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

HRIS Payroll Sort Sequence

Payroll transactions in HRIS are sorted in a hierarchy and are interdependent on each other for accurate processing. Each record type depends on the record preceding it to process correctly and to ensure each individual payment is balanced.

After a Voucher (81) processes, Payments (83) process and refer to the voucher for certain information. If the voucher has not processed, then the payments will reject.

When the Entitlements (85) and Deductions (87) process they are tied back to the Payment (83) for editing and balancing. If the payment has not processed, the entitlements and deductions will reject.

HRIS identifies which records should be tied together for editing and balancing by using the key mandatory fields. The key mandatory fields must match exactly for the 83, 85, and 87 records that should be together. HRIS performs relational edits for each record type and keeps track of balancing within the records tied by their key mandatory fields.

The Voucher (81) record is a control record that uses summary totals and record counts of the tied transactions to ensure all transactions are submitted and processed. When all relational edits are met, each payment balances, and summary totals are equal to the submitted totals on the voucher, all records tied to the voucher will post to the permanent tables.

More information is available in the HRIS Online Inquiry and Entry Guide – Higher Education.

Records submitted to HRIS are processed in the following order:

Action

  1. Record ID 81 – Voucher Transactions
    1. Agency Number
    2. Batch ID
    3. Voucher Number
    4. Fiscal Year
  2. 83 – Payment Transactions
    1. Agency Number
    2. Batch ID
    3. Voucher Number
    4. Fiscal Year
    5. Pay Period Effective Date
    6. Line Number
    7. SSN
    8. Appointment Number
    9. Pay Trans Type (Order by: OP, RP, SP, TP, AS, LS, SS, DA, DR, PA, CA, CE, Others)
    10. Pay Number
  3. 85 – Payment Entitlement Transactions
    1. Agency Number
    2. Batch ID
    3. Voucher Number
    4. Fiscal Year
    5. Pay Period Effective Date
    6. Line Number
    7. SSN
    8. Appointment Number
    9. Pay Trans Type (Order by: OP, RP, SP, TP, AS, LS, SS, PA, CE, Others)
    10. Pay Number
  4. 87 – Payment Deduction Transactions
    1. Agency Number
    2. Batch ID
    3. Voucher Number
    4. Fiscal Year
    5. Pay Period Effective Date
    6. Line Number
    7. SSN
    8. Appointment Number
    9. Pay Trans Type (Order by: OP, RP, SP, TP, AS, LS, SS, DA, DR, PA, CE, Others)
    10. Pay Number
  5. 89 – Fund Transfer Transactions
    1. Agency Number
    2. Batch ID
    3. Voucher Number
    4. Fiscal Year
    5. SSN
    6. From Appointment Number
    7. Sequence Number

Note: Refer to Appendix B, “Record Descriptions and Field Entry Tables” to determine which fields you need to enter for a given record. Refer to Appendix C, “Data Field Descriptions, Corresponding Records and Valid Code Values” for field definitions and valid code values.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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