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SPRS Payroll Edits

Updated: Sept. 1, 2016 – View Changes

The purpose of this document is to list and define all of the SPRS Payroll Edits. Unless otherwise noted with a warning this edit produces a warning symbol, all edits listed in this document will generate fatal errors.

Table of Contents

LSV (7023) – Lump Sum Vacation Pay Code

  • Edit Not Applied Employee must be terminated.
  • Edit Not Applied Employee must have been terminated for at least 30 days prior to the Payment Date unless reemployed in one of the following job classes:
    • SAD1 at agency 401
    • BD25, CP25 or PD25 at any agency
    • EXCS at agency 323 or 327
  • Edit Not Applied Six Months of Continuous Service Indicator on personnel must be Y.
  • Edit Not Applied Employee must not be an Interagency Transfer (065 Reason Code) unless transferring to Agency 101 or 102.
  • Edit Not Applied Employee must not be re-employed within 30 days from termination, unless re-employed by Agency 101 or 102.
  • Job Number must be 000.

NHB (7047) – New Hire Bonus Code

  • Authorized entitlement must be set up on personnel prior to payment (set up by CPA staff following submission of documentation).
  • Employee must not be on LWOP on the Payment Date.
  • Employee must be classified on the Pay Period Start Date.
  • Employee must not have been a Legislative transfer (Reason Code LEG) to the agency making the new hire bonus payment.
  • The total amount of NHB cannot exceed $5,000 for each employment with the agency or another agency.
  • The Pay Period Start Date must equal the employee’s employment date on file.
  • The Payment Date cannot be after the employee’s termination date.
  • Job Number must be 000.

OTP (7021) – Overtime Pay Code

  • Job Number must be 000.

PBN (7048) – Performance Bonus Pay/Enhanced Compensation Award Code

The edits listed below apply to both original payments and replacements.

  • Job Number is required and must be active on Pay Period Start Date.
  • Edit Not Applied Employee must be in a classified position for the job reported on the transaction on the Pay Period Start Date.
  • Edit Not Applied Employee must not be on LWOP on the Pay Period Start Date.
  • Pay Period Start Date must not be after the employee’s Termination Date.
  • Total Entitlement Gross Amount for the fiscal year must not exceed 6.8 percent of the Annual Salary at the time of the first PBN for the Fiscal Year.

PDI (7107) – Per Diem: Employee In-State-Cash Code

  • Job Number must be 000.
  • Edit Not Applied Not valid for Board Members.

PDO (7117) – Per Diem: Employee Out-of-State-Cash Code

  • Job Number must be 000.
  • Edit Not Applied Not valid for Board Members.

RIP (7075) – Retirement Incentive Pay Code (no longer used)

  • Personnel authorization not required (authorization will be set up by a file transfer from the Employees Retirement System).
  • Employee must be terminated with Reason Code 068 – Retirement.
  • Employee’s termination month/year on SPRS must equal the retirement month/year on the ERS file.
  • Retirement date must be on or after 08/31/2003 (Effective Date of Reason Code 068 must be on or after 08/01/2003) and on or before 08/31/2005.
  • Pay Period Start Date must equal the employee’s termination/retirement date (Effective Date of Reason Code 068).
  • Employee may only receive one retirement incentive payment.
  • AY on the payment transaction must be greater than 03 and less than 05.
  • Deduction Code ERS not allowed on RIP.
  • State Match Contribution Code STR not allowed on RIP.
  • Entitlement Code BRP not allowed with RIP.
  • Job Number must be 000.

SHD (7031) – Shift Hours Differential Code

  • Edit Not Applied Authorization must have been previously submitted on 230 Record (Personnel) for employee.
  • Job Number must be 000.

SNP (7046) – SNAP Program Bonus

  • Edit Not Applied Authorization must have been previously submitted on 230 Record (Personnel) for employee.
  • Job Number must be 000.

SRB (7047) – Staff Retention Bonus Code

  • Edit Not Applied Fiscal Year of Pay Period Start Date must be the same as the Appropriation Year.
  • Edit Not Applied Employee must not be on LWOP on the Payment Date.
  • Edit Not Applied Employee must be classified.
  • Edit Not Applied Employee must not receive more than one Staff Retention Bonus per year per agency.
  • Edit Not Applied Payment Date must be greater than or equal to 12 months following the Pay Period Start Date.
  • Edit Not Applied Pay Period Start Date must be greater than or equal to 09/01.
  • Pay Period Start Date is the date on which the contract was signed (beginning of the twelve-month contract period).
  • Edit Not Applied Authorized entitlement must be setup on personnel prior to payment (setup by CPA staff following submission of paperwork).
  • Edit Not Applied Total Entitlement Gross Amount with Pay Period Start Date prior to 9/1/2005 must not be greater than $3,000.
  • Edit Not Applied Total Entitlement Gross Amount with Pay Period Start Date greater than or equal to 9/1/2005 must not be greater than $5,000.
  • Job Number must be 000.

SSC (7001, 7002, 7003, 7004, 7005, 7006, 7007, 7016) – County Supplemental Pay

  • Edit Not Applied Authorization must have been previously submitted on 230 Record (Personnel) for employee.
  • Job Number must be 000.

SUP (7031) – Salary Supplementation Pay Code

  • Edit Not Applied Authorization must have been previously submitted on 230 Record (Personnel) for employee.
  • Job Number must be 000.

UPD (7031) – Unit Pay Differential

  • Job Number must be 000.

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530 Record – Benefits

The edits listed in this section apply to all benefits.

  • Edit Not Applied Benefit Codes must be authorized for agency use. See the SPRS Benefit Code Table for valid codes.
  • Benefit Value must be numeric.

Additional Edits

The edits listed in this section are additional edits for specific benefit codes.

NPI – Board Members In-State/Non-Cash Code

  • Edit Not Applied Must be submitted for Board Members only.

NPO – Board Members Out-Of-State/Non-Cash Code

  • Edit Not Applied Must be submitted only for Board Members.

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540 Record – Net Payments

The edits listed in this section apply to all net payments.

  • Edit Not Applied Mail Code must be SP1 or SP2 for active employees.
  • Edit Not Applied Mail Code must be SP3 following an employee’s death.
  • Payee Name must contain valid characters (i.e., A–Z, 0–9, hyphen, forward slashes, open and close parentheses, ampersand, quotation mark, apostrophe or pound) and must be left-justified.
  • Net Pay Amount is required and must be numeric.
  • Net Pay Amount must be less than zero for Return Money Transactions.
  • Net Pay Amount must be greater than or equal to zero if not for Return Money Transactions.
  • For Returned Money Transactions, funds in Fund 9015 must be sufficient.

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550 Record – Deductions

The edits listed in this section apply to all Deduction Codes.

  • Edit Not Applied Deduction Codes must be authorized for agency use. See the SPRS Deduction Code Table for authorized deductions.
  • Edit Not Applied Deduction Codes that require personnel authorization must have been previously submitted on 240 Record (Personnel) for employee. See the SPRS Deduction Code Table for authorized codes.
  • Deduction Amount is required and must be numeric.
  • Deduction Sequence Number must be numeric and greater than 000.
  • Deduction Vendor Name must contain valid characters (i.e., A–Z, 0–9, hyphen, forward slashes, open and close parentheses, ampersand, quotation mark, apostrophe or pound) and must be left-justified.
  • Deduction Vendor ID must contain numeric values in bytes 1–11 and must start with 1, 2, or 3.
  • Multiple Vendor IDs must not be submitted for the same Deduction Code/Deduction Sequence Number.
  • Deduction Vendor ID for all Deduction Codes except Recoup Overpayment of Compensation (PRD) 401K Contribution (401), Roth 401K Contribution (R01) and 401K Loan (LON) is mandatory and must be valid.
  • Deduction Vendor ID and Deduction Vendor Name are protected fields on Recoup Overpayment of Compensation (PRD), 401k Contribution (401), 401k Loan (LON) and Roth 401k Contribution (R01).

this edit produces a warning Note: Sort Sequence (optional) must contain at least four characters and must contain valid characters (i.e., A–Z, 0–9, hyphen, spaces).

this edit produces a warning Note: Location Code (optional) must contain valid characters (i.e., A–Z, 0–9, hyphen, spaces).

Additional Edits

The edits listed in this section are additional edits for specific Deduction Codes.

CCD – Charitable Contributions Code

  • Maximum number of unique Deduction Vendors in a Pay Period must not exceed 3.

CHI – Child Support

  • VENDOR NAME will not be required for SDD transactions. It will still be required for all other deductions.
  • VENDOR NAME will be redefined to capture SDD information, namely CASE ID, CAUSE NUMBER and MEDICAL SUPPORT INDICATOR.
  • For TXCSDU SDD transactions, either CASE ID (left justified) or CAUSE NUMBER (left justified) or both must be submitted.
  • For non TXCSDU SDD transactions CASE ID (left justified) must be submitted, CAUSE NUMBER may be submitted for information.
  • CASE ID can be up to 20 characters in length, and any combination of alphanumeric characters is acceptable except for asterisk and backward slash.
  • CAUSE NUMBER can be up to 15 characters in length and any combination of alphanumeric characters is acceptable except for asterisk and backward slash.
  • MEDICAL SUPPORT INDICATOR will be required. Valid values are Y, N or blank; if left blank, the field will default to Y for yes.

DDP – Dental Discount Program

  • Dental Discount Program deduction not valid for non-salaried Board and Commission Members.

ERL – LECOS Retirement – Employee Portion (effective 09/01/2013)

  • Edit Not Applied Employee’s Retirement Code on personnel must be C.

ERS – ERS Retirement – Employee Portion

  • Edit Not Applied Employee’s Retirement Code on personnel must be E.

FIC – Social Security Tax Withholding Code

  • Edit Not Applied FIC amount must not be greater than $0.00 if FICA Exempt Indicator on personnel is Y.

LEC – LECOS Retirement Supplement – Employee Portion

  • Edit Not Applied Employee’s Retirement Code on personnel must be C.

INS – Insurance Code

  • Insurance deduction not valid for non-salaried Board and Commission Members.

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560 Record – State Matches

The edits listed in this section apply to all state match codes.

  • State Match code must be authorized for agency use.
  • State Match Sequence Number must be numeric and greater than 0.
  • State Match Vendor Name must contain valid characters (i.e., A–Z, 0–9, hyphen, forward and backward slash, open and close parentheses, ampersand, quotation mark, apostrophe, pound, space, asterisk (not in first byte), and percent sign (not in first byte)).
  • State Match Vendor ID must contain numeric values in bytes 1–11.
  • State Match Amount is required and must be numeric.
  • State Match Code and Object Code must agree.
  • Multiple Vendor IDs must not be submitted for the same State Match Code/State Match Sequence Number.

this edit produces a warning Note: Sort Sequence, if provided, must contain at least four characters and must contain valid characters (i.e., A–Z, 0–9, hyphen, spaces).

this edit produces a warning Note: Location Code, if provided, must contain valid characters (i.e., A–Z, 0–9, hyphen, spaces).

Additional Edits

The edits listed in this section are additional edits for specific state match codes.

FIM (7043) – Social Security Employer Match Code

  • Edit Not Applied FIM amount must not be greater than $0.00 if FICA Exempt Indicator on personnel is Y.
  • State Match Vendor ID is mandatory and must be valid.

LRW (7033) – LECOS Return-to-Work Retiree Surcharge – Agency Portion (effective 09/01/2009)

  • Vendor ID is mandatory and must be valid.
  • Employee’s Retirement Code on personnel must be S.

PHC (7042) – Payroll Health Insurance Contribution (effective 09/01/2011)

  • Vendor ID is mandatory and must be valid.
  • Base Salary for pay period must be greater than zero.
  • Invalid for Non-Salaried Board and Commission Members.

PRE (7040) – ERS Payroll Retirement Contribution – Agency Portion (effective 09/01/2013)

  • Vendor ID is mandatory and must be valid.
  • Employee’s Retirement Code on personnel must be E.

PRC (7040) – LECOS Payroll Retirement Contribution – Agency Portion (effective 09/01/2013)

  • Vendor ID is mandatory and must be valid.
  • Employee’s Retirement Code on personnel must be C.

PRR (7040) – ERS Return-to-Work Retiree Payroll Retirement Contribution – Agency Portion (effective 09/01/2013)

  • Vendor ID is mandatory and must be valid.
  • Employee’s Retirement Code on personnel must be R.

PRS (7040) – LECOS Return-to-Work Retiree Payroll Retirement Contribution – Agency Portion (effective 09/01/2013)

  • Vendor ID is mandatory and must be valid.
  • Employee’s Retirement Code on personnel must be S.

SHS (7041) – State Match Health Saving Account (effective 09/01/2016)

  • Vendor ID is mandatory and must be valid.

SLS (7033) – LECOS Return-to-Work Retiree Surcharge – State Portion (effective 09/01/2013)

  • Vendor ID is mandatory and must be valid.
  • Edit Not Applied Employee’s Retirement Code on personnel must be S.

SFC (7032) – LECOS State Retirement Fee (effective 09/01/2013)

  • Vendor ID is mandatory and must be valid.
  • Employee’s Retirement Code on personnel must be C.

STC (7032) – LECOS Retirement Contribution – State Portion (effective 09/01/2013)

  • Vendor ID is mandatory and must be valid.
  • Edit Not Applied Employee’s Retirement Code on personnel must be C.

SKP (7041) – State Contribution for Skip Insurance Code

  • If no BSY reported for the Pay Period, the LWOP indicator must be F for the pay period.
  • State Match Vendor ID is mandatory and must be valid.
  • Invalid for Non-Salaried Board and Commission Members.

STF (7032) – ERS State Retirement Fee

  • Vendor ID is mandatory and must be valid.
  • Employee’s Retirement Code on personnel must be E.

STH (7041) – State Contribution for Insurance Code

  • If no BSY reported for the Pay Period, the LWOP indicator must be F for the pay period.
  • State Match Vendor ID is mandatory and must be valid.
  • Invalid for Non-Salaried Board and Commission Members.

STR (7032) – ERS State Retirement Contribution – State Portion

  • Vendor ID is mandatory and must be valid.
  • Edit Not Applied Employee’s Retirement Code on personnel must be E.

STO (7041) – State Opt-Out Credit (effective 09/01/2006)

  • If no BSY reported for the Pay Period, the LWOP indicator must be F for the pay period.
  • Vendor ID is mandatory and must be valid.
  • Invalid for Non-Salaried Board and Commission Members.

STL (7032) – LECOS Retirement Supplement – Agency Portion (effective 09/01/2009)

  • Vendor ID is mandatory and must be valid.
  • Employee’s Retirement Code on personnel must be C.

STS (7033) – ERS Return-to-Work Retiree Surcharge (effective 09/01/2009)

  • Vendor ID is mandatory and must be valid.
  • Edit Not Applied Employee’s Retirement Code on personnel must be R.

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590 Record – Replacement Payments

The edits listed in this section apply to all replacement payments.

  • Payment Number Original and Document Number Original are required.
  • Replacement Payment transactions are not allowed if the USAS Indicator is S (SPRS Only Documents).
  • Original Payment must be found in SPRS Payroll History based on the Agency, SSN, Document Number Original, and Payment Number Original.
  • Replacement payments not allowed for deceased employees when original payment was made to SP1 or SP2.
  • Payment Date from SPRS Payroll History of the original payment must not be more than two fiscal years in the past.
  • Payment must be canceled in SPRS Payroll History (Cancellation may occur in the same processing night).
  • Returned Money Transactions and zero net payments cannot be replaced.

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999 Record – Batch/Document Trailer

  • Entitlement Total must equal sum of all entitlements.
  • Benefit Total must equal sum of all benefits.
  • Net Payment Total must equal sum of all net payments.
  • Deduction Total must equal sum of all deductions.
  • State Match Deduction Total must equal sum of all state match deductions.
  • Actual number of records/transactions in the batch must match the Record Count in the trailer.

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Changes to this document
09/01/2016 Added SHS (State Match Health Saving Account) as a new state match code effective 09/01/2016.
09/02/2014 Added deduction code DDP (Dental Discount Program) effective 09/01/2014.
02/16/2012 Added Roth 401k Contribution (R01) to the list of deductions that have protected fields for Deduction Vendor ID and Deduction Vendor Name.
02/08/2012 Removed reference to Savings Bonds (BON) from 550 Record – Deductions.
09/01/2011 Added PHC (Payroll Health Insurance Contribution) as a new state match code (effective 09/01/2011).
06/01/2011 Removed entitlement DHS (Food Stamp Program Bonus Pay) and added entitlement SNP (SNAP Program Bonus).
04/01/2011 Added CHI (Child Support) payroll edits for 550 Record for non TXSCDU transactions.
02/24/2010 Added STS (ERS Return-to-work retiree surcharge) and LRW (LECOS Return-to-work retiree surcharge) as new state match codes (effective 09/01/2009).
10/06/2009 INC (7030) noted as no longer used.
09/11/2009 Added STL (LECOS State Retirement Contribution Code) as a new state match code (effective 09/01/2009).
09/06/2009 Added UPD (7031) Unit Pay Differential.
08/07/2009

Added EXM (7017) – Emergency One-Time Merit Pay Code edits.

Modified edits for 1XM – One-Time Merit Pay Code.

Added entitlement code LGB (One-Time Legislative Bonus) edits.

07/31/2009 Added CHI (Child Support) payroll edit for 550 Record. Modified edits for Record 540 – Net Payments.
08/28/2007

Removed Entitlement VET effective 09/01/2007.

Replaced valid Job Class Codes for CSS from 1880, 1881, or 1882 to 1890, 1892, or 1894 effective 09/1/2007.

07/10/2007 Modifies the edits for CPI and HAZ effective 9/01/2007.
07/28/2006 Added notes to the 520 Record – Entitlements regarding Lump Sum payments and multiple payments.
06/23/2006 Added STO (State Opt-Out Credit) as a new state match code. (effective 09/01/2006)
03/31/2006 Modified the edits for entitlement LSV effective 03/31/2006.
02/01/2006 Modified the edits for entitlement LOG effective 02/1/2006.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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