HRIS Reporting Requirements – Higher Education –
Chapter 3 – Submitting Personnel and Payroll Data

HRIS Personnel Sort Sequence

Personnel transactions in HRIS should be processed in date order. Records submitted to HRIS are sorted to help ensure employees’ personnel history and salary actions are in date order and are not recorded out of sync. Also, employee descriptive records must process before job records. Data in the HRIS reference tables must be submitted to define certain codes before they are used on subsequent records. For instance, classification codes must be submitted before job transactions that use classification numbers, will process successfully.

Records submitted to HRIS are processed in the following order:

Action

1. Record ID 12 – Agency Classification Codes
2. Record ID 14 – Agency 403(b) Carrier Numbers
3. Record ID 76 – SSN Changes
   
   Processed in following order:
   1. SSN
   2. Effective date
4. Record ID 27 – Employee Descriptive Information
   1. Agency number
   2. Batch ID
   3. SSN
   4. Effective date
   5. Termination reason code reversals in ascending order:051–069 if reversal indicator = Y
   6. New hire reason codes in ascending order: 010–017, 099, 910
   7. All remaining reason codes in ascending order
5. Record ID 67 – Employee Job/Appt Information
   1. Agency number
   2. Batch ID
   3. SSN
   4. Effective date
   5. In ascending order:
      • Job/appointment number
      • Reason code 099 (Conversion to HRIS)
      • Job/appointment and salary action reversals reason codes: 900 – 932 if reversal indicator = Y
   6. In ascending order:
      • Job/appointment number
      • Job/appointment and salary action reason codes: 900 – 932
   7. In ascending order:
      • Job/appointment number
      • All remaining reason codes