General Information |
Audit Instructions |
Audit Messages
Used when an employee moves from one position, pay calendar or department to another; when management reassigns an employee within a classification or sub-range based on the requirements of the position and an assessment of the employees qualifications and skills; or
when management temporarily assigns an employee to perform duties in the same or a different classification. The reassignment may or may not affect a salary change. For represented employees, review "reassignment" language in the applicable collective bargaining unit agreement.
An employee may be reassigned for any of the following: medical reasons; voluntary or involuntary due to reorganization; temporary reclassification; in lieu of layoff; pay plan changes (e.g. 12/12 to 10/12, 11/12 or AY) with or without a change in department or class; administrative employee pursuant to Ed Code 66609; upon expiration of temporary assignment or promotion; upon rejection during probation with reinstatement to former class.
With respect to retreat rights and seniority points, an A60 may also be used to move employees who have resigned from one permanent/probationary position to accept another permanent/probationary position on the same campus without a break in service.
PIMS Coding Matrix
*One or more data elements must be completed.
General Information
Refer to Detail Transaction Code,
Item 719, for additional information regarding the type of reassignment.
For represented employees, review reassignment language in the applicable collective bargaining agreement.
Reassignments should
not be used for:
Promotion or permanent reclassification (e.g., implementation of a new classification series).
Temporary employees (Transaction A52) moving to a new position or assignment due to an appointment that has expired.
Moving to a permanent appointment (Transaction A50).
Changes to or from classifications that do not have respective reassignment policy or provisions. For example, 2358, 2359, 2355, students classes 1150, 1868, etc.
Serial number and time base changes only.
Salary change only. Authorized salary increases must be in conformance with applicable CSU policies or collective bargaining agreements. Under that authority, and as appropriate, campuses may effect a salary change without a change in position. In
Item 215 enter appropriate article number that allows the salary increase. Refer to CSU salary program for MPP employees for additional information.
A temporary reassignment should be processed via an A60, entering the duration and expiration date in
Items 415/416 and 'TEMP REASSIGN' in
Item 215. Temporary reassignments must be in compliance with the appropriate collective bargaining agreement.
If the length of a temporary reassignment is extended, process a
Transaction 416 and enter 'EXT TEMP REASSG' in
Item 215. The effective date should be the next calendar date following that shown in Item 416.
If an employee on a temporary reassignment is selected to fill the position permanently and there was no recruitment, process another
Transaction A60, delete (*)
Items 415/416 entries, and enter 'PERM REASSIGN' in
Item 215. The effective date should be the date the final determination is made, not the date of the original A60.
Item 205
| Item 210
| Item 215
| Items 415/416
|
A60
| 7/1/2008
| PERM REASSIGN
| Enter * to delete
|
A60
| 1/1/2008
| TEMP REASSIGN
| Enter duration
|
If the employee is to remain in the position following a recruitment/selection process, refer to Transaction A63/A64 General Information for processing instructions.
If the employee does not fill the position on a permanent basis, process a subsequent A60 transaction to move the employee to his/her former or other appropriate position. Enter code '38' in
Item 719. The effective date of this A60 must be no later than the day after the expiration date of the former A60 or 416. Delete (*) Items 415/416 entries.
When a permanent employee moves to a temporary position, a
Transaction A52 may be processed subsequent to the A50, rather than using an A60 transaction. Use caution when posting an A52 instead of an A60 because employees may lose all retreat rights. Refer to the collective bargaining agreements for retreat provisions.
The MSA/SSI dates should not be changed if an employee moves from one alternate range to another within the same class or changes pay plans. Note: When the salary is changed per a range change and is at or over the SSI maximum of that range, then the MSA/SSI dates must be changed to 99/99.
The following is in reference to employees holding a temporary appointment (A52 Transaction) who receive a temporary reassignment.
The duration of a temporary reassignment may not exceed the duration of the original temporary appointment.
When the temporary reassignment expires but the reassignment is extended, extend the temporary reassignment by processing a 416 Transaction which must remain within the duration of the original temporary (A52) appointment.
If an employee is to remain in the reassigned appointment beyond the expiration date of the original A52 appointment, process the reassigned appointment as a temporary appointment via A52 Transaction, not as an extended appointment via the 416 Transaction.
When the temporary reassignment has expired and the employee is to return to his/her former position and;
The original A52 appointment has not expired, process an A60 Reassignment Transaction and enter code 38 in Item 719, or
The original A52 appointment has expired, process a new temporary appointment via the A52 transaction to the original position.
If the temporary reassignment is to become permanent, process an A50, Permanent/At Will Appointment Transaction.
12 month employee to retire on the FERP program, must be reassigned to a qualifying academic classification. Refer to HR/Benefits 2004-08, page 2, bullet #4.
Temporary Reclassifications and In-Classification Progressions:
Temporary reclassifications/in-classification progressions should be processed via an A60 transaction. Complete Items 415/416 and in Item 215, enter “TEMP RECLASS” or “TEMP IN-CLASS” as appropriate.
If a temporary reclassification/in-classification progression is to be extended, process a 416 transaction and in Item 215 enter “EXT RECLASS” or “EXT IN-CLASS”. The effective date should be the next calendar date following the date shown in Item 416.
If the employee is to remain in the position and there was no recruitment, refer to A63 for processing Instructions. The effective date should be the date the final determination is made.
If the employee is to remain in the position following a recruitment/selection process, refer to Transaction A64 General Information for processing instructions.
If the employee is to be returned to his/her former class, process a Transaction A60.
The following is in reference to employees holding a temporary appointment (A52 Transaction) who receive a temporary reclassification/in-classification progression (ICP).
The duration of a temporary reclass/ICP may not exceed the duration of the original temporary appointment
When the temporary reclass/ICP expires but the reclass/ICP is extended, extend the temporary reclass/ICP by processing a 416 Transaction which must remain within the duration of the original temporary (A52) appointment.
If an employee is to remain in the reclass/ICP appointment beyond the expiration date of the original A52 appointment, process the reclass/ICP appointment as a temporary appointment via A52 Transaction, not as an extended appointment via the 416 Transaction.
When the temporary reclass/ICP has expired and the employee is to return to his/her former position and;
The original A52 appointment has not expired, process an A60 Reassignment Transaction and enter code 38 in Item 719, or
The original A52 appointment has expired, process as a new temporary appointment via the A52 Transaction to the original position.
If the temporary reclass/ICP is to become permanent, process an A50, Permanent/At Will Appointment Transaction.
Audit Instructions
The following procedures apply to all entries in Time To Be Paid (Items 606/607):
Nonacademic to Nonacademic, in the same state pay period | If time to be paid agrees with the state pay period calendar (no dock time), leave
Items 606/607 blank. If time to be paid reflects dock time, enter days/hours to be paid in
Items 606/607. Entries for new position and old position must be on the same line.
|
Academic to Academic, in the same academic pay period
| If time to be paid agrees with the academic calendar pay period, leave
Items 606/607 blank. If time to be paid reflects dock time, enter paid time in each position in
Items 606/607. Entries must be on the same line. If effective date is in the
middle of the academic pay period, enter time to be paid for each position in
Items 606/607. Entries must be on the same line.
Item 810 is not required.
|
Academic to Nonacademic (Item 719 = 36) Includes 10/12 or 11/12 going to 12/12. | Enter time worked in the nonacademic position in
Item 606. Enter time worked in
Item 607only if the employee's position changed in the middle of the pay period. For example:
Semester Campus - No academic calendar August 1 through August 22; payroll reverts to the State calendar: A60 effective 08/27/06, old class is 2360, new class is 2361. On one line, time entered in
Item 606 is 4 days, time entered in
Item 607 is NON because there is no established academic calendar. Quarter Campus - August academic pay period ends September 5, 2006: A60 effective 08/31/06, old class is 2360, new class is 2361. On two lines, time is entered by pay period. On the first line, Pay Period (Item 605) is entered as 08/06 and time entered in
Item 607 is NON. On the second line, Pay Period is 09/06 and time entered in
Item 606 is 21 days.
When an employee is on the 10/12 or 11/12 pay plan and is to be reclassed (A63) or promoted (A64), and are entitled to a settlement pay due to 10/12 or 11/12 position, the campus must do the following:
1. Item 215 (Remarks) = SETTLEMENT ONLY 2. Item 335/Item 122 = Change range to 1 or class code to the 12 Month class in the same series as the class that is 10/12 or 11/12 (i.e. class 1030=10/12 change class to 1032=12 Month class) 3. Item 606/607 = Enter
only if mid-month or dock in the pay period 4. Item 719 = 36 5. Item 810 = Proper amount due 6. All other required data on the A60 that is not automatically carried forward should be re-entered from the previous record. If a transfer of regular pay to settlement pay is necessary, submit the A60 transaction with a F674 to CSU Audits. Process the reclass (A63) or promotion (A64)
Note: In some cases, the campus must process an A52 or A50 transaction. Refer to procedures in A60, A63, and A64 transactions regarding temporary employees. c. If mid-month separation for an employee changing from range 6 or 8, or from a classification 11/12 or 10/12 to 12 months, all money due
must be coded in
Item 810 and Items
606/607 must be completed. |
Nonacademic to Academic (Item 719 = 35) or 12 Month Employee to 10/12 or 11/12 or 8/12 pay plan | Enter time worked in the academic/state pay period in
Item 606. Make an entry in
Item 607 only if the employee's position changes in the
middle of the pay period. If the effective date (Item 210) within an academic pay period is different from the State nonacademic pay period, (i.e. August 25th is part of the September academic pay period), enter days/hours to be paid on two lines:
On the first line, enter the state nonacademic pay period in
Item 605 and the number of days worked in the pay period in
Item 607. On the second line, enter the academic pay period in Item 605, and the number of academic days worked in
Item 606.
|
If a Red Circle Rate (Item 815) is present on the employee record, you must first process the A60, with the appropriate Reassignment Code (31-39) in
Item 719. In addition, process a
Transaction 215 effective the same date as the A60; enter the appropriate Red Circle/Plus Salary code (71-76) in Item 719. In
Item 215, enter 'PLUS SAL ID'.)
If lump sum vacation/extra hours are entered in
Item 621, you must also make an entry in Lump Sum Unit/Serial (Items 635/636 showing the unit/serial numbers of the delete position. If not entered, the payroll system will not issue pay for lump sum.
When changing from range 6 or 8 to range 1 with final settlement due,
Item 719 must be coded as 36. When changing ranges only, all fields that are required on an A60 transaction must be re-entered, even if they are not changing.
When changing ranges or job code only, all fields that are required on an A60 must be re-entered, even if they are not changing.
When a Unit 8 employee is reassigned to an MPP class and retirement account code,
Item 505, changes to 53 or 54, this will prompt audit message 259-070 (515). Refer to audit message below for instructions.
Payroll return date,
Item 645, is not to be entered unless the prior record is a S43 and the payroll return date is to be changed (but not deleted). If the employee is to return to full time status with an effective date the same as the A60, process the A59 to full time, then process the A60.
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 may be affected when an employee moves between bargaining units or between included and excluded groups.
*Date determined per respective campus AY calendar
Audit Messages
9564-02B SETTLEMENT PAY ENTRY NOT PERMITTED. NOT AY TO 12 MONTH.
Item 810) must not be entered if Detail Transaction Code (Item 719) is not 36.
259-070 (515) BENEFIT-CAT MUST EQUAL MIS FOR THIS AGENCY-CLASS NOT SAFETY
Send the PPT to CSU Audits for processing. Attach the message to the PPT or write in Line H: AUDIT MSG = 259-070 RECEIVED
Last Updated: October 29th, 2019