HRIS Reporting Requirements – Higher Education –
Chapter 2 – Reporting Personnel and Payroll Data
How are Personnel and Payroll Data Reported?
Personnel and payroll data are reported to HRIS on personnel and payroll records. These records provide a standard format for entering an agency’s data into the HRIS database.
Personnel Records
HRIS provides the following personnel records for submitting your agency’s or institution’s personnel data:
| Record ID | Record Name |
|---|---|
| 10 | Header Record |
| 12 | Agency Classifications |
| 14 | Agency 403(b), ORP and 457 Carriers |
| 27 | Employee Descriptive Information |
| 67 | Employee Job/Appt Information |
| 76 | Employee SSN Change |
Payroll Records
HRIS provides the following payroll records for submitting your agency’s or institution’s payroll data:
| Record ID | Record Name |
|---|---|
| 81 | Voucher Information |
| 83 | Payment Information |
| 85 | Payment Entitlement Information |
| 87 | Payment Deduction Information |
| 89 | Fund Transfer |
What are Personnel and Payroll Transactions?
A personnel or payroll transaction is any addition, deletion or change made to personnel or payroll data in the HRIS database.
What are Reason Codes?
A reason code is a three-digit number used to perform a personnel transaction. For example, Reason Code 010 is entered on a personnel record to hire a new employee. Other reason codes are used to perform personnel transactions, such as moving an employee from one position to another, changing an employee’s Social Security number and giving an employee a promotion.
Appendix A – “Reason Codes and Records” provides a complete list of reason codes, a brief description and personnel records used to perform transactions.
Throughout this manual, the word transaction is used interchangeably with reason code. For example, “reversing a transaction” means the same as “reversing a reason code.”
What Types of Data Fields Are on a Record?
A personnel or payroll record is made up of data fields. These fields indicate employee data that must be entered to process the record and store it in the HRIS database. For example, the personnel record called Employee SSN Change (Record ID 76) contains five fields that must be completed before HRIS will process the record and store the new Social Security number in the database.
There are four categories of data fields for each personnel or payroll record:
- Key mandatory fields
- Available fields
- Mandatory fields
- Protected fields
Key Mandatory Fields
A record’s key mandatory fields are the fields that, when combined, distinguish it from any other record. For example, the key mandatory fields in the Employee Descriptive Information Record (Record ID 27) are RECORD-ID, SSN and EFF-DATE. The data within these three fields is the only data needed to distinguish one 27 record from all other 27 records. You must enter data in these fields to complete any type of transaction. If you do not, the system will reject the record during processing.
Mandatory Fields
A record’s mandatory fields must be completed before a record will process. For example, when completing an employee new hire record, the EMPLOYEE-LAST NAME field is mandatory. HRIS will not process the record when the field is blank.
Available Fields
A record’s available fields are used if a specific transaction requires additional information. For example, if an employee’s address is longer than the space available in the ADDR1 field, ADDR2 is available.
Protected Fields
Protected fields are fields in which information cannot be entered. If information is entered in one of these fields, the system will generate a warning message to inform you of the error.
How are Records Used to Enter Transactions
The procedure below explains how to determine which records to use to enter transactions into HRIS.
Action
- Use Appendix A – “Reason Codes and Records” to identify the mandatory records that must be completed for the appropriate reason code.
- Use Appendix B – “Record Descriptions and Field-Entry Tables” to complete the mandatory and available fields required for the reason code selected. Appendix B shows the HRIS record descriptions and identifies whether the record’s fields are key mandatory (KM), mandatory (M), available (A) or protected (•).
What are Payroll Action Codes?
Action codes, in conjunction with reason codes, are used to add, change, stop or delete classification code and carrier number records. All other types of personnel records are manipulated with reason codes. For payroll records, however, only action codes (not reason codes) can be used to make additions, changes or deletions. The action codes are:
Add (A)
Action code A is used to add a classification code, carrier number or payroll record.
Change (C)
Action code C is used to change data on an existing classification code, carrier number or payroll record. You can change a record by: (1) entering all the key fields and changing only the fields that require changing or (2) re-entering all the fields. We recommend the first method. It is more efficient and there is less chance for error.
Stop (S)
Action code S is used to stop a classification code or carrier number record.
Delete (D)
Action code D can be used to delete a classification code or carrier number that is set for a future effective date. Action Code D can also be used to delete a payroll record that is not posted.