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SPRS Personnel Edits Personnel Batch/Transaction Status Layout

Updated: Sept. 2, 2014 – View Changes

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

Table of Contents

Common Personnel Edits

Records

Notational Conventions

The following table lists the notational conventions used throughout this guide.

Common Edits, Records, 001, 200, 210, 220, 230, 240, 250, 999

Common Personnel Edits

Agency Number

  • Alphanumeric 3-byte field.
  • Must not be zeros or blank.
  • Agency must be on the HRIS agency table.
  • Agency must have been converted to SPRS.

Batch Number

  • Alphanumeric 8-byte field.
  • Agency defined.
  • Must not be zeros or blank.

Batch Type

  • Alphanumeric 3-byte field.
  • Value must be CAN (cancellation transactions), PAY (payroll transactions), or PER (personnel transactions).

Effective Date

  • Numeric 8-byte field.
  • Must be in CCYYMMDD format.
  • Must not be blank.
  • Must not be more than 45 days into the future, with the exception of the 240 Record — Employee Deduction Information, which can be up to 90 days into the future.
  • Must not be after employee’s termination date.
  • Must not be prior to the SPRS transfer date.
  • Must not be prior to the employment date.

Reason Code

Social Security Number

  • Must be nine numeric digits.
  • Must not be blank.
  • Must not start with 000, 666 or any number greater than 899.
  • Must not be "111-11-1111" or "333-33-3333" or "123-45-6789"
  • The fourth and fifth digits must not be "00"
  • The sixth through ninth digits must not be "0000"

Common Edits, Records, 001, 200, 210, 220, 230, 240, 250, 999

Records

001 Record – Batch/Document Header

Agency Date

  • Numeric 8-byte field.
  • Must be in CCYYMMDD format.

Batch Name

  • Alphanumeric 12-byte field.
  • Agency Defined.

Record ID

  • Alphanumeric 3-byte field.
  • Value for batch header must be 001.

200 Record – Social Security Number Change

Record ID

  • Alphanumeric 3-byte field.
  • Value for social security number change must be 200.

210 Record – Employee Descriptive Information

Agency Transferred From

  • Alphanumeric 3-byte field.
  • Agency must be on the HRIS agency table.

Agency Transferred To

  • Alphanumeric 3-byte field.
  • Agency must be on the HRIS agency table.
  • Agency must have been converted to SPRS.

Benefit Replacement Pay Eligibility Indicator

  • Alphanumeric 1-byte field.
  • Valid values are:
    Y Eligible and Leveling
    N Eligible and Not Leveling
    W Not eligible.
  • If employee retired from state employment on or after 6/1/05, BRP Indicator must be W (not eligible) upon reemployment. (Note: If employee retired from state employment on or after 6/1/05 and reemployment date is prior to 9/1/05, Y or N is valid until 9/1/05 if previous BRP Indicator was Y or N.)
  • If employee retired from state employment prior to 6/1/05 and reemployment date is prior to 9/30/05 and break-in-service is not more than 12 months, Y (Yes) or N (No) is valid if previous BRP Indicator was Y (Yes) or N (No).
  • If employee retired from state employment prior to 6/1/05 and returned to state employment prior to 9/30/05, or remained employed through their retirement date and BRP Indicator is Yes or No, but later terminates again and reemployment date is after 9/30/05, the BRP Indicator must be W (not eligible). The 30-day absence from state employment rule is not applicable in this situation.
  • If employee terminated prior to 9/1/05 and reemployment date is on or after 9/30/05, BRP Indicator must be W (not eligible).
  • If employee terminated prior to 9/1/05 and reemployment date is prior to 9/30/05, and break-in-service is not more than 12 months, Y or N is valid if previous BRP Indicator was Y or N.
  • If employee terminated on or after 9/1/05, Y (Yes) or N (No) is valid if employee was previously Y (Yes) or N (No) and employee has not been terminated for 30 consecutive days or more.
  • If Reason Code is 010, 012 or LEG, Y (Yes) is valid if hire date is 12/01/xxxx and Payroll Cycle is M (Monthly).
  • If Reason Code is 012 or LEG, Y (Yes) is valid if hire date is 12/16/xxxx and Payroll Cycle is S (Semi-monthly).
  • If Reason Code is 012 or LEG, Y (Yes) is valid if hire date is not 12/01 or 12/16 but is the first working day of any other month and the indicator was Y (Yes) at the Transfer From Agency.
  • If Reason Code is 038, Y (Yes) is valid if effective date is 12/01/xxxx and Payroll Cycle is M (Monthly).
  • If Reason Code is 038, Y (Yes) is valid if effective date is 12/16/xxxx and Payroll Cycle is S (Semi-monthly).
  • If Reason Code is 038, Y (Yes) is valid if the effective date of transfer is the first working day of the month and the indicator was a Y (Yes) at the Agency Transfer From.
  • If Reason Code 038 and the BRP Indicator is changing from W (ineligible for BRP) to Y or N (eligible for BRP), or Y or N (eligible) to W (ineligible), and the change is otherwise valid, the effective date must be equal to the employee’s employment date or the earliest effective date in SPRS, if the employment date is prior to the history in SPRS.
  • If BRP Indicator is Y (Yes) on file and the employee is returning from one full calendar month or more of LWOP, the BRP Indicator must change to N (No) on Reason Code 043 (returning from LWOP).

Birth Date

  • Alphanumeric 8-byte field.
  • Must be in CCYYMMDD format.
  • Must be less than current year.
  • Must be less than current year minus 14 (Employees must be 14 years old).

Citizenship Country

Citizenship Status

  • Alphanumeric 2-byte field.
  • Valid values are:
    EA Temporary Worker Extraordinary Ability - Non-Immigrant
    NF Non-Resident Bona Fide Student
    NH Temporary Worker or Trainee - Non-Immigrant
    NJ Non-Resident Bona Fide Exchange Visitor
    NK Fiancee of Non-Immigrant
    NM Non-Resident Transmigrant
    NT Non-Resident Tourist
    NW Non-Resident Working Temporary Only
    RI Resident Immigrant (Green Card)
    Blank  

Commissioned Peace Officer

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes), N (No), or Blank.

Effective Service Date

  • Numeric 8-byte field.
  • Must be in CCYYMMDD format.
  • Must not be blank.
  • If the employee is returning from one full calendar month or more of LWOP, the Effective Service Date must change on Reason Code 043-Off.

Employee Country/Zone Code

  • Alphanumeric 3-byte field.
  • Refer to the SPRS Country Code Table for valid values.
  • If Employee Mailing State is --, Mailing Country must not be USA.
  • On 069 or 038 Reason Codes following death, if any part of the address is changed (i.e. address 1, address 2, City, State, ZIP code, Country, or greater than spaces) then all address fields are mandatory.

Employee First Name

  • 20-byte field.
  • Must be left-justified.
  • Valid values are A-Z, 0-9, hyphen, forward slash, open and close parentheses, ampersand, quotation mark, apostrophe, pound or space.

Employee Last Name

  • 35-byte field.
  • Must be left-justified.
  • Valid values are A-Z, 0-9, hyphen, forward slash, open and close parentheses, ampersand, quotation mark, apostrophe, pound or space.

Employee Mailing Address 1

  • 50-byte field.
  • Must be left-justified.
  • Valid values are A-Z, 0-9, hyphen, forward and backward slash, open and close parentheses, ampersand, quotation mark, apostrophe, pound, space, or asterisk.

Employee Mailing Address 2

  • 50-byte field.
  • Must be left-justified.
  • Valid values are A-Z, 0-9, hyphen, forward and backward slash, open and close parentheses, ampersand, quotation mark, apostrophe, pound, space, or asterisk.
  • An agency may send a “+” in the first byte of this field to blank it out.

Employee Mailing City

  • Alphanumeric 28-byte field.
  • City must be valid for the USA.
  • City, State, and ZIP Code must be valid combination per VUPS_INFO01.
  • On 069 or 038 Reason Codes following death, if any part of the address is changed (i.e. address 1, address 2, City, State, ZIP code, Country, or greater than spaces) then all address fields are mandatory.
  • Must be left-justified.
  • Valid values are A-Z, 0-9, hyphen, forward and backward slash, open and close parentheses, ampersand, quotation mark, apostrophe, pound, space, or asterisk.
  • Must be found on the UPS table when country equals USA.

Employee Mailing State

  • Alphanumeric 2-byte field.
  • State must be valid for the USA.
  • State must be -- for outside USA.
  • City, State, and ZIP Code must be valid combination per VUPS_INFO01.
  • On 069 or 038 Reason Codes following death, if any part of the address is changed (i.e. address 1, address 2, City, State, ZIP code, Country, or greater than spaces) then all address fields are mandatory.
  • Must be found on the UPS table when country equals USA.

Employee Mailing Zip Code

  • Numeric 12-byte field. Must not contain a dash.
  • Zip Code must be valid for the USA.
  • City, State, and ZIP Code must be valid combination per VUPS_INFO01.
  • On 069 or 038 Reason Codes following death, if any part of the address is changed (i.e. address 1, address 2, City, State, ZIP code, Country, or greater than spaces) then all address fields are mandatory.
  • Must be found on the UPS table when country equals USA.

Employee Middle Name

  • 20-byte field.
  • Must be left-justified.
  • Valid values are A-Z, 0-9, hyphen, forward slash, open and close parentheses, ampersand, quotation mark, apostrophe, pound or space.
  • An agency may send a “+” in the first byte of this field to blank it out.

FICA Exempt Index

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes), N (No).

Leave Without Pay Indicator

  • Alphanumeric 1-byte field.
  • Valid values are:
    Y Regular
    M Military
    W Worker's Compensation
    D Disciplinary
    P Parental
    F FMLA
    N or Blank Not on Leave Without Pay

Processing Sequence ID

  • Alphanumeric 3-byte field.
  • Agency defined (optional field).

Race

  • Alphanumeric 1-byte field.
  • Valid values are:
    W White
    B Black
    H Hispanic
    A Asian/Pacific Islander
    I American Indian/Alaskan Native

Record ID

  • Alphanumeric 3-byte field.
  • Value for employee descriptive information must be 210.

Release Address

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes), N (No), or Blank.
  • If Agency Number is 696, Release Address must be N.
  • If CPO Indicator is Y (Yes), the Release Address must be N.
  • If employee was a prior employee of Agency 696 (TDCJ), Release Address must be N.
  • If employee was a prior employee of Agency 302 (OAG) and worked in a protected division, Release Address must be N.

Release Home Phone

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes), N (No), or Blank.
  • If Agency Number is 696, Release Home Phone must be N.
  • If CPO Indicator is Y (Yes), the Release Home Phone must be N.
  • If employee was a prior employee of Agency 696 (TDCJ), Release Home Phone must be N.
  • If employee was a prior employee of Agency 302 (OAG) and worked in a protected division, Release Home Phone must be N.

Release Social Security Number

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes), N (No), or Blank.
  • If Agency Number is 696, Release Social Security Number must be N.
  • If CPO Indicator is Y (Yes), the Release Social Security Number must be N.
  • If employee was a prior employee of Agency 696 (TDCJ), Release Social Security Number must be N.
  • If employee was a prior employee of Agency 302 (OAG) and worked in a protected division, Release Social Security Number must be N.

Release Family Information

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes), N (No), or Blank.
  • If Agency Number is 696, Release Family Information must be N.
  • If CPO Indicator is Y (Yes), the Release Family Information must be N.
  • If employee was a prior employee of Agency 696 (TDCJ), Release Family Information must be N.
  • If employee was a prior employee of Agency 302 (OAG) and worked in a protected division, Release Family Information must be N.

Release Emergency Contact

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes), N (No), or Blank.
  • If Agency Number is 696, Release Emergency Contact must be N.
  • If CPO Indicator is Y (Yes), the Release Emergency Contact must be N.
  • If employee was a prior employee of Agency 696 (TDCJ), Release Emergency Contact must be N.
  • If employee was a prior employee of Agency 302 (OAG) and worked in a protected division, Release Emergency Contact must be N.

Retirement Code

  • Alphanumeric 1-byte field.
  • If retirement code is E for a new hire or transfer, employee must be eligible for participation in retirement.
  • If retirement code is N for a new hire or transfer, employee must be subject to waiting period for participation in ERS retirement.
  • If retirement code is C for a new hire or transfer, employee must eligible for participation in ERS and LECOS retirement.
  • If retirement code is Q for a new hire or transfer, employee must be subject to waiting period for participation in ERS and LECOS retirement.
  • If retirement code is E or C on a Reason Code 038, effective date must be first of month following 90-day waiting period.
  • If retirement code is X, employee must be a return-to-work retiree previously retired from ERS prior to 09/01/2009.
  • If retirement code is R or S, employee must be a return-to-work retiree previously retired from ERS on or after 09/01/2009.
  • If retirement code is S for a new hire or transfer, employee must be in a LECOS position.
  • If Reason Code 038, and retirement code is changing from M or X to E or C; E, C, N or M to X; or X to M, and the change is otherwise valid, the effective date must be equal to the employee's employment date or the earliest effective date in SPRS, if the employment date is prior to the history in SPRS.
  • If Reason Code 038, and retirement code is changing from E to C or N to Q, employee must be in a LECOS position.
  • If Reason Code 038, and retirement code is changing to R or S from any other retirement code, and the change is otherwise valid, the effective date must be equal to the employee’s employment date or the earliest effective date in SPRS, if the employment date is prior to the history in SPRS.
  • If Reason Code 038, and retirement code is changing from R or S to any other retirement code, and the change is otherwise valid, the effective date must be equal to the employee’s employment date or the earliest effective date in SPRS, if the employment date is prior to the history in SPRS.
  • If Reason Code 038, and retirement code is changing to S, employee must be in a LECOS position.
  • If board member class code is CP25, retirement code must be X.
  • Valid values are:
    E ERS
    C LECOS retirement
    M Maximum amount contributed
    N Subject to waiting period for ERS retirement
    Q Subject to waiting period for ERS and LECOS retirement
    R Return-to-work retiree surcharge for ERS retirement
    S Return-to-work retiree surcharge for ERS and LECOS retirement
    X Exempt

Note: If board member class code is BD25, retirement code must be blank.

Reversal Indicator

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes), N (No), or Blank.
  • Value for reversal indicator must be record number.
  • If Effective Date is prior to SPRS Conversion Date, Reversal Indicator must not be Y (Yes).

Sex

  • Alphanumeric 1-byte field.
  • Valid values are Male or Female.

Six Months Continuous Service Indicator

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes) N (No) or Blank.
  • Six Months Continuous Service Indicator and the Effective Service Date must be consistent (e.g., If 6 Month Indicator is Y (Yes), the Effective Service Date must be greater than or equal to 6 months prior to the current processing date).

SP3 Name

  • 50-byte field.
  • A-Z, 0-9, hyphen, forward and backward slash, open and close parentheses, ampersand, quotation mark, apostrophe, pound, asterisk, or left-justified.

Status Attribute Code

  • Alphanumeric 1-byte field.
  • Valid values are:
    D Termination due to death (system assigned)
    R Termination due to retirement (system assigned)
    T Termination of employment (system assigned)
    1 Re-employed ERS (Employee Class) Annuitant
    2 Re-employed ERS (Elected Class) Annuitant
    3 Re-employed TRS Annuitant
    4 Re-employed ORP Annuitant
    5 Re-employed JR1 Annuitant
    6 Re-employed JR2 Annuitant
    N Not a re-employed Annuitant
  • Values 1-6 are reported at the time of reemployment of a retiree, otherwise, report value N. Values D, R, and T are system assigned.

Veteran Indicator

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes), N (No), or U (Unknown).

Veteran Preference Indicator

  • Alphanumeric 1-byte field.
  • Valid values are:
    V Veteran
    W Surviving Spouse (not remarried)
    O Orphan of Veteran Who was Killed on Active Duty
    U Unknown
    N Not Eligible.

220 Record – Employee Job Information

Assigned Work Hours

  • Must be a numeric value (1-40) per job.
  • Must be less than 40 hours if the third byte of Employee Type is P.
  • Must be valid based on employee type.

County Code Work

Daily Flat Rate

  • Numeric 9-byte field with five decimal places.
  • If mandatory for reason code submitted, required for Board Members who receive compensatory per diem. Field will be protected for employees with Salary Type 1 (Hourly) or 2 (Salaried).

EEO Function Code

  • Numeric 2-byte field.
  • Valid values are:
    1 Financial Administration
    2 Streets/Highways
    3 Public Welfare
    4 Police Protection
    5 Fire Protection
    6 Natural Resources
    7 Hospital/Sanatoriums
    8 Health
    8 Health
    9 Housing
    10 Community Development
    11 Corrections
    12 Utilities/Transportation
    13 Sanitation/Sewage
    14 Employment Securities
    15 Other

EEO Job Category

  • Alphanumeric 1-byte field.
  • Valid values are:
    C Administrative Support Including Clerical and Sales
    A Officials and Administrators
    Q Paraprofessionals
    P Professionals
    R Protective Service
    M Service-Maintenance
    S Skilled Craft
    T Technicians
  • The LOA must indicate a beginning and ending date for the change in EEO Job Category.

Employee Type

  • Alphanumeric 3-byte field.
  • Valid values are:
    CRF Classified Regular Full-time
    CRP Classified Regular Part-time
    CTF Classified Temporary Full-Time
    CTP Classified Temporary Part-time
    ERF Exempt Regular Full-time
    ERP Exempt Regular Part-time
    URF Unclassified Regular Full-time
    URP Unclassified Regular Part-time
    UTF Unclassified Temporary Full-time
    UTP Unclassified Temporary Part-time

FLSA Indicator

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes) or N (No).

Hazardous Duty Indicator

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes), N (No), or Blank.
  • To be authorized for hazardous duty pay, employee must be employed on the first working day of the month and the indicator must be Y (Yes) on the first working day of the month.
  • Only Agency 696 should be reporting a Y (Yes) for the Hazardous Duty Indicator field.
  • Must be consistent with the Effective Service Date (i.e., the Hazardous Duty Indicator cannot be equal to Y (Yes) unless it is effective on or after the first of the month following 12 months of State service).

Hourly Rate

  • Numeric 9-byte field rounded to five decimal places.
  • If mandatory for reason code submitted, required for hourly employees on Schedule A, B and C, exempt and unclassified. Field will be protected for employees with Salary Type 2 (Salaried) or 7 (Daily Flat Rate).
  • Hourly rate must be within the range for the Salary Group (not below the minimum or above the maximum).
  • If hourly exempt employee, hourly rate must not exceed the Not-to-Exceed amount specified in the General Appropriations Act or the Not-to-Exceed amount authorized by the Governor.
  • If hourly unclassified employee, hourly rate must not exceed the Not-to-Exceed amount specified in the General Appropriations Act.

Job Classification Code

  • Alphanumeric 4-byte field.
  • Must be a valid four-character value associated with the position title from the Position Classification Plan, exempt Classification Table, or other Unclassified Position table.

Job Number

  • Numeric 3-byte field.
  • Agency defined.
  • Valid values are from 001999.
  • Must not be blank.
  • Value 000 is only allowable on employee entitlement or deduction related transactions.
  • Values may not be reused during an employment period.

Location Code

  • Alphanumeric 7-byte field.
  • Must contain valid characters (i.e., A-Z, 0-9, hyphen, spaces).
  • An agency may send a “+” in the first byte of this field to blank it out.

Payroll Cycle

  • Alphanumeric 1-byte field.
  • Valid values are:
    S Semi-monthly
    M Monthly
  • For employees with multiple jobs within the same agency, the payroll cycle for each job must be the same.
  • If Payroll Cycle is Semi-Monthly, employee must be classified in Salary Schedule 1A and below Salary Group 12.

Processing Sequence ID

  • Alphanumeric 3-byte field.
  • Agency defined (optional field).

Record ID

  • Alphanumeric 3-byte field.
  • Value for employee job information must be 220.

Reversal Indicator

  • Alphanumeric 1-byte field.
  • Valid values are Y (Yes), N (No), or Blank.
  • If Effective Date is prior to SPRS Conversion Date, Reversal Indicator must not be Y (Yes).

Salary Authorized Base

  • Numeric 9-byte field truncated to two decimal places.
  • If mandatory for reason code submitted, required for salaried employees on Schedule A, B and C, exempt and unclassified employees. Field will be protected for employees with Salary Type 1 (Hourly) or 7 (Daily Flat Rate).
  • Salary must be within the range for the Salary Group (not below the minimum or above the maximum).
  • Agency must report the full-time monthly salary by Job Number for full-time employees (Assigned Work Hours = 40) and the proportionate salary for part-time employees (Assigned Work Hours < 40).
  • If Payroll Cycle is ‘S’emi-monthly, Salary Authorized Base must be equal to one-half of the full-time monthly salary or one-half of the part-time monthly salary.
  • If salaried exempt employee, salary must not exceed the Not-to-Exceed amount specified in the General Appropriations Act or the Not-to-Exceed amount authorized by the Governor.
  • If salaried unclassified employee, salary/rate must not exceed the Not-to-Exceed amount specified in the General Appropriations Act.

Salary Step

  • Alphanumeric 2-byte field.
  • Valid values for Salary Schedule C are: 01 for Salary Groups C1 and C2; 01-06 for Salary Group C3 and 01-05 for Salary Groups C4 through C8.
  • Field not required for employees on Salary Schedule A and B, exempt or unclassified employees.

Salary Type

  • Alphanumeric 1-byte field.
  • Valid values are:
    1 Hourly
    2 Salaried
    7 Daily Flat Rate (for Board Members who receive Compensatory Per Diem)

Unit Number

  • Alphanumeric 5-byte field.
  • Agency defined field.
  • An agency may send a “+” in the first byte of this field to blank it out.

230 Record – Employee Entitlement Information

Action Code

  • Alphanumeric 1-byte field.
  • Valid values are:
    A Add (used to add entitlements to the database)

    Note: After an entitlement has been added, another ‘A’dd action with an earlier effective date can be submitted provided the amount/rate is the same as the original ‘A’dd. If the earlier effective dated ‘A’dd action also requires a correction to the amount/rate, a ‘C’hange action can be submitted.

    C Change (used to change existing data)
    D Delete (used to delete future effective dated entitlement transactions)
    S Stop (used on personnel entitlement transactions to end entitlements)

Note: If any future entitlements exist on the table, they will be deleted when the ‘Stop’ action is processed. If future entitlements are still valid, the agency will need to resubmit them to SPRS.

Child Protective Investigation Stipend (CPI) Code

  • If Effective Date is 9/1/05, Reason Code F06 must not include a pay raise.
  • If Effective Date is 9/1/06, Reason Code F07 must not include a pay raise.

Cost of Living Salary Supplements (CSS) Code

  • Entitlement authorized amount must not be greater than $1,200.00.

Entitlement Authorized Amount

Entitlement Authorized Rate

Entitlement Code

  • Alphanumeric 3-byte field.
  • Valid values are:
    *1XM One-Time Merit Pay
    *BIL CPO Bilingual Capability Stipend
    *BMI Per Diem: Board Members In-State-Cash
    *BMO Per Diem: Board Members Out-Of-State-Cash
    *BRP Benefit Replacement Pay
    *BSY Base Salary Pay
    *CAI Per Diem: Administrative In-State Non-Overnight Meals Pay
    *CAO Per Diem: Officer Out-Of-State Non-Overnight Pay
    *CER CPO Certification Level Stipend
    CLO Clothing Allowance
    CON Continuing Education
    *CPD Per Diem: Compensatory (Board Members)
    CPI Child Protective Investigation Stipend
    CSS Cost of Living Salary Supplements
    *CTP Compensatory Time Pay
    *DSP Lump Sum Death Sick Leave Pay
    *DVP Lump Sum Death Vacation Pay
    *EDL CPO Education Level Stipend
    *EXM Emergency One-Time Merit Pay
    FIR Fire Brigade Pay
    *HAZ Hazardous Duty Pay
    *INC State Employee Incentive Pay
    *LGB One-Time Legislative Bonus
    *LOG Longevity Pay
    *LSV Lump Sum Vacation Pay
    **NHB New Hire Bonus
    *OTP Overtime Pay
    *PBN Performance Bonus Pay/Enhanced Compensation Award
    *PDI Per Diem: Employee In-State-Cash
    *PDO Per Diem: Employee Out-Of-State-Cash
    SHD Shift Hours Differential
    SNP SNAP Program Bonus
    **SRB Staff Retention Bonus
    SSC Salary Supplement by County
    SUP Salary Supplemental Pay
    *UPD Unit Pay Differential

Notes: * Denotes Entitlement Codes that do not require authorized setup prior to payment. All other Entitlement Codes require authorized setup prior to payment.

**Authorized entitlement must be setup on personnel prior to payment (setup by CPA staff following submission of paperwork).

Record ID

  • Alphanumeric 3-byte field.
  • Value for employee entitlement information must be 230.

240 Record – Employee Deduction Information

Action Code

  • Alphanumeric 1-byte field.
  • Valid values are:
    A Add (used to add new deductions to the database)

    Note: After a deduction has been added, another ‘A’dd action with an earlier effective date can be submitted provided the amount/rate is the same as the original ‘A’dd. If the earlier effective dated 'A'dd action also requires a correction to the amount/rate, a ‘C’hange action can be submitted.

    C Change (used to change existing data)
    D Delete (used to delete future effective dated deduction transactions)
    S Stop (used on personnel deduction transactions to end deductions)

Note: If any future deductions exist on the table, they will be deleted when the ‘Stop’ action is processed. If future deductions are still valid, the agency will need to resubmit them to SPRS.

Charitable Contributions (CCD) Code

  • Deduction authorized amount must not be less than $2.00.

College Savings Plan (CSP) Code

  • Deduction authorized amount must not be less than $15.00.

Deduction Authorized Amount

  • Numeric 9-byte field with two decimal places.
  • Value must not be zero.
  • If value is greater than zero, the Action Code and Deduction Code fields must not be blank.
  • If value is greater than zero, the Deduction Authorized Rate field must not be greater than zero. Refer to the Personnel Input Record Layout (login required) document for mandatory and protected fields.

Deduction Authorized Rate

  • Numeric 5-byte field with five decimal places.
  • If the Deduction Code field contains a valid value, then either the Deduction Authorized Amount or the Deduction Authorized Percent must be reported.
  • Must not be greater than 09999 (99.99%).
  • If Deduction Authorized Rate is reported, the Deduction Authorized Amount must not be greater than zero. If value is greater than zero, the Deduction Authorized Rate field must not be greater than zero. Refer to the Personnel Input Record Layout (login required) document for mandatory and protected fields.

Deduction Code

  • Alphanumeric 3-byte field.
  • Refer to the SPRS Deduction Code Table for valid values and to determine which deduction codes require personnel authorization setup prior to payment.

Deduction Sequence Number

  • Numeric 3-byte field.
  • Must be greater than zero.
  • Must not be blank.
  • Required even with only one occurrence.
  • Must be unique per active Deduction Code with an Action Code of A (Add).

Insurance (INS) Code

  • Deduction Code not valid for non-salaried Board and Commission members.

Record ID

  • Alphanumeric 3-byte field.
  • Value for employee deduction information must be 240.

250 Record – Employee Direct Deposit Information

Action Code

  • Alphanumeric 1-byte field.
  • Valid values are:
    A Add (used to add new direct deposit information to the database)
    C Change (used to change existing data)
    S Stop (used to close existing direct deposit information)

Bank Account Number

  • Alphanumeric 17-byte field.
  • Valid characters: A-Z, 0-9, hyphen, space.
  • Employee may have two direct deposit accounts (but they can use two banks)
  • Must not contain decimal points.

Bank Account Type

  • Numeric 2-byte field.
  • Valid values are 22 (checking) or 32 (savings).

Bank Transit Number

  • Numeric 9-byte field.
  • Value must be found on TINS Financial Institutions table.

Mail Code

  • Alphanumeric 3-byte field.
  • Valid values for direct deposit are SP1 or SP2. SP3 is not valid for Direct Deposit.

Record ID

  • Alphanumeric 3-byte field.
  • Value for employee direct deposit information must be 250.

999 Record – Batch Trailer

Record Count

  • Numeric 8-byte field.
  • Must equal total records submitted in the batch including header and trailer.

Record ID

  • Alphanumeric 3-byte field.
  • Value for the batch trailer must be 999.

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Changes to this document
09/02/2014 Added deduction code DDP (Dental Discount Program) effective 09/01/2014.
07/23/2014 Deleted three requirements related to Citizenship Country field
05/21/2013 Under Social Security Number: Added "or any number greater than 899" and deleted requirement related to Citizenship Country field
02/16/2012 Added deduction codes TOB (Tobacco User Premium Differential) effective 01/01/2012, R01 (Roth 401k Contribution) and R57 (Roth 457 Deferred Compensation) effective 02/01/2012
12/14/2011 Removed Data Release Indicator and added Release Address, Release Home Phone, Release Social Security Number, Release Family Information, Release Emergency Contact effective 10/01/2011
06/01/2011 Removed entitlement DHS (Food Stamp Program Bonus Pay) and added entitlement SNP (SNAP Program Bonus)
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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