Transaction A52 - Temporary Appointment New Employee

General Information | Audit Instructions | Audit Messages

Used to appoint an employee that is new to the PIMS database to a position that is temporary in nature. The length of the appointment period is limited by an expiration date or other condition of employment.

Temporary appointments include Lecturer, Coach, Graduate Assistant, Resident Assistant, Summer Quarter Assignment, Sabbatical Leave replacement, hourly employees (intermittent time base), Trade Rate employees and other nonacademic and administrative employees.

PIMS Coding Matrix

Data Element	Required	Conditional
105 - Social Security Number	X
110 - Employee Last Name	X
111 - First Name and Middle Initial	X
120 - Agency	X
121 - Unit	X
122 - Class	X
123 - Serial	X
125 - Disability Vet Status		No Entry Required
126 - CBID		X
140 - Birthdate	X
445 - Ethnic Origin	X
440 - Sex	X
205 - Transaction Codes	A52
210 - Effective Date	X
210 - Effective Hours		X
415 - Duration of Appointment	X
416 - Expiration Date of Appointment	X
225 - Academic Days Worked / Not Worked		X
215 - Employment History Remarks		X
405 - Time Base	X
310 - Salary Per	X
335 - Salary Range		X
311 - Salary Step		X
330 - Anniversary Date	X
715 - Service Pay Period		X
430 - Probationary Period (Code)	X
430 - Probationary Period (Ending Date)		X
505 - Retirement System Account Code	X
560 - Professional License Type / Expiration Date		X
450 - Prior State Service	X
606 - Time to be Paid (New Position)		X
702 - Department Code	X
703 - School Code	X
704A - Management Data Element No. 1		X
704B - Management Data Element No. 2		X
718 - Management Data Element No. 3		X
711 - Work Location		X
712 - Degree Information (Institution)		X
712 - Degree Information (Level)	X
712 - Degree Information (Year)		X
714 - Recruitment Location (Type)		X
714 - Recruitment Location (F.I.C.E. Code)		X
716 - Sabbatical Leave Eligibility Date		X
719 - Detail Transaction Code		X
815 - Red Circle / Plus Salary Rate (Line G Item)		X
820 - Assigned Salary Rate (Line G Item)		X
825 - Noncitizen Status Code (Line G Item)		X
876 - Job Code (Line G Item)		X
955 - Multiple Hourly Rates (Line G Item)		X
957 - Eligibility Substantiation		X
958 - Final Salary Anniversary Date (Line G Item)		Required for all R03 appointments.

General Information

Class codes 2360/2361 may not be temporary appointments, per Technical Letter FSA/Appts. 79-04.
The expiration date of appointment must be in compliance with the appropriate collective bargaining agreement for represented employees, or other employment agreement for non-represented employees.
Item 714, Recruitment Location, must be entered for all new full time faculty appointments.
If a temporary faculty is reappointed for another semester/quarter and gets a salary increase per the collective bargaining agreement, process an A52 to extend the appointment and process an MSA to reflect the new salary. If the salary increase is approved retroactively, process a Transaction MSA.
If a temporary faculty employee was hired (e.g., in fall for an academic year period), and has a change in salary (not an SSI, FMI, Market or Equity increase, or range elevation) in the subsequent term, process an A52 and in Item 215 enter ’REVISED CONTRACT’.
Campuses are authorized to determine trade rate salary ranges for casual employment per Technical Letter HR 2000-18.
If a temporary faculty unit employee was offered a three-year appointment pursuant to Provision 12 of the Collective Bargaining Agreement, enter ’ARTL12’ in Item 704B. For more information, refer to Technical Letter HR/EHDB 2004-01.
Employees on J-Visa cannot be hired permanently. For more information, refer to Appointments.
Excluded (E99) classes 8346/8347 - Police Officer Cadet may not be permanently appointed per HR Letter 2001-19.
Excluded (E99) classes 1970, 1971, 1972 and 1973 (Early Childhood Teacher series) cannot be hired permanently. For more information, refer to HR 2002-08.
Teaching Associates ( 2354, 2353) may be appointed at any fraction that is less than full time while enrolled in classes. For additional information, refer to the Teaching Associate Employment Policy and Classification Standard on the Systemwide Human Resources web page for Student Employment Policies and Programs.

Audit Instructions

Item 450, Prior State Service, is always code ’1’.
If Item 505, Retirement System Code is ’NM’, enter ’OUTSIDE PERS’ in Item 215 (NM must be justified). If retired from CalPERS, refer to Appointment Transaction Code A56.
Refer to Item 810, Settlement Pay, for instructions on how to process an A52/S31 package where all money is requested as Final Settlement.

Furlough Instructions Effective 7/31/2009 Through:

6/30/2010 - Non-AY and Non-Cruise CMA
July 2010 Pay Period - AY-Cruise CMA
September 2010 Pay Period* - AY - Non CMA, Non-Cruise

Eligibility Substantiation is required on all appointments subject to the furlough program.

*Date determined per respective campus AY calendar

Audit Messages

None

Last Updated: July 12, 2010