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

Fiscal Year Reappointment Instructions

Institutions must use the following instructions and schedule when reappointing employees for the fiscal year.

Submitting EFT #1

Send classification information using Record ID 12 for the current fiscal year on the first EFT. Do not report the minimum and maximum salary amounts for classifications. The amounts are defaulted at $1.00 minimum and $9,999,999.99 maximum and the fields are protected on the record layout.

Also send new carriers for the 403b, 457 and Optional Retirement Programs (ORP) using Record ID 14. Carries are the companies that are authorized by your institution to provide 403B, 457 and ORP products to employees of your institution. Changes to current carriers are also reported using Record ID 14. Do not report carrier information if there are no new carriers or if there have not been any changes. Carrier records will not automatically expire when you leave the EFFECTIVE END DATE field blank on the data file.

Submitting EFT #2

Send reappointments on the second EFT using Record ID 67. Send a reappointment record for all employees who had appointments during the previous fiscal year and are returning for the current fiscal year. Use the appropriate reason code between 900 and 932.

  • A reappointment to the same position held in the prior fiscal year should be reported with reason code 900.
  • If an employee has both a promotion and reappointment on Sept. 1, send one transaction with reason code 920.
  • Likewise, if an employee has a merit increase and reappointment, send one transaction with reason code 925.

Note: When using reason codes 920-932, the actual monthly amount of the increase or decrease in salary must be reported in the SALARY ADJUSTMENT AMOUNT field.

Submitting EFT #3

Follow this procedure when preparing EFT #3 – Terminations.

  • Identify all employees who had appointments during the previous fiscal year. If any of these employees were not reappointed for the current fiscal year, report their termination with applicable Reason Code (059–069) on Record ID 27, with the employee’s termination date.
  • After EFT #3 has processed successfully, you will receive the Employees Not Reappointed report. It will list employees who were not reappointed, yet had appointments in the previous fiscal year and have not been terminated. It is important that you reconcile the information in this report against your institution’s records to ensure that the information in HRIS is accurate. HRIS uses the information that institutions submit to generate the Equal Employment Opportunity Report, Annual Report (Statewide Hiring Practices for the Fiscal Year) and Veteran Workforce Summary Report.

Resume regular schedule

After EFT #1, #2 and #3 have been submitted and the reappointment reporting process is complete, institutions must resume the required schedule of submitting monthly maintenance EFTs on or before the 7th of the following month.

Schedule for Submitting EFTs

The Comptroller’s office issues a Fiscal Policies and Procedures notice each summer announcing the due dates for the reappointment EFTs.