Appendix A

Appointment and Sources Help

Valid Action Reason Codes

Code Action Reason
ADLEMP Add Additional Role Employment (Not Admin)
ADLDEP Add Additional Role Dept. Chair, Director Role
ADLSOU Add Additional Role Sourcing Only
DTACDP Data Change Correct Department
DTACJC Data Change Correct Job Code or Title
DTACNF Data Change Conferring Title
DTADIS Data Change Redistribute Salary
DTAFTE Data Change FTE Change/Std Hrs Change
DTATFR Data Change Due to Transfer
DTATRK Data Change Track Change
HIRFRM Hire Former Employee from Hist
HIRNHE Hire Employment
NOCCHG No Change No Change
NOTAPP Not Applicable Not Applicable
PAYADD Pay Rate Change Add Aca/Admin Duties
PAYEQA Pay Rate Change Equity Adjustment
PAYMAD Pay Rate Change Market Adjustment
PAYMER Pay Rate Change Merit/Annual
PAYPAY Pay Rate Change Fac Comp Plan Adj – Base
PAYRED Pay Rate Change Reduction in Pay
PROOPR Promotion No Pay Rate Change
PROPRO Promotion With Pay Rate Change

Guidelines for using Action/Reason Codes in the Medical School Budget Submission System

The four sections below can assist with assigning action/reason codes for most faculty appointments.

  1. Codes to Use for a Current Primary Job
  2. Codes to Use for a New Primary Job
  3. Codes to Use for Current Secondary Paid Jobs
  4. Codes to Use the New Secondary Paid Jobs
  5. Examples of Multiple Reasons for Salary Increases

Not every situation is covered. Please contact the Appointments Office at 314-362-6951 with any questions.

1. Codes to Use for a Current Primary Job

Situation: The July 1 job information is exactly the same as the current in HRMS

NOC CHG No Change

*The July 1 job for this faculty member is exactly the same as the current job in HRMS. The salary, rank code, title, FTE, and all other attributes of the job are unchanged. No data will be transferred to the HRMS system since only data that changes is transmitted (i.e. there will not be a 7/1 job row created in HRMS). Note: that NOC CHG is a valid action/reason in the Budget Submission System but not in HRMS.

Situation: The only change is an increase in total salary without a change to the base (“x”) component of the salary. This may include a change in the department
salary amount and/or department FTE

PAY MER Pay Rate Change – Merit/Annual

*The salary increase is due to level of performance, cost of living and/or additional work load or duties without a change in rank. This action/reason would also be used when increases are given only on the supplement (“y”) component of salary in accordance with the department’s approved Faculty Compensation Plan.

PAY EQA Pay Rate Change – Equity Adjustment

*The salary increase is to improve comparability within internal labor pools (HR should be involved).

PAY MAD Pay Rate Change – Market Adjustment

*The salary increase is to stay competitive with external labor pools including providing a retention increase (HR should be involved).

PAY ADD Pay Rate Change – Add Aca/Admin Duties

*The salary increase is due to additional academic or administrative responsibilities.

Situation: The only change is an increase in total salary due specifically to a change in the base (“x”) component of the salary. This could include a change in the department salary amount and/or department FTE.

PAY PAY Pay Rate Change – Fac Comp Plan Adjust – Base

*The base (“x”) component of salary will change on July 1 in accordance with the Faculty Compensation Plan. Do not use this action/reason if no Faculty Compensation Plan has been approved.

Situation: The only change is a decrease in total salary which could include a change in the department salary amount and/or department FTE.

PAY RED Pay Rate Change – Reduction in Pay

*The faculty member’s total salary is being reduced on July 1 without a decrease in total FTE (and not in conjunction with a demotion).

Situation: The faculty member’s total FTE is changing which results in a change to total salary.

DTA FTE Change – FTE/Standard Hours Change

*The faculty member’s total FTE is changing on July 1, including changes from full-time to part-time or vice versa.

Situation: The faculty member’s total salary and FTE remain the same but the department salary and/or the department FTE changes.

DTA DIS Data Change – Redistribute Salary

*All aspects of the paid job will remain the same on July 1 except the department annual salary and/or department FTE. Changes may occur as a result of the faculty member’s total salary being spread differently among jobs that are sourcing.

Situation: The faculty member receives a promotion (higher faculty rank) with or without a change in track.

PRO OPR Promotion (No Pay Rate Change)

*A promotion (higher faculty rank) with or without a change in track is effective on July 1 and the total salary will be the same as the current job.

PRO PRO Promotion – Promotion (Pay Rate Change)

*A promotion (higher faculty rank) with or without a change in track and a change in total salary are effective on July 1.

Situation: The only change to the job is the granting or removal of a named Professorship, distinguished title, department head or division chief title or if the wording within a title is changing. Note: If a misspelled title loads into budget submission, make the correction in budget submission and enter a job row in HRMS using the action/reason code Data Change/Other and the effective date of the current row with the next sequence number.

DTA CJC Data Change – Correct Job Code/Title

*All aspects of the paid job will remain the same on July 1 except the job code and/or title is being corrected. There is no change in track or faculty rank.

Situation: The only change to the job is a “change in track” between the Investigator, Clinician or Research tracks.

DTA TRK Data Change – Change Track

*All aspects of the paid job will remain the same on July 1 except the job code and/or title will change due to a track change.

Situation: Faculty member is transferring to a different department. When he/she is changing divisions within a department see DTA CDP “correct department.”

*The department out of which a faculty member is transferring should update the “pending/complete/delete” field to “D” for deleted and leave the action/reason field blank.

DTA TFR Data Change – Due to Transfer

*This action/reason is to be used by the department into which a faculty member is transferring on July 1. The appointment should reflect the changes in salary, rank code, title, FTE and other fields to be effective in the new department. Note: No data will transfer from budget submission into HRMS. A manual appointment letter will be prepared. The entry of the transfer action in HRMS should occur when the transfer actually happens.

Situation: The only change to the job data is the faculty member changing divisions within a department.

DTA CDP Data Change – Correct Department

*All attributes of the paid job will remain the same on July 1 except that the HRMS job department number is changing to a new division of the same department. If the department is changing then this would be a transfer. Note: the “department number” in HRMS is the Pay/Pers “division number.”

Situation: Faculty member will be resigning on or before July 1.

The “pending/completed/delete” field in the Budget Submission System should be set to “D” for deleted and the action/reason field left blank. In lieu of transmitting termination row to HRMS at this early date, the budget submission transfer will instruct HRMS to check the box the “Exclude for New Year?” field on the Additional Job Data Page. This will block the creation of an appointment letter. Note: the termination row must be entered in HRMS when the faculty member actually terminates.

2. Codes to Use on a New Primary Job

Situation: A faculty member who has been an employee (not a non-employee, of the University prior to the conversion on 12/22/02, starts employment again with the University on July 1.

HIR FRM Hire – Former Employee from History

*New hires budgeted for July 1 will not transfer to HRMS or receive appointment letters in mid-April. They will receive letters after the hire is entered manually in HRMS.

Situation: A faculty member who has not been previously employed by the University starts employment on July 1. Note: that he/she may be a current non-employee (fellow, resident, courtesy clinical or adjunct faculty member) or in an employee staff position.

HIR NHE Hire – Employment

*New hires budgeted for July 1 will not transfer to HRMS or receive appointment letters in mid-April. They will receive letters after the hire is manually entered into HRMS.

Situation: “To Be Determined” slots.

NOT APP Not Applicable

*This appointment “slot” is not an actual person. It may be “to be determined” or a placeholder for salary or incentive dollars. Note that NOT APP is a valid action/reason in the Budget Submission System but not HRMS. This data will not be transmitted to HRMS.

3. Codes to Use on Current Secondary Paid Jobs

Situation: The July 1 job information is exactly the same as the current job in HRMS.

NOC CHG No Change

*The July 1 job for this faculty member is exactly the same as the current job in HRMS. The salary, rank code, title, FTE, and all other attributes of the job are unchanged. No data will be transferred to the HRMS system since only data that changes is transmitted (i.e. there will not be a 7/1 job row created in HRMS). Note: NOC CHG is a valid action/reason in the Budget Submission System but not in HRMS.

Situation: The faculty member has a current title of faculty rank (i.e. not a job code of 2NR) and receives a promotion (higher faculty rank) with or without a change in track in his/her secondary job.

PRO OPR Promotion – Promotion (No Pay Rate Change)

*A promotion (higher faculty rank) with or without a change in track is effective on July 1 and the department salary and FTE will be the same as the current job in HRMS. Note: if current job code is 2NR see action reason DTA CNF “conferring title”.

PRO PRO Promotion – Promotion (Pay Rate Change)

*A promotion (higher faculty rank) with or without a change in track is effective on July 1 with an increase in department salary at the same FTE. Note: if current job code is 2NR see action reason DTA CNF “conferring title”.

Situation: The faculty member is changing tracks between the Investigator, Clinician or Research tracks.

DTA TRK Data Change – Change Track

*This action/reason code should be used even if there is a change in salary and/or FTE.

Situation: A title of rank (Instructor, Assistant Professor, etc) is granted to a faculty member who is currently just receiving salary from a department in job code 2NR.

DTA CNF Data Change – Conferring Title

*This action/reason code should be used even if there is a change in salary and/or FTE.

Situation: The granting or removal of a named Professorship, distinguished title, department head or division chief title or if the wording within a title is changing. Note: if a misspelled title loads into budget submission, you need to make the correction in budget submission and also enter a job row in HRSM using the action/reason code of Data Change/Other and the effective date of the current row with the next sequence number.

DTA CJC Data Change – Correct Job Code/Title

*This action/reason code should be used even if there is a change in salary and/or FTE.

Situation: Department cannot commit to salary support currently being provided to the faculty member.

The “pending/completed/delete” field in the Budget Submission System should be sent to “D” for deleted and the action/reason field left blank. In lieu of transmitting a completion row to HRMS at this early date, the budget submission transfer will instruct HRMS to check the box for the “Exclude for New Year?” field on the Additional Job Data Page. This will enable Human Resources to balance salary and FTE for July 1. This flag must be removed from HRMS in July if the secondary job is to continue. This is done by adding a row, using the current effective date with the next sequence number and removing the flag.

Situation: For all other salary changes on secondary paid jobs with situations not listed above.

DTA DIS Data Change – Redistribute Salary

*Use this code when salary and/or FTE is changing and none of the above situations apply. This will simplify the coordination of codes between the primary and secondary jobs. Note that total salary is reported only via the faculty member’s primary job.

4. Codes to Use on New Secondary Paid Jobs

Situation: The faculty member will receive funding with or without title from your department on or by July 1 and has no current or previous (since 12/22/02) jobs in your department in HRMS.

ADL EMP Add additional role / Employment (not administrative)

*A new secondary paid faculty rank position will be effective on July 1. Do not use this code for adding administrative titles (use ADL DEP below).

ADL DEP Add additional role / Dept. Chair, Director role

* A new secondary paid job with an administrative title will be effective on July 1.

ADL SOU Add additional role / Sourcing only

*A new secondary paid untitled job will be effective on July 1. The rank code should be 2NR with a title of “No Rank – Salary Only.”

5. Examples of Multiple Reasons for Salary Increases

The fields for entering multiple reasons for salary increases apply only to paid, prime appointments. Only one action/reason code is specified but multiple reasons for the budgeted increase in total salary can be indicated. In general the action/reason should indicate the most important rationale for the HR transaction with transfers taking precedence, then promotions, then merit/annual, equity, market and faculty compensation plan – base in that order.

Situation: The faculty member receives a promotion (higher faculty rank) from his/her prime department effective July 1 with an increase in total salary of 13% (possibly sourced from several departments). There is no separate merit increase transaction for this faculty member comparable to that provided to other department faculty on July 1. Per the Faculty Compensation Plan the Department Head uses his/her discretion to set July 1 faculty salaries. Base salary is not changing.

PRO PRO Promotion – Promotion (Pay Rate Change)

*The action/reason code indicates the promotion. The Department Head assigns 3% of the increase to “merit/annual” and 10% to the promotion for input into the Budget Submission System. Note that this “split” provides more accurate data when the average level of increases for promotions in this department is later calculated.

Situation: The faculty member receives a salary increase on July 1 of 6% due to market conditions in her subspecialty. This increase is effective July 1 and has been reviewed with the appropriate administrative officials. There is no separate merit increase transaction for this faculty member comparable to that provided to other faculty in the department on July 1. Per the Faculty Compensation Plan the Department Head uses his/her discretion to set July 1 faculty salaries. The base salary is not changing.

PAY MER Pay Rate Change – Merit/Annual

*The action/reason code indicates “merit/annual”. The Department Head assigns 3% of the increase to “merit/annual” and 3% to the market factor for input into the Budget Submission System. This segregation of the components results in a record of the actual market adjustment.