Transaction Codes

The descriptions below provide a summary of the use and purpose of the transaction. Refer to the specific transaction for detailed information, the required/conditional coding matrix and audit information.

Appointments

Code	Name	Description
A50	Permanent Appointments New Employee Additional Position Current Employee Prior Employee	Used to appoint or reappoint an employee where the intent is that employment be regular and continuous.
A52	Temporary Appointments New Employee Additional Position Current Employee Prior Employee	Used to appoint or reappoint an employee to a limited-term position, temporary in nature.
A54	Temporary Appointments, Special Pay Actions New Employee Additional Position Prior Employee	Used exclusively to appoint and pay Special Consultants; Extension, Summer Session and Substitute Instructional Faculty; Music Studio Faculty; Demonstration Teachers.
A56	Temporary Appointments, Retired Annuitants New Employee Additional Position Prior Employee	Used exclusively to appoint or reappoint an annuitant retired from Public Employees' Retirement System or State Teachers' Retirement System.
A98	Student Assistant	Used to appoint a new student assistant employee to class 1870, 1871,1872, 1880 or 1881.

Leaves With Pay

Code	Name	Description
S58	Sabbatical Leave, One Academic Year At Half-Pay	Used to place an eligible Unit 3 employee on a Sabbatical Leave for one academic year at half-pay.
S59	Sabbatical Leave, Two Quarters At Three-Fourths Pay	Used to place an eligible Unit 3 employee on a Sabbatical Leave for two quarters at three fourths of full salary.
S60	Sabbatical Leave, One Quarter Or One Semester At Full Pay	Used to place an eligible Unit 3 employee on a Sabbatical Leave for one quarter or one semester at full pay.
S61	Sabbatical Leave, Difference-In-Pay, One Quarter Or One Semester	Used to place an eligible Unit 3 employee on a Difference in Pay Leave for one quarter or semester.
S62	Sabbatical Leave, Difference-In-Pay, Two Quarters	Used to place an eligible Unit 3 employee on a Difference In Pay Leave for two quarters.
S63	Sabbatical Leave, Difference-In-Pay, One Academic Year	Used to place an eligible Unit 3 employee on a Difference in Pay Leave for one academic year.
S64	Special Leave For Research/Creative Activity	Used to place an eligible Unit 3 employee on a formally approved leave of absence with pay for faculty research and / or creative activity for one quarter or one semester.
S65	Sabbatical Leave, Difference-In-Pay, Twelve Months Or Less	Used to place an eligible Unit 3 employee on a Difference in Pay Leave for a period not to exceed twelve months.

Leaves Without Pay

Code	Name	Description
645	Extend Period Of Leave Without Pay	Used to extend an employee's scheduled return to payroll following an authorized leave without pay including Military, Parental/Family Care and Medical, and Non-industrial Disability Leave.
S42	Leave Of Absence	Used to move a permanent or probationary employee to a formally approved leave of absence without pay, or to place an employee on involuntary leave pursuant to AB 908.
S43	Partial Leave of Absence	Used to place eligible permanent, probationary and non-represented employees on a formal partial leave. The employee will be paid a pro rated salary calculated at the reduced time base.
S44	Military Leave	Used to move an eligible employee to a formal military leave of absence.
S45	Parental Family Care and Medical Leave	Used to place an eligible employee on an authorized leave of absence without pay for pregnancy, childbirth, child and family care. (Refer to Education Code 89519 and/or appropriate collective bargaining agreement).
S49	Nonindustrial Disability Insurance Leave	Used to place an eligible CalPERS/STRS employee on an authorized leave of absence as a result of a non-industrial disability or injury.

Miscellaneous Changes

Code	Name	Description
105	Social Security Number	Used to report an employee's SSN when the official number is received from the Social Security Administration, or to correct an erroneous number.
120	Position Number	Used to change an employee's assigned position number. This transaction is used only when the employee is not being transferred or reassigned.
122	Class Code Change	Used for class code changes for all employee groups as specifically authorized by the Chancellor's Office.
125	Disability Veteran Status	As of October 1, 2008, an entry is no longer required in this field. Used to identify an employee's disability status and whether the disability is military service connected as required by Federal regulations (i.e., the Rehabilitation Compensation Act of 1974 and the Veteran's Compensation, Education and Employment Amendments of 1982).
126	Collective Bargaining Identifier (CBID)	Used to change an employees CB ID (e.g., represented, non-represented as appropriate)
215	Employment History Remarks	Used by the campus to (1) to correct an employee's date of employment, (2) to post notice of overpayment to a separated employee's record, (3) to delete FERP Code, 7757, (4) to extend Work Authorization Expiration Date, (Item 825).
330	Denial, Service-Based Salary Increase	Used only when an employee's SSI, MSI or SISA is denied.
405	Time Base Change	Used to increase or decrease an employee's time base.
415	Duration Of Appointment	Note: This transaction is not in use
416	Extend Temporary Promotion/Reassignment	Used to extend or delete the duration/expiration date of a temporary promotion, temporary reassignment or temporary reclassification.
430	Probationary Code/End Date	Used to change an employee's probationary status code and/or end date. This transaction is both a computer-generated and campus input transaction.
445	Ethnic Origin	Used to correct an employee's previously reported ethnic code.
505	Retirement System Member Status	Used to change an employees retirement membership status
560	Professional License Renewal	Used to change or reflect the renewal of a professional license when the license is required for an employee's continued employment in a respective classification/position.
565	Disability - Injury/Illness	Used to move an employee to or from Industrial Disability Leave (IDL) or Workers' Compensation, Temporary Disability (TD), with or without supplementation.
565	Disability (Code 7) Pending Determination	Used to move an employee to non-pay status after appropriate leave credits have been exhausted but the employee's claim for disability is still pending
702	Department Code	Used to change an employee's assigned departmental code.
703	School Code	Used to change employees' assigned school code. This is generally the result of internal campus reorganization, or an employee's movement from one school assignment to another.
704A	Management Data Element No. 1	Used to change a Unit 3 or Unit 4 employees assigned primary teaching service or area of specialization.
704B	Management Data Element No. 2	Used to track temporary faculty unit employees eligible for three-year appointment entitlements.
711	Work Location	Used to change an employee's work location.
712	Degree/Education Information	Used to update an employee's highest educational information.
715	Service Pay Period	Used to document a non-qualifying pay period when the employee has been docked or otherwise placed on non-pay status during one or more pay periods.
716	Sabbatical Leave Eligibility Date	Used to change an employee's Sabbatical Leave eligibility date, generally following a leave without pay or upon conclusion of a Sabbatical or Difference-in-Pay leave.
718	Management Data Element No. 3 Department Chair Fraction	Used to increase or decrease an individual's department chair fraction when the fraction differs from the payroll time base (Item 405).
825	Noncitizen Status	Used to identify or change the visa, work authorization expiration date, and tax treaty country information for a noncitizen employee.
CRO	Class Reallocation/Reorganization	Used by the campuses to add or remove an employee from a Red Circle/Plus Salary Rate. It is also a Special Use transaction restricted to use by the Chancellors Office of Human Resources Administration and/or the State Controllers Office.
GEN	General Salary Increase	This is a restricted use transaction that is used to process salary increases that are authorized by the CSU - Board of Trustees.
MHR	Multiple Hourly Rate	Used to change from one to four flat hourly rates of pay for Trade Rate employees.
MIS	Miscellaneous Changes	This is a computer-generated transaction code that summarizes two or more miscellaneous transactions processed simultaneously on one update screen.
MSA	Service-Based Salary Increase	Used to grant an employee a Service-based Salary Increase (SSI).
SCR	Salary Rate Change	Used for salary increases for represented and non-represented employees as indicated by Item 719. Refer to the transaction for specified uses.

Reinstatements

Code	Name	Description
A57	Reinstatement From Non-industrial Disability Leave	Used to reinstate an employee to active status following a leave of absence due to a non-industrial disability.
A58	Mandatory Reinstatement	Used to reinstate current or prior employee. Refer to the transaction for specified uses.
A59	Reinstatement From Leave Of Absence With Pay	Used to reinstate an employee following a Sabbatical Leave, Difference-In-Pay Leave, Special Leave for Research/Creative Activity, or Partial Leave Without Pay.
A68	Return From Inactive Pay Status (Roll Code 9)	Used to restore an employee to active pay status following "Roll Code 9" inactive pay status.

Separations

Code	Name	Description
S10	Resignation	Permanent separation, used to separate any employee who voluntarily resigns.
S21	Absent Without Official Leave	Permanent separation, used to separate an employee who is absent without official leave.
S30	Layoff	Temporary separation, used to separate a permanent or probationary employee because of lack of work or lack of funds.
S31	Termination Of Temporary Appointment	Permanent separation, used to separate an employee on or before the assigned expiration date of a temporary appointment.
S34	Faculty Nonreappointment	Permanent separation, used to separate full time academic and academic closely related employees who were given probationary tenure track appointments (A50).
S35	Separation By Agency	Permanent separation, used to separate non-probationary and non-tenured employees who were appointed via an A50 transaction. May be used only when the nature of the separation is such that no other separation transaction is more appropriate.
S41	Dismissal	Permanent separation, used to separate an employee who is being dismissed following disciplinary action or for disability, pursuant to Education Code 89536, if the employee does not qualify for disability retirement.
S70	Service Retirement	Permanent separation, used to separate an employee who is retiring from service.
S71	Disability Retirement	Temporary separation, used to separate an employee from active service because of a disability that has been approved by the retirement system. The use of this transaction establishes certain reinstatement rights.
S90	Rejection During Probation / Non-Retention	Permanent separation (involuntary) used to reject a non-academic employee prior to completion of the probationary period. Do not use for faculty unit employees.
S95	Death	Permanent separation used to separate an employee upon his/her death.
S99	Cancelled Appointment Action	Permanent separation, used to cancel an appointment when it is the ONLY record on a position sequence and 1) the employee did not report for work, or 2) the class assignment was canceled and no pay is involved, or 3) the employee was erroneously appointed to an additional position.

Status Changes

Code	Name	Description
A60	Reassignment	Used when an employee moves from one position, pay calendar or department to another, or when management reassigns an employee within a classification or sub-range based on the requirements of the position and an assessment of the employee's qualifications and skills.
A61	Preretirement Reduction In Time Base Program	Used to move an eligible tenured faculty unit employee into the program.
A63	Reclassification / In-Classification Progression	Used to change an employee's classification or position skill level within a given classification.
A64	Promotion	Used to move nonacademic employees from one classification to another having a higher level of duties, responsibilities and/or salary range. For faculty unit employees, movement to a higher academic rank or classification as appropriate following the standard campus review procedures.
A65	Demotion	Used to move an employee from one classification or position skill level to another having a lower level of duties, responsibilities and/or salary range. For faculty unit employees, movement to a lower academic rank or classification, as appropriate. A demotion may be voluntary, disciplinary or in lieu of layoff.
S46	Assignment To Inactive Payroll Status (Roll Code 9)	Generally used for continuing 10/10 pay plan employees moving to inactive pay status for two months during the year, or when a permanent or probationary academic year (AY), 10/12 or 11/12 pay plan employee moves to non-pay status under certain conditions (without a separation) during the appointment year. May also be used for "zero" pay period(s) following a one term leave without pay or other personnel action, such as placing an employee in non-pay status pending a legal decision or under limited conditions, to verify pay entitlement.
S85	Suspension	Used to process a disciplinary suspension.

Last Updated: September 10, 2012