employee Job/Appt Information
HEEJ online screen
Enter the dollar amount of the monthly salary adjustment for certain salary action reason codes.

Note: This must be a monthly amount.

SALARY/HOURLY
Display field indicating an employee’s salary base or hourly rate.
Display only on ISAP only screen. Displays the monthly salary base or hourly rate for an employee’s job record. Not applicable for Higher Education.
SALARY-SPREAD
The number of months over which an employee elects to have his or her compensation disbursed. This field is mandatory for employees with a Category-Code-Attribute of FA (faculty) or FE (faculty equivalent) and available for non-faculty. This field is used to verify that a payment being paid beyond a job/appointment end date is valid.
67 Employee Job/Appt Information
HEEJ online screen
The only allowable values are 9 and 12.

When the contract basis for an employee with a category code of FA or FE is 9, the SALARY-SPREAD CODE field defaults to 9 unless a value of 12 is reported.

When the contract basis is 12, the SALARY-SPREAD CODE field defaults to 12.
SAL/RATE-ADJ
(Salary/Rate Adjustment Amount)
The amount that the salary base or hourly rate changes.
Display only on ISAP online screen. Displays the salary adjustment amount from a salary action.
SEQ-NO
(Sequence Number)
A number assigned to differentiate between multiple occurrences within the same “From” job. If only one occurrence, the agency must still supply the number.
89 Fund Transfer Information
PRFT online screen
Valid values 001 – 999.
SEX
Indicates the employee’s sex.
27 Employee Descriptive Information
HEED online screen
Valid code values are M (male) or F (female).
SSN
(Social Security number)
27 Employee Descriptive Information
67 Employee Job/Appt Information
76 Employee SSN Change
83 Payment Information
85 Payment Entitlement Information
87 Payment Deduction Information
89 Fund Transfer Information
HEED, HEEJ, PRPP, PRPE, PRPD, PRFT and PRCA online screens
Enter the employee’s Social Security number.
STA-CONTR-AMT
(State Contribution Amount)
This field was replaced by BRP.
87 Payment Deduction Information
PRPD online screen
This field is not currently used.
STAT-ATTR-CD
(Status Attribute Code)
Represents a sub-category of the employee’s status.
27 Employee Descriptive Information
HEED online screen
Enter A if the employee is a return to work retiree (re-employed annuitant). All other values will default as applicable.
TEMP-SSN-IND
(Temporary Social Security number Indicator)
Indicates whether an employee has been assigned a temporary SSN. When the temporary SSN is replaced by a permanent SSN via an SSN change transaction, the indicator is automatically updated to N.
27 Employee Descriptive Information
HEED online screen
Valid code values are Y (yes) and N (no).
TENURE-STATUS
Describes an employee’s tenure status using the institution’s criteria or requirements for tenure. This field is mandatory when FA (faculty) or FE (faculty equivalent) is entered in the CAT-CODE-ATTR field.
27 Employee Descriptive Information
HEED online screen
Y Faculty with Tenure
N Non-Tenure (Not on Tenure Track)
T Non-Tenure (On Tenure Track)

Note: When reporting tenure status, use the institution’s requirements.

TERMINATION-DT
(Termination Date)
The effective date of an employee’s termination
27 Employee Descriptive Information
HEED online screen
This field defaults from the effective date of termination transaction. HRIS considers the termination effective at the end of the work day.
TRANSFER-PERCENT
Enter the percentage of money being transferred
89 Fund Transfer Information
PRFT online screen
Enter the percentage of the original gross payment being transferred on a fund transfer transaction.
TRANS-TYPE-ORIG
(Transaction Type Original)
The payment transaction type of the original payment being adjusted.
83 Payment Information
PRCA online screen
LS Lump Sum Payment – A lump sum payment of accumulated annual leave upon employee termination, or a lump sum payment for half of accumulated sick leave or for 336 hours, whichever is less, upon the death of an employee.
OP Overtime Payment – Payment for hours worked in addition to regular work hours for an employee who is subject to the Fair Labor Standards Act (FLSA).
RP Regular Payment – Payment for regular work hours or a one-time payment for work performed in addition to an employee’s regular job.
SP Supplemental Payment – Payment of an amount that was not included in the regular monthly payroll or a one-time payment for work performed in addition to an employee’s regular job.
TP Task/Temporary Payment – Payment for non-reportable employees, college work study and student status employees. Must use job no. 000 for a task payment.
SS Salary Spread Payment – Payment made after the expiration of a nine-month contract for employees who elect to have their salary spread over 12 months.
AS Adjusted Salary Spread – If JOB-APPT is extended beyond the original nine month contract and the salary held in reserve is now paid while the JOB-APPT is active, then report the reserve
TRANSFER-AGENCY-FR
(Transfer Agency From)
When an employee is transferred, this is the agency number the employee is transferring from.
27 Employee Descriptive Information
HEED online screen
Enter the agency number the employee is transferring from. The losing agency must enter a reason code 065 as the termination code when transferring the employee to a new agency, and there can be no break in service when hiring the employee at the receiving agency.
TRANSFER-AGENCY-TO
When an employee is transferred, this is the agency number the employee is transferring to.
27 Employee Descriptive Information
HEED online screen
Enter the agency number the employee is transferring to. Use reason code 065 to terminate an employee who is a direct transfer to another institution or agency without a break in service.
UNIT-NUMBER
Designates the agency number of an administrative location for a system employee. The unit number is used for reporting purposes. Access to this field must be requested through the USPS/HRIS Statewide Reporting Section.
27 Employee Descriptive Information
HEED online screen
Enter the unit number.
VENDOR-ID
(Vendor Identification Number)
Payee identification number. This 14-digit number is assigned by the Texas Identification Number System and is used for unique identification of each payee issued a state warrant.
14 Higher Education Carrier Table Update
RTHC online screen
An optional field on the 14 record that can be entered on the Carrier Table/RTHC Screen.
VETERAN-IND
(Veteran Indicator)
Indicates an employee’s veteran status and veteran preference.
27 Employee Descriptive Information
HEED online screen
V Veteran preference
W A veteran’s surviving spouse who has not remarried
O Orphan of veteran who was killed while on active duty
U Unknown
Y Yes
N No
VOUCHER-AMT
(Voucher Amount)
The total of the individual actual gross paid for a particular voucher, including employer matching amounts for FICA. Supplied on payroll records only.
81 Voucher Information
PRVE online screen
Enter the gross amount for all entitlements included on a voucher, plus the employer match amounts from the FIC deduction codes.
VOUCHER-NBR-PAYMENTS
(Voucher Number of Payments)
The number of payment records in the voucher.
81 Voucher Information
PRVE online screen
Enter the number of Payment Information records (83 Record ID) for the voucher.
VOUCHER-NO-AGENCY
(Voucher Number Agency)
The voucher number that the agency assigns. This number can be used only once per fiscal year. Supplied on payroll records only. The field is alpha-numeric and left justified, with spaces to the right.
81 Voucher Information
83 Payment Information
85 Payment Entitlement Information
87 Payment Deduction Information
PRVE, PRPP, PRPE, PRPD and PRCA online screens
89 Fund Transfer Information
PRFT online screen
Enter the agency-assigned voucher number. The voucher number must be unique for the fiscal year.
VOUCHER-NO-ORIG
(Voucher Number Original)
Identifies the original voucher on which a cancellation, reversal, refund, adjustment or correcting entry action is based. Supplied on payroll records only.
83 Payment Information
PRPP and PRCA online screens
Enter the voucher number from the original payment that is being cancelled or adjusted.
VOUCHER-TRANS-CODE
(Voucher Transaction Code)
A code value assigned to a payroll voucher that defines the type of payroll submitted. Supplied on payroll records only.
81 Voucher Information
PRVE online screen
022 Regular Payroll
023 Supplemental Payroll
031 Voucher Cancellation
050 Deposits of Receipts
089 Fund Transfer Information
092 Warrant Issue, Reimbursement
Blank Leave blank for local payrolls
WORKWK-BEGIN-DAY
(Workweek Begin Day)
Indicates the first day of an employee’s scheduled work week or work cycle for Fair Labor Standards Act (FLSA) purposes. The FLSA work week is a regular recurring period of 168 hours in seven consecutive 24-hour periods.
67 Employee Job/Appt Information
HEEJ online screen
Mon Monday
Tue Tuesday
Wed Wednesday
Thu Thursday
Fri Friday
Sat Saturday
Sun Sunday
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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