Transaction A54 - Temporary Appointment, Special Pay Prior Employee

General Information | Audit Instructions | Audit Messages

Used to appoint a prior employee to a ’special pay category’. Compensation for the assignment may be made at intervals during the assignment duration provided that compensation is not paid in advance of work performed, or on a one-time basis in full, upon completion of the assignment. May only be used for specific class codes as authorized by the Chancellor's Office.

PIMS Coding Matrix

General Information

1. All special pay appointments may be subject to Medicare, DC/PST Plans and/or CalPERS except that classes 2322, 2323, 2362, 2363, and 2365 are excluded from CalPERS.

2. Certification of time/dates worked is required for those paid on an hourly or daily basis (classes 2356, 2323, 2363, 4660).

3. Certification of pay rate is required for those paid by unit, demonstration, student or session (classes 2322, 2323, 2357, 2457, 2362, 2365, and 2363).

4. Campuses may compensate non-credit instructors (class 2363) as follows:

1. Course instruction and normal preparation: Enter Time Base (Item 405) as 'IND' and Salary Per (Item 310) as 'U', Range Code (Item 335) as '1'.

2. Course development and instruction: Enter Time Base (Item 405) as 'INT' and Salary Per (Item 310) as 'H', Range Code (Item 335) as '2'.

5. An employee cannot have more than two separate assignments for the same pay period (unless different position numbers, three rates of pay, or unless Summer Session/Extension). One A54 transaction can have two actions:  two-line entry of time and different salary rate, which equals two assignments.  If the rate of pay is the same for the two-lines of time, this is a one line entry only.

6. Summer salary rates (for classes 2322, 2357 and 2457) keyed above or below the salary range will not be accepted in the system.  For full professors paid above the salary range maximum, the summer salary rate must be processed on two lines with the same effective date.  Enter both lines with the same number of units one rate at the salary range maximum, and the other rate at that difference between the salary range maximum and the total rate to be paid.  The sum of both rates must equal the total summer salary rate.

7. Employees who have accepted a specific Summer Session/Extension assignment may be eligible for NDI benefits if a nonindustrial disability results in a wage loss during the period of assignment. If benefits are approved, special documentation procedures are required.  Submit all documents including the 674D to CSU Audits as follows:

   1. Transaction A54 to report the total number of units the employee would have taught (even if the employee did not teach any units). The effective date (Item 210) and the last date worked (Item 640) represent the beginning and ending dates of the agreed upon assignment. In remarks (Item 215), enter the number of units taught or '0 UNITS TAUGHT'.  This information is for the Disability Unit.

   2. Transaction 215 to document the NDI for employment history tracking purposes.  The effective date (Item 210) is the same effective date as the A54.  In remarks (Item 215), enter the dates the employee has been approved for NDI.

   3. On the employee's prime position, submit a Transaction 215 effective the first day of a pay period that NDI is approved.  For example, NDI = 05/25/2006, 215 effective 06/01/2006.  In remarks (Item 215), enter 'NDI SUM SESS'.

Audit Instructions

1. Item 450 is always ’3’.

2. The length of appointment to classes 2356, 2362, 2365 and 4660 may not span two State pay periods due to a system limitation. A separate transaction is required for each pay period.

3. If Item 505 is ’NM’, enter ’OUTSIDE PERS’ in Item 215. NM must always be justified unless retired from CalPERS, then Item 864 is required.

4. Due to Out-of-Sequence Processing, an ’*’ EOF must be entered in Item 126 on A54 transactions for Special Consultant (class 4660) when keyed on top of a summer session (class 2357). NOTE: This applies to any class that has a different CBID.

5. When the only A54 record is to be cancelled, the transaction should be A54C, not an A54V or S99. Complete the A54C as follows and route the PPT to CSU Audits:

• Item 205 = A54C

• Item 210 = Same as original

• Item 215 = 'APPOINTMENT CANCELLED'

• Item 615 = *

• Item 640 = *

• Item 365 = 0 (if two lines, both must be zeroed out)

• Item 365 = * (if two rates, * both)

• Item 365 = *

• Item 960 = Same position as original

• Write the audit messages on the PPT = 583-04 FOR ALL CLASS CODES AND THE FOLLOWING MESSAGES FOR CERTAIN CLASSES:  
  9560-01A = 4660
  9560-02A = 2323, 2356, 2362, 2363, AND 2365 CLASS PAID IN HOURS
  9561-01A = 2322, 2323, 2357, 2363, AND 2457 CLASS PAID IN UNITS
  9562-01 = 2322, 2323, 2356, 2357, 2362, 2363, 2365, 2457, 2974, OR 4660
  9562-02 = 2356
  9562-03 = 2362, 2365, OR 4660
   

6. To change the pay period (Item 210) of an A54, a void and re-enter must be entered on the same day. If not entered on the same day, the re-entry will issue a payment. To change the pay period (Item 640) of an A54, process an A54C.

7. Refer to respective Collective Bargaining Agreement or HR 2002-05 as appropriate for 'Additional Employment' policy guidelines.

8. When an employee has separated while owing the state money and the only position sequence on the database consists of A54 transactions, CSU Audits must set the record out of service. Submit an A54C with an effective date of the most current A54, and in Employment History Remarks (Item 215), enter: ’A/R $9999.99’.

   1. If the employee is subsequently employed, the campus will take action to recover the amounts owed and clear the employee record as follows: Contact CSU Audits to put the employee record back in service. Process another A54C with the same effective date as the previous A54/A54C, and in Employment History Remarks (Item 215), enter ’A/R CLEARED’.

   2. For additional information on Separated Employees, refer to the Payroll Processing Guidelines on the Systemwide Human Resources web page.

9. When two A54 transactions are keyed with the same effective date, it is difficult to tell valid transactions from errors. Therefore, when an employee has worked in two different positions and the effective dates are the same, process as follows:

   1. Process the first A54 with the true effective date.

   2. Process the second A54 with the day after the true effective date and in Employment History Remarks (Item 215) enter the true effective date.

10. When correcting Item 365 from a two-line entry to a single-line entry, delete the second line by entering zeros.

11. Do not post an A54 (or any other appointment) on a Student Assistant record (Transaction A98).  

Audit Messages

EMPLOYEE OUT OF SERVICE.

When updating an employee’s record and you receive this message, verify the PSN screen. If the employee is out of service with a code ’C’ or ’P’, or if the code is ’S’ and the position is not at your campus, contact your CSU Audit Representative.

Last Updated: March 18, 2009