QCC Human Resources Master Files Manual

Transcription

1 Quintessential School Systems QCC Human Resources Master Files Manual Quintessential School Systems (QSS), 2010 All Rights Reserved 867 American Street, 5Seconf Floor --- San Carlos, CA Voice 650/ Fax 650/ Published: 01/10

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3 Copyright Notice Copyright Quintessential School Systems, 2010 This document contains proprietary information which is protected by copyright. All rights are reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any language or computer language, in any form or by any means, electronic, mechanical, optical, chemical, manual or otherwise without the prior written approval of Quintessential School Systems (QSS). The information contained in this document is subject to change without notice. QUINTESSENTIAL SCHOOL SYSTEMS MAKES NO WARRANTY OF ANY KIND WITH REGARD TO THIS MATERIAL, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. Quintessential School Systems shall not be liable for errors contained herein or resulting from the use of this material. QSS/OASIS, STUDENT/3000, and SCHOOL/3000 are registered trademarks of Quintessential School Systems. The samples of reports, windows, and dialog boxes in this document are provided to illustrate the operation of the software at a typical site. All names and addresses are fictitious. The actual windows, dialog boxes, and reports at your site may vary from the samples in this documentation.

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5 Contents List of Figures List of Tables Chapter 1: Introduction Chapter Contents Manual Overview Chapter 1: Introduction Chapter 2: HR Code Maintenance Window Chapter 3: HR Code Maintenance 2 Window Chapter 4: Maintaining Master Files Appendix A: Common Elements in QCC Windows Appendix B: QSSInstaPrint Window Relation to Other Manuals Objectives How to Use this Manual Locating Master Files Detailed Instructions for Master File Window Audience and Knowledge Assumed Related Documentation Help Files for QCC Viewing Help Files from QCC QSS ControlCenter Guide Printing Reports with Print Manager Additional Resources for System Administrators Gaining Access to Help Files System Security and Session Administration for QCC Module, Task, and User Security for QCC Chapter 2: HR Code Maintenance Window Chapter Contents Description of the HR Code Maintenance Window Title Bar Menu Bar and Toolbar File Menu View Menu Options Menu and Toolbar Help Menu Message Bar Tree View Purpose Expanding and Collapsing Folders Displaying a Master File in the Grid Access Levels and Types of Master Files continued on next page /10 Copyright QSS, 2010 Contents-1

6 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window - continued Tree View - continued Filter Grid Name of the Grid Contents of the Grid Status Bar Opening the Window Maintaining and Reporting Master File Records Inspecting Records (Inspect Command) Changing and Deleting Records (Change Command) Adding and Importing Records (Add New Command and Add New [No Preload] Command) Launching a Report (Create Report Command) Add/Import Multiple Records Importing Multiple Records Data Formats for Master Files Chapter 3: HR Code Maintenance 2 Window Chapter Contents Description of the HR Code Maintenance 2 Window Title Bar Menu Bar and Toolbar File Menu View Menu Options Menu and Toolbar Help Menu Message Bar Tree View Purpose Expanding and Collapsing Folders Displaying a Master File in the Grid Access Levels and Types of Master Files Filter Grid Name of the Grid Contents of the Grid Status Bar Opening the Window Maintaining and Reporting Tax Tables Inspecting and Changing Tax Tables Adding a New Tax Table Deleting a Tax Table Creating Reports Contents-2 Copyright QSS, /10

7 Contents Chapter 4: Defining Master Files Chapter Contents How to Use This Chapter Master Files in this Chapter Master File Descriptions Overview Sample Table Box Label Column R/O/D Column Required Key Optional Display Contents Column Date Dollar Amount Fiscal Year Fixed Decimal Point Numerals Numeric Code Selected (Yes) or Cleared (No) Selection from Option Buttons Selection from List Text Time Stamp Absence Tracking Master Files Absence Reasons (AR) Master File Leave Groups (LG) Master File General Instructions Leave Buckets Tab Service Years Tab Paystub Mapping Tab Absence Indices (AI) Master File Absence FTE Codes (AF) Master File Absence Tracking Accrual Subfolder Roll Codes (RO) Master File Accrual Rules (AC) Master File Accrual Schedules (AS) Master File Absence Interface Rules (IR) Master File General Instructions Global Site Global Leave Group Site/Leave Group Rules Personnel Master Files District Master (DP) Master File Locations (LOC) Master File Location Org Levels Fields (LO) Master File Bargaining Units (BU) Master File continued on next page /10 Copyright QSS, 2010 Contents-3

8 Human Resources Master Files Manual Chapter 4: Defining Master Files - continued Personnel Master Files - continued Board Dates (BD) Master File Certificate Level (CL) Master File Certificate Type (CT) Master File Comments Types (CO) Master File Contract Types (CN) Master File Control Groups (CG) Master File County/State Codes (CS) Credentials Subfolder Credentials (CR) Master File Credential Authorizations (CA) Master File Credential Renewal Codes (CW) Master File Credential Subject Codes (CB) Master File Credential Level Codes (CV) Master File Degree Type (DT) Code Employee Types (EM) Master File Ethnic Codes (ET) Code Master Files Experience Types (ET) Master Files Freeze Placement Reasons (FP) Handicap (HA) Master File Hospital Codes (HO) Master File Institutions (Colleges) (IN) Master File Immunization (IM) Master File Inservice Ed Component (IE) Master File Insurance Carrier (IC) Master File Medical Codes (ME) Master File Membership List (LM) Master File Job Categories (JB) Master File Job Codes (JC) Master File General Instructions Code Definition and Credentials/Education Tab Subject/Skills Tab Test Information/Experience Tab Sample Master File Report Language Codes (LA) Master File Program of Graduation (PG) Master File Refusal Reason (RR) Master File Report Codes (RC) Master File Seniority Class (SN) Master File Skill Codes (SK) Master File Subject Codes (SU) Master File Termination Code (TE) Master File Test Master Codes (TM) Master File Personnel Action Files PAF Category (PA) Master File PAF Actions (PF) Master File PAF Dictionary (PD) Master File continued on next page --- Contents-4 Copyright QSS, /10

9 Contents Chapter 4: Defining Master Files - continued Payroll Master Files Pay Codes (PC) Master File Payroll Name (PYN) Master File Pay Schedules (PS) Master File Pay Types (PT) Master File Retirement Systems (RS) Master File Retirement Edits (RE) Master File Payroll Profiles (PP) Master File Statutory Deductions Subfolder Statutory Deduction Codes (SD) Master File Statutory Deduction Profiles (SP) Master File Deduction Schedule (DS) Master File Deduction Rate Table (DR) Master File Bonus Codes (BC) Master File Payroll Edit Rules (PE) Master File Deduction Rule Codes (PR) Master File SMF Status Codes (SM) Master File Pending Retirement Status Codes (PN) Master File Vol-Ded Frequency Codes (VD) Master File Voluntary Deductions (VD) Master File Benefit Controls (BC) Master File Benefit Object Maps (OMAP) Master File Health/Welfare Benefit Maps (VMAP) Master File Benefit Group Maps (GMAP) Master File Tax Tables Subfolder Federal Income Tax (TT01) Master File OASDI/Medicare (TT03) Master File Workers Compensation (TT05) Master File State Tax California (TT06) Master File SUI California (TT07) Master File PERS California (TT08) Master File STRS California (TT09) Master File California Retirement Setup (TT10) Master File California State Disability Insurance (TT11) Master File Position Control Master Files Position Bonus Codes (PB) Master File Benefit Projected Rates (BPR) Master File District Authorized Positions (DAP) Master File Maintaining District Authorized Positions Header Information Description Tab Requirements 1 Tab Requirements 2 Tab Account Distribution Tab Benefits Tab Employee List Tab continued on next page /10 Copyright QSS, 2010 Contents-5

10 Human Resources Master Files Manual Chapter 4: Defining Master Files - continued Position Control Master Files - continued New District Authorized Positions (DAPN) Master File Maintaining District Authorized Positions Header Information Description Tab Requirements 1 Tab Requirements 2 Tab Account Distribution Tab Benefits Tab Employee List Tab Reports Salary Schedules (SS) Master File New Salary Schedules (SSN) Master File Maintaining and Reporting Salary Schedules Description of the Dialog Box Sample Salary Schedule Matrix (PP0302) Work Calendars (WC) Master File Overview Maintaining Work Calendars Changing Days on the Calendar Report Sample Master File Links Pay Code Links (FL01) Master File Voluntary Deduction Code Links (FL02) Master File Vol-Ded Frequency Code Links (FL03) Master File Pay Schedule Code Links (FL04) Master File Stat Ded Profile Code Links (FL05) Master File Deduction Schedule Code Links (FL06) Master File Link Report Benefits Management Master Files Coverage Level Codes (BMLC) Master File Deduction Class List (BMCL) Master File Dependent Codes (BMDC) Master File FTE Allocation Table (BMFT) Master File Package Codes (BMPK) Master File Plan Codes (BMPC) Master File Plan/Level Amounts (BMPL) Master File Cap Amounts (BMCA) Master File Benefit Status Codes (BMBS) Master File Package Assignment (BMPA) Master File Retirement - CA Master Files District Master File (RTDI) Master File Accumulator Limits (RTAL) Master File STRS Rates (RTST) Master File PERS Rates (RTPE) Master File Pay Schedule Controls (RTPS) Master File Retirement Group Subfolder District Master File by Group (RTDG) Master File PERS Rates by Group (RTGP) Master File Contents-6 Copyright QSS, /10

11 Contents Chapter A: Common Elements in QCC Windows Appendix Contents A-1 The Grid A-2 Navigating through the Grid A-2 Sorting the Grid A-4 Filling In Boxes in Tabs A-5 Moving from Tab to Tab A-5 Moving from One Box to Another A-5 Selecting Options from Lists A-6 Typing in a Text Box A-7 Checking Boxes A-8 Selecting Option Buttons A-8 Typing or Selecting Dates A-9 Help Menu A-11 About Command A-11 Commands for the About Dialog Box A-12 Tabs on the About Dialog Box A-13 User Security Command A-17 Overview A-17 Commands A-17 Columns in the Grid A-18 Chapter B:QSSInstaPrint Window Appendix Contents B-1 Overview of QSSInstaPrint Window B-2 Menu Bar and Toolbar Commands B-3 File Menu B-3 Options Menu and Toolbar B-3 Saving and Printing Instaprint Reports B-5 Saving a File B-5 Opening in Excel B-6 Opening in Excel Wizard B-8 Opening in Word B-13 Creating a PDF File B-14 Index 01/10 Copyright QSS, 2010 Contents-7

12 Human Resources Master Files Manual Contents-8 Copyright QSS, /10

13 List of Figures Chapter 2: HR Code Maintenance Window Figure 2-1: HR Code Maintenance window Figure 2-2: Title bar for the HR Code Maintenance window Figure 2-3: Menu bar and toolbar for the HR Code Maintenance window Figure 2-4:: File menu for the HR Code Maintenance window Figure 2-5: QSS Personnel dialog box for the Show Status command Figure 2-6: View menu for the HR Code Maintenance window Figure 2-7: Options menu, View menu, and toolbar commands for the HR Code Maintenance window Figure 2-8: Help menu for the HR Code Maintenance window Figure 2-9: Message bar for the HR Code Maintenance window Figure 2-10: Tree view for the HR Code Maintenance window Figure 2-11: Tree view with all folders collapsed (closed) Figure 2-12: Tree view with Retirement - CA folder expanded Figure 2-13: Toolbar commands for maintaining master files Figure 2-14: Filter for the HR Code Maintenance window Figure 2-15: Result of searching for "principal teacher (env/ed))" with no wildcards Figure 2-16: Result of searching for "prin*" with first word match Figure 2-17: Result of searching for "*prin" with partial word match Figure 2-18: Lists for selecting a district, site, and year in the Settings dialog box Figure 2-19: Grid for the HR Code Maintenance window Figure 2-20: Name of master file above the grid Figure 2-21: Status bar for the HR Code Maintenance window Figure 2-22: Go menu expanded Figure 2-23: Human Resources submenu expanded Figure 2-24: Tree view with Human Resources folder open Figure 2-25: Tree view after opening the Master Files / Utilities subfolder Figure 2-26: View dialog box Figure 2-27: Change dialog box for changing or deleting records Figure 2-28: Add dialog box for creating records Figure 2-29: Report dialog box for HR Code Maintenance window Figure 2-30: Grid Import dialog box for the Pay Types master file Chapter 3: HR Code Maintenance 2 Window Figure 3-1: HR Code Maintenance 2 window Figure 3-2: Title bar for the HR Code Maintenance 2 window Figure 3-3: Menu bar and toolbar for the HR Code Maintenance 2 window Figure 3-4:: File menu for the HR Code Maintenance 2 window Figure 3-5: QSS Personnel dialog box for the Show Status command continued on next page /10 Copyright QSS, 2010 Figures-1

14 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window - continued Figure 3-6: View menu for the HR Code Maintenance 2 window Figure 3-7: Options menu, View menu, and toolbar commands for the HR Code Maintenance 2 window Figure 3-8: Help menu for the HR Code Maintenance 2 window Figure 3-9: Message bar for the HR Code Maintenance 2 window Figure 3-10: Tree view for the HR Code Maintenance 2 window Figure 3-11: Tree view with all folders collapsed (closed) Figure 3-12: Tree view with Retirement - CA folder expanded Figure 3-13: Toolbar commands for maintaining master files Figure 3-14: Filter for the HR Code Maintenance 2 window Figure 3-15: Result of searching for "principal teacher (env/ed))" with no wildcards Figure 3-16: Result of searching for "prin*" with first word match Figure 3-17: Result of searching for "*prin" with partial word match Figure 3-18: Lists for selecting a district, site, and year in the Settings dialog box Figure 3-19: Grid for the HR Code Maintenance 2 window Figure 3-20: Name of master file above the grid Figure 3-21: Status bar for the HR Code Maintenance 2 window Figure 3-22: Go menu expanded Figure 3-23: Human Resources submenu expanded Figure 3-24: Tree view with Human Resources folder open Figure 3-25: Tree view after opening the Master Files / Utilities subfolder Figure 3-26: Dialog box for displaying and maintaining tax tables Figure 3-27: Add dialog box for creating a new tax table from an existing tax table Figure 3-28: Dialog box for confirming or cancelling the deletion of a tax table Figure 3-29: Sample InstaPrint report Chapter 4: Defining Master Files Figure 4-1: Previous View and Back View buttons for Adobe Reader and Acrobat Figure 4-2: Date box Figure 4-3: Examples of cleared and selected check boxes Figure 4-4: Option buttons for selecting Interim Period 1, 2, or 3 in a row Figure 4-5: Options buttons for selecting one of the options under Record Type Figure 4-6: List box Figure 4-7: List box with options expanded after clicking the drop-down arrow Figure 4-8: Add dialog box for the Absence Reasons (AR) master file Figure 4-9: Add dialog box for the Leave Groups (LG) master file (Leave Buckets tab) Figure 4-10: Service Years tab for the Leave Groups (LG) master file Figure 4-11: Paystub Mapping Tab for the Leave Groups (LG) master file Figure 4-12: Add dialog box for the Absence Indices (AI) master file Figure 4-13: Add dialog box for the Absence FTE Codes (AF) master file Figure 4-14: Add dialog box for the Roll Codes (RO) master file continued on next page --- Figures-2 Copyright QSS, /10

15 List of Figures Chapter 4: Defining Master Files - continued Figure 4-15: Add dialog box for Accrual Rules master file (Page 1) Figure 4-16: Add dialog box for Accrual Rules master file (Page 2) Figure 4-17: Add dialog box for the Accrual Schedule (AS) master file Figure 4-18: Add dialog box for Absence Interface Rules master file (Global Site) Figure 4-19: Add dialog box for Absence Interface Rules master file (Global Leave Group) Figure 4-20: Add dialog box for Absence Interface Rules master file (Site/Leave Groups) Figure 4-21: Add dialog box for the District Master (DP) master file Figure 4-22: Add dialog: Add dialog box for the Locations (LOC) master file Figure 4-23: Add dialog box for the Location Org Level Fields (LO) master file Figure 4-24: Add dialog box for the Bargaining Units (BU) master file Figure 4-25: Add dialog box for the Board Dates (BD) master file Figure 4-26: Add dialog box for the Certificate Level (CL) master file Figure 4-27: Add dialog box for the Certificate Type (CT) master file Figure 4-28: Add dialog box for the Comments Types (CO) master file Figure 4-29: Add dialog box for the Contract Types (CN) master file Figure 4-30: Add dialog box for the Control Groups (CG) master file Figure 4-31: Add dialog box for the County/State Codes (CS) master file Figure 4-32: Add dialog box for the Credentials (CR) master file Figure 4-33: Add dialog box for the Credential Authorizations (CA) master file Figure 4-34: Add dialog box for the Credential Renewal Codes (CW) master file Figure 4-35: Add dialog box for the Credential Subject Codes (CB) master file Figure 4-36: Add dialog box for the Credential Level Codes (CB) master file Figure 4-37: Add dialog box for the Degree Type (DT) master file Figure 4-38: Add dialog box for the Employee Types (EM) master file Figure 4-39: Add dialog box for the Ethnic Codes (ET) master file Figure 4-40: Add dialog box for the Experience Types (ET) master file Figure 4-41: Add dialog box for the Freeze Placement Reasons (FP) master file Figure 4-42: Add dialog box for the Handicap (HA) master file Figure 4-43: Add dialog box for the Hospital Codes (HO) master file Figure 4-44: Add dialog box for the Institutions (Colleges) (IN) master file Figure 4-45: Add dialog box for the Immunizations (IM) master file Figure 4-46: Add dialog box for the Inservice Ed Component (IE) master file Figure 4-47: Add dialog box for the Insurance Carrier (IC) master file Figure 4-48: Add dialog box for the Medical Codes (ME) master file Figure 4-49: Add dialog box for the Membership List (LM) master file Figure 4-50: Add dialog box for the Job Categories (JB) master file Figure 4-51: Code definition and Credentials/Education tab for the Job Codes (JC) master file.4-86 Figure 4-52: Subjects/Skills tab for the Job Codes (JC) master file Figure 4-53: Test Information/Experience tab for the Job Codes master file Figure 4-54: Add dialog box for the Language Codes (LA) master file Figure 4-55: Add dialog box for the Program of Graduation (PG) master file continued on next page /10 Copyright QSS, 2010 Figures-3

16 Human Resources Master Files Manual Chapter 4: Defining Master Files - continued Figure 4-56: Add dialog box for the Refusal Reason (RR) master file Figure 4-57: Add dialog box for the Report Codes (RC) master file Figure 4-58: Add dialog box for the Seniority Class (SN) master file Figure 4-59: Add dialog box for the Sill Codes (SK) master file Figure 4-60: Add dialog box for the Subject Codes (SU) master file Figure 4-61: Add dialog box for the Termination Code (TE) master file Figure 4-62: Add dialog box for the Test Master Codes (TM) master file Figure 4-63: Add dialog box for the PAF Category (PA) master file Figure 4-64: Add dialog box for the PAF Actions (PF) master file Figure 4-65: Add dialog box for the Pay Codes (PC) master file Figure 4-66: Add dialog box for the Payroll Name (PYN) master file Figure 4-67: Change dialog box for the Pay Schedules (PS) master file Figure 4-68: Add dialog box for the Pay Types (PT) master file Figure 4-69: Add dialog box for the Retirement Systems (RS) master file Figure 4-70: Change dialog box for the Retirement Edits (RE) master file Figure 4-71: Add dialog box for the Payroll Profiles (PP) master file Figure 4-72: Statutory Deduction Codes master file Figure 4-73: Change dialog box for the Statutory Deduction Profiles (SP) master file Figure 4-74: Change dialog box for the Deduction Schedule (DS) master file Figure 4-75: Add dialog box for the Deduction Rate Table (DR) master file Figure 4-76: Add dialog box for the Bonus Codes (BC) master file Figure 4-77: Add dialog box for the Payroll Edit Rules (PE) master file Figure 4-78: Add dialog box for the Deduction Rule Codes (PR) master file Figure 4-79: Add dialog box for the SMF Status Codes (SM) master file Figure 4-80: Add dialog box for the Pending Retirement Status Codes (PN) master file Figure 4-81: Add dialog box for the Vol-Ded Frequency Codes (VD) master file Figure 4-82: Add dialog box for the Voluntary Deductions (VD) master file Figure 4-83: Add dialog box for the Benefit Controls (BC) master file Figure 4-84: Add dialog box for the Benefit Object Maps (OMAP) master file Figure 4-85: Add dialog box for the Health/Welfare Benefit Maps (VMAP) master file Figure 4-86: Add dialog box for the Benefit Group Maps (GMAP) master file Figure 4-87: Change dialog box for the Federal Income Tax (TT01) master file (EIC tab) Figure 4-88: Change dialog box for the Federal Income Tax (TT01) master file (withholding tabs) Figure 4-89: Change dialog box for the Federal Income Tax (TT01) master file (New EIC tab) Figure 4-90: Change dialog box for the OASDI/Medicare (TT03) master file Figure 4-91: Change dialog box for the Workers Compensation (TT05) master file Figure 4-92: Change dialog box for the State Tax California (TT06) master file (Tables 1/2, 3/4 tab) continued on next page --- Figures-4 Copyright QSS, /10

17 List of Figures Chapter 4: Defining Master Files - continued Figure 4-93: Change dialog box for the State Tax California (TT06) master file (Method B tabs) Figure 4-94: Change dialog box for the SUI California (TT07) master file Figure 4-95: Change dialog box for the PERS California (TT08) master file Figure 4-96: Change dialog box for the STRS California (TT09) master file Figure 4-97: Change dialog box for the California Retirement Setup (TT10) master file Figure 4-98: Add dialog box for the California State Disability Insurance (TT11) master file Figure 4-99: Add dialog box for the Position Bonus Codes (PB) master file Figure 4-100: Add dialog box for the Benefit Projected Rate (BPR) master file Figure 4-101: Add mode for District Authorized Positions (DAP) master file Figure 4-102: Header information for the District Authorized Positions (DAP) master file Figure 4-103: Description tab for the District Authorized Positions (DAP) master file Figure 4-104: Requirements 1 tab for the District Authorized Positions (DAP) master file Figure 4-105: Requirements 2 tab for the District Authorized Positions (DAP) master file Figure 4-106: Account Distribution tab for the District Authorized Positions (DAP) master file Figure 4-107: Benefits tab for the District Authorized Positions (DAP) master file Figure 4-108: Employee List tab for the District Authorized Positions (DAP) master file Figure 4-109: Add mode for New District Authorized Positions (DAPN) master file Figure 4-110: Position Reports dialog box Figure 4-111: Header information for the New District Authorized Positions (DAPN) master file Figure 4-112: Description tab for the New District Authorized Positions (DAPN) master file Figure 4-113: Requirements 1 tab for the New District Authorized Positions (DAPN) master file Figure 4-114: Requirements 2 tab for the New District Authorized Positions (DAPN) master file Figure 4-115: Account Distribution tab for the New District Authorized Positions (DAPN) master file Figure 4-116: Benefits tab for the New District Authorized Positions (DAPN) master file Figure 4-117: Employee List tab for the New District Authorized Positions (DAPN) master file Figure 4-118: Launch screen for the District Position Report (PCR400) Figure 4-119: Launch screen for Employee Position Report (PCR405) Figure 4-120: Launch window for the Abbreviated Position District Report (PCR420) Figure 4-121: Launch window for the Position-Account Report (PCR409) Figure 4-122: Dialog box for displaying and maintaining tax tables Figure 4-123: Add dialog box for creating a new salary schedule from an existing one Figure 4-124: Dialog box for confirming or cancelling the deletion of a salary schedule Figure 4-125: Sample InstaPrint report Figure 4-126: Header information for the New PC Salary Schedules (SSN) master file continued on next page /10 Copyright QSS, 2010 Figures-5

18 Human Resources Master Files Manual Chapter 4: Defining Master Files - continued Figure 4-127: Schedule Calculation Factors tab for the New PC Salary Schedules (SSN) master file Figure 4-128: Payroll Interface tab for the New PC Salary Schedules (SSN) master file Figure 4-129: Bonus Calculation Rules tab for the New PC Salary Schedules (SSN) master file Figure 4-130: Steps and Ranges tab for the New PC Salary Schedules (SSN) master file Figure 4-131: Commands used only on the Steps and Ranges tab Figure 4-132: Benefits tab for the New PC Salary Schedules (SSN) master file Figure 4-133: Change Work Calendars dialog box Figure 4-134: View Work Calendars dialog box Figure 4-135: Button for modifying the days in a monthly calendar Figure 4-136: Button for modifying the days in a monthly calendar Figure 4-137: Legend area after clicking Paid Holiday (PH) Figure 4-138: Mouse pointer hovered over August Figure 4-139: Calendar after clicking August Figure 4-140: Add dialog box for the Pay Code Links (FL01) master file Figure 4-141: Add dialog box for the Voluntary Deduction Code Links (FL02) master file Figure 4-142: Add dialog box for the Vol-Ded Frequency Code Links (FL03) master file Figure 4-143: Add dialog box for the Pay Schedule Code Links (FL04) master file Figure 4-144: Add dialog box for the Stat Ded Profile Code Links (FL05) master file Figure 4-145: Add dialog box for the Deduction Schedule Code Links (FL06) master file Figure 4-146: Add dialog box for the Coverage Level Codes (BMLC) master file Figure 4-147: Add dialog box for the Deduction Class List (BMCL) master file Figure 4-148: Add dialog box for the Dependent Codes (BMDC) master file Figure 4-149: Change dialog box for the FTE Allocation Table (BMFT) master file Figure 4-150: Add dialog box for the Package Codes (BMPK) master file Figure 4-151: Add dialog box for the Plan Codes (BMPC) master file Figure 4-152: Add dialog box for the Plan/Level Amounts (BMPL) master file Figure 4-153: Change dialog box for the Cap Amounts (BMCA) master file Figure 4-154: Add dialog box for the Benefit Status Codes (BMBS) master file Figure 4-155: Add dialog box for the Package Assignment (BMPA) master file Figure 4-156: Add dialog box for the District Master File (RTDI) master file Figure 4-157: Add dialog box for the Accumulator Limits (RTAL) master file Figure 4-158: Add dialog box for the STRS Rates (RTST) master file Figure 4-159: Add dialog box for the PERS Rates (RTPE) master file Figure 4-160: Add dialog box for the Pay Schedule Controls (RTPS) master file Figure 4-161: Add dialog box for the District Master File by Group (RTDG) master file Figure 4-162: Add dialog box for the PERS Rates by Group (RTGP) master file Figures-6 Copyright QSS, /10

19 List of Figures Chapter A: Common Elements in QCC Windows Figure A-1: Grid for QCC applications A-2 Figure A-2: Unavailable, available, and active boxes A-6 Figure A-3: Drop-down list box A-6 Figure A-4: Drop-down list box with options expanded after clicking the drop-down arrow... A-6 Figure A-5: Check boxes for yes (checked) or no (unchecked) options A-8 Figure A-6: Option buttons for selecting Interim Period 1, 2, or A-8 Figure A-7: Date box A-9 Figure A-8: : About dialog box for the About command on the Help menu A-11 Figure A-9: Tab bar for the About dialog box A-13 Figure A-10: Program Info tab for the About dialog box A-13 Figure A-11: Package information for QCC on the Package Info tab A-15 Figure A-12: USERSEC tab for the About dialog box A-16 Figure A-13: User Security window for the Security command on the Help menu A-17 Figure A-14: Columns in the grid for the User Security window A-18 Chapter B: QSSInstaPrint Window Figure B-1: QSSInstaPrint window B-2 Figure B-2: Options menu and toolbar for the Grid Output window B-3 Figure B-3: Save As dialog box for making a text file B-5 Figure B-4: Excel worksheet with entire report line in Column A B-7 Figure B-5: Save As dialog box dialog box for Excel B-7 Figure B-6: Text Import Wizard step for choosing original data type B-9 Figure B-7: Wizard for dividing up the report line into spreadsheet columns B-10 Figure B-8: Wizard for defining the data format for each column of the spreadsheet B-10 Figure B-9: Microsoft Excel window with data imported into columns B-11 Figure B-10: Save As dialog box dialog box for Excel B-12 Figure B-11: Save As dialog box dialog box for Word B-13 Figure B-12: Create PDF dialog box for making a PDF file B-14 01/10 Copyright QSS, 2010 Figures-7

20 Human Resources Master Files Manual Figures-8 Copyright QSS, /10

21 List of Tables Chapter 2: HR Code Maintenance Window Table 2-1: Quick start guide for the HR Code Maintenance window Table 2-2: Option menu and toolbar commands for the HR Code Maintenance window. 2-7 Chapter 3: HR Code Maintenance 2 Window Table 3-1: Quick start guide for the HR Code Maintenance 2 window Table 3-2: Option menu and toolbar commands for the HR Code Maintenance 2 window 3-7 Chapter 4: Defining Master Files Table 4-1: Master files by folder on tree view Table 4-2: Master files by name Table 4-3: Master files by code Table 4-4: Sample master file Table 4-5: Master files in the Absence Tracking folder Table 4-6: Absence Reasons (AR) master file Table 4-7: Leave Groups (LG) master file (Leave Buckets tab) Table 4-8: Leave Groups (LG) master file (Service Years tab) Table 4-9: Leave Groups (LG) master file Table 4-10: Absence Indices (AI) master file Table 4-11: Absence FTE Codes (AF) master file Table 4-12: Roll Codes (RO) master file Table 4-13: Accrual Rules (AC) master file (Page 1) Table 4-14: Accrual Rules (AC) master file (Page 2) Table 4-15: Accrual Schedule (AS) master file Table 4-16: Absence Interface Rules (IR) master file (Global Site) Table 4-17: Absence Interface Rules (IR) master file (Global Site) Table 4-18: Absence Interface Rules (IR) master file (Site/Leave Group) Table 4-19: Personnel master files Table 4-20: District Master (DP) master file Table 4-21: Locations (LOC) master file Table 4-22: Location Org Level Fields (LO) master file Table 4-23: Bargaining Units (BU) master file Table 4-24: Board Dates (BD) master file Table 4-25: Certificate Level (CL) master file Table 4-26: Certificate Type (CT) master file Table 4-27: Comments Types (CO) master file Table 4-28: Contract Types (CN) master file Table 4-29: Control Groups (CG) master file Table 4-30: County/State Codes (CS) master file Table 4-31: Credentials (CR) master file Table 4-32: Credential Authorizations (CA) master file Table 4-33: Credential Renewal Codes (CW) master file Table 4-34: Credential Subject Codes (CB) master file Table 4-35: Credential Level Codes (CB) master file continued on next page /10 Copyright QSS, 2010 Tables-1

22 Human Resources Master Files Manual Chapter 4: Defining Master Files - continued Table 4-36: Degree Type (DT) master file Table 4-37: Employee Types (EM) master file Table 4-38: Ethnic Codes (ET) master file Table 4-39: Experience Types (ET) master file Table 4-40: Freeze Placement Reasons (FP) master file Table 4-41: Handicap (HA) master file Table 4-42: Hospital Codes (HO) master file Table 4-43: Institutions (Colleges) (IN) master file Table 4-44: Immunizations (IM) master file Table 4-45: Inservice Ed Component (IE) master file Table 4-46: Insurance Carrier (IC) master file Table 4-47: Medical Codes (ME) master file Table 4-48: Membership List (LM) master file Table 4-49: Job Categories (JB) master file Table 4-50: Job Codes (JC) master file Table 4-51: Job Codes (JC) master file Table 4-52: Job Codes (JC) master file Table 4-53: Language Codes (LA) master file Table 4-54: Program of Graduation (PG) master file Table 4-55: Refusal Reason (RR) master file Table 4-56: Report Codes (RC) master file Table 4-57: Seniority Class (SN) master file Table 4-58: Skill Codes (SK) master file Table 4-59: Subject Codes (SU) master file Table 4-60: Termination Code (TE) master file Table 4-61: Test Master Codes (TM) master file Table 4-62: PAF Category (PA) master file Table 4-63: PAF Actions (PF) master file Table 4-64: Master files for the Payroll folder Table 4-65: Pay Codes (PC) master file Table 4-66: Payroll Name (PYN) master file Table 4-67: Pay Schedules (PS) master file Table 4-68: Pay Types (PT) master file Table 4-69: Retirement Systems (RS) master file Table 4-70: Retirement Edits (RE) master file Table 4-71: Payroll Profiles (PP) master file Table 4-72: Statutory Deduction Profiles (SP) master file Table 4-73: Deduction Schedule (DS) master file Table 4-74: Deduction Rate Table (DR) master file Table 4-75: Bonus Codes (BC) master file Table 4-76: Payroll Edit Rules (PE) master file Table 4-77: Deduction Rule Codes (PR) master file Table 4-78: SMF Status Codes (SM) master file Table 4-79: Pending Retirement Status Codes (PN) master file Table 4-80: Vol-Ded Frequency Codes (VD) master file Table 4-81: Voluntary Deductions (VD) master file Table 4-82: Benefit Controls (BC) master file continued on next page --- Tables-2 Copyright QSS, /10

23 Chapter 4: Defining Master Files - continued Chapter 4: Defining Master Files - continued Table 4-83: Benefit Object Maps (OMAP) master file Table 4-84: Health/Welfare Benefit Maps (VMAP) master file Table 4-85: Benefit Group Maps (GMAP) master file Table 4-86: Master files for the Position Control folder Table 4-87: Federal Income Tax (TT01) master file (EIC tab) Table 4-88: Federal Income Tax (TT01) master file (withholding tabs) Table 4-89: Federal Income Tax (TT01) master file (new EIC tab) Table 4-90: OASDI/Medicare (TT03) master file Table 4-91: Workers Compensation (TT05) master file Table 4-92: State Tax California (TT06) master file (Tables 1/2, 3/4 tab) Table 4-93: State Tax California (TT06) master file (Method B tabs) Table 4-94: SUI California (TT07) master file Table 4-95: PERS California (TT08) master file Table 4-96: STRS California (TT09) master file Table 4-97: California Retirement Setup (TT10) master file Table 4-98: California State Disability Insurance (TT11) master file Table 4-99: Master files for the Position Control folder Table 4-100: Position Bonus Codes (PB) master file Table 4-101: Benefit Projected Rate (BPR) master file Table 4-102: Header information for the District Authorized Positions (DAP) master file Table 4-103: Description for the District Authorized Positions (DAP) master file Table 4-104: for the District Authorized Positions (DAP) master file Table 4-105: Requirements 2 tab for the District Authorized Positions (DAP) master file Table 4-106: Account Distribution tab for the District Authorized Positions (DAP) master file Table 4-107: Benefits tab for the District Authorized Positions (DAP) master file Table 4-108: Employee List tab for the District Authorized Positions (DAP) master file Table 4-109: Header information for the New District Authorized Positions (DAPN) master file Table 4-110: Description for the New District Authorized Positions (DAPN) master file Table 4-111: Requirements 1 tab for the New District Authorized Positions (DAPN) master file Table 4-112: Requirements 2 tab for the New District Authorized Positions (DAPN) master file Table 4-113: Account Distribution tab for the New District Authorized Positions (DAPN) master file Table 4-114: Benefits tab for the New District Authorized Positions (DAPN) master file Table 4-115: Employee List tab for the New District Authorized Positions (DAPN) master file Table 4-116: Launch window for the District Position Report (PCR400) Table 4-117: Launch window for the Employee Position Report (PCR405) Table 4-118: Launch window for the Abbreviated District Position Report (PCR420) continued on next page /10 Copyright QSS, 2010 Tables-3

24 Human Resources Master Files Manual Chapter 4: Defining Master Files - continued Table 4-119: Launch window for the Position-Account Report (PCR409) Table 4-120: Header information for the New PC Salary Schedules (SSN) master file Table 4-121: Schedule Calculation factors tab for the New PC Salary Schedules (SSN) master file Table 4-122: Payroll Interface Rules tab for the New PC Salary Schedules (SSN) master file Table 4-123: Bonus Calculation Rules tab for the New PC Salary Schedules (SSN) master file Table 4-124: Steps and Ranges tab for the New PC Salary Schedules (SSN) master file Table 4-125: Benefits tab for the New PC Salary Schedules (SSN) master file Table 4-126: Work Calendars (WC) master file Table 4-127: Master files in the Master File Links folder Table 4-128: Pay Code Links (FL01) master file Table 4-129: Voluntary Deduction Code Links (FL02) master file Table 4-130: Vol-Ded Frequency Code Links (FL03) master file Table 4-131: Pay Schedule Code Links (FL04) master file Table 4-132: Stat Ded Profile Code Links (FL05) master file Table 4-133: Deduction Schedule Code Links (FL06) master file Table 4-134: Master files in the Benefits Management folder Table 4-135: Coverage Level Codes (BMLC) master file Table 4-136: Deduction Class List (BMCL) master file Table 4-137: Dependent Codes (BMDC) master file Table 4-138: FTE Allocation Table (BMFT) master file Table 4-139: Package Codes (BMPK) master file Table 4-140: Plan Codes (BMPC) master file Table 4-141: Plan/Level Amounts (BMPL) master file Table 4-142: Cap Amounts (BMCA) master file Table 4-143: Benefit Status Codes (BMBS) master file Table 4-144: Package Assignment (BMPA) master file Table 4-145: Master files in the Retirement - CA folder Table 4-146: District Master File (RTDI) master file Table 4-147: Accumulator Limits (RTAL) master file Table 4-148: STRS Rates (RTST) master file Table 4-149: PERS Rates (RTPE) master file Table 4-150: Pay Schedule Controls (RTPS) master file Table 4-151: District Master File by Group (RTDG) master file Table 4-152: PERS Rates by Group (RTGP) master file Chapter A: Common Elements in QCC Windows Table A-1: Keyboard shortcuts for moving through the grid A-4 Chapter B: QSSInstaPrint Window Table B-1: Parts of the QSSInstaPrint window B-2 Table B-2: Menu bar and toolbar commands for the QSSInstaPrint window b-4 Table B-3: Commands for the PDF dialog box B-15 Tables-4 Copyright QSS, /10

25 Chapter Contents Chapter 1: Introduction Manual Overview Relation to Other Manuals Objectives How to Use this Manual Audience and Knowledge Assumed Related Documentation /10 Copyright QSS,

26 Human Resources Master Files Manual Chapter 1: Introduction Manual Overview The Human Resources Master Files Manual tells how to use the HR Code Maintenance window and HR Master Code Maintenance 2 window to maintain the master files for the following Human Resources systems: Absence Tracking, Personnel, Payroll, Position Control, Benefits Management, and Retirement. This manual discusses the mechanics of how to use the HR Code Maintenance window and the HR Master Code Maintenance 2 window, but not the specifics when to create master files and the specific content for them. Chapter 1: Introduction Chapter 1 defines the purpose of the manual and provides a high-level overview of the topics covered in each chapter. It also describes how to use this manual and points to related resources in the suite of QSS/OASIS documentation. Chapter 2: HR Code Maintenance Window Chapter 2 provides instructions for the HR Code Maintenance window that you use for maintaining almost all of the master files. It describes the parts of the window and provides instructions on adding, changing, inspecting, and deleting records. Chapter 3: HR Code Maintenance 2 Window Chapter 3 provides instructions for the HR Master Code Maintenance 2 window that you use for maintaining tax tables for the Payroll System, as well as salary schedules and positions for Position Control. It describes the parts of the window and provides instructions on adding, changing, inspecting, and deleting records. Chapter 4: Maintaining Master Files Chapter 4 provides instructions for maintaining the master file. It provides the following: Lists of master files by their order in the tree view, name, and abbreviations. Instructions for selecting the HR Code Maintenance window from the QSS ControlCenter window Instructions for adding, changing, deleting, and inspecting master file records Instructions for creating master file reports and a sample of each master file A description of the kind of data to fill in for each box in a master file maintenance window, such as a number, text, or date 1-2 Copyright QSS, /10

27 Relation to Other Manuals Appendix A: Common Elements in QCC Windows Appendix A: Common Elements in QCC Windows Appendix A describes the following elements that are in most QCC window: the grid, how to fill in boxes in tabs, and the Help menu. Appendix B: QSSInstaPrint Window Appendix B describes how to use the QSS InstaPrint window to create InstaPrint reports of tax tables. Relation to Other Manuals The Human Resources Master Files Manual complements manuals for specific systems. The Human Resources Master Files Manual describes the mechanics of how to maintain master files on the HR Code Maintenance window and HR Master Code Maintenance 2 window. For example, the description of the Pay Codes master file in this manual simply states that a pay code has a 2-digit key, a 30-character name,, and an 8-character abbreviation. The manuals for each system describe the purpose of a master file and how to select the specific values to type in each box. For example, the instructions for the Payroll System would describe the purpose of the Pay Codes master file and provide guidance in how to select pay codes that work best for your site. Objectives The Human Resources Master Files Manual tells how to do the following: Open the HR Code Maintenance window from the QSS ControlCenter window. Understand the parts of the HR Code Maintenance window, such as the menu bar, toolbar, tree view, and pane for displaying master files. Use the commands for maintaining master files from the menu bar, toolbar, and keyboard shortcuts. Use the tree view to display a list of master files that are available and identify whether you have read, write, or no access to a particular master file. Select a master file from the tree view. Display master file records in the grid and use the filter to select a subset for the master file. 01/10 Copyright QSS,

28 Human Resources Master Files Manual Chapter 1: Introduction Add, change, delete, and inspect codes in a master file. For each master file, describe the dialog box for adding, changing, inspecting, and deleting records. Describe the following for each box to fill in for a master file: Name Status of required or optional Type of data, such as text, number, date, or check box For text and numeric fields, the length of the field and any special rules for formatting, such as upshifting or implied decimal places This manual does not provide detailed description of the content of the box. For example, the Pay Schedules master file has an Hours box in which you can type up to hours. It is up to the instructions for payroll to explain when to use this box and how to determine the number of hours to type. For each master file, describe the process for creating a report and provide a sample report. Provide general instructions for using the GUI interface in QCC, such as sorting columns, filling in date fields, and selecting an item from a list box. 1-4 Copyright QSS, /10

29 How to Use this Manual Locating Master Files How to Use this Manual Locating Master Files Chapter 4 provides samples for the master files that you can maintain with the HR Code Maintenance and HR Code Maintenance 2 windows. The tables at the start of the chapter allow you to locate the desired master file. Table 4-1 on page 4-4 lists the master files as they are organized in the tree view for the code maintenance windows. Table 4-2 on page 4-7 lists the master files by name. Table 4-3 on page 4-10 lists the master files by their code. The instructions for each master file includes the following: A sample of the dialog box for maintaining the master file and a description of the kind of information to type in each box. Pointers to instructions for maintaining the master file. A sample report. Detailed Instructions for Master File Window There are two windows for maintaining master files: the HR Code Maintenance window and HR Master Code Maintenance 2 window. The HR Code Maintenance window allows you to maintain most of the master files. Chapter 2 provides detailed instructions for using this window. The HR Master Code Maintenance 2 window allows you to maintain the following: Tax tables for Payroll. Salary schedules and positions for Position Control. Chapter 3 provides detailed instructions for using this window. 01/10 Copyright QSS,

30 Human Resources Master Files Manual Chapter 1: Introduction Audience and Knowledge Assumed The instructions in this manual do not require any specific knowledge of individual parts of QSS/OASIS, such as the Payroll System or Personnel System. Instead, the instructions focus on the mechanics of using the HR Code Maintenance window. This document assumes that you can do basic tasks on a PC, such as the following: Turning on the computer and starting Windows. Logging in to the network at your site. This procedure can vary from site to site. See your system administrator for any questions about logging in or your password. Logging in to QCC and using the QSS ControlCenter window to select the QSS/OASIS module that you want to run. Opening and closing windows on the Windows desktop. Typing text in boxes, selecting items from lists, selecting and clearing check boxes, filling in date boxes, and other such tasks for filling in tabs for QSS/OASIS modules. Switching among windows on the Windows desktop with the mouse and keyboard shortcuts. Navigating through windows and dialog boxes with the TAB key, mouse clicks, and other standard Windows keys. If you are not sure of how to do these tasks, consult the following resources. See Appendix A for detailed instructions on using the mouse, resizing windows, using the grid, filling in boxes, selecting dates, and selecting check boxes and option buttons. See the QSS ControlCenter Guide for instructions on logging on to QCC and launching QCC applications from the Go menu. This document is available from the Help menu in the QSS ControlCenter window. 1-6 Copyright QSS, /10

31 Related Documentation Help Files for QCC Related Documentation This discussion points out the following additional sources for information about QSS ControlCenter (QCC): Help Files for QCC Additional Resources for System Administrators Help Files for QCC This discussion focuses on the following areas: Viewing Help Files from QCC QSS ControlCenter Guide Printing Reports with Print Manager with Print Manager Viewing Help Files from QCC The Help menu on the QSS ControlCenter window allows you to have access to this document, as well as other manuals for QCC. The documents are in.pdf format, and your PC must have Adobe Reader 5.0 or later installed to open these files. To view documentation for QCC: 1 From the menu bar on the QSS ControlCenter window, point to Help then select QSS Latest Migration Information. 2 Click the link to Migration Documentation and Training Guides. 3 Click the manual that you want to view. Two of the manuals on this list provide the basic instructions for using QCC: QSS ControlCenter Guide and Printing Reports with Print Manager. QSS ControlCenter Guide The QSS ControlCenter Guide is the basic guide for how to use QCC. This guide tells how to do the following: Log on to QCC. Open QCC application windows from the menus on the QSS ControlCenter window. Switch from one application window to another. Log off from QCC. 01/10 Copyright QSS,

32 Human Resources Master Files Manual Chapter 1: Introduction Printing Reports with Print Manager Printing Reports with Print Manager tells how to use the Print Manager window to manage and print financial reports for the core financial applications in QSS/OASIS. This window allows you to do the following: List reports by date, job number, program title, and report title. View the $STDLISTs for creating reports. Open up to 9 report windows with resizable fonts and full-text search. Print reports to a Windows printer. Route reports to a system printer on the HP e3000. Export reports to Word, Excel, a PDF file, or a plain text file. Additional Resources for System Administrators This heading describes additional resources that system administrators can use for setting up application security for QCC. It looks at the following areas: Gaining Access to Help Files System Security and Session Administration for QCC Module, Task, and User Security for QCC Gaining Access to Help Files The Support area of the QSS Web site allows access to additional materials that are designed for system administrators. To view these materials, you need the user name and password for your site. The Support area provides access to release notes and system administration guides, including System Security and Session Administration for QCC and Module, Task, and User Security for QCC. System Security and Session Administration for QCC System Security and Session Administration is the reference guide for setting up and managing QCC at your site. The System Security window allows you to set up QCC users and define two kinds of application security. Module and task security allows you to define the modules (windows) that members of each QCC user class can open from the QSS Control- Center window and Job Menu window. User security allows you to customize how QCC windows work for individual QCC users. The Session Administration window allows you to see what GUI users are logged in, what applications are running, and view a log of logon and logoff events. 1-8 Copyright QSS, /10

33 Related Documentation Additional Resources for System Administrators Module, Task, and User Security for QCC Module, Task, and User Security for QCC contains the technical notes for QCC applications. It describes the set-up options that allow you to define the GUI modules to which each GUI user has access. Module and task security allows you to define the QCC modules that members of each user class can open from the QSS ControlCenter window and Job Menu windows. Each QCC user is assigned to one or more user classes and inherits its module and task security from them. User security allows you to customize QCC modules for individual users. For example, the user security for the Journal Entry (FI02JE) tab on the GL Application window determines whether a a GUI user can add, change, delete, or inspect journals. User security is linked to the server user that is associated with each QCC user. 01/10 Copyright QSS,

34 Human Resources Master Files Manual Chapter 1: Introduction 1-10 Copyright QSS, /10

35 Chapter 2: HR Code Maintenance Chapter Contents Window Description of the HR Code Maintenance Window Title Bar Menu Bar and Toolbar Message Bar Tree View Filter Grid Status Bar Opening the Window Maintaining and Reporting Master File Records Inspecting Records (Inspect Command) Changing and Deleting Records (Change Command) Adding and Importing Records (Add New Command and Add New [No Preload] Command) Launching a Report (Create Report Command) Add/Import Multiple Records Importing Multiple Records Data Formats for Master Files /10 Copyright QSS,

36 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window Table 2-1: Quick start guide for the HR Code Maintenance window TOPIC TELLS HOW TO PAGE Description of the HR Code Maintenance Window Identify the parts of the HR Code Maintenance window. 2-3 Title Bar Read the name and district number in the title bar. 2-3 Menu Bar and Toolbar Message Bar Tree View Use the commands on the menu bar and toolbar for customizing the window, the tree view, and maintaining master files. The Options menu and toolbar have the same commands for maintaining master files. Almost every command also has a keyboard shortcut. Read the messages that display in the message bar and interpret the mode indicator. Use the tree view to do the following: Display the list of master files in the tree view. Determine whether you have read, change, or list-only access to a master file. Select a master file for displaying in the grid Filter Grid Restrict the master file records displayed in the grid by specifying one or more of the following: a name, a code, or a range of codes. Maintain records in the master file displayed in the grids. Your user security can allow you to do the following: add, change, delete, inspect, and create a report of codes. Status Bar The district, year, site, and current date and time Opening the Window Open HR Code Maintenance window from QCC Maintaining and Reporting Master File Records Inspecting Records Changing and Deleting Records Adding and Importing Records Launching a Report Add/Import Multiple Records Use the HR Code Maintenance window to create and maintain master files. Use the Inspect command to a View dialog box for displaying master file records to which you have Read or Write access. Use the Change command to open a Change dialog that allows you to change or delete records in a master file to which you have Write access. Use the Add New command to open an Add window an Add dialog box for adding new records to a master file to which you have write access. Use the Create Report command create a report of master files to which you have Read or Write access or Locked master files. Import records into a master file from the Windows clipboard or a tabdelimited file. Importing Multiple Records Use the Grid Import dialog box to import records Data Formats for Master Files Identify the format for importing records into a master file Copyright QSS, /10

37 Description of the HR Code Maintenance Window Title Bar Description of the HR Code Maintenance Window Title bar Menu bar Toolbar Message bar Filter Tree view Grid Status bar Title Bar Figure 2-1: HR Code Maintenance window Figure 2-1 illustrates the parts of the HR Code Maintenance window. This window allows you to maintain most master files for the following Human Resources (HR) software systems: Absence Tracking Benefits Management Payroll Personnel Position Control Retirement for California The tree view includes only the master files to which you have access. The samples in this chapter list all available master files; however, your user security defines the master files that you can use Figure 2-2: Title bar for the HR Code Maintenance window 01/10 Copyright QSS,

38 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window The title bar includes the following: 1 Icon and name for the window. 2 District number and name for which you are maintaining master files. 3 The QSS/OASIS product name. 4 The standard Minimize, Maximize, and Close buttons for the Windows desktop. Menu Bar and Toolbar File Menu Figure 2-3: Menu bar and toolbar for the HR Code Maintenance window Figure 2-4:: File menu for the HR Code Maintenance window Show Status Command The Show Status command opens a QSS Personnel dialog box that contains a log of commands executed on the server by the HR Code Maintenance window. This information is normally of interest only to software developers and support staff. Figure 2-5: QSS Personnel dialog box for the Show Status command 2-4 Copyright QSS, /10

39 Description of the HR Code Maintenance Window Menu Bar and Toolbar View Menu Take any of the following actions while viewing the QSS Personnel dialog box. Click the [Clear] button to clear the contents of the log. Click the [Print Screen] button to print the contents of the dialog box to the default windows printer for your PC. Press ALT+F4 to close the dialog box. Clear Settings on Exit Command Select this command to clear any custom settings when you close the HR Code Maintenance window. Normally, the window retains settings, such as window size and the branches of the tree that are open if you check the Preserve Expanded Branches command on the View menu. Exit Command Select the Exit command to close the HR Code Maintenance window. Figure 2-6: View menu for the HR Code Maintenance window Options for Expanded and Collapsed Branches at Start-Up The Expand Tree on Startup and Preserve Expanded Branches commands control how the tree view looks when you open the HR Code Maintenance window. Check the Expand Tree on Startup command to expand all branches of the tree view when you open the HR Code Maintenance window. Thus, you can see all master files that are available. Check the Preserve Expanded Branches command to have the system keep track of which branches are expanded and collapsed when you close the HR Code Maintenance window. The next time you open the window, the same branches are opened and closed. Options for Expanding Collapsing During a Session Select the Expand All Branches command to expand all branches of the tree view so you can see all of the master files to which you have access. Select the Collapse All Branches to close all individual master files, leaving only the nodes for categories of master files. 01/10 Copyright QSS,

40 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window These two commands are also available on the toolbar. Options Menu and Toolbar Help Menu Figure 2-7: Options menu, View menu, and toolbar commands for the HR Code Maintenance window The Options menu and toolbar contain the commands for selecting and maintaining master files. Figure 2-7 illustrates the relation of the commands on the Options menu and toolbar. The commands are in the same order in both places. Also, the toolbar contains the Expand All Branches and Collapse All Branches commands from the View menu. Figure 2-8: Help menu for the HR Code Maintenance window The Help menu displays the About dialog box. Your support staff may ask you to use the About box to get information about the version of QCC that you are using. For details, see page A Copyright QSS, /10

41 Description of the HR Code Maintenance Window Menu Bar and Toolbar Table 2-2: Option menu and toolbar commands for the HR Code Maintenance window COMMAND ICON KEYBOARD PURPOSE Save F9 Save the new or changed master file records. Retrieve Data F2 There are two uses for this command. If the Auto Select command is not checked, use this command to make the grid display the master file selected in the tree view. After filling in the filter, use this command to make the grid display only the master file records that match the selection in the filter. Expand All Branches Collapse All Branches Ctrl+E Ctrl+O Expand all branches of the tree view so that you can see all available master files. Collapse the tree view down to the folders for each category of master files. Inspect Ctrl+F5 Open a View dialog box so that you can view master file records. This command is available only for master files to which you have Read or Write access. Change Ctrl+F9 Open a Change dialog box that allows you to change or delete master file records. This command is available only for master files to which you have Write access. Add New Ctrl+F6 Open an Add dialog box that allows you to add master file records by filling in the form or using the Grid Import window. For simple master files, the Add dialog box displays the selected record from the grid as a starting point for adding the first new record. This command is available only for master files to which you have Write access. Add New No Preload Shift+F6 Open an Add dialog box without any boxes pre-loaded with the current record in the grid. This command is available only for master files to which you have Write access. Auto Select Ctrl+A Click the icon to toggle between checked and unchecked. When it is checked, the master file in the grid changes every time you click a master file in the tree view. When it is unchecked, you must use the Retrieve Data command to display a master file in the grid. Create Report Ctrl+R Create a report of the master file that displays in the grid. This command is available for master files with Read, Write, or Locked access. Clear Filter F4 Clear the selections in the filter. If you want the grid to display all master file records again, use the Retrieve Data command. Grid Output Shift+F11 Open a Grid Output window that allows you to export the contents of the grid to Excel, Word, PDF, or a delimited text file. For instructions, see Appendix D of the QCC Core Financial Manual. Print Screen F11 Print the HR Code Maintenance window on the default Windows printer for your PC. 01/10 Copyright QSS,

42 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window Message Bar 1 2 Figure 2-9: Message bar for the HR Code Maintenance window Tree View 1 Message pane The message pane displays various messages, such as "Master file is read only" or "You do not have access to view this master file." 2 Mode indicator The Mode indicator is always Inspect because the grid allows you to look at master file codes, but not change them. The background color indicates the fiscal years. The standard colors are red for a prior year, green for the current year, and blue for a future year. Your site can use different colors. s Figure 2-10: Tree view for the HR Code Maintenance window The discussion of the tree view focuses on the following areas: Purpose Expanding and Collapsing Folders 2-8 Copyright QSS, /10

43 Description of the HR Code Maintenance Window Tree View Displaying a Master File in the Grid Access Levels and Types of Master Files Purpose The tree view displays the master files that you can display and maintain. It allows you to do the following: Expand and collapse folders to reveal or hide master files. Select the master file for which to add, change, delete, or inspect codes and for which to create a report. The samples in this chapter include all available master files. However, your tree view lists only the master files that your user security allows access to. Expanding and Collapsing Folders Master files are organized into folders that are collapsed (closed) or expanded (open). Figure 2-11 illustrates what the tree view looks like with all folders collapsed. Each main folder represents a category of master files, such as Absence Tracking or Position Control. Figure 2-11: Tree view with all folders collapsed (closed) A + to the left of the folder indicates a collapsed folder. You can expand it to reveal the master files under it. A - to the left of the folder indicates an expanded folder. You can collapse it to hide its master files. If you do not have access to any master files in a folder, there is no + or - next to it. Figure 2-11 illustrates a case where a QCC user does not have access to any Position Control master files. The folder does not expand when you click it. To change a folder from expanded to collapsed or collapsed to expanded: Single-clicking the + or - to the left of the folder. Double-clicking the folder name. 01/10 Copyright QSS,

44 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window Clicking a collapsed folder opens it to reveal master files and subfolders. A folder can contain subfolders with subcategories of master files. You can expand or collapse subfolders independently of the main folder. The Retirement - CA folder contains master files and a subfolder with its own list of master files. Figure 2-12: Tree view with Retirement - CA folder expanded Figure 2-12 illustrates the results of double-clicking the Retirement - CA folder. This example illustrates how a folder opens up to display a list of master files. A folder can also contain subfolders, such as the Retirement Group Files folder. To expand or collapse all folders: Click the (Expand All Branches [Ctrl+E]) icon to expand all folders. Click the (Collapse All Branches [Ctrl+O]) icon to collapse all folders. To decide how folders look when you open the HR Code Maintenance window, do either of the following: In the View menu, click the Expand Tree on Startup command to expand all folders when you open the HR Code Maintenance window. In the View menu, click the Preserve Expanded Branches to have the system remember the tree view when you close the HR Code Maintenance window. The next time you open the window, the tree view looks the same. HINT: To tell which command is active, click at the View menu. There is a check mark to the left of the selected command. Once you check one of these commands, the other is dimmed. Displaying a Master File in the Grid There are two procedures for displaying a master file on the grid, depending on whether you have checked the (Auto Select [Ctrl+A]) icon. Each time you click the icon, it alternates between checked and not checked. If you have not checked the (Auto Select [Ctrl+A]) icon, displaying a master file in the grid is a 2-step process Copyright QSS, /10

45 Description of the HR Code Maintenance Window Tree View First, click a master file in the tree view. Second, click the (Retrieve Data [F2]) icon. If you have checked the (Auto Select [Ctrl+A]) icon, a master file displays in the grid as soon as you click it in the tree view. Access Levels and Types of Master Files For each master file, the listing in the tree view identifies the following: Access Level Code and County- or District-Level Control Access Level The symbol to the left of the master file identifies whether the access level is Read, Write, Locked, or No Access. A green check mark indicates that you have Write access to the file. A right pointing arrow indicates that you have selected a master file with Write access. All of the commands for maintaining master files are available on the toolbar. Create Report [Ctrl+R] Add New (No Preload) [Shift+F6 ] Add New [Ctrl+f6] Change [Ctrl+F9] Inspect [Ctrl+F5] Figure 2-13: Toolbar commands for maintaining master files A lock icon indicates either Read access or a Locked master file. For Read access, the message bar reads, "Master file is read only." The following commands are available: The (Inspect [Ctrl+F5]) icon. You can display master file records in the Inspect dialog box, but you cannot add, change, or delete records. 01/10 Copyright QSS,

46 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window The (Create Report [Ctrl+R]) icon. For Locked master files, the message bar reads, "Listing onfile values is the only operation allowed at this time." You are limited to the following: Listing master file records on the grid. Clicking the report. (Create Report [Ctrl+R]) icon to create a In a typical situation, individual districts have Read access to county-level master files. A red circle indicates No Access. You cannot display the contents of the master file in the grid. The grid reads, "You do not have access to view this Master File (master file name)." Code and County- or District-Level Control The information following the name of each master file indicates its code and whether it is a county- or district-level master file. Every master file has a code that 2 to 4 character long. For example, the listing of the Location master file looks like this: The name of the master file is Locations, and its code is LOC. Each master file is either a county- or district-level master file. County master files have a "/C" after their code, as in this example for the Ethnic Codes master file: For county-level master files, there is one set of codes that every district uses. District-level master files do not have a "/C," as in the above example for the Locations master file. Each district has its own set of codes Copyright QSS, /10

47 Description of the HR Code Maintenance Window Filter Filter There are two basic levels of access: county and district. County-level access allows you to maintain county-level master files and districtlevel master files for any district. District-level access allows you to maintain district-level master files for your district and to inspect the contents of county-level master files. Your system administrator can fine tune this security. For example, your security profile can define custom include and exclude lists for access to master files. For details, see the discussion of the HRMAINT module in Chapter 2 of Modules, Tasks, and User Security for QCC. Figure 2-14: Filter for the HR Code Maintenance window Using the Filter The filter allows you to select a subset of the records displayed in the grid. You can search by name, code, or a range of codes. HINT: If a search does not locate the records you were expecting, press F4 and F2 to redisplay the grid before starting another search. To define a filter: 1 The DI box displays the current district for your QCC session. In most cases, you are limited to maintaining district-level master files for your own district. A few QCC user IDs may grant county-level access that allows selecting the district for which to maintain master files. For details, see page The FY box either a white or shaded background. The background is shaded for master files that are not linked to a fiscal year. The background is white for master files that are linked to a specific fiscal year. 01/10 Copyright QSS,

48 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window For most master files, the background is shaded. You define such master files once, then continue to use them for all fiscal years. However, there are some master files that you must define for each fiscal year, such as Pay Schedules, Board Dates, and Bonus Codes. 3 Select the master file records to display in the grid in any of the following ways. Fill in the Name box for master files that have a Name column in the grid. The search matches the first characters of a name. The search is not case sensitive. You have a choice of no wildcards, first word match, or partial word match, as explained on page Fill in the Code box. The search matches the first characters of a code. The search is not case sensitive. You have a choice of no wildcards, first word match, or partial word match, as explained on page Numeric codes are treated just like text. For example, job codes are 6-digit numbers. You must type all 6 digits to match them. For example, type job code #306 like this: Fill in the Code Range From and Code Range To boxes. Fill in both the start and end of the range. If either the start or end is blank, the search locates no records. > For alphabetic codes, you can do partial matches. For example, pay types have a 4-character code. To search for codes that start with B, type a From code of B and a To code of BZ. You can type additional letters to narrow down the match. To search for codes that start with the letters DE through DR, type a From code of DE and To code of DR. > For numeric codes, type all digits of the code. Numeric codes are typically 2, 4, 6, or 8 digits. Type all digits when searching for a range. For example, job codes are 6 digits. To search for job codes 500 through 2000, type a From value of and a To value of If you type fewer than the full number of digits, the search uses the rules of matching for alphabetic codes. For example, you type a From code of 300 and a To code of 450 for job codes. The search looks for job codes that begin with the digits 300 to 450 (job codes through ) Copyright QSS, /10

49 Description of the HR Code Maintenance Window Filter Searching for Names and Codes This example illustrates how a search for the Name or Code works with no wildcards, first word match, and any word match. This example goes through a series of searches on the Job Codes master file to illustrate how to use each option. No wildcards (exact match) If you do not use wildcards, you must type the entire Name or Code to display a match in the grid. For example, you must type "principal teacher (env/ed)" to locate that specific job code after you click the (Return Data [F2]) icon. Figure 2-15: Result of searching for "principal teacher (env/ed))" with no wildcards If you do not use wildcards, partial searches do not locate the Name, such as "principal teacher" or even "principal teacher (env ed" because it is missing the closing parenthesis. First word match To search for a Name or Code that start with specified letters, type the search pattern followed by the * wildcard. For example, a search for "prin*" displays any Name that begins with those letters after you click the (Return Data [F2]) icon. 01/10 Copyright QSS,

50 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window Figure 2-16: Result of searching for "prin*" with first word match This search matches all job codes that start with "prin," such as PRINCIPAL/TEACHER (ENV ED), PRINTING TECHNICIAN, and PRINT SHOP ASST. Any word match To match a partial word match anywhere in a Name or Code, type the * wildcard at the start of the search pattern. The search locates the search pattern anywhere in a word after you click the (Return Data [F2]) icon. In this example, the search for "*prin" matches any Name for a job code that includes "prin," such as PRINCIPAL/TEACHER (ENV ED), VICE PRINCIPAL, STUDENT PRINTER, and SPRINKLER REPAIR WRKR Copyright QSS, /10

51 Description of the HR Code Maintenance Window Filter Figure 2-17: Result of searching for "*prin" with partial word match 01/10 Copyright QSS,

52 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window Selecting Another District County-level users may have the ability to select a district for which to maintain district-level master files. This process involves closing the HR Code Maintenance window, selecting another district from the QSS ControlCenter window, and opening the HR Code Maintenance window again. To select another district: 1 Close the HR Code Maintenance window. 2 Return to the QSS ControlCenter window. 3 On the File menu, click Settings. 4 In the Settings dialog box, select the district for which you want to maintain district-level master files. Figure 2-18: Lists for selecting a district, site, and year in the Settings dialog box If the District, Site, or Year box has a white background, you can select any item from the list. If the background is shaded, you cannot change the selection. 5 Click the [OK] button to close the Settings dialog box. 6 From the QSS ControlCenter window, open the HR Code Maintenance window to maintain master files for the district you just selected Copyright QSS, /10

53 Description of the HR Code Maintenance Window Grid Grid Name of the master file You can sort the grid on any column. Double-click to sort in ascending order (A-Z). Double-click again to sort in descending order (Z-A). For a grid that is too long to fit in the window, use the scroll arrows, scroll bar, and standard Windows keys for scrolling through the grid. Figure 2-19: Grid for the HR Code Maintenance window Name of the Grid The system builds the name above the grid based on the selection in the tree view. In this example, the master file selected in the tree view is Employee Types (EM). Figure 2-20: Name of master file above the grid The file is either a county or a district master file. The heading is County if there is a /C in the tree view, such as Certificate Level (CL/C). The heading is District if there is no /C in the tree view, such as Employee Type (EM). For a more detailed explanation of access levels, see page Contents of the Grid The grid displays the following information the master file that you select in the grid view: The grid for most master files includes the following: A Code that varies in length for different master files A Name up to 30 characters long An Abbreviation up to 8 characters long 01/10 Copyright QSS,

54 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window An Audit Date for the most recent change to the record An Audit ID up to 4 characters long for the QSS/OASIS login ID used to make the most recent change Some master files do not have a Name or Abbreviation. Their grid has only a Code, Audit Date, and Audit ID. For many master files, the grid displays only part of the record. Some simple master files have only a code, name, and abbreviation. But many master files have additional information in each record. For example, the District master file includes the name, address, and phone number for each district. To display the complete master file record from the grid: 1 Select the record in the grid. 2 Click the (Inspect [Ctrl+F5]) icon to open an Inspect dialog box that displays the complete master file record. For detailed instructions, see page Status Bar 1 2 Figure 2-21: Status bar for the HR Code Maintenance window 1 District, year, and site for which you are maintaining master files. The background color indicates the fiscal year. The standard colors are blue for a future year, green for the current year, and red for a past year. Your site can select different colors. You can hover the mouse pointer over this pane to display a tooltip with your QCC user name and the name of the logon district. 2 The current date and time. You can hover the mouse pointer over the date to display a tooltip that displays the date and time you started using the window Copyright QSS, /10

55 Opening the Window Status Bar Opening the Window These instructions tell how to open the HR Code Maintenance window from the Go menu and the tree view in QSS ControlCenter (QCC). To open the HR Code Maintenance window from the Go menu: 1 If you have not done so already, log on to QCC. 2 Click to the Go menu. 3 Point to Human Resources. Figure 2-22: Go menu expanded Figure 2-23: Human Resources submenu expanded 4 Click HR Code Maintenance to open the HR Code Maintenance window. 01/10 Copyright QSS,

56 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window To open the HR Code Maintenance window from the tree view: 1 If you have not done so already, log on to QCC. 2 If the tree view does not display, press CTRL+V to make it display. 3 Click the Human Resources folder of the tree view to open it. Figure 2-24: Tree view with Human Resources folder open. 4 Under the Human Resources folder, click the Master Files / Utilities subfolder to open it. Figure 2-25: Tree view after opening the Master Files / Utilities subfolder 5 Click HR Code Maintenance to open the HR Code Maintenance window Copyright QSS, /10

57 Maintaining and Reporting Master File Records Inspecting Records (Inspect Command) Maintaining and Reporting Master File Records This heading provides instructions for doing the following from the HR Code Maintenance window: Inspecting Records (Inspect Command) Changing and Deleting Records (Change Command) Adding and Importing Records (Add New Command and Add New [No Preload] Command) Launching a Report (Create Report Command) REMINDER: This chapter provides general instructions for maintaining records. For a description of each master file, see Chapter 4. Inspecting Records (Inspect Command) The Inspect command allows you to view master files to which you have Read or Write access. For most master files, the grid displays only the Code, Name, Abbr, Audit Date, and Audit Time. From the grid, you can open a View dialog box that displays the full details of each master file record. For some simple master files, the only boxes in the View window are the Code, Name, and Abbreviation. However, many have a View dialog box that contains much more information. For example, the District master file includes the name, address, phone, and tax ID numbers for a district. To inspect records in a master file: 1 In the tree view, select a master file to display in the grid to which you have either Read or Write access. For detailed instructions, see Tree View on page If desired, use the filter to select the master file records to display in the grid. For detailed instructions, see Filter on page In the grid, select the master file that you want to inspect. Click a row to select it. The pointer displays to the left of the current record. You can also use the PAGE UP, PAGE DOW, UP ARROW, and DOWN ARROW keys to move the pointer. For a detailed description of the grid, see Grid on page On the toolbar, click the (Inspect [Ctrl+F5]) icon to open a View dialog box that displays the selected record on the grid. 01/10 Copyright QSS,

58 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window The Options menu and toolbar commands are the same for every master file. The master file record. There are many different layouts for master files. Chapter 4 describes the boxes that display for each master file. The Audit Information area keeps track of the most recent change to the record. Figure 2-26: View dialog box The list at the top of the View window allows you to select a record to display. In this example, the list is Selected Codes. Some master files have a different name for the list. The master file record. The boxes are shaded, which means they are displayonly. Chapter 4 describes the boxes for individual master files. For details, see page 4-3. The Audit Information displays the following: > A 4-character ID of the person who made the most recent change to the record. > The Date and Time for the change. 5 Take one of the following actions. To view another record, click one of the VCR buttons. First record Previous Record Last record Next Record To close the dialog box, click the (Cancel/Close [F12]) icon Copyright QSS, /10

59 Maintaining and Reporting Master File Records Changing and Deleting Records (Change Command) Changing and Deleting Records (Change Command) The Change command allows you to change and delete records in master files to which you have Write access. The Change dialog box displays the master file records in the grid. You can change anything about the master file except its key value, which is usually the Code. To change or delete records from a master file: 1 In the tree view, select a master file to display in the grid to which you have Write access. For detailed instructions, see Tree View on page If desired, use the filter to select the records to display on the grid. For detailed instructions, see Filter on page In the grid, select the master file that you want to change. Click a row to select it. The pointer displays to the left of the current record. You can also use the PAGE UP, PAGE DOW, UP ARROW, and DOWN ARROW keys to move the pointer. For a detailed description of the grid, see Grid on page On the toolbar, click the (Change [Ctrl+F9]) icon to open a Change dialog box that displays the selected record. The Options menu and toolbar commands are the same for every master file. The master file record. There are many different layouts for master files. Chapter 4 describes the boxes that display for each master file. The Audit Information area keeps track of the most recent change to the record. Figure 2-27: Change dialog box for changing or deleting records The list on the top of the Change dialog box allows you to select a record to display. In this example, the list is called Selected Codes. It goes by other names in some master files. 01/10 Copyright QSS,

60 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window You cannot change the key value, which is often the Code box. The background of the box is shaded. For some master files, the key value has another name. In Chapter 4, the description of each master file identifies the key. The key value is assigned to the record in the Add dialog box. You cannot change the key value in the Change dialog bog. (If a key value is wrong, you can delete the record with the incorrect key and add a new record with the correct key.) You can change any box that has a white background. For most master files, you can change everything but the key value. Chapter 4 describes the boxes for individual master files. For a list of master files, see page 4-3. The Audit Information displays the following: > A 4-character ID of the person who made the most recent change to the record. > The Date and Time for the change. 5 Do any of the following: Click the (Save [F9]) icon to save the changes to the current record. In the grid, the row for the changed record is highlighted in pink. Click the (Delete [Ctrl+F8]) icon to delete the current record. In the confirmation message, select [No] to cancel the deletion or [Yes] to delete. The deleted record is removed from the grid, and the dialog box displays the first record in the grid. Click one of the VCR buttons to view another record First record Previous Record Last record Next Record To change or delete the record, return to Step 4. Click the (Cancel/Close [F12]) icon to close the dialog box Copyright QSS, /10

61 Maintaining and Reporting Master File Records Adding and Importing Records (Add New Command and Adding and Importing Records (Add New Command and Add New [No Preload] Command) The Add New command allows you to do the following for master files to which you have Write access: Add new records to a master file in the Add dialog box. If the (Add/Import Multiple Records [Shift+Ctrl+F8]) icon is available for a master file, you can import records from the Windows clipboard or a tab-delimited file. For instructions, see page This command is available only for master files with a relatively simple record layout. For more complex master files, the only option is to create each record individually with the Add dialog box. To add new records in the Add dialog box: 1 In the tree view, select a master file to display in the grid to which you have either Read or Write access. For detailed instructions, see Tree View on page If desired, use the filter to display only part of the master file in the grid. For detailed instructions, see Filter on page On the toolbar, open an Add dialog box. If the master file description reads "(pre-fill available)": > Click the (Add [Ctrl+F6]) icon to open an Add dialog box that displays the selected record in the grid as the basis for adding a new record. > Click the (Add New (No Preload) [Shift+F6]) icon to open an Add dialog box with blank boxes so you can type in the new record from scratch. Pre-fill is available only for simple master files that have only a Code, Name, and Abbreviation. If the master file description reads "(no pre-fill)," both add command work identically. The Add dialog box presents a blank slate for you to fill in. 01/10 Copyright QSS,

62 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window 4 Fill in the Add dialog box. The Options menu and toolbar commands are the same for every master file. The Add/Import Multiple Records command is available only for master files with a relatively simple record layout. The master file record. There are many different layouts for master files. Chapter 4 describes the boxes that display for each master file. Figure 2-28: Add dialog box for creating records Figure 2-28 illustrates a typical Add window for a simple master file. The list at the top of the dialog box contains codes that are already defined. It is not available for adding. In this example, it is the Selected Codes box. The name varies in other master files. Type a key value for the master file, which is usually the Code box. The key value may have another name in some master files. The key value must be different for each record in the master file. Chapter 4 describes the size of the key and whether it is numeric or text. Add the rest of the master file record. Chapter 4 describes the boxes for individual master files. For details, see page Take any of the following actions. Click the (Save [F9]) icon to add the new record. It displays in the grid. It is highlighted in pink to indicate that is new or changed. To add another record, return to Step 3. You can add as many records as you like before closing the dialog box. To clear the dialog box before adding another record, click the (Clear Data [Shift+F1]) icon Copyright QSS, /10

63 Maintaining and Reporting Master File Records Launching a Report (Create Report Command) Click the (Cancel/Close [F12]) icon to close the Add dialog box after you are finished adding records. The dialog box closes without saving anything you have typed since the last save. Launching a Report (Create Report Command) The Create Report command allows you to create a report of a master file. You can create a report for a master file with Read or Write access or that is Locked. To launch a report: 1 In the tree view, select a master file to display in the grid to which you have either Read or Write access. For detailed instructions, see Tree View on page Click the (Create Report [Ctrl+R]) icon to open a Report dialog box. Figure 2-29: Report dialog box for HR Code Maintenance window Type a Report Title up to 30 characters long. In the Sort Option list, select the option for sorting the report. Do either of the following: > Click the (Send Report [F2]) icon to create the report. A dialog box displays the job number for the report. Click the [OK] button to close the dialog box. > Click the (Cancel/Close [F12]) icon to close the dialog box without creating a report. 3 View or print the report in the Print Manager window. For instructions, see Printing Reports with Print Manager. 01/10 Copyright QSS,

64 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window Add/Import Multiple Records These instructions focus on the following areas: Importing Multiple Records Data Formats for Master Files Importing Multiple Records These instructions tell how to import multiple records for master files that have the (Add/Import Multiple Records [Shift+Ctrl+F8]) icon in their Add dialog box. The process is the same for all such master files. But the format of the data is different for each one. There are two ways to import records: Display the records in a tab-delimited text file or an Excel spreadsheet, then cut and paste the data into the Grid Import dialog box. Create a tab-delimited text file, then import the file directly into the Grid Import dialog box. To import multiple records: 1 Prepare the data in a spreadsheet or other source. The data must be in the proper format for the master file. For more information, see Data Formats for Master Files on page Display the master file for importing in the grid. For details, see Adding and Importing Records (Add New Command and Add New [No Preload] Command) on page Click the (Add [Ctrl+F6]) icon to open an Add dialog box. 4 In the Add dialog box, click the (Add/Import Multiple Records [Shift+Ctrl+F8]) icon to open a Grid Import dialog box. 5 Copy the data into the Grid Import dialog box from the Windows clipboard or a tab-delimited file. To import from the Windows clipboard. > Open a spreadsheet file or tab-delimited text file and display the data. > Copy the data to the Windows clipboard. > Click in the Grid Import dialog box Copyright QSS, /10

65 Add/Import Multiple Records Importing Multiple Records > Click the (Import from Clipboard [Ctrl+V]) icon. The data displays in the Grid Import dialog box. The message bar displays the number of rows imported and the number of errors. If there are errors in the data, a message box identifies the errors. You must correct all errors before importing to the Add dialog box. To do so, click the (Clear Screen [Shift+F4]) icon. Then fix the errors in the imported data, copy the corrected data to the clipboard, then paste it into the Grid Import dialog box again. To import directly from a tab-delimited text file. > Click the (Import from File... [F4]) icon. > In the Open dialog box, select the file that contains the data that you want to import. > Select the [Open] button to copy the contents of the text file into the Grid Import dialog box. 6 Click the (Return Data [F2]) icon to import the data from the Grid Import dialog box into the Add dialog box. The rows for the added records are highlighted in red. The Error Summary dialog box lists the Add requests (total number of records in the Grid Import dialog box), number of records Added to the grid, and Failed records that could not be added. If some records failed, click [Details..] to see which records were not added. A Data Import Error Details dialog box lists the records that failed to be added to the grid. You can click the (Grid Output [F11]) icon to save the list to a grid. To close the dialog box, click the (Cancel/Close [F12]) icon. Click [OK] to close the Error Summary dialog box. 7 Take either of the following actions. If you want to import more records from the Add dialog box, return to Step 5. If you are finished importing, click the dialog box. (Cancel/Close [F12]) icon in the Add 01/10 Copyright QSS,

66 Human Resources Master Files Manual Chapter 2: HR Code Maintenance Window Data Formats for Master Files The Grid Import dialog box identifies the columns, or fields, in the record. Chapter 4 describes the length and the kind of data for each column. The Excel spreadsheet or tab-delimited text file must have the same columns as the record layout in the Grid Import dialog box. To get the record layout from the Grid Import dialog box: 1 Select the master file from the grid. For instructions, see page Click the (Add New (No Preload) [Shift+F6]) icon to open the Add dialog box. 3 On the Add dialog box, click the (Add/Import Multiple Records [Shift+Ctrl+F8]) icon to open the Grid Output window. 4 Get the record layout from the Grid Import dialog box. Figure 2-30: Grid Import dialog box for the Pay Types master file The system assigns the Line number during import. The spreadsheet or tab-delimited file must have the remaining columns. In this example, they are Code, Name, Abbreviation, and Type. 5 For details about the format of the data, see the description of the master file in Chapter 4. Table 4-1 on page 4-4 lists the master files in the same order that they appear in the tree view in the HR Code Maintenance window. Table 4-2 on page 4-7 lists the master files by their name in the tree view. Table 4-3 on page 4-10 lists the master files by the 2- to 4-character code in parentheses after each master file name. In this example, the description in Chapter 4 identifies the length and data type for each column: a 4-character Code, a 30-character name, an 8-character Abbreviation, and a 2-character Type Copyright QSS, /10

67 Chapter 3: HR Code Maintenance 2 Chapter Contents Window Description of the HR Code Maintenance Window Title Bar Menu Bar and Toolbar Message Bar Tree View Filter Grid Status Bar Opening the Window Maintaining and Reporting Tax Tables Inspecting and Changing Tax Tables Adding a New Tax Table Deleting a Tax Table Creating Reports /10 Copyright QSS,

68 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window Table 3-1: Quick start guide for the HR Code Maintenance 2 window TOPIC TELLS HOW TO PAGE Description of the HR Code Maintenance Window Identify the parts of the HR Code Maintenance 2 window.f 3-3 Title Bar Read the name and district number in the title bar. 3-3 Menu Bar and Toolbar Message Bar Tree View Use the commands on the menu bar and toolbar for customizing the window, the tree view, and maintaining master files. The Options menu and toolbar have the same commands for maintaining master files. Almost every command also has a keyboard shortcut. Read the messages that display in the message bar and interpret the mode indicator. Use the tree view to do the following: Display the list of master files in the tree view. Determine whether you have read, change, or list-only access to a master file. Select a master file for displaying in the grid Filter Grid Restrict the master file records displayed in the grid by specifying one or more of the following: a name, a code, or a range of codes. Maintain records in the master file displayed in the grids. Your user security can allow you to do the following: add, change, delete, inspect, and create a report of codes. Status Bar The district, year, site, and current date and time Opening the Window Open the HR Code Maintenance 2 window from QCC Maintaining and Reporting Tax Tables Inspecting and Changing Tax Tables Use the HR Code Maintenance 2 window to create and maintain tax tables for the Payroll System, such as FIT, FICA, and retirement. Use the Inspect command to open a dialog box that allows you to inspect, change, and delete tax tables. Adding a New Tax Table Use the Add command to add new tax tables Deleting a Tax Table Delete a tax table from the HR Code Maintenance 2 window or the dialog box for inspecting a tax table. Creating Reports Create an InstaPrint report for a tax table Copyright QSS, /10

69 Description of the HR Code Maintenance 2 Window Title Bar Description of the HR Code Maintenance 2 Window Title bar Menu bar Toolbar Message bar Filter Tree view Grid Status bar Title Bar Figure 3-1: HR Code Maintenance 2 window Figure 3-1 illustrates the parts of the HR Code Maintenance 2 window. This window allows you to maintain most master files for the following Human Resources (HR) software systems: Absence Tracking Benefits Management Payroll Personnel Position Control Retirement for California The tree view includes only the master files to which you have access. The samples in this chapter list all available master files; however, your user security defines the master files that you can use Figure 3-2: Title bar for the HR Code Maintenance 2 window 01/10 Copyright QSS,

70 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window The title bar includes the following: 1 Icon and name for the window. 2 District number and name for which you are maintaining master files. 3 The QSS/OASIS product name. 4 The standard Minimize, Maximize, and Close buttons for the Windows desktop. Menu Bar and Toolbar File Menu Figure 3-3: Menu bar and toolbar for the HR Code Maintenance 2 window Figure 3-4:: File menu for the HR Code Maintenance 2 window Show Status Command The Show Status command opens a QSS Personnel dialog box that contains a log of commands executed on the server by the HR Code Maintenance 2 window. This information is normally of interest only to software developers and support staff. Figure 3-5: QSS Personnel dialog box for the Show Status command 3-4 Copyright QSS, /10

71 Description of the HR Code Maintenance 2 Window Menu Bar and Toolbar View Menu Take any of the following actions while viewing the QSS Personnel dialog box. Click the [Clear] button to clear the contents of the log. Click the [Print Screen] button to print the contents of the dialog box to the default windows printer for your PC. Press ALT+F4 to close the dialog box. Clear Settings on Exit Command Select this command to clear any custom settings when you close the HR Code Maintenance 2 window. Normally, the window retains settings, such as window size and the branches of the tree that are open if you check the Preserve Expanded Branches command on the View menu. Exit Command Select the Exit command to close the HR Code Maintenance 2 window. Figure 3-6: View menu for the HR Code Maintenance 2 window Options for Expanded and Collapsed Branches at Start-Up The Expand Tree on Startup and Preserve Expanded Branches commands control how the tree view looks when you open the HR Code Maintenance 2 window. Check the Expand Tree on Startup command to expand all branches of the tree view when you open the HR Code Maintenance 2 window. Thus, you can see all master files that are available. Check the Preserve Expanded Branches command to have the system keep track of which branches are expanded and collapsed when you close the HR Code Maintenance 2 window. The next time you open the window, the same branches are opened and closed. Options for Expanding Collapsing During a Session Select the Expand All Branches command to expand all branches of the tree view so you can see all of the master files to which you have access. 01/10 Copyright QSS,

72 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window Select the Collapse All Branches to close all individual master files, leaving only the nodes for categories of master files. These two commands are also available on the toolbar. Options Menu and Toolbar Figure 3-7: Options menu, View menu, and toolbar commands for the HR Code Maintenance 2 window Help Menu The Options menu and toolbar contain the commands for selecting and maintaining master files. Figure 3-7 illustrates the relation of the commands on the Options menu and toolbar. The commands are in the same order in both places. Also, the toolbar contains the Expand All Branches and Collapse All Branches commands from the View menu. Figure 3-8: Help menu for the HR Code Maintenance 2 window The Help menu displays the About dialog box. Your support staff may ask you to use the About box to get information about the version of QCC that you are using. For details, see page A Copyright QSS, /10

73 Description of the HR Code Maintenance 2 Window Menu Bar and Toolbar Table 3-2: Option menu and toolbar commands for the HR Code Maintenance 2 window COMMAND ICON KEYBOARD PURPOSE Save F9 Save the new or changed master file records. Retrieve Data F2 There are two uses for this command. If the Auto Select command is not checked, use this command to make the grid display the master file selected in the tree view. After filling in the filter, use this command to make the grid display only the master file records that match the selection in the filter. Expand All Branches Collapse All Branches Ctrl+E Ctrl+O Expand all branches of the tree view so that you can see all available master files. Collapse the tree view down to the folders for each category of master files. Inspect Ctrl+F5 Open a View dialog box so that you can view master file records. This command is available only for master files to which you have Read or Write access. Change Ctrl+F9 Open a Change dialog box that allows you to change or delete master file records. This command is available only for master files to which you have Write access. Add New Ctrl+F6 Open an Add dialog box that allows you to add master file records by filling in the form or using the Grid Import window. For simple master files, the Add dialog box displays the selected record from the grid as a starting point for adding the first new record. This command is available only for master files to which you have Write access. Add New No Preload Shift+F6 Open an Add dialog box without any boxes pre-loaded with the current record in the grid. This command is available only for master files to which you have Write access. Auto Select Ctrl+A Click the icon to toggle between checked and unchecked. When it is checked, the master file in the grid changes every time you click a master file in the tree view. When it is unchecked, you must use the Retrieve Data command to display a master file in the grid. Create Report Ctrl+R Create a report of the master file that displays in the grid. This command is available for master files with Read, Write, or Locked access. Clear Filter F4 Clear the selections in the filter. If you want the grid to display all master file records again, use the Retrieve Data command. Grid Output Shift+F11 Open a Grid Output window that allows you to export the contents of the grid to Excel, Word, PDF, or a delimited text file. For instructions, see Appendix D of the QCC Core Financial Manual. Print Screen F11 Print the HR Code Maintenance 2 window on the default Windows printer for your PC. 01/10 Copyright QSS,

74 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window Message Bar 1 2 Figure 3-9: Message bar for the HR Code Maintenance 2 window Tree View 1 Message pane The message pane displays various messages, such as "Master file is read only" or "You do not have access to view this master file." 2 Mode indicator The Mode indicator is always Inspect because the grid allows you to look at master file codes, but not change them. The background color indicates the fiscal years. The standard colors are red for a prior year, green for the current year, and blue for a future year. Your site can use different colors. s Figure 3-10: Tree view for the HR Code Maintenance 2 window The discussion of the tree view focuses on the following areas: Purpose Expanding and Collapsing Folders 3-8 Copyright QSS, /10

75 Description of the HR Code Maintenance 2 Window Tree View Displaying a Master File in the Grid Access Levels and Types of Master Files Purpose The tree view displays the master files that you can display and maintain. It allows you to do the following: Expand and collapse folders to reveal or hide master files. Select the master file for which to add, change, delete, or inspect codes and for which to create a report. The samples in this chapter include all available master files. However, your tree view lists only the master files that your user security allows access to. Expanding and Collapsing Folders Master files are organized into folders that are collapsed (closed) or expanded (open). Figure 3-11 illustrates what the tree view looks like with all folders collapsed. Each main folder represents a category of master files, such as Absence Tracking or Position Control. Figure 3-11: Tree view with all folders collapsed (closed) A + to the left of the folder indicates a collapsed folder. You can expand it to reveal the master files under it. A - to the left of the folder indicates an expanded folder. You can collapse it to hide its master files. If you do not have access to any master files in a folder, there is no + or - next to it. Figure 3-11 illustrates a case where a QCC user does not have access to any Position Control master files. The folder does not expand when you click it. To change a folder from expanded to collapsed or collapsed to expanded: Single-clicking the + or - to the left of the folder. Double-clicking the folder name. 01/10 Copyright QSS,

76 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window Clicking a collapsed folder opens it to reveal master files and subfolders. A folder can contain subfolders with subcategories of master files. You can expand or collapse subfolders independently of the main folder. The Payroll holder contains subfolders for Statutory Deductions and Tax Tables. The Tax Tables subfolder contains the master files that you can define from the HR Code Maintenance 2 window. Figure 3-12: Tree view with Retirement - CA folder expanded Figure 3-12 illustrates the results of double-clicking the Retirement - CA folder. This example illustrates how a folder opens up to display a list of master files. A folder can also contain subfolders, such as the Retirement Group Files folder. To expand or collapse all folders: Click the (Expand All Branches [Ctrl+E]) icon to expand all folders. Click the (Collapse All Branches [Ctrl+O]) icon to collapse all folders. To decide how folders look when you open the HR Code Maintenance 2 window, do either of the following: In the View menu, click the Expand Tree on Startup command to expand all folders when you open the HR Code Maintenance 2 window Copyright QSS, /10

77 Description of the HR Code Maintenance 2 Window Tree View In the View menu, click the Preserve Expanded Branches to have the system remember the tree view when you close the HR Code Maintenance 2 window. The next time you open the window, the tree view looks the same. HINT: To tell which command is active, click at the View menu. There is a check mark to the left of the selected command. Once you check one of these commands, the other is dimmed. Displaying a Master File in the Grid There are two procedures for displaying a master file on the grid, depending on whether you have checked the (Auto Select [Ctrl+A]) icon. Each time you click the icon, it alternates between checked and not checked. If you have not checked the (Auto Select [Ctrl+A]) icon, displaying a master file in the grid is a 2-step process. First, click a master file in the tree view. Second, click the (Retrieve Data [F2]) icon. If you have checked the (Auto Select [Ctrl+A]) icon, a master file displays in the grid as soon as you click it in the tree view. Access Levels and Types of Master Files For each master file, the listing in the tree view identifies the following: Access Level Code and County- or District-Level Control Access Level The symbol to the left of the master file identifies whether the access level is Read, Write, Locked, or No Access. A green check mark indicates that you have Write access to the file. A right pointing arrow indicates that you have selected a master file with Write access. All of the commands for maintaining master files are available on the toolbar. 01/10 Copyright QSS,

78 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window Create Report [Ctrl+R] Add New (No Preload) [Shift+F6 ] Add New [Ctrl+f6] Change [Ctrl+F9] Inspect [Ctrl+F5] Figure 3-13: Toolbar commands for maintaining master files A lock icon indicates either Read access or a Locked master file. For Read access, the message bar reads, "Master file is read only." The following commands are available: The (Inspect [Ctrl+F5]) icon. You can display master file records in the Inspect dialog box, but you cannot add, change, or delete records. The (Create Report [Ctrl+R]) icon. For Locked master files, the message bar reads, "Listing onfile values is the only operation allowed at this time." You are limited to the following: Listing master file records on the grid. Clicking the report. (Create Report [Ctrl+R]) icon to create a In a typical situation, individual districts have Read access to county-level master files. This icon indicates that you have selected a locked master file. You can display its contents on the grid, but not maintain it from the HR Code Maintenance 2 window. A red circle indicates No Access. You cannot display the contents of the master file in the grid. The grid reads, "You do not have access to view this Master File (master file name)." 3-12 Copyright QSS, /10

79 Description of the HR Code Maintenance 2 Window Tree View Code and County- or District-Level Control The information following the name of each master file indicates its code and whether it is a county- or district-level master file. Every master file has a code that 2 to 4 character long. For example, the listing of the Workers Compensation master file looks like this: The name of the master file is Workers Compensation, and its code is TT05. Each master file is either a county- or district-level master file. County master files have a "/C" after their code, as in this example for the State Tax California master file: For county-level master files, there is one set of codes that every district uses. District-level master files do not have a "/C," as in the above example for the Workers Compensation master file. Each district has its own set of codes. There are two basic levels of access: county and district. County-level access allows you to maintain county-level master files and districtlevel master files for any district. District-level access allows you to maintain district-level master files for your district and to inspect the contents of county-level master files. Your system administrator can fine tune this security. For example, your security profile can define custom include and exclude lists for access to master files. For details, see the discussion of the HRMAINT module in Chapter 2 of Modules, Tasks, and User Security for QCC. 01/10 Copyright QSS,

80 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window Filter Figure 3-14: Filter for the HR Code Maintenance 2 window Using the Filter The filter allows you to select a subset of the records displayed in the grid. You can search by name, code, or a range of codes. HINT: If a search does not locate the records you were expecting, press F4 and F2 to redisplay the grid before starting another search. To define a filter: 1 The DI box displays the current district for your QCC session. In most cases, you are limited to maintaining district-level master files for your own district. A few QCC user IDs may grant county-level access that allows selecting the district for which to maintain master files. For details, see page The FY box either a white or shaded background. The background is shaded for master files that are not linked to a fiscal year. The background is white for master files that are linked to a specific fiscal year. For most master files, the background is shaded. You define such master files once, then continue to use them for all fiscal years. However, there are some master files that you must define for each fiscal year, such as Pay Schedules, Board Dates, and Bonus Codes. 3 Select the master file records to display in the grid in any of the following ways. Fill in the Name box for master files that have a Name column in the grid. The search matches the first characters of a name. The search is not case sensitive. You have a choice of no wildcards, first word match, or partial word match, as explained on page Copyright QSS, /10

81 Description of the HR Code Maintenance 2 Window Filter Fill in the Code box. The search matches the first characters of a code. The search is not case sensitive. You have a choice of no wildcards, first word match, or partial word match, as explained on page Numeric codes are treated just like text. For example, job codes are 6-digit numbers. You must type all 6 digits to match them. For example, type job code #306 like this: Fill in the Code Range From and Code Range To boxes. Fill in both the start and end of the range. If either the start or end is blank, the search locates no records. > For alphabetic codes, you can do partial matches. For example, pay types have a 4-character code. To search for codes that start with B, type a From code of B and a To code of BZ. You can type additional letters to narrow down the match. To search for codes that start with the letters DE through DR, type a From code of DE and To code of DR. > For numeric codes, type all digits of the code. Numeric codes are typically 2, 4, 6, or 8 digits. Type all digits when searching for a range. For example, job codes are 6 digits. To search for job codes 500 through 2000, type a From value of and a To value of If you type fewer than the full number of digits, the search uses the rules of matching for alphabetic codes. For example, you type a From code of 300 and a To code of 450 for job codes. The search looks for job codes that begin with the digits 300 to 450 (job codes through ). Searching for Names and Codes This example illustrates how a search for the Name or Code works with no wildcards, first word match, and any word match. This example goes through a series of searches on the Job Codes master file to illustrate how to use each option. No wildcards (exact match) If you do not use wildcards, you must type the entire Name or Code to display a match in the grid. For example, you must type "principal teacher (env/ed)" to locate that specific job code after you click the (Return Data [F2]) icon. 01/10 Copyright QSS,

82 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window Figure 3-15: Result of searching for "principal teacher (env/ed))" with no wildcards If you do not use wildcards, partial searches do not locate the Name, such as "principal teacher" or even "principal teacher (env ed" because it is missing the closing parenthesis. First word match To search for a Name or Code that start with specified letters, type the search pattern followed by the * wildcard. For example, a search for "prin*" displays any Name that begins with those letters after you click the (Return Data [F2]) icon. Figure 3-16: Result of searching for "prin*" with first word match This search machetes all job codes that start with "prin," such as PRINCIPAL/TEACHER (ENV ED), PRINTING TECHNICIAN, and PRINT SHOP ASST Copyright QSS, /10

83 Description of the HR Code Maintenance 2 Window Filter Any word match To match a partial word match anywhere in a Name or Code, type the * wildcard at the start of the search pattern. The search locates the search pattern anywhere in a word after you click the (Return Data [F2]) icon. In this example, the search for "*prin" matches any Name for a job code that includes "prin," such as PRINCIPAL/TEACHER (ENV ED), VICE PRINCIPAL, STUDENT PRINTER, and SPRINKLER REPAIR WRKR. Figure 3-17: Result of searching for "*prin" with partial word match 01/10 Copyright QSS,

84 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window Selecting Another District County-level users may have the ability to select a district for which to maintain district-level master files. This process involves closing the HR Code Maintenance 2 window, selecting another district from the QSS ControlCenter window, and opening the HR Code Maintenance 2 window again. To select another district: 1 Close the HR Code Maintenance 2 window. 2 Return to the QSS ControlCenter window. 3 On the File menu, click Settings. 4 In the Settings dialog box, select the district for which you want to maintain district-level master files. Figure 3-18: Lists for selecting a district, site, and year in the Settings dialog box If the District, Site, or Year box has a white background, you can select any item from the list. If the background is shaded, you cannot change the selection. 5 Click the [OK] button to close the Settings dialog box. 6 From the QSS ControlCenter window, open the HR Code Maintenance 2 window to maintain master files for the district you just selected Copyright QSS, /10

85 Description of the HR Code Maintenance 2 Window Grid Grid Name of the master file You can sort the grid on any column. Double-click to sort in ascending order (A-Z). Double-click again to sort in descending order (Z-A). For a grid that is too long to fit in the window, use the scroll arrows, scroll bar, and standard Windows keys for scrolling through the grid. Figure 3-19: Grid for the HR Code Maintenance 2 window Name of the Grid The system builds the name above the grid based on the selection in the tree view. In this example, the master file selected in the tree view is Federal Income Tax (TT01) master file. Figure 3-20: Name of master file above the grid The label indicates whether a master file is district- or county-level. For a more detailed explanation of access levels, see page Contents of the Grid The columns on the grid vary from master file to master file. In many cases, the grid displays just enough information so that you can select the record that you wish to maintain. To display the complete master file record from the grid: 1 Select the record in the grid. 2 Click the (Inspect [Ctrl+F5]) icon to open an Inspect dialog box that displays the complete master file record. For detailed instructions, see page /10 Copyright QSS,

86 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window Status Bar 1 2 Figure 3-21: Status bar for the HR Code Maintenance 2 window 1 District, year, and site for which you are maintaining master files. The background color indicates the fiscal year. The standard colors are blue for a future year, green for the current year, and red for a past year. Your site can select different colors. You can hover the mouse pointer over this pane to display a tooltip with your QCC user name and the name of the logon district. 2 The current date and time. You can hover the mouse pointer over the date to display a tooltip that displays the date and time you started using the window Copyright QSS, /10

87 Opening the Window Status Bar Opening the Window These instructions tell how to open the HR Code Maintenance 2 window from the Go menu and the tree view in QSS ControlCenter (QCC). To open the HR Code Maintenance 2 window from the Go menu: 1 If you have not done so already, log on to QCC. 2 Click to the Go menu. 3 Point to Human Resources. Figure 3-22: Go menu expanded Figure 3-23: Human Resources submenu expanded 4 Click HR Code Maintenance to open the HR Code Maintenance 2 window. 01/10 Copyright QSS,

88 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window To open the HR Code Maintenance 2 window from the tree view: 1 If you have not done so already, log on to QCC. 2 If the tree view does not display, press CTRL+V to make it display. 3 Click the Human Resources folder of the tree view to open it. Figure 3-24: Tree view with Human Resources folder open. 4 Under the Human Resources folder, click the Master Files / Utilities subfolder to open it. Figure 3-25: Tree view after opening the Master Files / Utilities subfolder 5 Click HR Code Maintenance to open the HR Code Maintenance 2 window Copyright QSS, /10

89 Maintaining and Reporting Tax Tables Inspecting and Changing Tax Tables Maintaining and Reporting Tax Tables This heading provides instructions for doing the following from the HR Code Maintenance 2 window: Inspecting and Changing Tax Tables Adding a New Tax Table Deleting a Tax Table REMINDER: This chapter provides general instructions for maintaining tax tables. For a description of each master file, see Chapter 5. Inspecting and Changing Tax Tables For complex master files, such as tax tables, the grid displays only the effective date and description. The Inspect command allows you to open a dialog box that displays the full details of the tax table. From here, you can add, change, or delete tax tables if your user security allows. To inspect and maintain tax tables: 1 In the tree view, open the folder for Payroll and the subfolder for Tax Tables. For detailed instructions, see Tree View on page If desired, use the filter to select the master file records to display in the grid. For detailed instructions, see Filter on page To display a tax table, do either of the following: Double-click its row in the grid. Select the tax table with the command icons. > Click a row to select it. The pointer displays to the left of the current record. > You can also use the PAGE UP, PAGE DOW, UP ARROW, and DOWN ARROW keys to move the pointer. > Click the (Inspect [Ctrl+F5]) icon or the (Change [Ctrl+F9]) icon. For a detailed description of the grid, see Grid on page /10 Copyright QSS,

90 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window 4 The dialog box for maintaining a tax table allows you to display and maintain tax tables. Menu bar and toolbr commands for maintaining tax tables List for selecting a tax table that is already defined. Boxes for filling in the tax table. These are different for each tax table. Figure 3-26: Dialog box for displaying and maintaining tax tables Take one of the following actions. To view another table, select it from the list at the top of the dialog box. To add a tax table, click the (Add New Tax Table [Ctrl+F6]) icon or the (Add New (No Preload) [Shift+F6]) icon. For instructions, see page To change a tax table, click the (Change [Ctrl+F9]) icon. You can change all aspects of the table except for its effective date. The boxes that you can change have a white background. Those that you cannot change have a shaded background Copyright QSS, /10

91 Maintaining and Reporting Tax Tables Adding a New Tax Table To delete a tax table, click the page (Delete [Ctrl+F8]) icon. For instructions, see To save your changes: > Click the (Save All and Return [F2]) icon to save the changes and close the dialog box. > Click the (Save all and Stay [F9]) icon to save the changes and leave the dialog box open. You can make changes to multiple tax tables before saving. To close the dialog box without saving changes, click the [F12]) icon. (Cancel/Close Adding a New Tax Table For tax tables, the (Add [Ctrl+F6]) icon and the (Add New (No Preload) [Shift+F6]) icon work the same. Both commands provide the option to use an existing tax table as the basis for creating a new one. To add a new tax table: 1 Do either of the following: Click the (Add [Ctrl+F6]) icon and the (Add New (No Preload) [Shift+F6]) icon in the HR Code Maintenance 2 window. Click the (Add New Tax Table [Ctrl+F6]) icon in the dialog box for changing or inspecting tax tables. 2 In the Add dialog box for the tax table, select the tax table to use as the basis for creating the new table. In the Add from an existing Tax Table list, do either of the following: > If you do not want to use an existing tax table as the starting point, select the blank item at the top of the list. > To add from an existing tax table, select it from the list. 01/10 Copyright QSS,

92 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window Figure 3-27: Add dialog box for creating a new tax table from an existing tax table For the Effective Date, type or select the effective date for using the new tax table. You must select an Effective Date that has not already been used to add a tax table. All other boxes in the Add dialog box are optional. For the Description, type a description up to description up to 30 characters long or click the [Copy Description] button to use the same description as the source. For the Use current values... check box, select the box to add from the selected tax table or clear the check box 3 Do any of the following: Press F12 to cancel the add. Click the (Clear Form [Ctrl+F1]) icon to clear the Add dialog box. To add a new tax table, you must type or select an Effective Date before clicking the (Save and Return [F2]) icon. Click the (Save and Return [F2]) icon to open a dialog box for adding the new tax table. 4 Fill in the dialog box for adding the tax table, as described in Chapter Copyright QSS, /10

93 Maintaining and Reporting Tax Tables Deleting a Tax Table 5 Click the (Save and Return [F2]) icon to add the new tax table. 6 In the Confirm Closing dialog box, click the [No] button. Deleting a Tax Table You can delete a tax table from the HR Code Maintenance 2 window or the dialog box for maintaining individual tax tables. WARNING: Do not delete a tax table unless you are absolutely certain that it will never be used for payroll processing again. To delete a tax table: 1 In the tree view, open the folder for Payroll and the subfolder for Tax Tables. For detailed instructions, see Tree View on page If desired, use the filter to select the master file records to display in the grid. For detailed instructions, see Filter on page Do either of the following: Single-click the row for the tax table to delete, the click the [Ctrl+F8]) icon in the HR Code Maintenance 2 window. (Delete Double-click the row for a tax table to display it in a dialog box, then click the (Delete [Ctrl+F8]) icon in the dialog box. This latter method allows you to review the tax table to confirm it is indeed the one that you want to delete. 4 In the Delete confirmation box, confirm or cancel the deletion. Figure 3-28: Dialog box for confirming or cancelling the deletion of a tax table To cancel the deletion, press F12. 01/10 Copyright QSS,

94 Human Resources Master Files Manual Chapter 3: HR Code Maintenance 2 Window To confirm the deletion, click the (Delete [Ctrl+F8]) icon. Creating Reports In the Confirm Delete dialog message, click the [Yes] button to delete or the [No] button to cancel the deletion. There are two ways to get reports of tax tables: The On Line Tax Rate Listing (TXR100) report in the traditional software. For details, see Chapter 6 of the QSS/OASIS Enhanced Payroll Manual. The InstaPrint report on the dialog box for maintaining tax rate tables. To create an InstaPrint report: 1 Open a dialog box for a tax table as described on page Click the (InstaPrint [Ctrl+F11]) icon to open a dialog box that displays the current tax table. Figure 3-29: Sample InstaPrint report This window allows you to save the report to a file or print it to a.pdf,.doc, or.xls file. For instructions, see Appendix B Copyright QSS, /10

95 Chapter 4: Defining Master Files Chapter Contents How to Use This Chapter Master Files in this Chapter Master File Descriptions Absence Tracking Master Files Personnel Master Files Payroll Master Files Position Control Master Files Master File Links Benefits Management Master Files Retirement - CA Master Filess /10 Copyright QSS,

96 Human Resources Master Files Manual Chapter 4: Defining Master Files How to Use This Chapter Chapter 4 and Chapter 2 are complementary parts of the Human Resources Master Files Manual. Chapter 2 and Chapter 3 describe the windows for maintaining master files. Chapter 2 describes the HR Code Maintenance window and provides general instructions for using it to maintain master files and create reports. This window allows you to maintain most of the master files. Chapter 3 describes the HR Code Maintenance 2 window that allows you to maintain tax tables for the Payroll System and salary schedules and positions for Position Control. Chapter 4 describes the particulars of each master file. It includes the following for each master file: A sample of the dialog box for adding a record. References to the instructions in Chapter 2 for maintaining master file records and creating a report of files. A table that names all of the boxes on the dialog box for a master file and describes the kind of data to type into each box. A report sample. For a more detailed description of the information about each master file, see Master File Descriptions on page Chapter 4 provides several ways to find the description of a master file: Table 4-1 on page 4-4 lists the master files in the same order as the folders and subfolders for tree view on the HR Code Maintenance window. Table 4-2 on page 4-7 lists the master files by name. Table 4-3 on page 4-10 lists the master files by the 2- to 4-character code after each name. The order in which the chapter presents the master files mimics the structure of the tree view in the HR Code Maintenance window. Each folder in the tree view, such as Absence Tracking or Payroll, corresponds to a main heading in this chapter. 4-2 Copyright QSS, /10

97 Master Files in this Chapter Under each main heading, the chapter describes each master file in the folder. This chapter lists all of the master files that are available from the tree view. However, you may not have access to all of these files. The security profile for your QCC user name determines the master files to which you have access. Master Files in this Chapter This chapter describes the master files that you can maintain with the HR Code Maintenance window. It provides the following lists so that you can locate a master file in a variety of ways. Table 4-1 on page 4-4 lists the master files in the same order that they appear in the tree view in the HR Code Maintenance window. Table 4-2 on page 4-7 lists the master files by their name in the tree view. Table 4-3 on page 4-10 lists the master files by the 2- to 4-character code in parentheses after each master file name. These tables list all of the master files for the HR Code Maintenance window. The security profile for your QCC logon name determines the actual master files that are listed in your tree view. 01/10 Copyright QSS,

98 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-1: Master files by folder on tree view FOLDER MASTER FILE CODE SUBFOLDER LEVEL PAGE Absence Tracking Absence Reasons AR District 4-21 Leave Group LG District 4-23 Absence Indices AI District 4-27 Absence FTE Codes AF District 4-29 Roll Codes RO Absence Tracking Accruals District 4-31 Accrual Rules AC Absence Tracking Accruals District 4-32 Accrual Schedules AS Absence Tracking Accruals District 4-36 Absence Interface Rules IR District 4-37 Personnel District Master DP County 4-44 Locations LOC District 4-46 Location Org Levels Fields LOC District 4-49 Bargaining Units BU District 4-50 Board Dates BD District 4-51 Certificate Level CL County 4-52 Certificate Types CT County 4-54 Comment Types CO District 4-55 Contract Types CN District 4-56 Control Groups CG District 4-57 County/State Codes CS County 4-59 Credentials CR Credentials County 4-61 Credential Authorizations CA Credentials County 4-62 Credential Renewals Codes CW Credentials County 4-64 Credential Subject Codes CB Credentials County 4-65 Credential Level Codes CV Credentials County 4-66 Degree Type DT District 4-67 Employee Types EM District 4-69 Ethnic Codes ET County 4-70 Experience Type ET District 4-71 Freeze Placement Reasons FP District 4-73 Handicap HA District 4-74 Hospital codes HO District 4-75 Institutions (Colleges) IN District 4-77 Immunization IM District 4-78 Inservice Ed Component IE District 4-79 Insurance Carrier IC District 4-81 Medical Codes ME District 4-82 Membership LIst ML District 4-83 Job Categories JB District 4-84 Job Codes JC District 4-85 Languages LA District 4-88 Program of Graduation PG District Copyright QSS, /10

99 Master Files in this Chapter Table 4-1: Master files by folder on tree view - continued FOLDER MASTER FILE CODE SUBFOLDER LEVEL PAGE Personnel - continued Refusal Reason RR District 4-91 Seniority Class SN District 4-93 Skill Code SK District 4-95 Subject Codes SU District 4-96 Termination Code TE District 4-98 Test Master Codes TM District PAF Categories PA Personnel Action Files District PAF Actions PF Personnel Action Files District PAF Dictionary PD Personnel Action Files County Report Codes RC District 4-92 Payroll Pay Codes PC County Payroll Names PYN County Pay Schedules PS County Pay Types PT County Retirement Systems RS County Retirement Edits RE County Payroll Profiles PP District Statutory Deduction Codes SD Statutory Deductions County Statutory Deduction Profiles SP Statutory Deductions County Deduction Schedules DS County Deduction Rate Table DR District Bonus Code BC District Payroll Edit Rule PE District Deduction Rule Code PR District SMF Status Codes SM District Pending Retirement Status Codes PN District Vol-ded Frequency Codes VF County Voluntary Deductions VD County Benefit Control BCT County Benefit Object Maps OMAP District Benefit H/W Maps VMAP District Benefit Group Maps GMAP District Federal Income Tax (HRCM2) TT01 Tax Tables County OASDI/Medicare (HRCM2) TT03 Tax Tables County Workers Compensation (HRCM2) TT05 Tax Tables County SUI California (HRCM2) TT07 Tax Tables County PERS California (HRCM2) TT08 Tax Tables County STRS California (HRCM2) TT09 Tax Tables County California Retirement Setup TT10 Tax Tables County (HRCM2) California State Disability Insurance (HRCM2) TT11 Tax Tables County /10 Copyright QSS,

100 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-1: Master files by folder on tree view - continued FOLDER MASTER FILE CODE SUBFOLDER LEVEL PAGE Position Control Position Control Bonus Codes PB District Benefit Projected Rates BPR District District Authorized Positions DAP District (HRCM2) New District Authorized Positions DAPN District (HRCM2) Salary Schedules (HRCM2) SS District New Salary Schedules (HRCM2) SSN District Work Calendars WC District Master File Links Pay Code Links FL01 District Voluntary Deduction Code Links FL02 District Vol-Ded Frequency Code Links FL03 District Pay Schedule Code Links FL04 District Stat Ded Profile Code Links FL05 District Deduction Schedule Code Links FL06 District Benefits Management Coverage Level Codes BMLC District Deduction Class List BMCL District Dependent Codes BDCM District FTE Allocation Table BMFT District Package Codes BMPK District Plan/Level Amounts BMPL District Cap Amounts BMCA District Benefit Status Codes BMBS District Package Assignment BMPA District Retirement - CA District Master File RTDI District Accumulator Limits RTAL District STRS Rates RTST District PERS Rates RTPE District Pay Schedule Controls RTPS District District Master File by Group RTDB Retirement Group Files District PERS Rates by Group TRPG Retirement Group Files District Copyright QSS, /10

101 Master Files in this Chapter Table 4-2: Master files by name MASTER FILE CODE FOLDER SUBFOLDER LEVEL PAGE Absence FTE Codes AF Absence Tracking District 4-29 Absence Indices AI Absence Tracking District 4-27 Absence Interface Rules IR Absence Tracking District 4-37 Absence Reasons AR Absence Tracking District 4-21 Accrual Rules AC Absence Tracking Absence Tracking Accruals District 4-32 Accrual Schedules AS Absence Tracking Absence Tracking Accruals District 4-36 Accumulator Limits RTAL Retirement - CA District Bargaining Units BU Personnel District 4-50 Benefit Control BCT Payroll County Benefit Group Maps GMAP Payroll District Benefit H/W Maps VMAP Payroll District Benefit Object Maps OMAP Payroll District Benefit Projected Rates BPR Position Control District Benefit Status Codes BMBS Benefits Management District Board Dates BD Personnel District 4-51 Bonus Code BC Payroll District California Retirement Setup TT10 Payroll Tax Tables County California State Disability Insurance TT11 Payroll Tax Tables County Cap Amounts BMCA Benefits Management District Certificate Level CL Personnel County 4-52 Certificate Types CT Personnel County 4-54 Comment Types CO Personnel District 4-55 Contract Types CN Personnel District 4-56 Control Groups CG Personnel District 4-57 County/State Codes CS Personnel County 4-59 Coverage Level Codes BMLC Benefits Management District Credential Authorizations CA Personnel Credentials County 4-62 Credential Level Codes CV Personnel Credentials County 4-66 Credential Renewals Codes CW Personnel Credentials County 4-64 Credential Subject Codes CB Personnel Credentials County 4-65 Credentials CR Personnel Credentials County 4-61 Deduction Class List BMCL Benefits Management District Deduction Rate Table DR Payroll District Deduction Rule Code PR Payroll District Deduction Schedule Code Links FL06 Master File Links District Deduction Schedules DS Payroll County Degree Type DT Personnel District 4-67 Dependent Codes BDCM Benefits Management District District Authorized Positions DAP Position Control District District Master DP Personnel County 4-44 District Master File RTDI Retirement - CA District /10 Copyright QSS,

102 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-2: Master files by name - continued MASTER FILE CODE FOLDER SUBFOLDER LEVEL PAGE District Master File by Group RTDB Retirement - CA Retirement Group Files District Employee Types EM Personnel District 4-69 Ethnic Codes ET Personnel County 4-70 Experience Type ET Personnel District 4-71 Federal Income Tax TT01 Payroll Tax Tables County Freeze Placement Reasons FP Personnel District 4-73 FTE Allocation Table BMFT Benefits Management District Handicap HA Personnel District 4-74 Hospital codes HO Personnel District 4-75 Immunizations IM Personnel District 4-78 Inservice Ed Component IE Personnel District 4-79 Institutions (Colleges) IN Personnel District 4-77 Insurance Carrier IC Personnel District 4-81 Job Categories JB Personnel District 4-84 Job Codes JC Personnel District 4-85 Languages LA Personnel District 4-88 Leave Group LG Absence Tracking District 4-23 Location LOC Personnel District 4-46 Location Org Levels Field LOC Personnel District 4-49 Medical Codes ME Personnel District 4-82 Membership List ML Personnel District 4-83 New District Authorized Positions DAPN Position Control District New Salary Schedules SSN Position Control District OASDI/Medicare TT03 Payroll Tax Tables County Package Assignment BMPA Benefits Management District Package Codes BMPK Benefits Management District PAF Actions PF Personnel Personnel Action Files District PAF Category PA Personnel Personnel Action Files District PAF Dictionary PD Personnel Personnel Action Files County Pay Code Links FL01 Master File Links District Pay Codes PC Payroll County Pay Schedule Code Links FL04 Master File Links District Pay Schedule Controls RTPS Retirement - CA District Pay Schedules PS Payroll County Pay Types PT Payroll County Payroll Edit Rule PE Payroll District Payroll Names PYN Payroll County Payroll Profiles PP Payroll District Pending Retirement Status Codes PN Payroll District PERS California TT08 Payroll Tax Tables County PERS Rates RTPE Retirement - CA District Copyright QSS, /10

103 Master Files in this Chapter Table 4-2: Master files by name - continued MASTER FILE CODE FOLDER SUBFOLDER LEVEL PAGE PERS Rates by Group TRPG Retirement - CA Retirement Group Files District Plan/Level Amounts BMPL Benefits Management District Position Control Bonus Codes PB Position Control District Program of Graduation PG Personnel District 4-89 Refusal Reason RR Personnel District 4-91 Report Codes RC Personnel District 4-92 Retirement Edits RE Payroll County Retirement Systems RS Payroll County Roll Codes RO Absence Tracking Absence Tracking Accruals District 4-31 Salary Schedules SS Position Control District Seniority Class SN Personnel District 4-93 Skill Code SK Personnel District 4-95 SMF Status Codes SM Payroll District Stat Ded Profile Code Links FL05 Master File Links District Statutory Deduction Codes SD Payroll Statutory Deductions County Statutory Deduction Profiles SP Payroll Statutory Deductions County STRS California TT09 Payroll Tax Tables County STRS Rates RTST Retirement - CA District Subject Codes SU Personnel District 4-96 SUI California TT07 Payroll Tax Tables County Termination Code TE Personnel District 4-98 Test Master Codes TM Personnel District Vol-Ded Frequency Code Links FL03 Master File Links District Vol-ded Frequency Codes VF Payroll County Voluntary Deduction Code Links FL02 Master File Links District Voluntary Deductions VD Payroll County Work Calendars WC Position Control District Workers Compensation TT05 Payroll Tax Tables County /10 Copyright QSS,

104 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-3: Master files by code CODE MASTER FILE FOLDER SUBFOLDER LEVEL PAGE AC Accrual Rules Absence Tracking Absence Tracking Accruals District 4-32 AF Absence FTE Codes Absence Tracking District 4-29 AI Absence Indices Absence Tracking District 4-27 AR Absence Reasons Absence Tracking District 4-21 AS Accrual Schedules Absence Tracking Absence Tracking Accruals District 4-36 BC Bonus Code Payroll District BCT Benefit Control Payroll County BD Board Dates Personnel District 4-51 BDCM Dependent Codes Benefits Management District BMBS Benefit Status Codes Benefits Management District BMCA Cap Amounts Benefits Management District BMCL Deduction Class List Benefits Management District BMFT FTE Allocation Table Benefits Management District BMLC Coverage Level Codes Benefits Management District BMPA Package Assignment Benefits Management District BMPK Package Codes Benefits Management District BMPL Plan/Level Amounts Benefits Management District BPR Benefit Projected Rates Position Control District BU Bargaining Units Personnel District 4-50 CA Credential Authorizations Personnel Credentials County 4-62 CB Credential Subject Codes Personnel Credentials County 4-65 CG Control Groups Personnel District 4-57 CL Certificate Level Personnel County 4-52 CN Contract Types Personnel District 4-56 CO Comment Types Personnel District 4-55 CR Credentials Personnel Credentials County 4-61 CS County/State Codes Personnel County 4-59 CT Certificate Types Personnel County 4-54 CV Credential Level Codes Personnel Credentials County 4-66 CW Credential Renewals Codes Personnel Credentials County 4-64 DAP District Authorized Positions Position Control District DAPN New District Authorized Positions Position Control District DP District Master Personnel County 4-44 DR Deduction Rate Table Payroll District DS Deduction Schedules Payroll County DT Degree Type Personnel District 4-67 EM Employee Types Personnel District 4-69 ET Ethnic Codes Personnel County 4-70 ET Experience Type Personnel District 4-71 FL01 Pay Code Links Master File Links District FL02 Voluntary Deduction Code Links Master File Links District Copyright QSS, /10

105 Master Files in this Chapter Table 4-3: Master files by code - continued CODE MASTER FILE FOLDER SUBFOLDER LEVEL PAGE FL03 Vol-Ded Frequency Code Links Master File Links District FL04 Pay Schedule Code Links Master File Links District FL05 Stat Ded Profile Code Links Master File Links District FL06 Deduction Schedule Code Links Master File Links District FP Freeze Placement Reasons Personnel District 4-73 GMAP Benefit Group Maps Payroll District HA Handicap Personnel District 4-74 HO Hospital codes Personnel District 4-75 IC Insurance Carrier Personnel District 4-81 IE Inservice Ed Component Personnel District 4-79 IM Immunizations Personnel District 4-78 IN Institutions (Colleges) Personnel District 4-77 IR Absence Interface Rules Absence Tracking District 4-37 JB Job Categories Personnel District 4-84 JC Job Codes Personnel District 4-85 LA Languages Personnel District 4-88 LG Leave Group Absence Tracking District 4-23 LOC Location Personnel District 4-46 LOC Location Org Levels Field Personnel District 4-49 ME Medical Codes Personnel District 4-82 ML Membership List Personnel District 4-83 OMAP Benefit Object Maps Payroll District PA PAF Category Personnel Personnel Action Files District PB Position Control Bonus Codes Position Control District PC Pay Codes Payroll County PD PAF Dictionary Personnel Personnel Action Files County PE Payroll Edit Rule Payroll District PF PAF Actions Personnel Personnel Action Files District PG Program of Graduation Personnel District 4-89 PN Pending Retirement Status Codes Payroll District PP Payroll Profiles Payroll District PR Deduction Rule Code Payroll District PS Pay Schedules Payroll County PT Pay Types Payroll County PYN Payroll Names Payroll County RC Report Codes Personnel District 4-92 RE Retirement Edits Payroll County RO Roll Codes Absence Tracking Absence Tracking Accruals District 4-31 RR Refusal Reason Personnel District 4-91 RS Retirement Systems Payroll County RTAL Accumulator Limits Retirement - CA District /10 Copyright QSS,

106 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-3: Master files by code - continued CODE MASTER FILE FOLDER SUBFOLDER LEVEL PAGE RTDB District Master File by Group Retirement - CA Retirement Group Files District RTDI District Master File Retirement - CA District RTPE PERS Rates Retirement - CA District RTPS Pay Schedule Controls Retirement - CA District RTST STRS Rates Retirement - CA District SD Statutory Deduction Codes Payroll Statutory Deductions County SK Skill Code Personnel District 4-95 SM SMF Status Codes Payroll District SN Seniority Class Personnel District 4-93 SP Statutory Deduction Profiles Payroll Statutory Deductions County SS Salary Schedules Position Control District SSN New Salary Schedules Position Control District SU Subject Codes Personnel District 4-96 TE Termination Code Personnel District 4-98 TM Test Master Codes Personnel District TRPG PERS Rates by Group Retirement - CA Retirement Group Files District TT01 Federal Income Tax Payroll Tax Tables County TT03 OASDI/Medicare Payroll Tax Tables County TT05 Workers Compensation Payroll Tax Tables County TT07 SUI California Payroll Tax Tables County TT08 PERS California Payroll Tax Tables County TT09 STRS California Payroll Tax Tables County TT10 California Retirement Setup Payroll Tax Tables County TT11 California State Disability Insurance Payroll Tax Tables County VD Voluntary Deductions Payroll County VF Vol-ded Frequency Codes Payroll County VMAP Benefit H/W Maps Payroll District WC Work Calendars Position Control District Copyright QSS, /10

107 Master File Descriptions Overview Master File Descriptions Overview This heading describes the master file descriptions in this chapter. It includes the following: Overview Sample Table Box Label Column R/O/D Column Contents Column The description of each master file includes the following: A screen shot of the dialog box for adding a record. Pointers to instructions for maintaining records in the master file and for launching a report. A table that lists the boxes for each master file, whether it is required or optional, and the kind of data to type in it. For a description of when, why, or how to use a master file, see the documentation for a particular software system, such as Personnel, Payroll, or Absence Tracking. A sample report when one is available. Sample Table Table 4-4 illustrates the format for the table of boxes for a master file record. The remainder of the heading explains the contents of each column. Table 4-4: Sample master file Box Label R/O/D Contents Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) 01/10 Copyright QSS,

108 Human Resources Master Files Manual Chapter 4: Defining Master Files If you are using Adobe Reader or Acrobat to view the document, click the blue text in the R/O/D and Contents columns for more information. To return to the table, click the Previous View button or press ALT+LEFT ARROW. Figure 4-1: Previous View and Back View buttons for Adobe Reader and Acrobat Adobe Reader and Acrobat keep track of the pages that you have viewed just like a Web browser does. You can press ALT+LEFT ARROW instead of clicking the Preview View button. You can press ALT+RIGHT ARROW instead of clicking the Next View button. Box Label Column The box label column lists the labels of the boxes in bold type. For cryptic box names, the column includes an explanation in parentheses. R/O/D Column Previous View Next View Each box is one of the following: Required, Optional, or Display. Required All required boxes must be filled in before you can update a record. Key Each record in a master file must have a key value that is not used for any other record in the master file. When you are adding a master file record, the code is required. You must assign the new record to a code that is not already used. After you save a master file record, the code becomes display-only. You can change anything for a master file record except its code value. For many master files, the Code box is the key value. For other master files, the key may have a different name. Optional You can leave optional boxes blank and still update the text box. However, some of the optional boxes may contain information that is important for setting up the system properly Copyright QSS, /10

109 Master File Descriptions Contents Column Display Some master files have display fields. Typically, display fields occur on master files where you type or select a code from another master file, then the dialog box displays the name for the master file code in a display-only text box. Contents Column Date When adding or changing master file records, type the following kinds of data in the dialog box: Date Dollar Amount Fiscal Year Selected (Yes) or Cleared (No) Selection from List Text Figure 4-2: Date box These instructions tell how to type a date, change a date, select a date from the calendar, and select today from the calendar. To type a date: 1 Make the date box the active box and highlight the date in either of the following ways: Press the TAB or ALT+TAB key. Click the label for the date field. 2 Type the date as an 8-digit number. Make sure that the entire date field is highlighted. If it is not, use the mouse to highlight all 8 digits of the date. The month and day are always 2 digits, and the year is 4 digits. For example, type February 4, 2008 like this: As you type the date, the box automatically inserts the / characters that separate the month, day, and year. You cannot type the / (or any other separator between parts of the date). 01/10 Copyright QSS,

110 Human Resources Master Files Manual Chapter 4: Defining Master Files To change part of a date: 1 Select the part of the date that you want to change, such as the day or the month, with the mouse pointer. 2 Type the changes you want to make. To select a date from the calendar: 1 To display the calendar, click the drop-down arrow for a date box. 2 On the top of the calendar, click the left arrow to display the previous month or the right arrow to display the next month. 3 To select a date, double-click the date. The calendar closes, and the date field contains the selected date. 4 To close the calendar without selecting a date, press the ESC key. To select the current date from the calendar: 1 Click the drop-down arrow for a date box. 2 Click Today: dd/mm/yy on the bottom of the calendar. The calendar displays the current month with today s date circled in red. 3 Double-click the circled date on the calendar. The calendar closes, and today s date displays in the date field. Dollar Amount When typing dollar amounts, you can type the following: The digits 0 through 9 A decimal point between whole dollars and cents Optional commas to separate thousands of dollars After you are finished typing a dollar amount, the system adds any commas between thousands of dollars and cents after the decimal point for dollar amounts that include cents. Fiscal Year In QSS/OASIS, fiscal years are a 2-digit number for the year in which the fiscal year ends, such as 09 for FY Copyright QSS, /10

111 Master File Descriptions Contents Column Fixed Decimal Point The table includes a notation like this: "Implied decimal point (4 digits nn.nn)." The box automatically inserts the decimal point as you type the digits 0 through 9. Numerals The table includes notations like this: (n digits). The n stands for the maximum number of digits you can type in the box. For example, the PR (payroll number) box allows typing any 2-digit number. Type only the digits 0 through 9. You cannot type commas, periods, letters, or other characters. (nnn.nn to nnn.nn). Some boxes require that the number you type fall within a certain range. For example, the Rate Pay box requires that you type a daily rate of pay from 0.00 to dollars. You can type the digits 9 through 9 and a decimal point. Numeric Code Some master files have a numeric Code, such as a 4-digit job category or 6-digit job code. These text boxes accept only the digits 0 through 9 with no spaces, commas, or other characters. Most numeric codes are right justified and zero filled. For example, you type the following in a 6-digit code: 304. The system displays the code like this: Selected (Yes) or Cleared (No) QCC uses check boxes for cases where there are only 2 choices: Selected for yes Cleared for no You can make a check box alternate between selected and cleared in any of the following ways: Clicking the check box. Clicking the label for the check box, then pressing the space bar. In the following example, the Manually Enter check box is cleared, and the Loaded from Position Control check box is selected. Figure 4-3: Examples of cleared and selected check boxes 01/10 Copyright QSS,

112 Human Resources Master Files Manual Chapter 4: Defining Master Files Selection from Option Buttons Option buttons (also called radio buttons) are for situations where there are several options from which you can select only one. Option buttons are groups of rounded buttons. You can select only one button in each group, just as you can select only one preset radio station at a time on a car radio. For example, the following figure illustrates a set of option buttons that require selecting interim period 1, 2, or 3. Figure 4-4: Option buttons for selecting Interim Period 1, 2, or 3 in a row Sometimes option buttons are in a vertical group with a name above it. In the following example, you can select Global Site, Global Leave Group, or Site/Leave Group under Record Type. Figure 4-5: Options buttons for selecting one of the options under Record Type To select an option, do either of the following: Click the option button that you want to select. All other options in the group are cleared. When an option button is the active field, press the LEFT ARROW key to select the next option button or the RIGHT ARROW key to select the previous one. Selection from List List boxes force you to select from a list of items, such as reporting approved transactions only, unapproved only, or both. After you click the drop-down arrow, a list displays the items from which you can choose. The box displays the option that you have chosen. In most lists, you cannot type text to define your own items. Lists can make choices either optional or required: For an optional list, the first item is blank. You can select blank to mean "none of the below." For a required list, you must select one of the items. There is no blank item. Figure 4-6: List box Drop-down arrow 4-18 Copyright QSS, /10

113 Master File Descriptions Contents Column To make a selection from a list: 1 Click the drop-down arrow or anywhere in the box. The list drops down to display the options from which you can choose. Figure 4-7: List box with options expanded after clicking the drop-down arrow 2 Select an item from the list in any of the following ways: Click the item. Type the first letter of an item, then move to another box by clicking another box or pressing the TAB key. Press the UP ARROW or DOWN ARROW key to highlight an item, then click another box or press any of the following keys: ENTER, TAB, or SHIFT+TAB. Click the label for a box, then press the UP ARROW or DOWN ARROW key to highlight another item. When the item you want is highlighted, click another box or press the TAB key. Text The table includes a notation like this: "Text (xx characters)." The xx refers to the maximum length of the field. You can type the letters A-Z, the numerals 0-9, special characters. You can type spaces within a text box, as in this: "100 Main Street." The description can have one of the following characteristics: case sensitive and upshifted. Case sensitive means that capitalization matters. Some master file codes are case sensitive. For example, the Absence FTE Codes master file has a 2-character code. All of the following are different codes: aa, Aa, aa, and AA. For case-sensitive codes, QSS suggests that you use a consistent convention, such as using only upper-case letters. Upshifted means that all lower-case letters are turned into upper-case letters. For example, you type the following in a box: "Peoria, IL". The dialog box makes the box read like this: "PEORIA, IL". Time Stamp The Change and Inspect dialog boxes display Audit Information for the most recent change to the master file records. 01/10 Copyright QSS,

114 Human Resources Master Files Manual Chapter 4: Defining Master Files The ID is the 4-character ID linked to each QCC logon name. The Date and Time identify the most recent change to the record. For most master files, the Audit Information area does not display on the Add windows Copyright QSS, /10

115 Absence Tracking Master Files Absence Reasons (AR) Master File Absence Tracking Master Files The Absence Tracking folder contains the master files for the HR Absence Tracking window and its related reports and processes. This heading lists the master files and subfolders in the same order that they display in the tree view. Table 4-5: Master files in the Absence Tracking folder MASTER FILE CODE SUBFOLDER LEVEL PAGE Absence Reasons AR District 4-21 Leave Group LG District 4-23 Absence Indices AI District 4-27 Absence FTE Codes AF District 4-29 Roll Codes RO Absence Tracking Accruals District 4-31 Accrual Rules AC Absence Tracking Accruals District 4-32 Accrual Schedules AS Absence Tracking Accruals District 4-36 Absence Interface Rules IR District 4-37 For additional lists of master files documented in the chapter, see: "Table 4-1: Master files by folder on tree view" on page 4-4 "Table 4-2: Master files by name" on page 4-7 "Table 4-3: Master files by code" on page 4-10 Absence Reasons (AR) Master File Figure 4-8: Add dialog box for the Absence Reasons (AR) master file 01/10 Copyright QSS,

116 Human Resources Master Files Manual Chapter 4: Defining Master Files This heading describes the boxes for the Absence Reasons (AR) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-6: Absence Reasons (AR) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 82 QSS DEMO DISTRICT #82 J8436 PP0100 H /14/08 PAGE 1 SAMPLE FOR DOCUMENTATION Absence reasons CODE SORT CODE NAME ABBREVIATION A0 ACCRUAL BUCKET #10 AC-B-10 A1 ACCRUAL BUCKET #1 AC-B-01 A2 ACCRUAL BUCKET #2 AC-B-02 A3 ACCRUAL BUCKET #3 AC-B-03 A4 ACCRUAL BUCKET #4 AC-B-04 A5 ACCRUAL BUCKET #5 AC-B-05 A6 ACCRUAL BUCKET #6 AC-B-06 A7 ACCRUAL BUCKET #7 AC-B-07 A8 ACCRUAL BUCKET #8 AC-B-08 A9 ACCRUAL BUCKET #9 AC-B-09 B0 BALANCE FORWARD BUCKET #10 BF-B-10 B1 BALANCE FORWARD BUCKET #1 BF-B-01 B2 BALANCE FORWARD BUCKET #2 BF-B-02 B3 BALANCE FORWARD BUCKET #3 BF-B-03 B4 BALANCE FORWARD BUCKET #4 RES BER B5 BALANCE FORWARD BUCKET #5 BF-B-05 B6 BALANCE FORWARD BUCKET #6 BF-B-06 B7 BALANCE FORWARD BUCKET #7 BF-B-07 B8 BALANCE FORWARD BUCKET #8 BF-B-08 B9 BALANCE FORWARD BUCKET #9 BF-B-09 C1 COMPELLING PERSONAL IMPORTANT CPI 4-22 Copyright QSS, /10

117 Absence Tracking Master Files Leave Groups (LG) Master File Leave Groups (LG) Master File The instructions for this master file focus on the following areas: General Instructions Leave Buckets Tab Service Years Tab Paystub Mapping Tab General Instructions This heading describes the boxes for the Leave Groups (LG) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. Leave Buckets Tab Figure 4-9 illustrates the Add window with the Leave Buckets tab active. This tab is active when you first open a window for maintaining the Leave Groups (LG) master file. Table 4-7: Leave Groups (LG) master file (Leave Buckets tab) Box Label R/O/D Contents Leave Group Codes Display Selection from List Leave Group Key Text (2 characters) Copy From Optional Selection from List Name Required Text (30 characters) Abbr Required Text (8 characters) Pay Rate Required Numerals (0.00 to ) Hrs/Day Required Numerals (0.00 to 24.00) Accrual in Required Selection from Option Buttons Bucket Name Required Text (30 characters) Abbr Required Text (8 characters) 01/10 Copyright QSS,

118 Human Resources Master Files Manual Chapter 4: Defining Master Files Figure 4-9: Add dialog box for the Leave Groups (LG) master file (Leave Buckets tab) Table 4-7: Leave Groups (LG) master file (Leave Buckets tab) - continued Box Label R/O/D Contents Positive Required Selected (Yes) or Cleared (No) Accrual Required Selection from List Reset Required Selection from List Balance Required Selection from List 4-24 Copyright QSS, /10

119 Absence Tracking Master Files Leave Groups (LG) Master File Service Years Tab Figure 4-10 illustrates the Service Years tab. Figure 4-10: Service Years tab for the Leave Groups (LG) master file Table 4-8: Leave Groups (LG) master file (Service Years tab) Box Label R/O/D Contents From Required Selection from List To Required Selection from List YrCode Required Text (2 characters) Paystub Mapping Tab Figure 4-11 illustrates the Paystub Mapping tab. Figure 4-11: Paystub Mapping Tab for the Leave Groups (LG) master file 01/10 Copyright QSS,

120 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-9: Leave Groups (LG) master file Box Label R/O/D Contents Sick Required Selection from List Vacation Required Selection from List Pay-stub-3 through Pay-stub-10 Required Selection from List 07 QSS DEMONSTRATION DISTRICT J7874 PP1ABT H /30/09 PAGE 1 Leave groups Leave group: 01 Hours per day: 8.00 Name: ADMINISTRATIVE Pay rate: Accrual is in: HOURS Bucket name Abbr P/N Acr Res Bal Svc yrs Paystub mapping 1 VACATION VACATION N A1 R1 B Sick 2 2 SICK LEAVE SICK LV P A2 R2 B Vacation 1 3 PERSONAL NECESSITY PERSONAL N A3 R3 B Pay-stub WORKERS COMPENSATION WK COMP P A4 R4 B Pay-stub-4 5 EXTENDED SICK LEAVE EXT SICK N A5 R5 B Pay-stub-5 6 OTHER OTHER P A0 R0 B Pay-stub-6 7 EXCESS SL EXC SLL N A0 R0 B Pay-stub Pay-stub Pay-stub Pay-stub-10 Leave group: 02 Hours per day: 8.00 Name: TEACHERS Pay rate: Accrual is in: HOURS Bucket name Abbr P/N Acr Res Bal Svc yrs Paystub mapping 1 VACATION VACATION N A0 R0 B Sick 1 2 SICK LEAVE SICK LV P A2 R2 B Vacation 4 3 PERSONAL NECESSITY PERSONAL P A3 R3 B3 Pay-stub WORKERS COMPENSATION WK COMP P A4 R4 B4 Pay-stub EXTENDED SICK LEAVE EST SICK P A5 R5 B5 Pay-stub OTHER OTHER N A0 R0 B0 Pay-stub-6 7 P Pay-stub-7 8 P Pay-stub-8 9 P Pay-stub-9 10 P Pay-stub Copyright QSS, /10

121 Absence Tracking Master Files Absence Indices (AI) Master File Absence Indices (AI) Master File Figure 4-12: Add dialog box for the Absence Indices (AI) master file This heading describes the boxes for the Absence Indices (AI) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-10: Absence Indices (AI) master file Box Label R/O/D Contents Absence Indices Required Selection from List Leave Groups Required Selection from List Absence Reasons Required Selection from List Copy From Optional Selection from List Leave Group Buckets Affected Display From Leave Groups (LG) master file 01/10 Copyright QSS,

122 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-10: Absence Indices (AI) master file - continued Box Label R/O/D Contents Y/N Required Selected (Yes) or Cleared (No) Borrow From: Optional Bucket borrowing rules Sequence Rule Optional Selection from List [sequence numbers] Optional Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 07 QSS DEMONSTRATION DISTRICT J7875 PP1ABT H /30/09 PAGE 1 Absence indices Leave group: 01 ADMINISTRATIVE Absence reason: 01 SICK LEAVE CORRECTION Leave group buckets affected: Borrow from: Borrowing sequence: 2. SICK LEAVE Y Leave group: 02 TEACHERS Absence reason: SL SICK LEAVE Leave group buckets affected: Borrow from: Borrowing sequence: 2. SICK LEAVE Y Copyright QSS, /10

123 Absence Tracking Master Files Absence FTE Codes (AF) Master File Absence FTE Codes (AF) Master File Figure 4-13: Add dialog box for the Absence FTE Codes (AF) master file This heading describes the boxes for the Absence FTE Codes (AF) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

124 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-11: Absence FTE Codes (AF) master file Box Label R/O/D Contents Absence FTE Codes Display Selection from List Code value Key Text (2 characters case sensitive) From Required Fixed Decimal Point (n.nnnn) To Required Fixed Decimal Point (n.nnnn) FTE Required Fixed Decimal Point (n.nnnn) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 07 QSS DEMONSTRATION DISTRICT J7876 PP1ABT H /30/09 PAGE 1 Absence FTE codes FTE CODE: 01 FROM TO FTE FTE CODE: PR FROM TO FTE FTE CODE: TE FROM TO FTE FTE CODE: TM FROM TO FTE Absence Tracking Accrual Subfolder The subfolder includes the following master files: Roll Codes (RO) Master File Accrual Rules (AC) Master File Accrual Schedules (AS) Master File 4-30 Copyright QSS, /10

125 Absence Tracking Master Files Absence Tracking Accrual Subfolder Roll Codes (RO) Master File Figure 4-14: Add dialog box for the Roll Codes (RO) master file This heading describes the boxes for the Roll Codes (RO) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-12: Roll Codes (RO) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) Times to accrue per year Required Numerals (2 digits) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW.eu 01/10 Copyright QSS,

126 Human Resources Master Files Manual Chapter 4: Defining Master Files 82 QSS DEMO DISTRICT #82 J8437 PP1ABT H /14/08 PAGE 1 SAMPLE FOR DOCUMENTATION Roll codes Roll code Name Abbrev name Accrue per year AN ANNUALLY ANNUALLY 12 MO MONTHLY MONTHLY 12 Accrual Rules (AC) Master File General Instructions This heading describes the boxes for the Accrual Rules (AC) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. Page 1 Figure 4-15 illustrates the dialog box after you select it for adding, changing, or deleting records. Page 1 is the active tab. Table 4-13: Accrual Rules (AC) master file (Page 1) Box Label R/O/D Contents Accrual Rules Codes Required Selection from List Leave Group Codes Required Selection from List Hours/Day Display From Leave Group (LG) master file Accrual is In Display From Leave Group (LC) master file Service Year Codes Required Selection from List Service Years Display From Service Year Codes Bucket Name Display From Service Years selection Accr Rate Optional Numerals (0.00 to ) 4-32 Copyright QSS, /10

127 Absence Tracking Master Files Absence Tracking Accrual Subfolder Figure 4-15: Add dialog box for Accrual Rules master file (Page 1) Table 4-13: Accrual Rules (AC) master file (Page 1) - continued Box Label R/O/D Contents Carry Over Optional Numerals (0.00 to ) Max Accr Optional Numerals (0.00 to ) Calc FTE Optional Selection from List FTE Code Optional Selection from List Prob value Optional Numerals (0.00 to ) 01/10 Copyright QSS,

128 Human Resources Master Files Manual Chapter 4: Defining Master Files Page 2 Figure 4-16 illustrates the boxes that display after you click the Page 2 tab. Figure 4-16: Add dialog box for Accrual Rules master file (Page 2) Table 4-14: Accrual Rules (AC) master file (Page 2) Box Label R/O/D Contents Roll code Optional Selection from List Reset Rule Optional Selection from List Reset Val Optional Numerals (0.00 to ) J A S O N D J F M A M J Required Y to accrue on month or N for not Work Calendar Optional Selection from List 4-34 Copyright QSS, /10

129 Absence Tracking Master Files Absence Tracking Accrual Subfolder 82 QSS DEMO DISTRICT #82 J7877 PP1ABT H /30/09 PAGE 12 SAMPLE FOR DOCUMENTATION Accrual rules Leave group: 2R Service years: Y4 Hours per day: 8.00 Name: CLASSIFIED Accrual is in: HOURS Bucket Accr Carry Max Calc Fte Prob Reset Reset Roll W o r k name rate over accr fte code value rule value code calendar 1. SICK AP B AN J A S O N D J F M A M J Y N N N N N N N N N N N 2. VACATION AP B AN J A S O N D J F M A M J Y N N N N N N N N N N N 3. PERSONAL AP BV AN J A S O N D J F M A M J Y N N N N N N N N N N N 4. EXTRA PE AP BV AN 99 J A S O N D J F M A M J Y N N N N N N N N N N N 5. INDUSTRI AP BV AN 00 J A S O N D J F M A M J Y N N N N N N N N N N N 6. BEREAVEM AP BV AN 00 J A S O N D J F M A M J Y N N N N N N N N N N N 7. JURY DUT AP BV AN 00 J A S O N D J F M A M J Y N N N N N N N N N N N 8. WITHOUT AP BV AN 00 J A S O N D J F M A M J Y N N N N N N N N N N N 9. DIFFEREN AP BV AN 00 J A S O N D J F M A M J Y N N N N N N N N N N N 10. OTHER LE AP BV AN J A S O N D J F M A M J Y N N N N N N N N N N N 01/10 Copyright QSS,

130 Human Resources Master Files Manual Chapter 4: Defining Master Files Accrual Schedules (AS) Master File Figure 4-17: Add dialog box for the Accrual Schedule (AS) master file This heading describes the boxes for the Accrual Schedule (AS) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-15: Accrual Schedule (AS) master file Box Label R/O/D Contents Schedule Code Required Text (2 characters) Copy From Optional Selection from List Name Required Text (30 characters) Abbr Required Text (8 characters) 4-36 Copyright QSS, /10

131 Absence Tracking Master Files Absence Interface Rules (IR) Master File Table 4-15: Accrual Schedule (AS) master file - continued Box Label R/O/D Contents Roll code Required Text (2 characters) Accrues per year Display Numerals (2 digits) Leave Groups (up to 20) Required Selection from List Accrue for (J A S O N D J F M A M J) Required Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 82 QSS DEMO DISTRICT #82 J7878 PP1ABT H /30/09 PAGE 1 SAMPLE FOR DOCUMENTATION Accrual schedules Schedule code: 91 CERTIFICATED Roll code: MO MONTHLY Accrues per year: 12 Leave groups: 9R RS T7 1M 1R 1S 2C 2M 2R J A S O N D J F M A M J Accrue for: Y Y N N N N N N N N N N Schedule code: CE CERTIFICATED Roll code: AN ANNUALLY Accrues per year: 1 Leave groups: 1R D1 J A S O N D J F M A M J Accrue for: Y N N N N N N N N N N N Schedule code: CL CLASSIFIED Roll code: AR Accrues per year: Leave groups: J A S O N D J F M A M J Accrue for: Y N N N N N N N N N N N Absence Interface Rules (IR) Master File The instructions for this master file focus on the following areas: General Instructions Global Site Global Leave Group Site/Leave Group Rules General Instructions This heading describes the boxes for the Absence Interface Rules (IR) master file. The instructions for maintaining records are in Chapter 2. 01/10 Copyright QSS,

132 Human Resources Master Files Manual Chapter 4: Defining Master Files For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. Global Site Figure 4-18 illustrates the Add dialog box when you click Global Site under Record Type. Figure 4-18: Add dialog box for Absence Interface Rules master file (Global Site) 4-38 Copyright QSS, /10

133 Absence Tracking Master Files Absence Interface Rules (IR) Master File Table 4-16: Absence Interface Rules (IR) master file (Global Site) Box Label R/O/D Contents Record Type Required Selection from Option Buttons Code Required Selection from List Sites Required Selection from List External site Number Required Numerals (4 digits) Download Demographic Data? Required Selection from Option Buttons Download employee Demographic Data? Required Selection from Option Buttons Ignore employee work day? Required Selection from Option Buttons Use mapping rules table? Required Selection from Option Buttons From Hours Required Fixed Decimal Point (nn.nn) To Hours Required Fixed Decimal Point (nn.nn) Absence Days Required Fixed Decimal Point (nn.nn) 01/10 Copyright QSS,

134 Human Resources Master Files Manual Chapter 4: Defining Master Files Global Leave Group Figure 4-19 illustrates the Add dialog box when you click Global Leave Group under Record Type. Figure 4-19: Add dialog box for Absence Interface Rules master file (Global Leave Group) Table 4-17: Absence Interface Rules (IR) master file (Global Site) Box Label R/O/D Contents Record Type Required Selection from Option Buttons Codes Required Selection from List Leave Groups Required Selection from List Use mapping rules table? Required Selection from Option Buttons From Hours Required Fixed Decimal Point (nn.nn) To Hours Required Fixed Decimal Point (nn.nn) Absence Days Required Fixed Decimal Point (nn.nn) Site/Leave Group Rules Figure 4-20 illustrates the Add dialog box when you click Site/Leave Group under Record Type Copyright QSS, /10

135 Absence Tracking Master Files Absence Interface Rules (IR) Master File Figure 4-20: Add dialog box for Absence Interface Rules master file (Site/Leave Groups) Table 4-18: Absence Interface Rules (IR) master file (Site/Leave Group) Box Label R/O/D Contents Record Type Required Selection from Option Buttons Codes Required Selection from List Sites Required Selection from List Leave Groups Required Selection from List Download employee Demographic Data? Required Selection from Option Buttons Ignore employee work day? Required Selection from Option Buttons Use mapping rules table? Required Selection from Option Buttons From Hours Required Fixed Decimal Point (nn.nn) To Hours Required Fixed Decimal Point (nn.nn) Absence Days Required Fixed Decimal Point (nn.nn) 01/10 Copyright QSS,

136 Human Resources Master Files Manual Chapter 4: Defining Master Files 82 QSS DEMO DISTRICT #82 J7879 PP1ABT H /30/09 PAGE 1 SAMPLE FOR DOCUMENTATION Absence Interface rules KEY SOURCE EXT LOAD LOAD IGNORE USE - - HOURS MAP DAYS MAP - - DI/SITE/LG SITE SITE SITE EMPL MAX HRS MAP FROM TO ABS FROM TO ABS Y Y Y Y Copyright QSS, /10

137 Personnel Master Files Absence Interface Rules (IR) Master File Personnel Master Files The Personnel folder contains the master files necessary for implementing Human Resources, Position Control, Benefits Management, and Payroll. This heading lists the master files and subfolders in the same order that they display in the tree view. Table 4-19: Personnel master files MASTER FILE CODE SUBFOLDER LEVEL PAGE District Master DP County 4-44 Location LOC District 4-46 Location Org Levels Field LOC District 4-49 Bargaining Units BU District 4-50 Board Dates BD District 4-51 Certificate Level CL County 4-52 Certificate Types CT County 4-54 Comment Types CO District 4-55 Contract Types CN District 4-56 Control Groups CG District 4-57 County/State Codes CS County 4-59 Credentials CR Credentials County 4-61 Credential Authorizations CA Credentials County 4-62 Credential Renewals Codes CW Credentials County 4-64 Credential Subject Codes CB Credentials County 4-65 Credential Level Codes CV Credentials County 4-66 Degree Type DT District 4-67 Employee Types EM District 4-69 Ethnic Codes ET County 4-70 Experience Type ET District 4-71 Freeze Placement Reasons FP District 4-73 Handicap HA District 4-74 Hospital codes HO District 4-75 Institutions (Colleges) IN District 4-77 Immunizations IM District 4-78 Inservice Ed Component IE District /10 Copyright QSS,

138 Human Resources Master Files Manual Chapter 4: Defining Master Files For additional lists of master files documented in the chapter, see: "Table 4-1: Master files by folder on tree view" on page 4-4 "Table 4-2: Master files by name" on page 4-7 "Table 4-3: Master files by code" on page 4-10 District Master (DP) Master File Table 4-19: Personnel master files - continued MASTER FILE CODE SUBFOLDER LEVEL PAGE Insurance Carrier IC District 4-81 Medical Codes ME District 4-82 Membership List LM District Job Categories JB District 4-84 Job Codes JC District 4-85 Languages LA District 4-88 Program of Graduation PG District 4-89 Refusal Reason RR District 4-91 Seniority Class SN District 4-93 Skill Code SK District 4-95 Subject Codes SU District 4-96 Termination Code TE District 4-98 Test Master Codes TM District PAF Category PA Personnel Action Files District PAF Actions PF Personnel Action Files District PAF Dictionary PD Personnel Action Files County Report Codes RC District 4-92 This heading describes the boxes for the District Master (DP) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Copyright QSS, /10

139 Personnel Master Files District Master (DP) Master File Figure 4-21: Add dialog box for the District Master (DP) master file Table 4-20: District Master (DP) master file Box Label R/O/D Contents District Codes Display Selection from List District Number Key Numeric Code (2 digits) Name Required Text (30 characters) Address Optional Text (30 characters) [address line 2] Optional Text (30 characters) City Optional Text (18 characters) State Required Selection from List Zip Optional Text (10 characters) SUI ID Required Text (8 characters) FICA ID Required Text (14 characters) Workers Comp Rate Optional Fixed Decimal Point (n.nnnn) SIT ID Required Text (14 characters) 01/10 Copyright QSS,

140 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-20: District Master (DP) master file - continued Box Label R/O/D Contents Ret-system 1/3 Option Optional Selection from List Percent Optional Fixed Decimal Point (n.nnnn) Ret-system 2/4 Option Optional Selection from List Percent Optional Fixed Decimal Point (n.nnnn) FICA Option Required Selected (Yes) or Cleared (No) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). Locations (LOC) Master File Figure 4-22: Add dialog: Add dialog box for the Locations (LOC) master file 4-46 Copyright QSS, /10

141 Personnel Master Files Locations (LOC) Master File This heading describes the boxes for the Locations (LOC) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-21: Locations (LOC) master file Box Label R/O/D Contents Location Codes Display Selection from List Location Number Key Numeric Code (4 digits) Type Required Selection from List Name Required Text (30 characters) Abbrev Required Text (8 characters) Street Optional Text (30 characters) City Optional Text (30 characters) State Optional Selection from List Zip Optional Text (10 characters) Contact Optional Text (30 characters) Phone Optional Numerals (3-digit area code and 7-digit phone number) Ext Optional Numerals (4 digits) Organization Levels Optional Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

142 Human Resources Master Files Manual Chapter 4: Defining Master Files Detail Format 07 QSS DEMONSTRATION DISTRICT J5826 LO0100 H /16/00 PAGE SAMPLE FOR DOCUMENTATION LOCATION MASTER REPORT NUMBER TYPE NAME ABBREVIATION W AMANDA JONES MIDDLE SCHOOL AMANDA 100 MARSHALL STREET REDWOOD CITY CA WOODROW WILSON PHONE: (415) EXT: W ASTER HEIGHTS SCHOOL ASTER 4003 ASTRA ROAD REDWOOD CITY CA ALEXANDRIA COPERNI PHONE: (415) EXT: W BARNES HIGH SCHOOL BARNES 1003 ALAMEDA DEL PUEBLO REDWOOD CITY CA ALEXANDER POPE PHONE: (415) EXT: W MAINTENANCE FACILTY NORT MAINT N 1003 CENTER STREET REDWOOD CITY CA HECTOR TROY PHONE: (415) EXT: W ADULT EDUCATION CENTER ADULT 1889 EXISTENTIAL WAY REDWOOD CITY CA JEAN-PAUL SARTRE PHONE: (415) EXT: W THOMAS PAINE ELEMENTARY PAINE 39 CONSTITUTION AV REDWOOD CITY CA THOMAS STARR KING PHONE: (415) EXT: 1111 Abbreviated Format 07 QSS DEMONSTRATION DISTRICT J5827 LO0100 H /16/00 PAGE 1 SAMPLE FOR DOCUMENTATION LOCATION MASTER REPORT NUMBER TYPE NAME ABBREVIATION W AMANDA JONES MIDDLE SCHOOL AMANDA 0002 W ASTER HEIGHTS SCHOOL ASTER 0004 W BARNES HIGH SCHOOL BARNES 0023 W MAINTENANCE FACILTY NORT MAINT N 0045 W ADULT EDUCATION CENTER ADULT 0047 W THOMAS PAINE ELEMENTARY PAINE 4-48 Copyright QSS, /10

143 Personnel Master Files Location Org Levels Fields (LO) Master File Location Org Levels Fields (LO) Master File Figure 4-23: Add dialog box for the Location Org Level Fields (LO) master file This heading describes the boxes for the Location Org Level Fields (LO) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-22: Location Org Level Fields (LO) master file Box Label R/O/D Contents Location Org Levels Code Display Selection from List Code value Optional Text (30 characters) Organization Levels Name Required Text (30 characters) Organization Levels Abbr Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). 01/10 Copyright QSS,

144 Human Resources Master Files Manual Chapter 4: Defining Master Files Bargaining Units (BU) Master File Figure 4-24: Add dialog box for the Bargaining Units (BU) master file This heading describes the boxes for the Bargaining Units (BU) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-23: Bargaining Units (BU) master file Box Label R/O/D Contents Selected Code Display Selection from List Code Key Numeric Code (2 digits) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW Copyright QSS, /10

145 Personnel Master Files Board Dates (BD) Master File 82 QSS DEMO DISTRICT #82 J342 PP0100 H /04/08 PAGE 1 Sample for Documentation Bargaining units CODE SORT CODE NAME ABBREVIATION NONE NONE 01 TEACHERS TEACH 02 CLASSFIED CSEA 03 MANAGEMENT MGMT 04 CONFIDENTIAL CONF Board Dates (BD) Master File Figure 4-25: Add dialog box for the Board Dates (BD) master file This heading describes the boxes for the Board Dates (BD) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

146 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-24: Board Dates (BD) master file Box Label R/O/D Contents Fiscal Year Required Fiscal Year Board Dates (Maximum allowed: 50) Required Optional Date (1 required, remaining 49 optional) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. Certificate Level (CL) Master File Figure 4-26: Add dialog box for the Certificate Level (CL) master file This heading describes the boxes for the Certificate Level (CL) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Copyright QSS, /10

147 Personnel Master Files Certificate Level (CL) Master File Table 4-25: Certificate Level (CL) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Numeric Code (2 digits) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). 82 QSS DEMO DISTRICT #82 J343 PP0100 H /04/08 PAGE 1 Sample for Documentation Certificate level CODE SORT CODE NAME ABBREVIATION MISSING MISSING 01 PRESCHOOL PRESCHOL 02 KINDERGARTEN - 3 K-3 03 KINDERGARTEN - 8 K-8 04 KINDERGARTEN - 9 K-9 05 KINDERGARTEN - 12 K COMMUNITY COLLEGE COM COLL 10 PRESCHOOL - ADULT PRE-ADLT 11 ADULT ADULT 12 VOCATIONAL VOC ED 13 MIDDLE SCHOOL 5-8 MID K-14 K KINDERGARTEN - 6 K-6 16 SPECIAL CENTER SPEC CTR PRESCHOOL-3 PRE & BELOW k /10 Copyright QSS,

148 Human Resources Master Files Manual Chapter 4: Defining Master Files Certificate Type (CT) Master File Figure 4-27: Add dialog box for the Certificate Type (CT) Master File This heading describes the boxes for the Certificate Type (CT) Master File. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-26: Certificate Type (CT) Master File Box Label R/O/D Contents Selected Code Display Selection from List Code Key Text (2 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW Copyright QSS, /10

149 Personnel Master Files Comments Types (CO) Master File 82 QSS DEMO DISTRICT #82 J344 PP0100 H /04/08 PAGE Sample for Documentation Certificate type CODE SORT CODE NAME ABBREVIATION AN ANNUAL ANNUAL BR BOARD RESOLUTION BD RES CA COMMITTEE ON ASSIGNMENTS COM/ASGN CL CLEAR CLEAR EM EMERGENCY EMERGNCY EX EXPIRED EXPIRED IN INTERNSHIP INTRNSHP LA LIMITED ASSIGNMENT AUTH. LIM AUTH LD LIFE DEPENDENT LIFE DEP LE LIMITED ASSIGNMENT EMERGENCY LIM/EMER LI LIFE CREDENTIAL LIFE CRD NK NOT KNOWN NOTK P1 PRELIMINARY 1 YEAR PREL 1YR P2 PRELIMINARY 2 YEAR P2 P3 PRELIMINARY 3 YEAR PREL 3YR P4 PRELIMINARY 4 YEAR P4 P5 PRELIMINARY 5 YEAR PREL 5YR PA PARTIAL PARTIAL PC PROFESSIONAL CLEAR PROF CLR PP POSTPONEMENT POSTPONE PR PROFESSIONAL (ADMIN) PROFESS PV PROVISIONAL PV RE REGULAR RE TC TEMPORARY COUNTY CERTIFICATE TEMP CRT WA WAIVER WAIVER Comments Types (CO) Master File Figure 4-28: Add dialog box for the Comments Types (CO) master file This heading describes the boxes for the Comments Types (CO) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

150 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-27: Comments Types (CO) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 82 QSS DEMO DISTRICT #82 J345 PP0100 H /04/08 PAGE 1 Sample for Documentation Comment type CODE SORT CODE NAME ABBREVIATION AB ABSENCE COMMENTS ABT CD Credential Comment Cred MA Main Demographic comments MA PR Payroll screen comments PR TE Termination comments TE Contract Types (CN) Master File Figure 4-29: Add dialog box for the Contract Types (CN) master file This heading describes the boxes for the Contract Types (CN) master file. The instructions for maintaining records are in Chapter Copyright QSS, /10

151 Personnel Master Files Control Groups (CG) Master File For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-28: Contract Types (CN) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 82 QSS DEMO DISTRICT #82 J346 PP0100 H /04/08 PAGE 1 Sample for Documentation Contract type CODE SORT CODE NAME ABBREVIATION NONE NONE 1 TEACHERS APLE 2 CLASSFIED CSEA 3 MANAGEMENT MGMT 4 CONFIDENTIAL CONF Control Groups (CG) Master File Figure 4-30: Add dialog box for the Control Groups (CG) master file 01/10 Copyright QSS,

152 Human Resources Master Files Manual Chapter 4: Defining Master Files This heading describes the boxes for the Control Groups (CG) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-29: Control Groups (CG) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (4 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the v ALT+LEFT ARROW. 82 QSS DEMO DISTRICT #82 J347 PP0100 H /04/08 PAGE 1 Sample for Documentation Control group CODE SORT CODE NAME ABBREVIATION GROUP 2 GRP 2 1 THE 1 CONTROL GROUP 1 CG TEST TEST CONTROL GROUP TEST 4-58 Copyright QSS, /10

153 Personnel Master Files County/State Codes (CS) County/State Codes (CS) Figure 4-31: Add dialog box for the County/State Codes (CS) Master File This heading describes the boxes for the County/State Codes (CS) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-30: County/State Codes (CS) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

154 Human Resources Master Files Manual Chapter 4: Defining Master Files 82 QSS DEMO DISTRICT #82 J348 PP0100 H /04/08 PAGE 1 Sample for Documentation Country/state codes CODE SORT CODE NAME ABBREVIATION TYPE AK ALASKA ALASKA ST AL ALABAMA ALABAMA ST AP AP AP ST AR ARKANSAS ARKANSAS ST AS AMERICAN SAMOA SAMOA ST AZ ARIZONA AZ ST CA CALIFORNIA CA ST CO COLORADO COLORADO ST CT CONNECTICUT CONN ST DC DISTRICT OF COLUMBIA DC ST DE DELAWARE DELAWARE ST FL FLORIDA FLORIDA ST GA GEORGIA GEORGIA ST GU GUAM GUAM ST HI HAWAII HI ST IA IOWA IA ST ID IDAHO IDAHO ST IL ILLINOIS ILLINOIS ST IN INDIANA INDIANA ST KS KANSAS KANSAS ST KY KENTUCKY KENTUCKY ST LA LOUISIANA LOUISANA ST MA MASSACHUSETTS MASS ST MD MARYLAND MARYLAND ST ME MAINE MAINE ST MF ANY STATE/COUNTRY ANY/STAT ST MI MICHIGAN MICH ST MN MINNESOTA MINN ST MO MISSOURI MISSOURI ST MS MISSISSIPPI MISS ST MT MONTANA MONTANA ST NC NORTH CAROLINA NO CAROL ST ND NORTH DAKOTA N DAKOTA ST NE NEBRASKA NEBRASKA ST NH NEW HAMPSHIRE N HAMPSH ST NJ NEW JERSEY N JERSEY ST NM NEW MEXICO NM ST NV NEVADA NV ST NY NEW YORK NEW YORK ST OH OHIO OHIO ST OK OKLAHOMA OKLA ST OR OREGON OR ST PA PENNSYLVANNIA PENN ST PR PUERTO RICO P RICO ST RI RHODE ISLAND RHODE IS ST SC SOUTH CAROLINA SO CAROL ST SD SOUTH DAKOTA S DAKOTA ST 82 QSS DEMO DISTRICT #82 J348 PP0100 H /04/08 PAGE 2 Sample for Documentation Country/state codes CODE SORT CODE NAME ABBREVIATION TYPE TN TENNESSEE TENN ST TT FED STATES OF MICRONESIA MICRONES ST TX TEXAS TX ST US UNITED STATES OF AMERICA USA CO UT UTAH UT ST VA VIRGINIA VIRGINIA ST VI VIRGIN ISLANDS VIRGIN I ST VT VERMONT VERMONT ST WA WASHINGTON WA ST WI WISCONSIN WIS ST WV WEST VIRGINIA W VIRGIN ST WY WYOMING WYOMING ST XX ANY-STATE/COUNTRY ANYST/CO ST 4-60 Copyright QSS, /10

155 Personnel Master Files Credentials Subfolder Credentials Subfolder This subfolder includes the following master files: Credentials (CR) Master File Credential Authorizations (CA) Master File Credential Renewal Codes (CW) Master File Credential Subject Codes (CB) Master File Credential Level Codes (CV) Master File Credentials (CR) Master File Figure 4-32: Add dialog box for the Credentials (CR) master file This heading describes the boxes for the Credentials (CR) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

156 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-31: Credentials (CR) master file Box Label R/O/D Contents Credential Code Display Selection from List Code Key Text (8 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) Certificate Type Required Selection from List Certificate Level Required Selection from List Authorized Teaching Subjects Optional Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). Credential Authorizations (CA) Master File Figure 4-33: Add dialog box for the Credential Authorizations (CA) master file 4-62 Copyright QSS, /10

157 Personnel Master Files Credentials Subfolder This heading describes the boxes for the Credential Authorizations (CA) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-32: Credential Authorizations (CA) master file Box Label R/O/D Contents Credential Authorization Codes Display Selection from List Code value Key Text (4 characters case sensitive) Name Required Text (30 characters) Abbreviation Optional Text (8 characters) Lock Required Selected (Yes) or Cleared (No) Expanded Descriptions Optional Text (96 lines with 60 characters each) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). 01/10 Copyright QSS,

158 Human Resources Master Files Manual Chapter 4: Defining Master Files Credential Renewal Codes (CW) Master File Figure 4-34: Add dialog box for the Credential Renewal Codes (CW) master file This heading describes the boxes for the Credential Renewal Codes (CW) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-33: Credential Renewal Codes (CW) master file Box Label R/O/D Contents Credential Authorization Codes Display Selection from List Code value Key Text (4 characters case sensitive) Name Required Text (30 characters) Abbreviation Optional Text (8 characters) Lock Required Selected (Yes) or Cleared (No) Expanded Descriptions Optional Text (96 lines with 60 characters each) 4-64 Copyright QSS, /10

159 Personnel Master Files Credentials Subfolder HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). Credential Subject Codes (CB) Master File Figure 4-35: Add dialog box for the Credential Subject Codes (CB) master file This heading describes the boxes for the Credential Subject Codes (CB) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

160 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-34: Credential Subject Codes (CB) master file Box Label R/O/D Contents Credential Subject Codes Display Selection from List Code value Key Text (4 characters case sensitive) Name Required Text (30 characters) Abbreviation Optional Text (8 characters) Lock Required Selected (Yes) or Cleared (No) Expanded Descriptions Optional Text (96 lines with 60 characters each) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). Credential Level Codes (CV) Master File o Figure 4-36: Add dialog box for the Credential Level Codes (CB) master file This heading describes the boxes for the Credential Level Codes (CB) master file. The instructions for maintaining records are 7in Chapter Copyright QSS, /10

161 Personnel Master Files Degree Type (DT) Code For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-35: Credential Level Codes (CB) master file Box Label R/O/D Contents Credential Level Codes Display Selection from List Code value Key Text (2 characters case sensitive) Name Required Text (30 characters) Abbreviation Optional Text (8 characters) Lock Required Selected (Yes) or Cleared (No) Expanded Descriptions Optional Text (96 lines with 60 characters each) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). Degree Type (DT) Code Figure 4-37: Add dialog box for the Degree Type (DT) master file This heading describes the boxes for the Degree Type (DT) master file. The instructions for maintaining records are in Chapter 2. 01/10 Copyright QSS,

162 Human Resources Master Files Manual Chapter 4: Defining Master Files For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-36: Degree Type (DT) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters case sensitive) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 82 QSS DEMO DISTRICT #82 J349 PP0100 H /04/08 PAGE 1 Sample for Documentation Degree types CODE SORT CODE NAME ABBREVIATION BA BACHELOR OF ARTS BA MA MASTER OF ARTS MA MS MASTER OF SCIENCE MS OT Other Other PH DOCTORATE PHD 4-68 Copyright QSS, /10

163 Personnel Master Files Employee Types (EM) Master File Employee Types (EM) Master File Figure 4-38: Add dialog box for the Employee Types (EM) master file This heading describes the boxes for the Employee Types (EM) master file. The instructions for maintaining records are in Chapter 2. Table 4-37: Employee Types (EM) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

164 Human Resources Master Files Manual Chapter 4: Defining Master Files 82 QSS DEMO DISTRICT #82 J350 PP0100 H /04/08 PAGE 1 Sample for Documentation Employee type CODE SORT CODE NAME ABBREVIATION A1 CE TENURE TENURE A2 CE HOME TEACHER HOME TCH A3 CE TEMPORARY CE TEMP A4 CE PROBATION CE PROB A5 CE MANAGEMENT CE MGMT A8 FMLA LEAVE FMLA LVE A9 LEAVE OF ABSENCE LVE ABS B1 CL FULL TIME CL FULL B2 CLASSIFIED >= 50% FTE CL>=50% B3 CL <50% FTE CL <50% B4 CL CONFIDENTIAL CL CONFD B5 CLASSIFIED MANAGEMENT CL MGMT B8 FMLA LEAVE FMLA LVE CA COBRA CERTIFICATED BENEFITS COBRA A CB COBRA CLASSIFIED BENEFITS COBRA B SA SUBS-CERTIFICATED CE SUBS SB SUBS-CLASSIFIED CL SUBS SH SUB-CERT HOURLY CE HRLY SR RETIREE SUBBING CRTSUB-R Ethnic Codes (ET) Code Master Files Figure 4-39: Add dialog box for the Ethnic Codes (ET) master file This heading describes the boxes for the Ethnic Codes (ET) master file. The instructions for maintaining records are in Chapter Copyright QSS, /10

165 Personnel Master Files Experience Types (ET) Master Files Table 4-38: Ethnic Codes (ET) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 82 QSS DEMO DISTRICT #82 J351 PP0100 H /04/08 PAGE 1 Sample for Documentation Ethnic codes CODE SORT CODE NAME ABBREVIATION AS ASIAN ASIAN BL BLACK BLACK FI FILIPINO FILIPINO HI HISPANIC HISPANIC IN AMERICAN INDIAN INDIAN NO NO ANSWER TO ETHNIC QUERY NOANSWER OT Other Other PI PACIFIC ISLANDER Pac WH WHITE WHITE Experience Types (ET) Master Files Figure 4-40: Add dialog box for the Experience Types (ET) master file This heading describes the boxes for the Experience Types (ET) master file. The instructions for maintaining records are in Chapter 2. 01/10 Copyright QSS,

166 Human Resources Master Files Manual Chapter 4: Defining Master Files For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-39: Experience Types (ET) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 82 QSS DEMO DISTRICT #82 J352 PP0100 H /04/08 PAGE 1 Sample for Documentation Experience type CODE SORT CODE NAME ABBREVIATION AD ADMISTRATIVE ADMIN DP DATA-PROCESSING DATA PRO DR BUS DRIVER BUS DRVR EL ELEMENTARY SCHOOL ELEM SCH HS HIGH SCHOOL HIGH SCH MS MIDDLE SCHOOL MID SCH T1 TEACHING 1-4 YEARS TEACH-4 T5 TEACHING +5 YEARS TEACH Copyright QSS, /10

167 Personnel Master Files Freeze Placement Reasons (FP) Freeze Placement Reasons (FP) Figure 4-41: Add dialog box for the Freeze Placement Reasons (FP) master file This heading describes the boxes for the Freeze Placement Reasons (FP) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-40: Freeze Placement Reasons (FP) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). 01/10 Copyright QSS,

168 Human Resources Master Files Manual Chapter 4: Defining Master Files Handicap (HA) Master File Figure 4-42: Add dialog box for the Handicap (HA) master file This heading describes the boxes for the Handicap (HA) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-41: Handicap (HA) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (4 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW Copyright QSS, /10

169 Personnel Master Files Hospital Codes (HO) Master File 82 QSS DEMO DISTRICT #82 J354 PP0100 H /04/08 PAGE 1 Sample for Documentation Handicap CODE SORT CODE NAME ABBREVIATION BLIND/SIGHT IMPAIRED BLD/SIGT 2 DEAF/HEARING IMPARIED DEAF Hospital Codes (HO) Master File Figure 4-43: Add dialog box for the Hospital Codes (HO) master file This heading describes the boxes for the Hospital Codes (HO) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

170 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-42: Hospital Codes (HO) master file Box Label R/O/D Contents Hospital Codes Display Selection from List Hospital Code Key Text (4 characters case sensitive) Name Required Text (30 characters) Abbr Optional Text (8 characters) City Optional Text (30 characters) State Optional Selection from List Zip Optional Text (10 characters) Adm. Phone Optional Numerals (3-digit area code and 7-digit phone number with no hyphen) Em. Phone Optional Numerals (3-digit area code and 7-digit phone number with no hyphen) Contact Phone Optional Numerals (3-digit area code and 7-digit phone number with no hyphen) Contact Person Optional Text (20 characters) Comments Optional Text (30 characters) Type Optional Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010) Copyright QSS, /10

171 Personnel Master Files Institutions (Colleges) (IN) Master File Institutions (Colleges) (IN) Master File Figure 4-44: Add dialog box for the Institutions (Colleges) (IN) master file This heading describes the boxes for the Institutions (Colleges) (IN) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-43: Institutions (Colleges) (IN) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Numeric Code Name Required Text (30 characters) Abbreviation Required Text (8 characters) State Optional Text (2 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

172 Human Resources Master Files Manual Chapter 4: Defining Master Files 82 QSS DEMO DISTRICT #82 J355 PP0100 H /04/08 PAGE 1 Sample for Documentation Institutions (Colleges) CODE SORT CODE NAME ABBREVIATION STATE OTHER INSTITUTIONS OTH INST CA SONOMA STATE SONSTATE CA SACRAMENTO STATE SACST CA UNIV OF CALIF DAVIS UCDAV CA CAL STATE UNIV EAST BAY CSUEB CA UNIV OF CALIF BERKELEY UCBERK CA UNIV OF CALIF SAN FRANCISCO UCSF CA SAN FRANCISCO STATE SFSTATE CA STANFORD UNIVERSITY STAN CA SAN JOSE STATE SJSTATE CA Immunization (IM) Master File Figure 4-45: Add dialog box for the Immunizations (IM) master file This heading describes the boxes for the Immunizations (IM) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Copyright QSS, /10

173 Personnel Master Files Inservice Ed Component (IE) Master File Table 4-44: Immunizations (IM) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (4 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 82 QSS DEMO DISTRICT #82 J356 PP0100 H /04/08 PAGE 1 Sample for Documentation Immunization CODE SORT CODE NAME ABBREVIATION HEPA HEPATITIS A HEP A HEPB HEPATITIS B HEP B HEPC HEPATITIS C HEPC IM1 TESITNG IM 1 TEST IM1 TB TUBERCULOSIS TUB Inservice Ed Component (IE) Master File Figure 4-46: Add dialog box for the Inservice Ed Component (IE) master file This heading describes the boxes for the Inservice Ed Component (IE) master file. The instructions for maintaining records are in Chapter 2. 01/10 Copyright QSS,

174 Human Resources Master Files Manual Chapter 4: Defining Master Files For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-45: Inservice Ed Component (IE) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Numeric Code (8 digits) Name Required Text (30 characters) Abbreviation Required Text (8 characters) Max Hours Optional Text (4 digits) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 82 QSS DEMO DISTRICT #82 J357 PP0100 H /04/08 PAGE 1 Sample for Documentation Inservice ed component CODE SORT CODE NAME ABBREVIATION BACK TO SCHOOL - SPEC ED SPEC ED GOVERNOR'S PROPOSED BUDG GOVR BUD CLASSROOM CLEANING TECHN CLS TECH USING THEATER IN CLASSRO THEATER COUNTY-WIDE INSERVICE DA COUNTYDA 4-80 Copyright QSS, /10

175 Personnel Master Files Insurance Carrier (IC) Master File Insurance Carrier (IC) Master File Figure 4-47: Add dialog box for the Insurance Carrier (IC) master file This heading describes the boxes for the Insurance Carrier (IC) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-46: Insurance Carrier (IC) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (4 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

176 Human Resources Master Files Manual Chapter 4: Defining Master Files 82 QSS DEMO DISTRICT #82 J359 PP0100 H /04/08 PAGE 1 Sample for Documentation Insurance carrier CODE SORT CODE NAME ABBREVIATION MAX HOURS BLUE Blue Cross BlueCr DEAM DLTA Delta Dental Delta DEAM FIDO Security Fidelity Assurance Secfid DEAM KAIS Kaiser Northern California Kaiser DEAM SUTT Sutter Health Care Foundation Sutter DEAM Medical Codes (ME) Master File Figure 4-48: Add dialog box for the Medical Codes (ME) master file This heading describes the boxes for the Medical Codes (ME) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-47: Medical Codes (ME) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (4 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) 4-82 Copyright QSS, /10

177 Personnel Master Files Membership List (LM) Master File HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 12 QSS*DEMONSTRATION*DISTRICT J360 PP0100 H /04/08 PAGE 1 Sample for Documentation Medical codes CODE SORT CODE NAME ABBREVIATION MEDICAL 1112 MED1112 BRET TEST TEST DIAB DIABETES DIABETES DROP DROPSY DROPSY EPIL EPILEPSY EPILE Membership List (LM) Master File Figure 4-49: Add dialog box for the Membership List (LM) master file This heading describes the boxes for the Membership List (LM) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page As of August 2009, the master file report is not available. You can use the Grid Output command to get a listing of codes. For an explanation of the columns of the following table, see page /10 Copyright QSS,

178 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-48: Membership List (LM) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (6 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) Misc Flags Optional Text (10 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. Job Categories (JB) Master File Figure 4-50: Add dialog box for the Job Categories (JB) master file This heading describes the boxes for the Job Categories (JB) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Copyright QSS, /10

179 Personnel Master Files Job Codes (JC) Master File Table 4-49: Job Categories (JB) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Numeric Code (4 digits) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 12 QSS*DEMONSTRATION*DISTRICT J362 PP0100 H /04/08 PAGE 1 Sample for Documentation Job categories CODE SORT CODE NAME ABBREVIATION SUPERINTENDENT SUPT 0002 CERTIFICATED ADMINISTRATORS CERT ADM 0004 CONFIDENTIAL SUPERVISORY CONF SUP 0005 TEACHERS TEACHERS 0006 COUNSELOR/PSYCHOLIGIST/NURSE CN/P/NRS 0007 FOOD SERVICE FD SERV 0008 MAINTEN/OPER/TRANSPORTATION MOT 0010 CLERICAL CLERICAL 0011 INSTRUCTIONAL AIDES INST AID 0012 SUBSTITUTE TEACHER SUB TCHR 0013 SUBSTITUTE INSTRUCTIONAL AIDE SUB AIDE 0014 OTHER CLASSIFIED OTH CLS 0015 OTHER CLASSIFIED SUBS/EXTRAS SUB/XTRA Job Codes (JC) Master File General Instructions This heading describes the boxes for the Job Codes (JC) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Code Definition and Credentials/Education Tab When the dialog box for the Job Codes (JC) master file opens, the Credentials/Education tab is the active tab. You can click the other two tabs to make one of them the active tab. 01/10 Copyright QSS,

180 Human Resources Master Files Manual Chapter 4: Defining Master Files Figure 4-51: Code definition and Credentials/Education tab for the Job Codes (JC) master file Table 4-50: Job Codes (JC) master file Box Label R/O/D Contents Job Codes Display Selection from List Job Code Key Numeric Code Name Required Text (30 characters) Abbreviation Required Text (8 characters) EEO(1) Optional Text (6 characters) EEO(2) Optional Text (6 characters) Credentials Required Optional Selected (Yes) or Cleared (No) Code Optional Selection from List Education Required Optional Selected (Yes) or Cleared (No) Degree Type Optional Selection from List Program Optional Selection from List 4-86 Copyright QSS, /10

181 Personnel Master Files Job Codes (JC) Master File HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. Subject/Skills Tab Figure 4-52: Subjects/Skills tab for the Job Codes (JC) master file Test Information/Experience Tab Table 4-51: Job Codes (JC) master file Box Label R/O/D Contents Subjects Required Optional Selected (Yes) or Cleared (No) Code Optional Selection from List Skills Required Optional Selected (Yes) or Cleared (No) Code Optional Selection from List Figure 4-53: Test Information/Experience tab for the Job Codes master file 01/10 Copyright QSS,

182 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-52: Job Codes (JC) master file Box Label R/O/D Contents Test Information Required Optional Selected (Yes) or Cleared (No) Code Optional Selection from List Experience Required Optional Selected (Yes) or Cleared (No) Code Optional Selection from List Sample Master File Report As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). Language Codes (LA) Master File Figure 4-54: Add dialog box for the Language Codes (LA) master file This heading describes the boxes for the Language Codes (LA) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Copyright QSS, /10

183 Personnel Master Files Program of Graduation (PG) Master File Table 4-53: Language Codes (LA) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. QSS DEMONSTRATION DISTRICT J363 PP0100 H /04/08 PAGE 1 Sample for Documentation Language codes CODE SORT CODE NAME ABBREVIATION BA BASQUE BASQUE CA CANTONESE CANTONES EN ENGLISH ENGLISH JA JAPANESE JAPANESE MA MANX MANX SP SPANISH SPANISH TA TAGALOG TAGALOG Program of Graduation (PG) Master File Figure 4-55: Add dialog box for the Program of Graduation (PG) master file This heading describes the boxes for the Program of Graduation (PG) master file. The instructions for maintaining records are in Chapter 2. 01/10 Copyright QSS,

184 Human Resources Master Files Manual Chapter 4: Defining Master Files For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-54: Program of Graduation (PG) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Numeric Code (4 digits) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 12 QSS*DEMONSTRATION*DISTRICT J379 PP0100 H /04/08 PAGE 1 Sample for Documentation Program of graduation CODE SORT CODE NAME ABBREVIATION BUSINESS EDUCATION BUS ED 0002 PUBLIC SPEAKEING PUB SPK 0003 PHYSICAL EDUCATION PE 0004 HEALTH EDUCATION HE 0005 DRIVER TRAINING DRIVE 0006 ENGLISH ENGLISH 0007 SPANISH SPANISH 0008 PHILOSPHY PHIL 0009 LIBRARY SCIENCE LIBRARY 0010 ZOOLOGY ZOOLOGY 0011 SCIENCE EDUCATION SCIENCE 4-90 Copyright QSS, /10

185 Personnel Master Files Refusal Reason (RR) Master File Refusal Reason (RR) Master File Figure 4-56: Add dialog box for the Refusal Reason (RR) master file This heading describes the boxes for the Refusal Reason (RR) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-55: Refusal Reason (RR) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

186 Human Resources Master Files Manual Chapter 4: Defining Master Files 82 QSS DEMO DISTRICT #82 J367 PP0100 H /04/08 PAGE 1 Sample for Documentation Refusal reason CODE SORT CODE NAME ABBREVIATION REFUSE REFU AS ASSIGNMENT NOT PREFERRED ASSIGN BE BENEFITS NOT ADEQUATE BENEFITS HE HEALTH REASONS HEALTH HR HOURS NOT ADEQUATE HOURS OJ ACCEPTED ANOTHER JOB OTHERJOB SA SALARY NOT ADEQUATE SALARY SC SCHEDULE CONFLICT SCHEDCON Report Codes (RC) Master File Figure 4-57: Add dialog box for the Report Codes (RC) master file This heading describes the boxes for the Report Codes (RC) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Copyright QSS, /10

187 Personnel Master Files Seniority Class (SN) Master File Table 4-56: Report Codes (RC) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Numeric Code (2 digits) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 82 QSS DEMO DISTRICT #82 J375 PP0100 H /04/08 PAGE 1 Sample for Documentation Report codes CODE SORT CODE NAME ABBREVIATION UNKNOWN UNKNOWN 10 CERTIFICATED CE 20 CLASSIFIED CL Seniority Class (SN) Master File Figure 4-58: Add dialog box for the Seniority Class (SN) master file This heading describes the boxes for the Seniority Class (SN) master file. The instructions for maintaining records are in Chapter 2. 01/10 Copyright QSS,

188 Human Resources Master Files Manual Chapter 4: Defining Master Files For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-57: Seniority Class (SN) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 character upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 07 QSS DEMONSTRATION DISTRICT J381 PP0100 H /04/08 PAGE 1 Sample for Documentation Seniority class CODE SORT CODE NAME ABBREVIATION ACCOUNT CLERK I ACTCLKI 02 ACCOUNT CLERK II ACTCLKII 03 ATTENDANCE CLERK I ATNCLKI 04 ATTENDANCE CLERK II ATNCLKII 05 CAMPUS SUPERVISOR CAMPSUP 06 CAREER CENTER ADVISOR CARADV 07 COMMUITY LIAIASON COMLIA 08 COMPUTER DATA PROCESSOR COMP-DP 09 CUSTODIAN, HEAD 1 CUSHDI 10 CUSTODIAN, HEAD II CUSHDII 11 CUSTODIAN I CUSTI 12 CUSTODIAN II CUSTII 37 SECRETARY I SECT I 4-94 Copyright QSS, /10

189 Personnel Master Files Skill Codes (SK) Master File Skill Codes (SK) Master File Figure 4-59: Add dialog box for the Sill Codes (SK) master file This heading describes the boxes for the Sill Codes (SK) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-58: Skill Codes (SK) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (4 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

190 Human Resources Master Files Manual Chapter 4: Defining Master Files 07 QSS DEMONSTRATION DISTRICT J384 PP0100 H /04/08 PAGE 1 Sample for Documentation Skill codes CODE SORT CODE NAME ABBREVIATION APE ADAPTIVE PE APE BADM BADMINTON COACH BADMINTN BASE BASKETBALL COACH BASKETBA CLUB SPECIAL INTEREST CLUBS CLUB CO COMPUTER OPERATOR CO NURS NURSE NURSE SOCC SOCCER COACH SOCC SOFT SOFTBALL COACH SOFT SPED SPECIAL EDUCATION SPEC ED Subject Codes (SU) Master File Figure 4-60: Add dialog box for the Subject Codes (SU) master file This heading describes the boxes for the xxx master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Copyright QSS, /10

191 Personnel Master Files Subject Codes (SU) Master File Table 4-59: Subject Codes (SU) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Numeric Code (4 digits) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 07 QSS DEMONSTRATION DISTRICT J382 PP0100 H /04/08 PAGE 1 Sample for Documentation Subject codes CODE SORT CODE NAME ABBREVIATION CBEST WAIVER CBEST WA 0023 ACCOUNTING ACCNTING 0028 ACCIDENT PREVENTION ACC PREV 0030 ADAPTIVE PE SPECIALIZATION ADAPT PE 0034 Adult Basic Education Adult Ed 0035 ADULT CITIZENSHIP ADLT CIT 0067 AGRICULTURE AGRICLTR 0068 AGRICULTURE SERVICES & PROCESS AG SRVCS 0069 AGRICULTURAL MECHANICS AG MECH 0070 AGRICULTURE MANAGEMENT AG MGT 0099 ACCOUNTING ACCT 0122 ALGEBRA ALGEBRA 0125 ALL SUBJECTS ALL SUBJ 0133 AMERICAN GOVERNMENT & POLITICS AM GVNMT 0144 ANIMAL PRODUCTION ANML PRD 0147 ANIMAL SCIENCE ANML SCI 0151 ANTHROPOLOGY ANTHRO 0170 ANY K-8 SUBJECT K-8 SUBJ 0188 ARCHITECTURAL, ENGINEERNG TECH ARCH/ENG 0189 ARCHITECTURE ARCH 0194 ART ART 0195 ART AND DESIGN, WITH PHOTOGPHY ART/DSGN 0196 ART APPRECIATION AND THEORY ART APPR 0197 Arts and Crafts Art/Crft 0198 ART HISTORY ART HIST 0203 ASTRONOMY ASTRNOMY 0221 AUDIOLOGY AUDIOLGY 0227 Automotive & Power Mechanics Auto/Mch 0250 BAND BAND 0301 BANKING AND FINANCE BANK/FIN 0303 Basic Skills Basic sk 0304 Basic Education Basic Ed 0305 BASIC BASIC 0388 BIOLOGICAL SCIENCES BIO SCI 0389 BIOLOGY BIOLOGY 0422 BLIND BLIND 01/10 Copyright QSS,

192 Human Resources Master Files Manual Chapter 4: Defining Master Files Termination Code (TE) Master File Figure 4-61: Add dialog box for the Termination Code (TE) master file This heading describes the boxes for the Termination Code (TE) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-60: Termination Code (TE) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW Copyright QSS, /10

193 Personnel Master Files Termination Code (TE) Master File 07 QSS DEMONSTRATION DISTRICT J383 PP0100 H /04/08 PAGE 1 Sample for Documentation Termination codes CODE SORT CODE NAME ABBREVIATION MOVED MOVED 02 MARRIED MARRIED 03 PREGNANCY PREGNANC 04 NEEDED AT HOME NEED/HOM 05 QUIT WITHOUT NOTICE Q W/O NT 06 SICKNESS SICKNESS 07 INJURED INJURED 08 STARTED OWN BUSINESS OWN BUSI 09 RETURN TO OLD JOB RET OJOB 10 SEEK BETTER JOB testing SK BRJOB 11 MILITARY SERVICE MILITARY 12 RETURN TO SCHOOL RET SCH 13 DIFFICULT TRANSPORTATION NO TRANS 14 RATE OF PAY PAY RATE 15 RATE ADJUSTMENTS RT ADJ 16 OBJECTED TO HOURS OBJ HOUR 17 OBJECTED TO SCHEDULE OBJ SCHD 18 OBJECTED TO SHIFT OBJ SHFT 19 OBJECTED TO OVERTIVE OBJ OVTM 20 UNPLEASANT WORKING CONDITIONS UNP WKCD 21 UNSETTLED GRIEVANCES UNS GREV 22 TOO HARD TOO HARD 23 TO MUCH TO LEARN MCH LRN 24 TOO MUCH RESPONSIBILITY MCH RESP 25 NO SECURITY NO SECUR 26 NO FUTURE NO FUTRE 27 NO JOB SATISFACTION NO JBSAT 28 DISLIKED SUPERVISOR DSLK SPV 29 DISLIKED EMPLOYEES DSL EMPE 30 JOB ELIMINATED JOB ELIM 31 TEMPORARY LAYOFF TEMP LAF 32 TEMPORARY OF RELIEF EMPLOYMENT TEMP EMP 33 EXCESSIVE ABSENTEEISM EXC ABST 34 EXCESSIVE TARDINESS EXC TARD 35 INSUBORDINATION INSUBDTN 36 WILLFUL VIOLATION OF DIST RULE VIOL RUL 37 WILLFUL CARELESSNESS OR NEG CRLS/NEG 38 DISGRD OF FAILRE CARRYOUT INST DISG INS 39 UNEXCUSED ABSENCE FROM WORK UNEX ABS 40 MALINGERING ON THE JOB MALG JOB 41 AT WORK IN IMPROPER CONDITION IMP COND 42 POOR WORK PERFORMANCE-UNSAFTY POOR WRK 43 INABILITY TO WORK (HEALTH) INABL WK 44 OFF-DUTY MISCONDUCT AFFECT JOB O/D MSCD 45 OTHER (INCLUDING DISHONESTY) OTHERS 46 VOLUNTARY RET W/PENSION VOL W/PE 01/10 Copyright QSS,

194 Human Resources Master Files Manual Chapter 4: Defining Master Files Test Master Codes (TM) Master File Figure 4-62: Add dialog box for the Test Master Codes (TM) master file This heading describes the boxes for the Test Master Codes (TM) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-61: Test Master Codes (TM) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (4 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW Copyright QSS, /10

195 Personnel Master Files Personnel Action Files 82 QSS DEMO DISTRICT #82 J374 PP0100 H /04/08 PAGE 1 Sample for Documentation Test master codes CODE SORT CODE NAME ABBREVIATION KY TEN-KEY SPEED TEST TEN-KEY BUS BUS DRIVER'S TEST BUS DRVR ENG ENGLISH-INST. AIDE TEST ENG-I.A. MATH MATH-INST. AIDE TEST TESTING MATH I.A RDG READING-INST. AIDE TEST RDG-I.A. TEST TESTING TESTING TYPE TYPING TEST TYPING Personnel Action Files The Personnel Action Files folder includes the following master files: PAF Category (PA) Master File PAF Actions (PF) Master File PAF Dictionary (PD) Master File PAF Category (PA) Master File Figure 4-63: Add dialog box for the PAF Category (PA) master file This heading describes the boxes for the PAF Category (PA)PAF Category (PA) master file. The instructions for maintaining records are in Chapter 2. 01/10 Copyright QSS,

196 Human Resources Master Files Manual Chapter 4: Defining Master Files For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-62: PAF Category (PA) master file Box Label R/O/D Contents PAF Category Codes Display Selection from List Code value Key Text (2 characters case sensitive) Name Required Text (30 characters) Abbr Required Text (8 characters) Check Each Distribution Group to Receive PAF Required Selected (Yes) or Cleared (No) Print Preset Data on PAF? Required Selected (Yes) or Cleared (No) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010) Copyright QSS, /10

197 Personnel Master Files Personnel Action Files PAF Actions (PF) Master File Figure 4-64: Add dialog box for the PAF Actions (PF) master file This heading describes the boxes for the PAF Actions (PF) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-63: PAF Actions (PF) master file Box Label R/O/D Contents PAF Action Code Display Selection from List PAF Action Key Text (4 characters case sensitive) Name Required Text (30 characters) Abbr Required Text (8 characters) Additional Description Optional Text (150 characters) Board Agenda Locator Optional Selection from List 01/10 Copyright QSS,

198 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-63: PAF Actions (PF) master file - continued Box Label R/O/D Contents PAF Category Required Selection from List Additional Fields to Report Field Name Optional Selection from List PAF Title Optional Text (24 characters) Field Description Display Based on Field Name selection HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). PAF Dictionary (PD) Master File As of July 2009, the PAF Dictionary (PD) master file is locked. The grid displays records created with the traditional program Update Per/Pay Chart of Codes (PP0010). You cannot inspect or maintain this master file from the HR Code Maintenance window Copyright QSS, /10

199 Payroll Master Files Personnel Action Files Payroll Master Files The Payroll folder contains the master files for the Payroll System. This heading lists the master files and subfolders in the same order that they display in the tree view. Table 4-64: Master files for the Payroll folder MASTER FILE CODE SUBFOLDER LEVEL PAGE Pay Codes PC County Payroll Names PYN County Pay Schedules PS County Pay Types PT County Retirement Systems RS County Retirement Edits RE County Payroll Profiles PP District Statutory Deduction Codes SD Statutory Deductions County Statutory Deduction Profiles SP Statutory Deductions County Deduction Schedules DS County Deduction Rate Table DR District Bonus Code BC District Payroll Edit Rule PE District Deduction Rule Code PR District SMF Status Codes SM District Pending Retirement Status Codes PN District Vol-ded Frequency Codes VF County Voluntary Deductions VD County Benefit Control BCT County Benefit Object Maps OMAP District Benefit H/W Maps VMAP District Benefit Group Maps GMAP District Federal Income Tax TT01 Tax Tables County OASDI/Medicare TT03 Tax Tables County Workers Compensation TT05 Tax Tables District SUI California TT07 Tax Tables County PERS California TT08 Tax Tables County STRS California TT09 Tax Tables County California Retirement Setup TT10 Tax Tables County California State Disability Insurance TT11 Tax Tables County /10 Copyright QSS,

200 Human Resources Master Files Manual Chapter 4: Defining Master Files For additional lists of master files documented in the chapter, see: "Table 4-1: Master files by folder on tree view" on page 4-4 "Table 4-2: Master files by name" on page 4-7 "Table 4-3: Master files by code" on page 4-10 Pay Codes (PC) Master File Figure 4-65: Add dialog box for the Pay Codes (PC) master file This heading describes the boxes for the Pay Codes (PC) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-65: Pay Codes (PC) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Numeric Code (2 digits) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW Copyright QSS, /10

201 Payroll Master Files Payroll Name (PYN) Master File 82 QSS DEMO DISTRICT #82 J376 PP0100 H /04/08 PAGE 1 Sample for Documentation Pay codes CODE SORT CODE NAME ABBREVIATION NO CODE NO CODE 01 CERTIFICATED C1 02 CLASSIFIED CLASS 03 CERTIFICATED SUPPLEMENTAL CERT.SUP 04 CLASSIFIED SUPPLEMENTAL CL SUPP 05 CLASSIFIED NON-MEMBERS CLASSNON 06 CLASSIFIED STRS MEMBERS CLASSTRS 07 STUDENTS STUDENTS 08 BOARD MEMBERS BOARD 09 RETIREES RETIREES Payroll Name (PYN) Master File Figure 4-66: Add dialog box for the Payroll Name (PYN) master file This heading describes the boxes for the Payroll Name (PYN) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). 01/10 Copyright QSS,

202 Human Resources Master Files Manual Chapter 4: Defining Master Files For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-66: Payroll Name (PYN) master file Box Label R/O/D Contents Payroll Name Codes Display Selection from List Fiscal Year Key Fiscal Year Pay Name Key Text (6 characters) Cancel direct deposit (APD)? Required Selection from List Ignore W4 special tax rule? User-defined fields Selection from List Selection from List PAYROLL NAME and DEFERRED PAY SCHEDULE tabs Pay-Sch (Pay Schedules) Required Optional Selection from List First required for SCHEDULE NAME or DEFERRED PAY SCHEDULE tabs. The remaining Pay-Sch boxes are optional. Description Display Description of Pay-Sch selection Pay-Codes Required Optional Selection from List For each Pay-Sch selected, the first Pay- Codes selection is required, and the remainder are optional. HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010) Copyright QSS, /10

203 Payroll Master Files Pay Schedules (PS) Master File Pay Schedules (PS) Master File Header information for the pay schedule. Edit Entry area for maintaining payroll numbers in the grid. This area displays the contents of the selected row in the grid. Grid that displays the payrolls for the pay schedule. Each pay schedule can include up to 65 payrolls. Figure 4-67: Change dialog box for the Pay Schedules (PS) master file The procedure for maintaining the Pay Schedules (PS) master file differs from that for most master file. Follow the instructions below. To define header information for a pay schedule: Type the header information for the pay schedule. To add a row to the grid: 1 Click the (Add Entry) icon to open a new row at the bottom of the grid. 2 In the Edit Entry area, type a Payroll number that has not been used in the Payroll column of the grid. 3 Fill in the rest o the Edit Entry area. The following boxes are required: Deferred, Start, End and Paid. The remainder are optional. 4 Click the (Commit) icon to add the payroll to the end of the grid. To change a row in the grid: 1 Click a row in the gird to display its contents in the Edit Entry area. You may need to use the scroll bar to locate the desired row. 01/10 Copyright QSS,

204 Human Resources Master Files Manual Chapter 4: Defining Master Files 2 In the Edit Entry area, make any changes to the payroll. The following boxes are required: Deferred, Start, End and Paid. The remainder are optional. 3 Click the (Commit) icon to update the grid with the changes in the Edit Entry area. To delete a row from the grid: 1 Click the row in grid that you want to delete. 2 Click the (Delete Entry) icon to remove the payroll from the grid. To delete an entire pay schedule: 1 Click the (Delete Record [Ctrl+F8]) icon to delete the entire pay schedule. To close the dialog box after you are through adding, changing, or deleting pay schedules: Click the (Save [F9]) icon to save your changes before closing the dialog box. Click the changes. (Cancel/Close [F12]) icon to close the dialog box without saving your Table 4-67: Pay Schedules (PS) master file Box Label R/O/D Contents Pay Schedule Codes Display Selection from List Fiscal Year Key Fiscal Year Pay Schedule Code Key Text (6 characters) Pay Schedule Name Required Text (30 characters) Cycle Required Selection from List Use Cycle for Tax Required Selected (Yes) or Cleared (No) Class Required Selection from Option Buttons Edit Entry Payroll Required Numerals (2 digits) Deferred Required Selection from List Start Required Date End Required Date Paid Required Date Days Optional Fixed Decimal Point (nn.nn) Copyright QSS, /10

205 Payroll Master Files Pay Types (PT) Master File Table 4-67: Pay Schedules (PS) master file - continued Box Label R/O/D Contents Hours Optional Fixed Decimal Point (nnn.nn) Weeks Optional Fixed Decimal Point (n.nn) Local Use n/a Not used. Payrolls Display Number of payrolls in pay schedule Payroll Display Numerals (2 digits) Deferred Display Selection from List Start Display Date End Display Date Paid Display Date Days Display Fixed Decimal Point (nn.nn) Hours Display Fixed Decimal Point (nnn.nn) Weeks Display Fixed Decimal Point (n.nn) Audit Information Display Time Stamp Pay Types (PT) Master File Figure 4-68: Add dialog box for the Pay Types (PT) master file This heading describes the boxes for the Pay Types (PT) master file. The instructions for maintaining records are in Chapter 2. 01/10 Copyright QSS,

206 Human Resources Master Files Manual Chapter 4: Defining Master Files For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-68: Pay Types (PT) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (4 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) Type Optional Text (2 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 82 QSS DEMO DISTRICT #82 J377 PP0100 H /04/08 PAGE 1 Sample for Documentation Pay type CODE SORT CODE NAME ABBREVIATION TYPE ADLT ADULT EDUCATION ADLT ED ADMN ADMINISTRATION ADMIN ADOT ADULT EDUCATION OVERTIME ADLT OT ADV ADVISOR ADVISOR NN ADVN ADVISOR - NORMAL ADVISORN YY ARR ARREARS ARREARS BEN BENEFITS (125 CASH OPTION) BENEFITS BRD BOARD MEMBER BOARD BRDN BOARD MEMBER - NORMAL PAY BRDPAYN YY CALL CALL OUTS (N/C) CALL OUT CAR CAR ALLOWANCE CAR CCH COACHING PAY COACHING NN CCHN COACHING PAY - NORMAL COACHNML YY CHLD CHILDREN CENTER CHLDCNT COA COACHING PAY - CREDITABLE COA-CR COA1 COACHING PAY NON CREDITABLE COA-NON CRED CREDENTIAL BONUS CREDENTL NN CSH CASHBACK/CASHOUT CASHBACK NY CSHR CASHBACK/CASHOUT - RETIREMENT CASHRET NY CSHS CASHBACK - NON-NORMAL CASHNON NN CTO COMP TIME PAYOFF COMP PAY NN CTOD COMP TIME PAYOFF - DEDUCTIONS COMPPAYD NY CTPO CONTRACT PAYOFF CONT P/O DBS DEFINED BENEFIT SUPPLEMENT DBS NN DBSD DEFINED BENEFIT - DEDUCTIONS DBSD NY DCK DOCK (AFFECTS SERVICE CREDIT) DOCK DGRE DEGREE STIPEND (MA, PHD) DGRESTIP DIF DIFFERENTIAL PAY DIFF PAY DLY DAILY DAILY NN DLYN DAILY NORMAL DLY NML YY Copyright QSS, /10

207 Payroll Master Files Retirement Systems (RS) Master File Retirement Systems (RS) Master File Figure 4-69: Add dialog box for the Retirement Systems (RS) master file This heading describes the boxes for the Retirement Systems (RS) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-69: Retirement Systems (RS) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Numeric Code (2 digits) Name Required Text (30 characters) Abbreviation Required Text (8 characters) Coding Not used Leave blank HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

208 Human Resources Master Files Manual Chapter 4: Defining Master Files 82 QSS DEMO DISTRICT #82 J378 PP0100 H /04/08 PAGE 1 Sample for Documentation Retirement system CODE SORT CODE NAME ABBREVIATION CERTIFICATED RETIREMENT SYSTEM STRS 02 CLASSIFIED RETIREMENT PERS 03 RETIRED CERTIFICATED RET STRS 04 RETIRED CLASSIFIED RET PERS 05 NO RETIREMENT SYSTEM NONE Retirement Edits (RE) Master File Figure 4-70: Change dialog box for the Retirement Edits (RE) master file This heading describes the boxes for the Retirement Edits (RE) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Copyright QSS, /10

209 Payroll Master Files Retirement Edits (RE) Master File Table 4-70: Retirement Edits (RE) master file Box Label R/O/D Contents Selected Field Display Selection from List RS Key Selection from List Ac Key Numerals (2 digits) Pc Key Numerals (2 digits) Cc Key Numerals (2 digits) Statutory Deduction Codes Optional Selection from List Audit Information Display Time Stamp HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). 01/10 Copyright QSS,

210 Human Resources Master Files Manual Chapter 4: Defining Master Files Payroll Profiles (PP) Master File Figure 4-71: Add dialog box for the Payroll Profiles (PP) master file This heading describes the boxes for the Payroll Profiles (PP) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-71: Payroll Profiles (PP) master file Box Label R/O/D Contents Payroll Profile Codes Display Selection from List User Key Selection from List or 8-character MPE logon ID Job Category Key Selection from List Pay Code Optional Selection from List Copyright QSS, /10

211 Payroll Master Files Statutory Deductions Subfolder Table 4-71: Payroll Profiles (PP) master file - continued Box Label R/O/D Contents Retirement System Optional Selection from List Retirement Coding Not used Leave blank SUI Optional Selection from List FICA Optional Selection from List Pay Schedule Optional Selection from List Statutory Deduction Optional Selection from List Deduction Not used Leave blank OT rate (1) Not used Leave blank OT rate (2) Not used Leave blank Pay data defaults D U Not used Leave blank Control Group Definition Group Optional Selection from List Range (start and end) Optional Text (4 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). Statutory Deductions Subfolder This subfolder includes the following master files: Statutory Deduction Codes (SD) Master File Statutory Deduction Profiles (SP) Master File 01/10 Copyright QSS,

212 Human Resources Master Files Manual Chapter 4: Defining Master Files Statutory Deduction Codes (SD) Master File Figure 4-72: Statutory Deduction Codes master file QSS maintains this master file. It defines the procedure number to be used for calculating each type of statutory deduction. These codes are a building block for the Statutory Deduction Profiles (SP) master file WARNING: Do not change this master file unless QSS explicitly tells you to do so. Changing or deleting this master file will cause payroll calculations to stop working properly at your site. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010) Copyright QSS, /10

213 Payroll Master Files Statutory Deductions Subfolder Statutory Deduction Profiles (SP) Master File Figure 4-73: Change dialog box for the Statutory Deduction Profiles (SP) master file This heading describes the boxes for the Statutory Deduction Profiles (SP) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-72: Statutory Deduction Profiles (SP) master file Box Label R/O/D Contents Profile Names Display Selection from List Profile Name Key Text (6 characters) Description Required Text (30 characters) Where is this profile used? Required Selection from List 01/10 Copyright QSS,

214 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-72: Statutory Deduction Profiles (SP) master file - continued Box Label R/O/D Contents Statutory Deduction Required Display Selection from List Description from Statutory Deductions (SD) master file Opt Required Numerals (2 digits) Cy Not used Leave blank Rate Not used Leave as is Audit Information Display Time Stamp HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010) Copyright QSS, /10

215 Payroll Master Files Deduction Schedule (DS) Master File Deduction Schedule (DS) Master File Figure 4-74: Change dialog box for the Deduction Schedule (DS) master file This heading describes the boxes for the Deduction Schedule (DS) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

216 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-73: Deduction Schedule (DS) master file Box Label R/O/D Contents Deduction Schedule Codes Display Selection from List Fiscal Year Key Fiscal Year Deduction Schedule Code Key Numerals (2 digits) Deduction Schedule Name Required Text (30 characters) Classification Required Selection from Option Buttons Page 1 through Page 5 Pr (payroll number) Required Numerals (2 digits) Flag Required Selected (Yes) or Cleared (No) Employee Factor Optional Fixed Decimal Point (nn.nn) Disable Optional Selected (Yes) or Cleared (No) Employer Factor Optional Fixed Decimal Point (nn.nn) Disable Optional Selected (Yes) or Cleared (No) Local Use Optional Text (8 characters) Number of Payrolls Display Number of lines with the Pr box filled in on all 5 pages Audit Information Display Time Stamp HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010) Copyright QSS, /10

217 Payroll Master Files Deduction Rate Table (DR) Master File Deduction Rate Table (DR) Master File Figure 4-75: Add dialog box for the Deduction Rate Table (DR) master file This heading describes the boxes for the Deduction Rate Table (DR) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-74: Deduction Rate Table (DR) master file Box Label R/O/D Contents Deduction Code Display Selection from List Deduction Key Numeric Code (4 digits) Barg Unit (Bargaining Unit Mode) Ben Plan (Plan Mode) Usage Code (Bargaining Unit Mode) Usage Type (Plan Mode) Key Key Numeric Code (2 digits) Numeric Code (4 digits) Text (2 characters upshifted) Text (1 characters upshifted) Total Amount Optional Dollar Amount ($0.00 to $99,999.99) EMPR Amount Optional Dollar Amount ($0.00 to $10, ) 01/10 Copyright QSS,

218 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-74: Deduction Rate Table (DR) master file - continued Box Label R/O/D Contents Prorate? Optional Selected (Yes) or Cleared (No) Billing Basis Optional Numerals (2 digits) Use EMPE/EMPR Amounts? Optional Selected (Yes) or Cleared (No) Deduction Rate Table Data Low Display Auto fill from previous High FTE High Optional Numerals ( to ) Use Actual? Optional Selected (Yes) or Cleared (No) FTE Optional Numerals ( to ) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010) Copyright QSS, /10

219 Payroll Master Files Bonus Codes (BC) Master File Bonus Codes (BC) Master File Figure 4-76: Add dialog box for the Bonus Codes (BC) master file This heading describes the boxes for the Bonus Codes (BC) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-75: Bonus Codes (BC) master file Box Label R/O/D Contents Code Value Display Selection from List Copy From Display Selection from List (Add dialog box only) Year Display Fiscal Year Code Value Key Text (6 characters upshifted) 01/10 Copyright QSS,

220 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-75: Bonus Codes (BC) master file - continued Box Label R/O/D Contents Name Required Text (30 characters upshifted) Abbr Optional Text (8 characters upshifted) Stub Name Optional Text (40 characters upshifted) D / P Flag Optional Selection from List Bonus Amount Optional Numerals (5 digits) Use FTE in Bonus Calculation? Optional Selected (Yes) or Cleared (No) Pay / Ret Flag Not used Leave selection blank Bonus Rate Type Optional Selection from List Manually Enter Amount Optional Selected (Yes) or Cleared (No) Loaded from Position Control Optional Selected (Yes) or Cleared (No) Retirement PC (Pay Code) Optional Numerals (1 digit) Retirement CC (Contribution Code) Optional Numerals (1 digit) RFU Flag-09 Not used Leave blank RFU Flag-10 Not used Leave blank HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010) Copyright QSS, /10

221 Payroll Master Files Payroll Edit Rules (PE) Master File Payroll Edit Rules (PE) Master File Figure 4-77: Add dialog box for the Payroll Edit Rules (PE) master file This heading describes the boxes for the Payroll Edit Rules (PE) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-76: Payroll Edit Rules (PE) master file Box Label R/O/D Contents PE Rule Type-ID Codes Display Selection from List Rule Type Key Selection from List Rule ID Key Text (6 characters case sensitive) District Key Selection from List 01/10 Copyright QSS,

222 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-76: Payroll Edit Rules (PE) master file - continued Box Label R/O/D Contents Name Required Text (30 characters) Error Type Required Selection from Option Buttons Disable Required Selected (Yes) or Cleared (No) Default Error Msg Optional Text (60 characters) Page 1 through Page 6 Field Optional Selection from List Q Optional Selection from List Op Optional Selection from List Low Optional Text (length varies with Field selection) High Optional Text (length varies with Field selection) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). Deduction Rule Codes (PR) Master File Figure 4-78: Add dialog box for the Deduction Rule Codes (PR) master file This heading describes the boxes for the Deduction Rule Codes (PR) master file. The instructions for maintaining records are in Chapter Copyright QSS, /10

223 Payroll Master Files For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-77: Deduction Rule Codes (PR) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 65 QSS UNIFIED SCHOOL DISTRICT J1493 PP0100 H /03/04 PAGE 1 SAMPLE FOR DOCUMENTATION Pay Deduction Rule Codes CODE SORT CODE NAME ABBREVIATION AB ALL BASE - EXCLUDES BONUS PAY ALLBASE AG ALL GROSS ALLGROSS NB NORMAL BASE-EXCLUDES BONUS PAY NMLBASE NG NORMAL GROSS NMLGROSS SMF Status Codes (SM) Master File Figure 4-79: Add dialog box for the SMF Status Codes (SM) master file 01/10 Copyright QSS,

224 Human Resources Master Files Manual Chapter 4: Defining Master Files This heading describes the boxes for the SMF Status Codes (SM) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-78: SMF Status Codes (SM) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Numeric Code (2 digits) Name Required Text (30 characters) Abbreviation Required Text (8 characters) Corresponding Ret Sys Code Required Numerals (2 digits) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW Copyright QSS, /10

225 Payroll Master Files 65 QSS UNIFIED SCHOOL DISTRICT J8093 PP0100 H /03/03 PAGE 1 SMF Status Codes CODE SORT CODE NAME ABBREVIATION RET-SYS EQUIVALENT STRS MEMBER STRS MBR STRS NON-MEMBER NON-MBR STRS REFUND STRS DECEASED RETIRED STRS MEMBER RETIRED DISABLED STRS MEMBER DISABLED DISABLED & RETIRED STRS MEMBER RETDISBL DECEASED RETIRED STRS MEMBER RETDECSD 03 Pending Retirement Status Codes (PN) Master File Figure 4-80: Add dialog box for the Pending Retirement Status Codes (PN) master file This heading describes the boxes for the Pending Retirement Status Codes (PN) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-79: Pending Retirement Status Codes (PN) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) 01/10 Copyright QSS,

226 Human Resources Master Files Manual Chapter 4: Defining Master Files HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 90 QSS COUNTY OFFICE OF EDUCATION J6133 PP0100 H /19/04 PAGE 1 Pending Ret Status Codes CODE SORT CODE NAME ABBREVIATION STRS MEMBER STRS 02 STRS NON-MEMBER NON-MBR 07 STRS REFUND REFUND 08 STRS DECEASED DECEASE 21 RETIRED STRS MEMBER RETIRED 22 DISABLED STRS MEMBER DISABLED 42 DISABLED AND RETIRED STRS MEMBER RETDISBL 98 DECEASED RETIRED STRS MEMBER RETDECSD Vol-Ded Frequency Codes (VD) Master File Figure 4-81: Add dialog box for the Vol-Ded Frequency Codes (VD) master file This heading describes the boxes for the Vol-Ded Frequency Codes (VD) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available) Copyright QSS, /10

227 Payroll Master Files Voluntary Deductions (VD) Master File For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-80: Vol-Ded Frequency Codes (VD) master file Box Label R/O/D Contents Vol-ded Frequency Codes Display Selection from List Vol-ded Frequency Code Key Numeric Code (2 digits) Vol-ded Frequency Name Required Text (30 characters) Abbreviation Required Text (8 characters) Process Deduction on Checked Payrolls 1. through 52. Optional Selected (Yes) or Cleared (No) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). Voluntary Deductions (VD) Master File Figure 4-82: Add dialog box for the Voluntary Deductions (VD) master file 01/10 Copyright QSS,

228 Human Resources Master Files Manual Chapter 4: Defining Master Files This heading describes the boxes for the Voluntary Deductions (VD) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-81: Voluntary Deductions (VD) master file Box Label R/O/D Contents Vol-Ded Codes Display Selection from List Vol-Ded Code Key Numeric Code (4 digits) Name Required Text (30 characters) Abbreviation Optional Text (8 characters) Payee Name Optional Text (30 characters) Address Optional Text (30 characters) Line 2 Optional Text (30 characters) Line 3 Optional Text (30 characters) City Optional Text (18 characters) State Optional Text (2 characters) Zip Optional Text (10 characters) Class Optional Selection from List Global Default Subjectivity Optional Selection from List Other vol-ded number for payment Optional Selection from List Benefit Mapping Group Optional Selection from List Payment Cycle Optional Selection from List VLD Override Processing Rule Optional Selection from List VLD System will print separate checks for each district/vol-ded or VLD System will print one check for each vol-ded (collapse districts) Display Depends on choice in VLD Override Processing Rule list HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW Copyright QSS, /10

229 Payroll Master Files Benefit Controls (BC) Master File As of August 2009, the master file report is not available in the QCC version. Use the Report option in the traditional version of Update Per/Pay Chart of Codes (PP0010). Benefit Controls (BC) Master File Figure 4-83: Add dialog box for the Benefit Controls (BC) master file This heading describes the boxes for the Benefit Controls (BC) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page For this master file, use the Add command only once to create the Benefit Names for a county. After adding, use the Change command to alter the benefit names or mask for districts. 01/10 Copyright QSS,

230 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-82: Benefit Controls (BC) master file Box Label R/O/D Contents Districts Display Selection from List Masks Required Selection from List Benefit Names Required Text (8 characters) Audit Information Display Time Stamp HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, this report is not available from QCC. For a report sample, see Chapter 27 of the QSS/OASIS Enhanced Payroll Manual. Benefit Object Maps (OMAP) Master File Figure 4-84: Add dialog box for the Benefit Object Maps (OMAP) master file Copyright QSS, /10

231 Payroll Master Files Benefit Object Maps (OMAP) Master File This heading describes the boxes for the Benefit Object Maps (OMAP) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-83: Benefit Object Maps (OMAP) master file Box Label R/O/D Contents Codes Display Selection from List District Key Selection from List 1-12 and tabs Name Display From Benefit Control (BCT) master file DR Required Selection from List CR Required Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, this report is not available from QCC. For a report sample, see Chapter 27 of the QSS/OASIS Enhanced Payroll Manual. 01/10 Copyright QSS,

232 Human Resources Master Files Manual Chapter 4: Defining Master Files Health/Welfare Benefit Maps (VMAP) Master File Figure 4-85: Add dialog box for the Health/Welfare Benefit Maps (VMAP) master file This heading describes the boxes for the Health/Welfare Benefit Maps (VMAP) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-84: Health/Welfare Benefit Maps (VMAP) master file Box Label R/O/D Contents Codes Display Selection from List District Key Selection from List Object Key Numeric Code (8 digits) Page 1 through Page 10 No Display 1 to 120 (12 per page) Copyright QSS, /10

233 Payroll Master Files Benefit Group Maps (GMAP) Master File Table 4-84: Health/Welfare Benefit Maps (VMAP) master file - continued Box Label R/O/D Contents Vd (Voluntary deduction) Optional Selection from List Name Display Name of selected voluntary deduction Dr Optional Selection from List Cr Optional Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, this report is not available from QCC. For a report sample, see Chapter 27 of the QSS/OASIS Enhanced Payroll Manual. Benefit Group Maps (GMAP) Master File Figure 4-86: Add dialog box for the Benefit Group Maps (GMAP) master file This heading describes the boxes for the Benefit Group Maps (GMAP) master file. The instructions for maintaining records are in Chapter 2. 01/10 Copyright QSS,

234 Human Resources Master Files Manual Chapter 4: Defining Master Files For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-85: Benefit Group Maps (GMAP) master file Box Label R/O/D Contents Codes Display Selection from List District Key Selection from List Object Key Numeric Code (8 digits) Page 1 through Page 10 No. Display 1. through 120. (12 per page) Group Optional Numerals (4 digits) Dr Optional Selection from List Cr Optional Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, this report is not available from QCC. For a report sample, see Chapter 27 of the QSS/OASIS Enhanced Payroll Manual. Tax Tables Subfolder To define tax tables, use the HR Code Maintenance 2 window, described in Chapter 3. As of August 2009, the Tax Tables subfolder allows you to define the following tax tables:. Table 4-86: Master files for the Position Control folder MASTER FILE CODE LEVEL PAGE Federal Income Tax TT01 County OASDI/Medicare TT03 County Workers Compensation TT05 District State Tax California TT06 County SUI California TT07 County PERS California TT08 County Copyright QSS, /10

235 Payroll Master Files Tax Tables Subfolder Table 4-86: Master files for the Position Control folder - continued MASTER FILE CODE LEVEL PAGE STRS California TT09 County California Retirement Setup TT10 County California State Disability Insurance TT11 County To define tax tables for Arizona, Oregon, Utah, and Ohio, use the traditional software. For details, see Chapter 6 of the QSS/OASIS Enhanced Payroll Manual. NOTE: The HR Code Maintenance window allows you to list the tax tables that have been defined, but it does not allow you to define the master files. Federal Income Tax (TT01) Master File The instructions for this master file focus on the following areas: Overview EIC Tab Withholding Tabs New EIC Tab Overview This heading describes the boxes for the Federal Income Tax (TT01) master file. The instructions for maintaining records are in Chapter 3. For inspecting or changing, see page For adding, see page For deleting, see page For InstaPrint reports, see page For an explanation of the columns of the following table, see page HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, tax table reports are not available from QCC. For a report sample, see Chapter 6 of the QSS/OASIS Enhanced Payroll Manual. To get a printable version of the tax table you are maintaining, click the (Instaprint [Ctrl+F11]) icon. For instructions, see page /10 Copyright QSS,

236 Human Resources Master Files Manual Chapter 4: Defining Master Files EIC Tab Figure 4-87: Change dialog box for the Federal Income Tax (TT01) master file (EIC tab) Copyright QSS, /10

237 Payroll Master Files Tax Tables Subfolder Table 4-87: Federal Income Tax (TT01) master file (EIC tab) Box Label R/O/D Contents xx records Display Selection from List Effective Date Key Date Description Required Text (30 characters) Name Display From Benefit Control (BCT) master file (a) SINGLE or MARRIED Without Spouse Filing Certificate Over Display Dollar Amount (0 to 999,999) But not over Required Dollar Amount (0 to 999,999) % of wages Required Numerals (0.00 to 99.99) less % of wages in excess of Required Dollar Amount (0 to 999,999) (b) MARRIED With Both Spouses Filing Certificate Over Display Dollar Amount (0 to 999,999) But not over Required Dollar Amount (0 to 999,999) % of wages Required Numerals (0.00 to 99.99) less % of wages in excess of Required Dollar Amount (0 to 999,999) Withholding Tabs The following tabs have the same boxes: Withholding SINGLE Withholding MARRIED Withholding HEAD OF HOUSEHOLD Table 4-88: Federal Income Tax (TT01) master file (withholding tabs) Box Label R/O/D Contents Not over Required Dollar Amount (0 to 999,999) Over Display Dollar Amount (0 to 999,999) But not over Required Dollar Amount (0 to 999,999) [withholding amount] Required Dollar Amount (0 to 999,999) % Required Numerals (0.00 to 99.99) amount over Display Dollar Amount (0 to 999,999) 01/10 Copyright QSS,

238 Human Resources Master Files Manual Chapter 4: Defining Master Files Figure 4-88: Change dialog box for the Federal Income Tax (TT01) master file (withholding tabs) Copyright QSS, /10

239 Payroll Master Files Tax Tables Subfolder New EIC Tab Figure 4-89: Change dialog box for the Federal Income Tax (TT01) master file (New EIC tab) Table 4-89: Federal Income Tax (TT01) master file (new EIC tab) Box Label R/O/D Contents (a) SINGLE or HEAD OF HOUSEHOLD Use New EIC Tables Required Selected (Yes) or Cleared (No) Over Display Dollar Amount (0 to 999,999) But not over Required Dollar Amount (0 to 999,999) % of wages Required Numerals ( to ) less % Required Numerals ( to ) of wages in excess of Display Dollar Amount (0 to 999,999) (b) MARRIED Without Spouse Filing Certificate Over Display Dollar Amount (0 to 999,999) But not over Required Dollar Amount (0 to 999,999) % of wages Required Numerals ( to ) less % Required Numerals ( to ) of wages in excess of Display Dollar Amount (0 to 999,999) 01/10 Copyright QSS,

240 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-89: Federal Income Tax (TT01) master file (new EIC tab) - continued Box Label R/O/D Contents (c) MARRIED With Both Spouses Filing Certificate Over Display Dollar Amount (0 to 999,999) But not over Required Dollar Amount (0 to 999,999) % of wages Required Numerals ( to ) less % Required Numerals ( to ) of wages in excess of Display Dollar Amount (0 to 999,999) Copyright QSS, /10

241 Payroll Master Files Tax Tables Subfolder OASDI/Medicare (TT03) Master File Figure 4-90: Change dialog box for the OASDI/Medicare (TT03) master file This heading describes the boxes for the OASDI/Medicare (TT03) master file. The instructions for maintaining records are in Chapter 3. For inspecting or changing, see page For adding, see page For deleting, see page For InstaPrint reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

242 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-90: OASDI/Medicare (TT03) master file Box Label R/O/D Contents [xx] Records Display Selection from List Effective Date Key Date Description Required Text (30 characters) OASDI (Social Security) Rates and LImits OASDI tax rate employee Required Numerals (0.00 to 99.99) OASDI tax rate employer Required Numerals (0.00 to 99.99) OASDI buyout rate Optional Numerals (0.00 to ) Maximum wages subject to OASDI Required Numerals (0.00 to 999,999.99) MEDICARE Rates and Limits MEDICARE tax rate employee Required Numerals (0.00 to 99.99) MEDICARE tax rate employer Required Numerals (0.00 to 99.99) MEDICARE buyout rate Optional Numerals (0.00 to ) Maximum wages subject to MEDICARE Required Numerals (0.00 to 999,999.99) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, tax table reports are not available from QCC. For a report sample, see Chapter 6 of the QSS/OASIS Enhanced Payroll Manual. To get a printable version of the tax table you are maintaining, click the (Instaprint [Ctrl+F11]) icon. For instructions, see page Workers Compensation (TT05) Master File This heading describes the boxes for the Workers Compensation (TT05) master file. The instructions for maintaining records are in Chapter 3. For inspecting or changing, see page For adding, see page For deleting, see page For InstaPrint reports, see page For an explanation of the columns of the following table, see page Copyright QSS, /10

243 Payroll Master Files Tax Tables Subfolder Figure 4-91: Change dialog box for the Workers Compensation (TT05) master file Table 4-91: Workers Compensation (TT05) master file Box Label R/O/D Contents x records for District xx Display Selection from List For District Key Numerals (2 digits) Effective date Key Date Description Required Text (30 characters) Workers Compensation Rates Rate #1 Optional Numerals ( to ) Max Optional Numerals (0.00 to 999,999.99) Rate #2 through Rate #6 Optional Numerals ( to ) Max Optional Numerals (0.00 to 999,999.99) 01/10 Copyright QSS,

244 Human Resources Master Files Manual Chapter 4: Defining Master Files HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, tax table reports are not available from QCC. For a report sample, see Chapter 6 of the QSS/OASIS Enhanced Payroll Manual. To get a printable version of the tax table you are maintaining, click the (Instaprint [Ctrl+F11]) icon. For instructions, see page State Tax California (TT06) Master File The samples for the State Tax California (TT06) master file focus on the following areas: Overview Tables 1/2, 3/4 Tab Method B Tabs Overview This heading describes the boxes for the State Tax California (TT06) master file. The instructions for maintaining records are in Chapter 3. For inspecting or changing, see page For adding, see page For deleting, see page For InstaPrint reports, see page For an explanation of the columns of the following table, see page HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, tax table reports are not available from QCC. For a report sample, see Chapter 6 of the QSS/OASIS Enhanced Payroll Manual. To get a printable version of the tax table you are maintaining, click the (Instaprint [Ctrl+F11]) icon. For instructions, see page Copyright QSS, /10

245 Payroll Master Files Tax Tables Subfolder Tables 1/2, 3/4 Tab Figure 4-92: Change dialog box for the State Tax California (TT06) master file (Tables 1/2, 3/4 tab) Table 4-92: State Tax California (TT06) master file (Tables 1/2, 3/4 tab) Box Label R/O/D Contents x Records Display Selection from List Effective Date Key Date Description Required Text (30 characters) Supplemental tax rate Required Numerals (0.00 to 99.99) 01/10 Copyright QSS,

246 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-92: State Tax California (TT06) master file (Tables 1/2, 3/4 tab) - continued Box Label R/O/D Contents Tables 1/2 - Low income Exemption Table / Estimated Education Table (Annual) Single Required Dollar Amount (0.00 to 99,999.99) Married with a 0 or 1 allowance Required Dollar Amount (0.00 to 99,999.99) Unmarried head of household Required Dollar Amount (0.00 to 99,999.99) Amount for 1 additional allowance Required Dollar Amount (0.00 to 99,999.99) Tables 3/4 - Standard Deduction Table / Personal Exemption Credit (Annual) Single Required Dollar Amount (0.00 to 99,999.99) Married with a 0 or 1 allowance Required Dollar Amount (0.00 to 99,999.99) Unmarried head of household Required Dollar Amount (0.00 to 99,999.99) Amount for 1 additional allowance Required Dollar Amount (0.00 to 99,999.99) Copyright QSS, /10

247 Payroll Master Files Tax Tables Subfolder Method B Tabs Figure 4-93: Change dialog box for the State Tax California (TT06) master file (Method B tabs) The following tabs have the same boxes: Method B SINGLE Method B MARRIED Method B Head of Household Table 4-93: State Tax California (TT06) master file (Method B tabs) Box Label R/O/D Contents Over Display Dollar Amount But not over Required Dollar Amount (0 to 999,999) [percentage] Required Dollar Amount (0.00 to 99.99) Of amount over Display Dollar Amount Plus Required Dollar Amount SUI California (TT07) Master File This heading describes the boxes for the SUI California (TT07) master file. The instructions for maintaining records are in Chapter 3. For inspecting or changing, see page For adding, see page /10 Copyright QSS,

248 Human Resources Master Files Manual Chapter 4: Defining Master Files Figure 4-94: Change dialog box for the SUI California (TT07) master file For deleting, see page For InstaPrint reports, see page For an explanation of the columns of the following table, see page Table 4-94: SUI California (TT07) master file Box Label R/O/D Contents x records Display Selection from List Effective Date Key Date Description Required Text (30 characters) Regularly funded employees Required Numerals ( to ) Federally funded employees Required Numerals ( to ) Alternate Sui plan Required Numerals ( to ) Maximum amount Required Dollar Amount (0.00 to 999,999.99) Copyright QSS, /10

249 Payroll Master Files Tax Tables Subfolder HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, tax table reports are not available from QCC. For a report sample, see Chapter 6 of the QSS/OASIS Enhanced Payroll Manual. To get a printable version of the tax table you are maintaining, click the (Instaprint [Ctrl+F11]) icon. For instructions, see page PERS California (TT08) Master File Figure 4-95: Change dialog box for the PERS California (TT08) master file This heading describes the boxes for the PERS California (TT08) master file. The instructions for maintaining records are in Chapter 3. For inspecting or changing, see page For adding, see page For deleting, see page For InstaPrint reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

250 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-95: PERS California (TT08) master file Box Label R/O/D Contents xx records Display Selection from List Effective Date Key Date Description Required Text (30 characters) PERS Rates and Control Values (Monthly Reporting Cycle) PERS employee rate Required Numerals (0.00 to ) PERS employer rate Required Numerals (0.00 to ) Survivor benefit payment Required Dollar Amount (0.00 to 999,999.99) OASDI Modification Chart (See the PERS Manual for this Chart) Earnings less than Required Dollar Amount (0.00 to 999,999.99) Earnings X Required Numerals (0.00 to ) Earnings equal or more than Display Dollar Amount (0.00 to 999,999.99) Earnings Minus Required Dollar Amount (0.00 to 999,999.99) Revenue Limit Calculations Revenue limit rate Required Numerals (0.00 to ) Revenue limit reduction rate Required Numerals (0.00 to ) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, tax table reports are not available from QCC. For a report sample, see Chapter 6 of the QSS/OASIS Enhanced Payroll Manual. To get a printable version of the tax table you are maintaining, click the (Instaprint [Ctrl+F11]) icon. For instructions, see page STRS California (TT09) Master File This heading describes the boxes for the STRS California (TT09) master file. The instructions for maintaining records are in Chapter 3. For inspecting or changing, see page For adding, see page For deleting, see page For InstaPrint reports, see page For an explanation of the columns of the following table, see page Copyright QSS, /10

251 Payroll Master Files Tax Tables Subfolder Figure 4-96: Change dialog box for the STRS California (TT09) master file Table 4-96: STRS California (TT09) master file Box Label R/O/D Contents xx records Display Selection from List Effective date Key Date Description Required Text (30 characters) STRS Employee/Employer Rates (Current) STRS employee rate Required Numerals ( to ) STRS employer rate Required Numerals ( to ) STRS reduced workload employer rate Required Numerals ( to ) 01/10 Copyright QSS,

252 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-96: STRS California (TT09) master file - continued Box Label R/O/D Contents STRS Employer Rate (Historical) Fiscal Year Optional Fiscal Year Employer Rate% Optional Numerals ( to ) Employee Rate% Optional Numerals ( to ) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, tax table reports are not available from QCC. For a report sample, see Chapter 6 of the QSS/OASIS Enhanced Payroll Manual. To get a printable version of the tax table you are maintaining, click the (Instaprint [Ctrl+F11]) icon. For instructions, see page California Retirement Setup (TT10) Master File Figure 4-97: Change dialog box for the California Retirement Setup (TT10) master file This heading describes the boxes for the California Retirement Setup (TT10) master file. The instructions for maintaining records are in Chapter Copyright QSS, /10

253 Payroll Master Files Tax Tables Subfolder For inspecting or changing, see page For adding, see page For deleting, see page For InstaPrint reports, see page For an explanation of the columns of the following table, see page Table 4-97: California Retirement Setup (TT10) master file Box Label R/O/D Contents Description Required Text (30 characters) PERS Rate Setup Effective date of rates for payroll/benefits Required Date or Selection from List Effective date of rates for final PERS report Required Date or Selection from List STRS Rate Setup Effective date of rates for payroll/benefits Required Date or Selection from List Effective date of rates for final STRS reports Required Date or Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, tax table reports are not available from QCC. For a report sample, see Chapter 6 of the QSS/OASIS Enhanced Payroll Manual. To get a printable version of the tax table you are maintaining, click the (Instaprint [Ctrl+F11]) icon. For instructions, see page California State Disability Insurance (TT11) Master File This heading describes the boxes for the California State Disability Insurance (TT11) master file. The instructions for maintaining records are in Chapter 3. For inspecting or changing, see page For adding, see page For deleting, see page For InstaPrint reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

254 Human Resources Master Files Manual Chapter 4: Defining Master Files Figure 4-98: Add dialog box for the California State Disability Insurance (TT11) master file Table 4-98: California State Disability Insurance (TT11) master file Box Label R/O/D Contents xx records Display Selection from List Effective date Key Date Description Required Text (30 characters) State Disability Insurance Tax Rates SDI rate Required Numerals ( to ) Maximum wages subject to SDI Required Dollar Amount (0.00 to 999,999.99) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, tax table reports are not available from QCC. For a report sample, see Chapter 6 of the QSS/OASIS Enhanced Payroll Manual. To get a printable version of the tax table you are maintaining, click the (Instaprint [Ctrl+F11]) icon. For instructions, see page Copyright QSS, /10

255 Position Control Master Files Tax Tables Subfolder Position Control Master Files The Position Control folder contains the master files required for implementing Position Control. This heading lists the master files and subfolders in the same order that they display in the tree view. Table 4-99: Master files for the Position Control folder MASTER FILE CODE LEVEL PAGE Position Control Bonus Codes PB District Benefit Projected Rates BPR District District Authorized Positions DAP District New District Authorized Positions DAPN District Salary Schedules SS District New Salary Schedules SSN District Work Calendars WC District For additional lists of master files documented in the chapter, see: "Table 4-1: Master files by folder on tree view" on page 4-4 "Table 4-2: Master files by name" on page 4-7 "Table 4-3: Master files by code" on page /10 Copyright QSS,

256 Human Resources Master Files Manual Chapter 4: Defining Master Files Position Bonus Codes (PB) Master File Figure 4-99: Add dialog box for the Position Bonus Codes (PB) master file This heading describes the boxes for the Position Bonus Codes (PB) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page The selection in the Type list determines which boxes are required, optional, or to be left blank. Some boxes have labels that change depending on the selection in the Type list Copyright QSS, /10

257 Position Control Master Files Position Bonus Codes (PB) Master File Table 4-100: Position Bonus Codes (PB) master file Box Label R/O/D Contents Code Display Selection from List Year Key Selection from List Code Value Key Text (6 characters upshifted) Name Required Text (30 characters) Abbr Optional Text (8 characters) Type D-P Flag Rule Optional or Required Optional or Required Optional or Required Selection from List Selection from List Selection from List Bonus Class Optional Selection from List Prorate Use FTE Optional or Required Optional or Required Selected (Yes) or Cleared (No) Selected (Yes) or Cleared (No) Payroll Load Optional Selection from List Load Pay Type Optional Text (4 characters upshifted) Default Payroll Bonus Code Optional Text (6 characters upshifted) 1. through 20. Display Line numbers Level or Month or Year Amount or Percent Bonus Code Display or Required Optional or Required Optional or Required Numerals (2 digits if required for choice in the Type list) Numerals (10 digits) Text (6 characters upshifted) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

258 Human Resources Master Files Manual Chapter 4: Defining Master Files Benefit Projected Rates (BPR) Master File Figure 4-100: Add dialog box for the Benefit Projected Rate (BPR) master file Copyright QSS, /10

259 Position Control Master Files Benefit Projected Rates (BPR) Master File This heading describes the boxes for the Benefit Projected Rate (BPR) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page For adding, changing, or deleting rows from the grid, see As of August 2009, the master file report is not available. You can use the Grid Output command to get a listing of codes. For an explanation of the columns of the following table, see page Table 4-101: Benefit Projected Rate (BPR) master file Box Label R/O/D Contents Year Key Fiscal Year Add New/Edit Line Display Numerals (1 through 64) Base Type Required Selection from List Benefit Name Required Text (8 characters) Base Amt/% Required Numerals (dollar amount or percentage) Limit Amount Optional Dollar Amount PT Optional Selection from List Project Amt/% Optional Numerals (dollar amount or percentage) Reference # Optional Selection from List Name Optional Text (benefit class name for Reference #) [grid] Ln Display Numerals (1 through 64) Base Type Display Text (8 characters) Base Amt Display Numerals (dollar amount or percentage) Limit Amt Display Dollar Amount PT Display Text Projection Amt Display Numerals (dollar amount or percentage) Reference # Display Text Reference Name Display Text (benefit class name for Reference #) 01/10 Copyright QSS,

260 Human Resources Master Files Manual Chapter 4: Defining Master Files 8 HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. To add or change a row in the grid: 1 While the dialog box is in Add or Change mode, click the row to add or change. 2 The Add New/Edit area displays the contents of the row. 3 Type or select the Benefit Name, Base Type, Base Amt/%, Limit Amount, PT, Project Amt/%, and Reference #. 4 Click the [Accept] button to update the row in the grid with the changes made in the Add New/Edit area. To delete a row from the grid: 1 While the dialog box is in Change mode, click the row in the grid that you want to delete. 2 On the Options menu, click Clear Row or press Ctrl+R. District Authorized Positions (DAP) Master File Figure 4-101: Add mode for District Authorized Positions (DAP) master file Copyright QSS, /10

261 Position Control Master Files District Authorized Positions (DAP) Master File The instructions for this master file focus on the following: Maintaining District Authorized Positions Header Information Description Tab Requirements 1 Tab Requirements 2 Tab Account Distribution Tab Benefits Tab Employee List Tab Maintaining District Authorized Positions Use the HR Code Maintenance 2 window to maintain the District Authorized Positions (DAP) master file. For details about this window, see Chapter 3. As of August 2009, the report for this master file is not available from QCC. See the Salary Schedule Matrix Report (PP0300) in Chapter 8 of QSS/OASIS Position Control Manual. To inspect a record: 1 In the tree view, select the District Authorized Positions (DAP) master file. For detailed instructions, see Tree View on page If desired, use the filter to select the master file records to display in the grid. For detailed instructions, see Filter on page Open a District Auhorized Position (DAP) dialog box in inspect mode in either of the following ways: Double-click a row on the grid. Click a row on the grid, then click the (Inspect [Ctrl+F5]) icon. For a detailed description of the grid, see Grid on page Follow the instructions for the District Auhorized Position (DAP) dialog box on page This dialog box allows you to add, change, inspect, or delete records. To change a record: 1 In the tree view, select District Authorized Positions (DAP) master file. For detailed instructions, see Tree View on page If desired, use the filter to select the master file records to display in the grid. For detailed instructions, see Filter on page For Click a row on the grid. For a detailed description of the grid, see Grid on page /10 Copyright QSS,

262 Human Resources Master Files Manual Chapter 4: Defining Master Files 4 Click the (Change [Ctrl+F9]) icon to open a District Auhorized Position (DAP) dialog box in Change mode. 5 Follow the instructions for the District Auhorized Position (DAP) dialog box on page This dialog box allows you to add, change, inspect, or delete records. To add a record: 1 Select the District Authorized Positions (DAP) master file from the tree view on the HR Code Maintenance 2 window. 2 Do any of the following: Click the (Add New [Ctrl+F6]) icon in the HR Code Maintenance 2 window to add a new record based on the one you have selected in the grid. Click the (Add New (No Preload) [Shift+F6]) icon in the HR Code Maintenance 2 window to add a new record in a blank District Auhorized Position (DAP) dialog box. Follow the instructions in To inspect a record: on page to open a District Auhorized Position (DAP) dialog box. From that dialog box, click the (Add New [Ctrl+F6]) icon or the (Add New (No Preload) [Shift+F6]) icon in that dialog box. 3 Follow the instructions for the District Auhorized Position (DAP) dialog box on page This dialog box allows you to add, change, inspect, or delete records. To delete a record: 1 Open a District Auhorized Position (DAP) dialog box as described in To inspect a record: on page The dialog box must be in Inspect mode before you can delete a record. If it is in Change mode, click the (Inspect [Ctrl+F5]) icon. 2 Review the District Auhorized Position (DAP) dialog box to be sure it is displaying the record that you want to delete. You can select the record to display from the Select Position list. 3 To delete, click the (Delete [Ctrl+F8]) icon. 4 In the HR Code Maintenance dialog box, select the [OK] button to delete or the [Cancel] button to cancel the deletion Copyright QSS, /10

263 Position Control Master Files District Authorized Positions (DAP) Master File To maintain records with the District Auhorized Position (DAP) dialog box: 1 Do any of the following while the District Auhorized Position (DAP) dialog box is in Inspect mode: Select the record that you want to inspect from the Position Number list. Click the (Change [Ctrl+F9]) icon to put the dialog box in Change mode so you can add, change, or delete records. Add a new record in either of the following ways. > Click the (Add New [Ctrl+F6]) icon to add a new record by copying from the one currently displayed in the dialog box. > Click the (Add New (No Preload) [Shift+F6]) icon add a new record in a blank dialog box. To save your changes, click the (Save and Return [F2]) icon or the (Save and Stay [F9]) icon. Delete the record displayed in the dialog box. Click the (Delete [Ctrl+F8]) icon, then confirm whether to delete the record in the dialog box. Press F12 to close the dialog box. 2 Do any of the following while the District Auhorized Position (DAP) dialog box is in Change mode: Select the record that you want to change from the Position Number list. Click the (Inspect [Ctrl+F5]) icon to put the dialog box in Inspect mode. Change anything about a record but the Position Number. To save your changes, click the (Save and Return [F2]) icon or the (Save and Stay [F9]) icon. Press F12 to close the dialog box. 01/10 Copyright QSS,

264 Human Resources Master Files Manual Chapter 4: Defining Master Files Header Information Figure 4-102: Header information for the District Authorized Positions (DAP) master file Table 4-102: Header information for the District Authorized Positions (DAP) master file master file Box Label R/O/D Contents Select Position Display Selection from List Position Number Key Text (6 digits) Name Required Text (30 characters) Abbreviation Required Text (8 characters) Supervising Position Optional Selection from List Description Tab Figure 4-103: Description tab for the District Authorized Positions (DAP) master file Table 4-103: Description for the District Authorized Positions (DAP) master file master file Box Label R/O/D Contents Comment Display Text Appr Optional Date Pos Start Required Date End Optional Date Copyright QSS, /10

265 Position Control Master Files District Authorized Positions (DAP) Master File Table 4-103: Description for the District Authorized Positions (DAP) master file master file - continued Box Label R/O/D Contents Applicaiton Open Optional Date Close Optional Date Status Optional Selection from List Work Location Optional Selection from List Rollover Optional Selection from List Work Calendar Optional Selection from List FTE Optional Numerals (0.000 to 1.000) Month/Year Optional Numerals (0.00 to 12.00) Days/Year Optional Numerals (0.00 to ) Hours/Day Optional Numerals (0.00 to 99.99) Days/Week Optional Numerals (1 to 7) Work Shift Optional Text (1 character) Placement [Salary Schedule] [Range] [Step] [Calculation Code] Optional Optional Optional Optional Selection from List Selection from List Numerals (0 to 99) Selection from List Projection Amt Optional Dollar Amount (0 to 9,999, ) Position Benefits Optional Selection from List Disallow Job Sharing Optional Selection from List Contract Type Optional Selection from List Experience Type Optional Selection from List Seniority Class Optional Selection from List 01/10 Copyright QSS,

266 Human Resources Master Files Manual Chapter 4: Defining Master Files Requirements 1 Tab Figure 4-104: Requirements 1 tab for the District Authorized Positions (DAP) master file Table 4-104: for the District Authorized Positions (DAP) master file master file Box Label R/O/D Contents Credentials [required or optional] Optional Selection from List [credential code] Optional Selection from List Type Display Text Level Display Text Education [required or optional] Optional Selection from List [educational level] Optional Selection from List Program Optional Selection from List Subjects [required or optional] Optional Selection from List [subject code] Optional Selection from List Copyright QSS, /10

267 Position Control Master Files District Authorized Positions (DAP) Master File Requirements 2 Tab Figure 4-105: Requirements 2 tab for the District Authorized Positions (DAP) master file Table 4-105: Requirements 2 tab for the District Authorized Positions (DAP) master file master file Box Label R/O/D Contents Skills [required or optional] Optional Selection from List [code] Optional Selection from List Test Info [required or optional] Optional Selection from List [code] Optional Selection from List [score] Optional Numerals (0 to 9999) Experience [required or optional] Optional Selection from List [code] Optional Selection from List Years Optional Numerals (0 to 99) 01/10 Copyright QSS,

268 Human Resources Master Files Manual Chapter 4: Defining Master Files Account Distribution Tab Figure 4-106: Account Distribution tab for the District Authorized Positions (DAP) master file Table 4-106: Account Distribution tab for the District Authorized Positions (DAP) master file master file Box Label R/O/D Contents Ln Display Numerals (1 to 20) Percent Numerals Numerals (0.00 to ) FTE Required Numerals (0.000 to 1.000) [account] Required Text Start Optional Date End Optional Date X Optional Selection from List Copyright QSS, /10

269 Position Control Master Files District Authorized Positions (DAP) Master File Benefits Tab Figure 4-107: Benefits tab for the District Authorized Positions (DAP) master file Table 4-107: Benefits tab for the District Authorized Positions (DAP) master file master file Box Label R/O/D Contents Line Display Numerals Benefit Name Display Text Select Display Text Base Type Display Text Base Amount/% Display Numerals Limit Amount Display Numerals Projection Type Display Text Projection Amount Display Numerals Reference # Display Numerals Reference Name Display Text Vol Ded. # Display Numerals Vol Ded Name Display Text 01/10 Copyright QSS,

270 Human Resources Master Files Manual Chapter 4: Defining Master Files Employee List Tab Figure 4-108: Employee List tab for the District Authorized Positions (DAP) master file Table 4-108: Employee List tab for the District Authorized Positions (DAP) master file master file Box Label R/O/D Contents Fiscal Year Optional Fiscal Year SSN Display Numeric Code Name Display Text Start Display Date End Display Date FTE Display Numerals Copyright QSS, /10

271 Position Control Master Files New District Authorized Positions (DAPN) Master File New District Authorized Positions (DAPN) Master File Figure 4-109: Add mode for New District Authorized Positions (DAPN) master file The instructions for this master file focus on the following: Maintaining District Authorized Positions Header Information Description Tab Requirements 1 Tab Requirements 2 Tab Account Distribution Tab Benefits Tab Employee List Tab Reports Maintaining District Authorized Positions Use the HR Code Maintenance 2 window to maintain the New District Authorized Positions (DAPN) master file. For details about this window, see Chapter 3. To inspect a record: 1 In the tree view, select the New District Authorized Positions (DAPN) master file. For detailed instructions, see Tree View on page /10 Copyright QSS,

272 Human Resources Master Files Manual Chapter 4: Defining Master Files 2 If desired, use the filter to select the master file records to display in the grid. For detailed instructions, see Filter on page Open a New District Auhorized Position (DAPN) dialog box in inspect mode in either of the following ways: Double-click a row on the grid. Click a row on the grid, then click the (Inspect [Ctrl+F5]) icon. For a detailed description of the grid, see Grid on page Follow the instructions for the New District Auhorized Position (DAPN) dialog box on page This dialog box allows you to add, change, inspect, or delete records. To change a record: 1 In the tree view, select New District Authorized Positions (DAPN) master file. For detailed instructions, see Tree View on page If desired, use the filter to select the master file records to display in the grid. For detailed instructions, see Filter on page For Click a row on the grid. For a detailed description of the grid, see Grid on page Click the (Change [Ctrl+F9]) icon to open a New District Auhorized Position (DAPN) dialog box in Change mode. 5 Follow the instructions for the New District Auhorized Position (DAPN) dialog box on page This dialog box allows you to add, change, inspect, or delete records. To add a record: 1 Select the New District Authorized Positions (DAPN) master file from the tree view on the HR Code Maintenance 2 window Copyright QSS, /10

273 Position Control Master Files New District Authorized Positions (DAPN) Master File 2 Do any of the following: Click the (Add New [Ctrl+F6]) icon in the HR Code Maintenance 2 window to add a new record based on the one you have selected in the grid. Click the (Add New (No Preload) [Shift+F6]) icon in the HR Code Maintenance 2 window to add a new record in a blank New District Auhorized Position (DAPN) dialog box. Follow the instructions in To inspect a record: on page to open a New District Auhorized Position (DAPN) dialog box. From that dialog box, click the (Add New [Ctrl+F6]) icon or the (Add New (No Preload) [Shift+F6]) icon in that dialog box. 3 Follow the instructions for the New District Auhorized Position (DAPN) dialog box on page This dialog box allows you to add, change, inspect, or delete records. To delete a record: 1 Open a New District Auhorized Position (DAPN) dialog box as described in To inspect a record: on page The dialog box must be in Inspect mode before you can delete a record. If it is in Change mode, click the (Inspect [Ctrl+F5]) icon. 2 Review the New District Auhorized Position (DAPN) dialog box to be sure it is displaying the record that you want to delete. You can select the record to display from the Select Position list. 3 To delete, click the (Delete [Ctrl+F8]) icon. 4 In the HR Code Maintenance dialog box, select the [OK] button to delete or the [Cancel] button to cancel the deletion. To maintain records with the New District Auhorized Position (DAPN) dialog box: 1 Do any of the following while the New District Auhorized Position (DAPN) dialog box is in Inspect mode: Select the record that you want to inspect from the Position Number list. Click the (Change [Ctrl+F9]) icon to put the dialog box in Change mode so you can add, change, or delete records. 01/10 Copyright QSS,

274 Human Resources Master Files Manual Chapter 4: Defining Master Files Add a new record in either of the following ways. > Click the (Add New [Ctrl+F6]) icon to add a new record by copying from the one currently displayed in the dialog box. > Click the (Add New (No Preload) [Shift+F6]) icon add a new record in a blank dialog box. To save your changes, click the (Save and Return [F2]) icon or the (Save and Stay [F9]) icon. Delete the record displayed in the dialog box. Click the (Delete [Ctrl+F8]) icon, then confirm whether to delete the record in the dialog box. Press F12 to close the dialog box. 2 Do any of the following while the New District Auhorized Position (DAPN) dialog box is in Change mode: Select the record that you want to change from the Position Number list. Click the (Inspect [Ctrl+F5]) icon to put the dialog box in Inspect mode. Change anything about a record but the Position Number. To save your changes, click the (Save and Return [F2]) icon or the (Save and Stay [F9]) icon. Press F12 to close the dialog box. To create reports of positions: 1 Click the (Create Report [Ctrl+R]) icon to open a Position Reports dialog box. 2 Select a report from the Position Reports dialog box. Figure 4-110: Position Reports dialog box Copyright QSS, /10

275 Position Control Master Files New District Authorized Positions (DAPN) Master File For samples of launch windows and report: See page for the Authorized Position Report. See page for the Employee Position Report. See page for the Authorized Position Report (Abbreviated Format). See page for the Position Invalid Account Report. Header Information Figure 4-111: Header information for the New District Authorized Positions (DAPN) master file Table 4-109: Header information for the New District Authorized Positions (DAPN) master file Box Label R/O/D Contents Select Position Display Selection from List Position Number Key Text (6 digits) Name Required Text (30 characters) Abbreviation Required Text (8 characters) Supervising Position Optional Selection from List 01/10 Copyright QSS,

276 Human Resources Master Files Manual Chapter 4: Defining Master Files Description Tab Figure 4-112: Description tab for the New District Authorized Positions (DAPN) master file Table 4-110: Description for the New District Authorized Positions (DAPN) master file Box Label R/O/D Contents Comment Display Text Appr Optional Date Pos Start Required Date End Optional Date Applicaiton Open Optional Date Close Optional Date Status Optional Selection from List Work Location Optional Selection from List Rollover Optional Selection from List Work Calendar Optional Selection from List FTE Optional Numerals (0.000 to 1.000) Month/Year Optional Numerals (0.00 to 12.00) Days/Year Optional Numerals (0.00 to ) Hours/Day Optional Numerals (0.00 to 99.99) Days/Week Optional Numerals (1 to 7) Work Shift Optional Text (1 character) Copyright QSS, /10

277 Position Control Master Files New District Authorized Positions (DAPN) Master File Table 4-110: Description for the New District Authorized Positions (DAPN) master file - continued Box Label R/O/D Contents Placement [Salary Schedule] [Range] [Step] [Calculation Code] Optional Optional Optional Optional Selection from List Selection from List Numerals (0 to 99) Selection from List Projection Amt Optional Dollar Amount (0 to 9,999, ) Position Benefits Optional Selection from List Projected Opening Optional Selection from List Job Sharing Optional Selection from List Contract Type Optional Selection from List Experience Type Optional Selection from List Seniority Class Optional Selection from List Bonus1 Optional Selection from List Bonus2 Optional Selection from List Bonus3 Optional Selection from List Bonus4 Optional Selection from List Bonus5 Optional Selection from List Requirements 1 Tab Figure 4-113: Requirements 1 tab for the New District Authorized Positions (DAPN) master file 01/10 Copyright QSS,

278 Human Resources Master Files Manual Chapter 4: Defining Master Files Requirements 2 Tab Table 4-111: Requirements 1 tab for the New District Authorized Positions (DAPN) master file Box Label R/O/D Contents Credentials [required or optional] Optional Selection from List [credential code] Optional Selection from List Type Display Text Level Display Text Education [required or optional] Optional Selection from List [educational level] Optional Selection from List Program Optional Selection from List Subjects [required or optional] Optional Selection from List [subject code] Optional Selection from List Figure 4-114: Requirements 2 tab for the New District Authorized Positions (DAPN) master file Copyright QSS, /10

279 Position Control Master Files New District Authorized Positions (DAPN) Master File Account Distribution Tab Table 4-112: Requirements 2 tab for the New District Authorized Positions (DAPN) master file Box Label R/O/D Contents Skills [required or optional] Optional Selection from List [code] Optional Selection from List Test Info [required or optional] Optional Selection from List [code] Optional Selection from List [score] Optional Numerals (0 to 9999) Experience [required or optional] Optional Selection from List [code] Optional Selection from List Years Optional Numerals (0 to 99) Figure 4-115: Account Distribution tab for the New District Authorized Positions (DAPN) master file 01/10 Copyright QSS,

280 Human Resources Master Files Manual Chapter 4: Defining Master Files Benefits Tab Table 4-113: Account Distribution tab for the New District Authorized Positions (DAPN) master file Box Label R/O/D Contents Ln Display Numerals (1 to 20) Percent Numerals Numerals (0.00 to ) FTE Required Numerals (0.000 to 1.000) [account] Required Text Start Optional Date End Optional Date X Optional Selection from List Figure 4-116: Benefits tab for the New District Authorized Positions (DAPN) master file Table 4-114: Benefits tab for the New District Authorized Positions (DAPN) master file master file Box Label R/O/D Contents Line Display Numerals Benefit Name Display Text Select Display Text Base Type Display Text Base Amount/% Display Numerals Limit Amount Display Numerals Copyright QSS, /10

281 Position Control Master Files New District Authorized Positions (DAPN) Master File Table 4-114: Benefits tab for the New District Authorized Positions (DAPN) master file master file - continued Box Label R/O/D Contents Projection Type Display Text Projection Amount Display Numerals Reference # Display Numerals Reference Name Display Text Vol Ded. # Display Numerals Vol Ded Name Display Text Employee List Tab Figure 4-117: Employee List tab for the New District Authorized Positions (DAPN) master file Table 4-115: Employee List tab for the New District Authorized Positions (DAPN) master file Box Label R/O/D Contents Fiscal Year Optional Fiscal Year SSN Display Numeric Code Name Display Text Start Display Date End Display Date FTE Display Numerals 01/10 Copyright QSS,

282 Human Resources Master Files Manual Chapter 4: Defining Master Files Reports This heading illustrates the following report launch windows and their reports: Authorized Position Report Employee Position Report Authorized Position Report (Abbreviated Format) Position Invalid Account Report Authorized Position Report After filling in the report launch window, click the (Send Report [F2]) to launch the report or the (Cancel/Close [F12]) icon to close the window without launching a report. Figure 4-118: Launch screen for the District Position Report (PCR400) Table 4-116: Launch window for the District Position Report (PCR400) Box Label R/O/D Contents Year Required Fiscal Year Report Title Optional Text (30 characters) Select position of type Required Selection from List Report format Required Selection from List Report sort Required Selection from List Organization Levels Required Text Position selection date Optional Date Account selection date Optional Date Copyright QSS, /10

283 Position Control Master Files New District Authorized Positions (DAPN) Master File Employee Position Report After filling in the report launch window, click the (Send Report [F2]) to launch the report or the (Cancel/Close [F12]) icon to close the window without launching a report. Figure 4-119: Launch screen for Employee Position Report (PCR405) Table 4-117: Launch window for the Employee Position Report (PCR405) Box Label R/O/D Contents Year Required Fiscal Year Report Title Optional Text (30 characters) Sort Option Required Selection from List Organization Levels Required Text 01/10 Copyright QSS,

284 Human Resources Master Files Manual Chapter 4: Defining Master Files Authorized Position Report (Abbreviated Format) After filling in the report launch window, click the (Send Report [F2]) to launch the report or the (Cancel/Close [F12]) icon to close the window without launching a report. Figure 4-120: Launch window for the Abbreviated Position District Report (PCR420) Copyright QSS, /10

285 Position Control Master Files New District Authorized Positions (DAPN) Master File Table 4-118: Launch window for the Abbreviated District Position Report (PCR420) Box Label R/O/D Contents Year Required Fiscal Year Report Title Optional Text (30 characters) Sort Option Required Selection from List Organization Levels Required Text Position Invalid Account Report After filling in the report launch window, click the (Send Report [F2]) to launch the report or the (Cancel/Close [F12]) icon to close the window without launching a report. 01/10 Copyright QSS,

286 Human Resources Master Files Manual Chapter 4: Defining Master Files Figure 4-121: Launch window for the Position-Account Report (PCR409) Table 4-119: Launch window for the Position-Account Report (PCR409) Box Label R/O/D Contents Year Required Fiscal Year Report Title Optional Text (30 characters) Sort Option Required Selection from List Copyright QSS, /10

287 Position Control Master Files Salary Schedules (SS) Master File Salary Schedules (SS) Master File As of August 2009, this master file is not available in QCC. For instructions, see Chapter 8 of the QSS/OASIS Position Control Manual. New Salary Schedules (SSN) Master File The instructions for this master file focus on the following areas: Maintaining and Reporting Salary Schedules Description of the Dialog Box Sample Salary Schedule Matrix (PP0302) 01/10 Copyright QSS,

288 Human Resources Master Files Manual Chapter 4: Defining Master Files Maintaining and Reporting Salary Schedules This heading provides instructions for doing the following from the HR Code Maintenance window: Inspecting and Changing Salary Schedules Adding a New Salary Schedule Deleting a Salary Schedule Inspecting and Changing Salary Schedules For complex master files, such as salary schedules, the grid displays only the effective date and description. The Inspect command allows you to open a dialog box that displays the full details of the salary schedule. From here, you can add, change, or delete salary schedules if your user security allows. To inspect and maintain salary schedules: 1 In the tree view, open the folder for Position Control and select the New Salary Schedules (SSN) master file. For detailed instructions, see Tree View on page If desired, use the filter to select the master file records to display in the grid. For detailed instructions, see Filter on page To display a salary schedule, do either of the following: Double-click its row in the grid. Select the salary schedule with the command icons. > Click a row to select it. The pointer displays to the left of the current record. > You can also use the PAGE UP, PAGE DOW, UP ARROW, and DOWN ARROW keys to move the pointer. > Click the (Inspect [Ctrl+F5]) icon or the (Change [Ctrl+F9]) icon. For a detailed description of the grid, see Grid on page Copyright QSS, /10

289 Position Control Master Files New Salary Schedules (SSN) Master File 4 The dialog box for maintaining a salary schedule allows you to display and maintain salary schedules. Menu bar and toolbar commands for maintaining records List for selecting a record that is already defined. Tabs for defining a salary schedule. Figure 4-122: Dialog box for displaying and maintaining tax tables Take one of the following actions. To view another salary schedule, select it from the list at the top of the dialog box. To add a salary schedule, click the (Add New Salary Schedule [Ctrl+F6]) icon. For instructions, see page To change a salary schedule, click the (Change [Ctrl+F9]) icon. You can change all aspects of the table except for its effective date. The boxes that you can change have a white background. Those that you cannot change have a shaded background. (Delete [Ctrl+F8]) icon. For instruc- To delete a salary schedule, click the tions, see page /10 Copyright QSS,

290 Human Resources Master Files Manual Chapter 4: Defining Master Files To save your changes: > Click the (Save All and Return [F2]) icon to save the changes and close the dialog box. > Click the (Save all and Stay [F9]) icon to save the changes and leave the dialog box open. You can make changes to multiple salary schedules before saving. To close the dialog box without saving changes, click the [F12]) icon., (Cancel/Close Adding a New Salary Schedule For salary schedules, the (Add [Ctrl+F6]) icon and the (Add New (No Preload) [Shift+F6]) icon work the same. Both commands provide the option to use an existing salary schedule as the basis for creating a new one. To add a new salary schedule: 1 Do either of the following: Click the (Add [Ctrl+F6]) icon and the (Add New (No Preload) [Shift+F6]) icon in the HR Code Maintenance window. Click the (Add New Salary Schedule [Ctrl+F6]) icon in the dialog box for changing or inspecting salary schedules. 2 In the Add dialog box for the salary schedule, select an existing salary schedule from which to copy. Select the Schedule, Model, and Bargaining Unit for the salary schedule. Type an optional Name up to 30 characters long. For the Use current values... check box, select the box to add from the selected salary schedule or clear the check box 3 Do any of the following: Press F12 to cancel the add. Click the (Clear Form [Ctrl+F1]) icon to clear the Add dialog box. Click the (Save and Return [F2]) icon to open a dialog box for adding the new salary schedule Copyright QSS, /10

291 Position Control Master Files New Salary Schedules (SSN) Master File Figure 4-123: Add dialog box for creating a new salary schedule from an existing one 4 Fill in the dialog box for adding the salary schedule, as described on page Click the (Save and Return [F2]) icon to add the new salary schedule. 6 In the Confirm Closing dialog box, click the [No] button. Deleting a Salary Schedule You can delete a salary schedule from the HR Code Maintenance window or the dialog box for maintaining individual salary schedules. WARNING: Do not delete a salary schedule unless you are absolutely certain that it will never be used for payroll processing again. To delete a salary schedule: 1 In the tree view, open the folder for Position Control and select the New Salary Schedules (SSN) master file. For detailed instructions, see Tree View on page If desired, use the filter to select the master file records to display in the grid. For detailed instructions, see Filter on page Do either of the following: Single-click the row for the salary schedule to delete, the click the [Ctrl+F8]) icon in the HR Code Maintenance 2 window. (Delete 01/10 Copyright QSS,

292 Human Resources Master Files Manual Chapter 4: Defining Master Files Double-click the row for a salary schedule to display it in a dialog box, then click the (Delete [Ctrl+F8]) icon in the dialog box. This latter method allows you to review the salary schedule to confirm it is indeed the one that you want to delete. 4 In the Delete confirmation box, confirm or cancel the deletion. Figure 4-124: Dialog box for confirming or cancelling the deletion of a salary schedule In the Schedule - Model list, select the salary schedule to delete. In the Range dialog box, do either of the following: > Select Delete Salary Schedule to delete the entire salary schedule. > Select an individual range from the list to delete just that range. To cancel the deletion, press F12. To confirm the deletion, click the (Delete [Ctrl+F8]) icon. In the Confirm Delete dialog message, click the [Yes] button to delete or the [No] button to cancel the deletion. Creating Reports The InstaPrint report on the dialog box for maintaining tax rate tables. To create a Salary Schedule Matrix (PP0302) report: 1 From the HR Code Maintenance 2 window, click the (Create Report [Ctrl+R]) icon Copyright QSS, /10

293 Position Control Master Files New Salary Schedules (SSN) Master File 2 Fill in the Report for PC Salary Schedules window, then click the (Send Report [F2]) icon to launch the report or the (Cancel/Close [F12]) icon to close the dialog box without launching a report. For a sample of the Salary Schedule Matrix, see To create an InstaPrint report: 1 From the HR Code Maintenance 2 window, open a dialog box for a salary schedule as described on page Click the (InstaPrint [Ctrl+F11]) icon to open a dialog box that displays the current salary schedule. Figure 4-125: Sample InstaPrint report This window allows you to save the report to a file or print it to a.pdf,.doc, or.xls file. For instructions, see Appendix B. Description of the Dialog Box The New PC Salary Schedules (SSN) dialog box has the following parts: Header Information Schedule Calculation Factors Tab Payroll Interface Rules Tab Bonus Calculation Rules Tab Steps and Ranges Tab Benefits Tab 01/10 Copyright QSS,

294 Human Resources Master Files Manual Chapter 4: Defining Master Files Header Information Figure 4-126: Header information for the New PC Salary Schedules (SSN) master file Table 4-120: Header information for the New PC Salary Schedules (SSN) master file Box Label R/O/D Contents Di Display Numerals (2 digits) Fy Display Fiscal Year Start Date Display Date End Date Display Date xx Schedules in yyyy Optional Selection from List (Inspect mode only) Schedule Display Selection from List Model Display Selection from List Name Optional Text (30 characters) Bargaining Unit Optional Selection from List (Bargaining Units master file) Schedule Calculation Factors Tab Table 4-121: Schedule Calculation factors tab for the New PC Salary Schedules (SSN) master file Box Label R/O/D Contents First Step Display Numeric Code (2 digits) Last Step Required Numeric Code (2 digits) Range Type Required Selection from Option Buttons Direction of Advancement Required Selection from Option Buttons Use FTE as a factor in annual base calculation Required Selection from Option Buttons Default Work Calendar Required Selection from List (Work Calendar master file) Advance On Required Selection from List Cutoff Date Required Date Calculate Increase Required Selection from List Copyright QSS, /10

295 Position Control Master Files New Salary Schedules (SSN) Master File Figure 4-127: Schedule Calculation Factors tab for the New PC Salary Schedules (SSN) master file Table 4-121: Schedule Calculation factors tab for the New PC Salary Schedules (SSN) master file - continued Box Label R/O/D Contents Step Delta Required Selection from Option Buttons Range Delta Required Selection from Option Buttons Schedule Type Required Selection from List Rounding Rule Optional Selection from List Bonus Rounding Rule Optional Selection from List Effective Date 1 Optional Date Effective Date 2 Optional Date Effective Date 3 Optional Date 01/10 Copyright QSS,

296 Human Resources Master Files Manual Chapter 4: Defining Master Files Payroll Interface Rules Tab Figure 4-128: Payroll Interface tab for the New PC Salary Schedules (SSN) master file Table 4-122: Payroll Interface Rules tab for the New PC Salary Schedules (SSN) master file Box Label R/O/D Contents Pay Schedule Optional Selection from List (Pay Schedule master file) Pay Cycle Display Text (2 characters) Pay Rate Optional Selection from List Pay Type Optional Selection from List (Pay Type master file) Retirement Base Rate Optional Selection from List Calculation Rule Optional Selection from List Bonus Calculation Rules Tab Table 4-123: Bonus Calculation Rules tab for the New PC Salary Schedules (SSN) master file Box Label R/O/D Contents Shift Diff $ Optional Dollar Amount (0.00 to ) Masters $ Optional Dollar Amount (0.00 to ) Doctorate $ Optional Dollar Amount (0.00 to ) Special $ Optional Dollar Amount (0.00 to ) Priority Required Selection from Option Buttons Copyright QSS, /10

297 Position Control Master Files New Salary Schedules (SSN) Master File Figure 4-129: Bonus Calculation Rules tab for the New PC Salary Schedules (SSN) master file Table 4-123: Bonus Calculation Rules tab for the New PC Salary Schedules (SSN) master file - continued Box Label R/O/D Contents Degree Bonus Code Optional Selection from List (Bonus Codes master file) Longevity Bonus Code Optional Selection from List (Longevity Bonus Codes master file) Longevity Type Optional Selection from List Longevity Rule Optional Text Longevity Plateau Values (yr/amt) Optional Fiscal Year (yr) Numerals (amt) 01/10 Copyright QSS,

298 Human Resources Master Files Manual Chapter 4: Defining Master Files Steps and Ranges Tab Figure 4-130: Steps and Ranges tab for the New PC Salary Schedules (SSN) master file Table 4-124: Steps and Ranges tab for the New PC Salary Schedules (SSN) master file Box Label R/O/D Contents Range Required Selection from List Range Name Optional Text (30 characters) Abbr Optional Text (8 characters) Rank Order Required Selection from List Step Delta for Range Required Selection from Option Buttons Numerals (dollar amount or percentage) Iteration 00 through Iteration 03 subtabs [grid of ranges and steps] Required Dollar Amount After making changes to ranges and steps, click the Save Ranges [Ctrl+Shift+S] command. The following commands on the toolbar are available only when you are using the Steps and Ranges tab: Figure 4-131: Commands used only on the Steps and Ranges tab Copyright QSS, /10

299 Position Control Master Files New Salary Schedules (SSN) Master File Clear selected ranges second through last steps [Ctrl+Shift+F1] Click a row in the salary schedule grid, then click this icon to zero out the amounts for Step 2 through the last cell in the row. Calculate all Ranges [Shift+F4] Apply the Step Delta for Range to all ranges for which Step 2 through the final step are all zeros. To clear out a row for recalculation, use the Clear selected ranges... command before recalculating all ranges. Calculate Current Range [Ctrl+Shift+F4] Apply the Step Delta for Range to the range that you have selected in the grid. This command works only when Step 2 through the final step are all zeros. To clear out a row for recalculation, use the Clear selected ranges... command. Select $/Deltas [Ctrl+Shift+F5] This command is available when you select one of the cumulative methods in the Calculate Increase list on the Schedule Calculation Factors tab. Click this icon to open a row above each range so that you can specify the delta for each step in a range. Click again to remove the extra row so you can type dollar amounts in each cell. Add Range [Ctrl+Shift+F6] Add a range to the salary schedule as a new row in the grid. This command opens an Add Range dialog box. The Range is required. All other boxes are optional. Type a Range, which can be either 4 characters or 4 digits based on the Range Type selection in the Schedule Calculation Factors tab. Type a Range Name up to 30 characters long and a Range Abbreviation up to 8 characters long. For the Step Delta, select the radio button for a dollar percentage and type the delta between steps. 01/10 Copyright QSS,

300 Human Resources Master Files Manual Chapter 4: Defining Master Files Benefits Tab For First Step Amount $, type the dollar amount for the Step 1 cell in the salary schedule grid. If you type in both a Step Delta and a First Step Amount $, the system fills in all steps in the range after you add it. Do any of the following: Click the (Save and Return [F2]) icon to add the range and close the dialog box. Click the (Save and Stay [F9]) icon to add the range and leave the dialog box open so you can add another range. Click the (Clear Screen [Ctrl+F1) icon to clear the boxes in the dialog box. Press F12 to close the dialog box without adding a range. Move Range Down [Ctrl+Down] Move the selected row for a range down to the bottom of the grid. Move Range Up [Ctrl+Up] Move the selected range up one row in the grid. Delete Newly Added Range [Ctrl+Delete] Delete the range that you just added with the Add Range command. Table 4-125: Benefits tab for the New PC Salary Schedules (SSN) master file Box Label R/O/D Contents Line Display Numerals Benefit Name Display Text Select Display Text Base Type Display Text Base Amount/% Display Numerals Copyright QSS, /10

301 Position Control Master Files New Salary Schedules (SSN) Master File Figure 4-132: Benefits tab for the New PC Salary Schedules (SSN) master file Table 4-125: Benefits tab for the New PC Salary Schedules (SSN) master file - continued Box Label R/O/D Contents Limit Amount Display Numerals Projection Type Display Text Projection Amount Display Numerals Reference # Display Numerals Reference Name Display Text Vol Ded. # Display Numerals Vol Ded Name Display Text 01/10 Copyright QSS,

302 Human Resources Master Files Manual Chapter 4: Defining Master Files Sample Salary Schedule Matrix (PP0302) 07 QSS DEMONSTRATION DISTRICT SALARY SCHEDULE MATRIX J8690 PP0302 H /22/09 PAGE 16 Sample for Documentation YEAR: certificated ADDITIONAL PAY FOR MASTERS: 1, FOR DOCTORATE: 1, MISCELLANEOUS BONUS: 2, LONGEVITY BONUSES($)/YEARS: $ $ $ BEGINNING STEP: 1 MAXIMUM STEP: 29 STEP INCREMENT: $.00 RANGE INCREMENT: $.00 VALUES ARE YEARLY ADV. TYPE: NO ADVA \STEP RANGE\ , , , , , , , , , , RANGE 0000 STEP INCREMENT: $ 0.00 RANK ORDER: 0.00 NAME: ABRV: , , , , , , , , , , RANGE 0001 STEP INCREMENT: $ 0.00 RANK ORDER: 1.00 NAME: ABRV: , , , , , , , , , , RANGE 0002 STEP INCREMENT: $ 0.00 RANK ORDER: 2.00 NAME: ABRV: , , , , , , , , , , RANGE 0003 STEP INCREMENT: $ 0.00 RANK ORDER: 3.00 NAME: ABRV: , , , , , , , , , , RANGE 0004 STEP INCREMENT: $ 0.00 RANK ORDER: 4.00 NAME: ABRV: Copyright QSS, /10

303 Position Control Master Files Work Calendars (WC) Master File Work Calendars (WC) Master File The instructions for this master file focus on the following areas: Overview Maintaining Work Calendars Changing Days on the Calendar Report Sample Overview Table 4-126: Work Calendars (WC) master file Box Label R/O/D Contents Calendar Codes Display Selection from List Fiscal Year Key Fiscal Year Code Value Key Numeric Code (4 digits) Using Calendar Optional Selection from List Name Required Text (30 characters) Hrs/Day Required Numerals (0.00 to 24.00) Mo/Yr Required Numerals (0.00 to 12.00) Payroll Days Optional Numerals (0.00 to ) July - December yy January - June yy Display Graphic display of calendar Contract Days Required Selection from List Calendar Days Display Start and end of fiscal year HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

304 Human Resources Master Files Manual Chapter 4: Defining Master Files Figure 4-133: Change Work Calendars dialog box Maintaining Work Calendars The instructions for work calendars are different from other master files: For inspecting, see page For changing or deleting, see page For adding, see page For creating master file reports, see page To inspect a work calendar: 1 In the tree view, open the folder for Position Control. For detailed instructions, see Tree View on page If desired, use the filter to select the master file records to display in the grid. For detailed instructions, see Filter on page Click a work calendar on the search results grid. 4 Click the (Inspect [Ctrl+F5]) icon to open a View Work Calendar dialog box Copyright QSS, /10

305 Position Control Master Files Work Calendars (WC) Master File Key to codes for each type of day on the calendar. Tabs for selecting the month to view. Each tab displays the calendars for 4 months. Figure 4-134: View Work Calendars dialog box 5 Do any of the following: Click the (Cancel/Close [F12]) icon to close the dialog box. Click a VCR button to display another work calendar. Display the first item in the search list. Display the last item in the search list. Display the previous item in the search list. Display the next item in the search list. Click the (Print Screen [F11]) icon to print a copy of the dialog box on the default Windows printer for your PC. To add a work calendar: 1 Click the (Add [Ctrl+F6]) icon or the (Add New (No Preload) [Shift+F6]) icon to open an Add Work Calendars dialog box. 2 Type a 4-digit Code Value that has not been used for another work calendar. 01/10 Copyright QSS,

306 Human Resources Master Files Manual Chapter 4: Defining Master Files 3 In the Using Calendar list, leave the selection blank to build a work calendar from scratch or select an existing work calendar as the basis for building a new one. 4 Type the Name, Hrs/Day, Mo/Yr, optional Payroll Days, and the range of dates in the Contract Dates. 5 The Calendar Dates are the start and end of the fiscal year. 6 Click [Merge Holidays] to insert the standard holidays for you site into the calendar. 7 To define the work calendar for a month, click the tab for July - October, November - February, or March - June. 8 To set up the days for a month click a month button above a calendar to open a dialog box for setting up the month. For instructions, see page Click the button above a calendar to change the designations for its days. Figure 4-135: Button for modifying the days in a monthly calendar To change or delete a work calendar: 1 In the tree view, open the folder for Payroll and the subfolder for Tax Tables. For detailed instructions, see Tree View on page If desired, use the filter to select the master file records to display in the grid. For detailed instructions, see Filter on page Click a work calendar on the search results grid. 4 Click the (Change [Ctrl+F9]) icon. 5 In the Calendar Codes list, select the calendar to change. 6 The Fiscal Year, Code value, and Using Calendar boxes are not available for Change mode. 7 Type the Name, Hrs/Day, Mo/Yr, optional Payroll Days, and the range of dates in the Contract Dates. 8 The Calendar Dates are the start and end of the fiscal year Copyright QSS, /10

307 Position Control Master Files Work Calendars (WC) Master File 9 Click [Merge Holidays] to insert the standard holidays for you site into the calendar. 10To define the work calendar for a month, click the tab for July - October, November - February, or March - June. 11 To set up the days for a month click a month button above a calendar to open a dialog box for setting up the month. For instructions, see page Click the button above a calendar to change the designations for its days. Figure 4-136: Button for modifying the days in a monthly calendar Changing Days on the Calendar While you are adding or changing a work calendar you can change the designations for each day in the calendar. To change days on a calendar: 1 In the Legend area, click the colored box for a type of day. The box indicates the selection that you have clicked, and the Current Selection changes to the color of the day you have selected. Figure 4-137: Legend area after clicking Paid Holiday (PH) To clear the selection, click Release Selection. 01/10 Copyright QSS,

308 Human Resources Master Files Manual Chapter 4: Defining Master Files 2 Drag the mouse pointer over the day that you want to change in the calendar. The box follows the arrow as it points to a date on the calendar. Figure 4-138: Mouse pointer hovered over August 23 3 Click the day that you want to change. After you click a box in the calendar, it changes to the code you have selected. Figure 4-139: Calendar after clicking August 23 4 Repeat Steps 1 through 3 to assign codes to additional days on the calendar. 5 Do any of the following: Select the [Save] button to save your changes to the calendar. Select the [Undo] button to undo the changes to the calendar. Select the [Cancel/Close] button to close the dialog box without saving your changes. 6 In the toolbar, click any of the following commands: Click the Click the (Save [F9]) icon to save the changes to the calendar. (Cancel/Close [F12]) icon to close the dialog box Copyright QSS, /10

309 Position Control Master Files Work Calendars (WC) Master File Click the (Undo Changes [Shift+F1]) icon to clear all changes made since you opened the dialog box. Click a VCR button to go to a different month. Display the first item in the search list. Display the last item in the search list. Display the previous item in the search list. Display the next item in the search list. Click the (Print Screen [F11]) icon to print a copy of the dialog box on the default Windows printer for your PC. Report Sample 82 QSS DEMO DISTRICT #82 J8239 PP0350 H /09/09 PAGE SAMPLE FOR DOCUMENTATION WORK CALENDAR REPORT CALENDAR: 0000 Default YEAR: MONTH #Pai ============================================================================== JULY N N. H... N N..... N N..... N N..... N N AUGUST.... N N..... N N..... N N..... N N SEPTEMBER. N N H.... N N..... N N..... N N..... N 21.0 OCTOBER N..... N N..... N N..... N N..... N N NOVEMBER... N N.... H N N..... N N... H H N N DECEMBER. N N..... N N..... N N..... N N H H... N N 21.0 JANUARY H H... N N..... N N H.... N N..... N N FEBRUARY.. N N..... N N H.... N N H.... N N MARCH.. N N..... N N..... N N..... N N..... N 22.0 APRIL N..... N N..... N N.... H N N..... N N MAY.... N N..... N N..... N N..... N N H JUNE. N N..... N N..... N N..... N N..... N 21.0 ============================================================================== CONTRACT DATES: 07/03/ /29/2007 HOURS/DAY: 8.00 PAID DAYS: CALENDAR DATES: 07/03/ /29/2007 MONTHS/YEAR: WORK DAYS: PAYROLL DAYS: 0.00 HOLIDAY DAYS: 14.0 SYMBOL LEGEND:. = REGULAR PAID WORK DAY (FULL) / = REGULAR PAID WORK DAY (HALF) N = NON WORK DAY H = PAID HOLIDAY X = SPECIAL NON WORK DAY (NOT PAID) 01/10 Copyright QSS,

310 Human Resources Master Files Manual Chapter 4: Defining Master Files Master File Links The Master File Links folder allows the county to link codes in linked county master files to individual districts. This heading lists the master files and subfolders in the same order that they display in the tree view. Table 4-127: Master files in the Master File Links folder MASTER FILE CODE LEVEL PAGE Pay Code Links FL01 District Voluntary Deduction Code Links FL02 District Vol-Ded Frequency Code Links FL03 District Pay Schedule Code Links FL04 District Stat Ded Profile Code Links FL05 District Deduction Schedule Code Links FL06 District For additional lists of master files documented in the chapter, see: "Table 4-1: Master files by folder on tree view" on page 4-4 "Table 4-2: Master files by name" on page 4-7 "Table 4-3: Master files by code" on page 4-10 Pay Code Links (FL01) Master File Figure 4-140: Add dialog box for the Pay Code Links (FL01) master file This heading describes the boxes for the Pay Code Links (FL01) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page Copyright QSS, /10

311 Master File Links Voluntary Deduction Code Links (FL02) Master File For an explanation of the columns of the following table, see page Table 4-128: Pay Code Links (FL01) master file Box Label R/O/D Contents Link Display Selection from List For District Display Current district for QCC session M-Pay-Code-Number Required Selection from List (30 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. For a sample report, see page Voluntary Deduction Code Links (FL02) Master File Figure 4-141: Add dialog box for the Voluntary Deduction Code Links (FL02) master file This heading describes the boxes for the Voluntary Deduction Code Links (FL02) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

312 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-129: Voluntary Deduction Code Links (FL02) master file Box Label R/O/D Contents Link Display Selection from List For District Display Numerals (2 digits) Vol-Deds Number Required Numerals (4 digits) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. For a sample report, see page Vol-Ded Frequency Code Links (FL03) Master File Figure 4-142: Add dialog box for the Vol-Ded Frequency Code Links (FL03) master file This heading describes the boxes for the Vol-Ded Frequency Code Links (FL03) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-130: Vol-Ded Frequency Code Links (FL03) master file Box Label R/O/D Contents Link Display Selection from List For District Display Numerals (2 digits) VolDed-Freq Number Required Numerals (2 digits) Copyright QSS, /10

313 Master File Links Pay Schedule Code Links (FL04) Master File HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. For a sample report, see page Pay Schedule Code Links (FL04) Master File Figure 4-143: Add dialog box for the Pay Schedule Code Links (FL04) master file This heading describes the boxes for the Pay Schedule Code Links (FL04) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-131: Pay Schedule Code Links (FL04) master file Box Label R/O/D Contents Link Display Selection from List For District Display Numerals (2 digits) Year Key Fiscal Year M-PAY-SCHEDULE Number Required Text (6 characters upshifted) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

314 Human Resources Master Files Manual Chapter 4: Defining Master Files Stat Ded Profile Code Links (FL05) Master File Figure 4-144: Add dialog box for the Stat Ded Profile Code Links (FL05) master file This heading describes the boxes for the Stat Ded Profile Code Links (FL05) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-132: Stat Ded Profile Code Links (FL05) master file Box Label R/O/D Contents Link Display Selection from List For District Display Numerals (2 digits) M-STA-DED-PROFILE Number Required Text (6 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. For a sample report, see page Copyright QSS, /10

315 Master File Links Deduction Schedule Code Links (FL06) Master File Deduction Schedule Code Links (FL06) Master File Figure 4-145: Add dialog box for the Deduction Schedule Code Links (FL06) master file This heading describes the boxes for the Deduction Schedule Code Links (FL06) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-133: Deduction Schedule Code Links (FL06) master file Box Label R/O/D Contents Link Display Selection from List For District Display Numerals (2 digits) Year Key Fiscal Year M-DED-SCHEDULE Number Required Text (2 characters upshifted) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. For a sample report, see page Link Report The following sample illustrates the format for link reports. The format is the same for all linked files. 01/10 Copyright QSS,

316 Human Resources Master Files Manual Chapter 4: Defining Master Files 07 CPI DEMONSTRATION DISTRICT S1754 PX0100 H /29/00 PAGE 1 SAMPLE FOR DOCUMENTATION Payroll: Voluntary Deductions Numeric Sort Number Name Abbreviation FOUNDATION HELATH PLAN FNDATION 2009 REGAL REGAL 2011 DELTA DENTAL PLAN DENTAL 2045 CALIFORNIA VISION PLAN VISION 3101 NATIONAL BANKERS LIFE ASSUR. NAT/LIF 3103 RELIABLE LIFE INSURANCE REL/LIFE 3106 COLONIAL LIFE & ACCI. INS CL/LF/AC 3112 PROVIDENCE LIFE INS CO PROV/LIF 3431 NATIONAL LIFE OF KANSAS NAT/KAN 3432 NATIONAL TRUST AND LIFE NAT/TRU 3433 FARMERS DISABILITY FARM/DIS 3434 CONTINENTAL CASUALTY ACC/LIFE CONT/CAS 3441 WASHINGTON NATIONAL LIFE INSUR WASH/NAT 3452 PROVIDENCE INCOME PROTECTION PROV/IP 4203 AMERICAN FIDELITY ASSURANCE CO AM/FIDEL 4402 CALIFORNIA CASUALTY CAL/CAS 4501 KAISER FOUNDATION HEALTH PLAN KAISER 4501 STATE AND FEDERAL CREDIT UNION CREDUN 4502 FSP HEALTH PLAN FSP 4502 TAKE CARE TAKECARE 4508 CHILDRENS HOSPITAL CHILD 4601 CHARITY FUND CHARITY 6803 MEDICAL MANAGEMENT CORP MEDMAN 9115 UNITED OF OMAHOA LIFE INC UNITED 9120 UNITED ATLANTIC LIFE UNATL 9200 USAA LIFE INSURANCE CO USAA LIF 9303 TWENTIETH CENTURY INVESTORS TWEN/CEN 9311 UNITED OLYMPIC LIFE INSURANCE UNI OLYM 9430 WESTERN NATIONAL LIFE INS CO W NATL 9435 WESTERN LIFE INSURANCE CO WEST LIF 9535 VARIABLE ANNUITY LIFE INS CO VAR A L 9763 PACIFIC COAST LIFE AND CASUALTY PC LIFE 9820 VANGUARD FIDUCIARY TRUST CO VANG FID 9956 WASHINGTON NATIONAL INS. CO. WN NATL Copyright QSS, /10

317 Benefits Management Master Files Coverage Level Codes (BMLC) Master File Benefits Management Master Files The Absence Tracking folder contains the master files for the HR Absence Tracking window and its related reports and processes. This heading lists the master files and subfolders in the same order that they display in the tree view. Table 4-134: Master files in the Benefits Management folder MASTER FILE CODE LEVEL PAGE Coverage Level Codes BMLC District Deduction Class List BMCL District Dependent Codes BDCM District FTE Allocation Table BMFT District Package Codes BMPK District Plan/Level Amounts BMPL District Cap Amounts BMCA District Benefit Status Codes BMBS District Package Assignment BMPA District For additional lists of master files documented in the chapter, see: "Table 4-1: Master files by folder on tree view" on page 4-4 "Table 4-2: Master files by name" on page 4-7 "Table 4-3: Master files by code" on page 4-10 Coverage Level Codes (BMLC) Master File Figure 4-146: Add dialog box for the Coverage Level Codes (BMLC) master file 01/10 Copyright QSS,

318 Human Resources Master Files Manual Chapter 4: Defining Master Files This heading describes the boxes for the Coverage Level Codes (BMLC) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-135: Coverage Level Codes (BMLC) master file Box Label R/O/D Contents Codes Display Selection from List Level Code Key 4 characters (upshifted) Name Required Text (30 characters) Abbr Required Text (8 characters) Level Type Optional Selection from List Age Range Optional or Required Numerals (2 digits) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW Copyright QSS, /10

319 Benefits Management Master Files Coverage Level Codes (BMLC) Master File 65 QSS UNIFIED SCHOOL DISTRICT COVERAGE LEVEL CODES J697 BM0100 H /12/06 PAGE 1 SORTED BY CODE SORT BY CODE CODE NAME ABBR LEVEL TYPE AGE LOW AGE HIGH Age A Age A Age A Age A Age A Age A Age A Age A Age A Age A Age A Age A Age A ANY ANY ANY CHLD Child Policy Child A E EMPLOYEE ONLY EMP ONLY E1 EMPLOYEE PLUS ONE EMP + 1 E1C EMPLOYEE + ONE CAPPED EMP1CAP E2 EMPLOYEE PLUS TWO OR MORE EMP + MO E2C EMPLOYEE + FAMILY CAPPED EMP2CAP EC EMPLOYEE ONLY - CAPPED EMPCAP 01/10 Copyright QSS,

320 Human Resources Master Files Manual Chapter 4: Defining Master Files Deduction Class List (BMCL) Master File Figure 4-147: Add dialog box for the Deduction Class List (BMCL) master file This heading describes the boxes for the Deduction Class List (BMCL) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-136: Deduction Class List (BMCL) master file Box Label R/O/D Contents Class Display Selection from List Vol Ded Required Selection from List Vol-Ded Description Display Voluntary deduction numbers in the class Copyright QSS, /10

321 Benefits Management Master Files Dependent Codes (BMDC) Master File HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 65 QSS UNIFIED SCHOOL DISTRICT J103 BM0100 H /25/05 PAGE 1 SAMPLE FOR DOCUMENTATION DEDUCTION CLASS LIST SORT BY CLASS DEDUCTION CLASS CODE NAME MSIA/DENTAL FUND MSIA/VISION FUND MSIA/VISION FD. 34-CLASSIFIED MSIA/VISION FUND 34-CERTIFICAT MSIA/VISION FUND 34 CLASSIFIED Dependent Codes (BMDC) Master File Figure 4-148: Add dialog box for the Dependent Codes (BMDC) master file This heading describes the boxes for the Dependent Codes (BMDC) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

322 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-137: Dependent Codes (BMDC) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 65 QSS Unified School District J850 BM0100 H /03/01 PAGE 1 FOR CYNTHIA DEPENDENT CODES SORT BY CODE CODE NAME ABBR CH CHILD CHILD DP DOMESTIC PARTNER PARTNER DS DISABLED DISABLED PA PARENT - DEPENDENT PARENT SC STEP-CHILD STEP-CH SP SPOUSE SPOUSE Copyright QSS, /10

323 Benefits Management Master Files FTE Allocation Table (BMFT) Master File FTE Allocation Table (BMFT) Master File Header information for the FTE Allocation table The Add New/Edit area allows you add or insert rows in the grid of FTE ranges. The grid displays up to 10 FTE ranges created with the Add New/Edit area. Figure 4-149: Change dialog box for the FTE Allocation Table (BMFT) master file This heading describes the boxes for the FTE Allocation Table (BMFT) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For adding, see page 2-27 (no prefill available). For changing or deleting, see page For adding, changing, and deleting ranges on the grid, see page For creating master file reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

324 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-138: FTE Allocation Table (BMFT) master file Box Label R/O/D Contents Code Display Selection from List Allocation Key Numeric Code (2 characters) Text (2 characters) Text (2 characters) Type Required Selection from List Plan/level/start date Required Selection from List (Plan/Level/Amount master file) Amounts are Required Selection from List Premium Amount Display Dollar Amount Add New/Edit FTE Low Required Numerals (.0000 to ) FTE High Display Numerals (.0000 to ) Employee Amount Required Numerals (0.00 to percent or 0.00 to dollars) Employer Amount Required Numerals (0.00 to percent or 0.00 to dollars) Replace Insert [table of FTE ranges] Required Selection from Option Buttons [line number] Display Numerals (1 to 20) FTE Low Display Numerals (.0000 to ) FTE High Display Numerals (.0000 to ) Employee Amount Display Numerals (0.00 to percent or 0.00 to dollars) Employer Amount Display Numerals (0.00 to percent or 0.00 to dollars) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. These instructions tell how to add, change, and delete ranges from the grid on the bottom of the dialog box. Each allocation table can have up to 20 rows. The definition must completely cover all FTEs from to Copyright QSS, /10

325 Benefits Management Master Files FTE Allocation Table (BMFT) Master File To add a row: 1 Do either of the following: To add to the end, click the blank row below existing rows. To insert a row, click the row above the one that you want to insert. 2 Change the information in the Add New/Edit area. In the FTE Low box, type the low end of the FTE range as a number from.0000 to FTE. > The FTE Low must be more than that in the row above it and less than in the row below it. > The system automatically fills in the FTE High based on the FTE Low for the next row on the grid. Type the Employee Amount and Employer Amount for each party s contributions to the cost of the benefit. The Amounts are box determines what to type. For Dollars type the dollar amount of employee and employer contributions. For Percentage, type the percentages of the benefit costs. 3 Do either of the following: Select the Replace radio to replace the selected row. Select the Insert radio button to insert a new row below the one that you have selected. 4 Click the [Accept] button to change the row in the grid. To change a row: 1 Click the row that you want to change. 2 Change the information in the Add New/Edit area. In the FTE Low box, type the low end of the FTE range as a number from.0000 to FTE. > The FTE Low must be more than that in the row above it and less than in the row below it. 01/10 Copyright QSS,

326 Human Resources Master Files Manual Chapter 4: Defining Master Files > The system automatically fills in the FTE High based on the FTE Low for the next row on the grid. Type the Employee Amount and Employer Amount for each party s contributions to the cost of the benefit. The Amounts are box determines what to type. For Dollars type the dollar amount of employee and employer contributions. For Percentage, type the percentages of the benefit costs. Make sure the Replace radio button is selected. 3 Click the [Accept] button to change the row in the grid. To delete a row from the grid: 1 Click the row to delete. 2 Point to the Options menu, then select Clear Row Copyright QSS, /10

327 Benefits Management Master Files FTE Allocation Table (BMFT) Master File 65 QSS UNIFIED SCHOOL DISTRICT J67 BM0100 H /12/01 PAGE 1 BY START DATE--2000, 2001 FTE ALLOCATION TABLE SORT BY START DATE ALLOCATION START ---FTE RANGE--- EMPLOYEE EMPLOYER CODE TYPE PLAN LEVEL DATE LOW HIGH AMOUNT AMOUNT E -01 L KS1 E 07/01/ $ $ $ $ $ $ $ 0.00 $ E1-01 L KS1 E1 07/01/ $ $ $ $ $ $ $ 0.00 $ E2-01 L KS1 E2 07/01/ $ $ $ $ $ $ $ 0.00 $ E -01 L KS2 E 07/01/ $ $ $ $ $ $ $ 0.00 $ E1-01 L KS2 E1 07/01/ $ $ $ $ $ $ $ 0.00 $ E2-01 L KS2 E2 07/01/ $ $ $ $ $ $ $ 0.00 $ E -00 L KS1 E 07/01/ $ $ $ $ $ $ $ 0.00 $ E1-00 L KS1 E1 07/01/ $ $ $ $ $ $ $ 0.00 $ E2-00 L KS1 E2 07/01/ $ $ $ $ $ $ $ 0.00 $ E -00 L KS2 E 07/01/ $ $ $ $ $ $ /10 Copyright QSS,

328 Human Resources Master Files Manual Chapter 4: Defining Master Files Package Codes (BMPK) Master File Figure 4-150: Add dialog box for the Package Codes (BMPK) master file This heading describes the boxes for the Package Codes (BMPK) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no prefill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-139: Package Codes (BMPK) master file Box Label R/O/D Contents Package codes Display Selection from List Package code Key Text (2 characters) Package name Required Text (30 characters) Abbr Required Text (8 characters) Copyright QSS, /10

329 Benefits Management Master Files Package Codes (BMPK) Master File Default coverage level Optional Selection from List (Coverage Level [BMCL] master file) Default rules: FTE Optional Selection from List FTE lock rule Optional Selection from List Amounts Optional Selection from List Salary Optional Selection from List Salary lock Optional Selection from List Default flags Sect 125 Optional Selection from List Primary coverage Optional Selected (Yes) or Cleared (No) Cobra flag Optional Selection from List M Optional Text (2 characters) D Optional Text (1 character) Add/Remove Plan Plan Optional Selection from List (Plan Codes [BMPC] master file) [list of plans] Table 4-139: Package Codes (BMPK) master file - continued Box Label R/O/D Contents Plan Display Text (4 characters) Description Display Text (30 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

330 Human Resources Master Files Manual Chapter 4: Defining Master Files 65 QSS UNIFIED SCHOOL DISTRICT PACKAGE CODES J707 BM0100 H /19/06 PAGE 1 ALL PACKAGE CODES SORT BY CODE DFT FTE AMT SAL SEC PRI COB CODE NAME ABBR LEVEL RULE RULE RULE 125 MARY RA M D L MED-LIFE MED-LIFE AP L L N Y N PLANS: KS2 KAISER - CLASSIFIED JHL JOHN HANCOCK MUTUAL LIFE 5L KAISER - CLASSIFIED BASIC KS CL BA AP L L Y Y Y PLANS: KS2 KAISER - CLASSIFIED DDCL DELTA DENTAL - CLASSIFIED $USR ** User Defined Plans ** 5T KAISER - CERTIFICATED BASIC KS CT BA BN F L Y Y Y PLANS: KS1 KAISER -CERTIFICATED DDCT DELTA DENTAL - CERTIFICATED $USR ** User Defined Plans ** 6L BLUE CROSS - CLASSIFIED BASIC BC CL BA E PP L O Y Y Y PLANS: BCCL BLUE CROSS - CLASSIFIED DDCL DELTA DENTAL - CLASSIFIED 6T BLUE CROSS CERTIFICATED BASIC BC CT BA PP F L Y Y Y PLANS: BCCT BLUE CROSS - CERTIFICATED DDCT DELTA DENTAL - CERTIFICATED CB COBRA COBRA E N Y Y PLANS: $USR ** User Defined Plans ** KC KAISER CAPPED OPEN ENDED KAISOPEN AP L L Y Y Y PLANS: KS2 KAISER - CLASSIFIED DDCL DELTA DENTAL - CLASSIFIED $USR ** User Defined Plans ** RT RETIREMENT HEALTH COVERAGE RTRMHEAL E AP L L Y Y PLANS: KSRT KAISER - RETIREE $USR ** User Defined Plans ** UD USER-DEFINED USER-DEF PP L L Y N N PLANS: $USR ** User Defined Plans ** WL WAIVED HEALTH CARE - CLASS WAIVEDCL E AP L L N N N PLANS: DDCL DELTA DENTAL - CLASSIFIED JHL JOHN HANCOCK MUTUAL LIFE AFDS AMERICAN FIDELITY-DISABILITY TSA EMPLOYER PURCHASED TSA Copyright QSS, /10

331 Benefits Management Master Files Plan Codes (BMPC) Master File Plan Codes (BMPC) Master File Figure 4-151: Add dialog box for the Plan Codes (BMPC) master file This heading describes the boxes for the Plan Codes (BMPC) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no preload available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-140: Plan Codes (BMPC) master file Box Label R/O/D Contents Code Display Selection from List Plan Code Key Text (4 characters) Plan Name Required Text (30 characters) Abbr Required Text (8 characters) Plan Type Optional Selection from List 01/10 Copyright QSS,

332 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-140: Plan Codes (BMPC) master file - continued Box Label R/O/D Contents Default Coverage Level Optional Selection from List (Coverage Level [BMCL] master file) Vendor Number Optional Numeric Code (6 digits) Vol Ded Number Optional Numeric Code (4 digits) Name Optional Text (30 characters) Address Line 1 Optional Text (30 characters) Address Line 2 Optional Text (30 characters) Address Line 3 Optional Text (30 characters) City Optional Text (18 characters) State Optional Text (2 characters) Zip Optional Numerals (5 digits + 4 digits) Start Date Required Date End Date Optional Date Section 125 Required Selected (Yes) or Cleared (No) Billing Basis Optional Numerals (2 digits) Min Benefit Required Numerals (7 digits) Max Benefit Required Numerals (7 digits) Increment Required Numerals (7 digits) Max X Salary Required Numerals (2 digits) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW Copyright QSS, /10

333 Benefits Management Master Files Plan Codes (BMPC) Master File 65 QSS UNIFIED SCHOOL DISTRICT PLAN CODES J700 BM0100 H /13/06 PAGE 1 ALL PLAN CODES SORT BY CODE DFT START END SECT B PLAN MINIMUM MAXIMUM MAXIMUM CODE NAME ABBR LVL DATE DATE 125 B TYPE BENEFIT BENEFIT MAX X SAL INCREMENT AFDS AMERICAN FIDELITY-DISABILITY AM DISAB E 01/01/2000 Y 12 VOLDED: 0050 AMERICAN FIDELITY-DISABILITY P.O. BOX OKLAHOMA CITY OK VENDOR: AMERICAN FIDELITY - DISABILITY BCCL BLUE CROSS - CLASSIFIED BC CLASS 07/01/1997 Y 12 VOLDED: 1103 BLUE CROSS P. O. BOX 629 WOODLAND HILLS CA VENDOR: BLUE CROSS BCCT BLUE CROSS - CERTIFICATED BC CERT 07/01/1997 Y 12 VOLDED: 1103 BLUE CROSS P. O. BOX 629 WOODLAND HILLS CA VENDOR: BLUE CROSS BLIF BASIC LIFE INSURANCE BAS LIFE ANY 01/01/2005 Y 00 LB 12, ,000 1,000 VOLDED: 0035 GENERAL LIFE INSURANCE P. O. BOX SAN DIEGO CA CAP CAP AMOUNT APPLIED TO TOTAL TOTALCAP 01/01/2001 N 00 VENDOR: KS2C KAISER CLASSIFIED CAPPED KSRCLCAP 07/01/1994 Y 12 VOLDED: 0002 KAISER FOUNDATION HEALTH PLAN FILE #73029/P.O.BOX SAN FRANCISCO CA VENDOR: KAISER FOUNDATION HEALTH PLAN KSRT KAISER - RETIREE KSRRETRE E 07/01/2000 Y 12 VOLDED: 0002 KAISER FOUNDATION HEALTH PLAN FILE #73029/P.O.BOX SAN FRANCISCO CA VENDOR: KAISER FOUNDATION HEALTH PLAN OTLC Opt Term Life-Child Policy OTL Ch CHLD 01/01/2005 Y 12 LC 2,000 10,000 1,000 VOLDED: 0035 GENERAL LIFE INSURANCE P. O. BOX SAN DIEGO CA VENDOR: GENERAL LIFE INSURANCE OTLE Opt Term Life-Employee Policy OTL Emp 01/01/2005 Y 12 LE 20, , ,000 VOLDED: 0035 GENERAL LIFE INSURANCE P. O. BOX SAN DIEGO CA VENDOR: GENERAL LIFE INSURANCE OTLS Opt Term Life-Spouse Policy OTL Sp 01/01/2005 Y 12 LS 5, ,000 5,000 VOLDED: 0035 GENERAL LIFE INSURANCE P. O. BOX SAN DIEGO CA VENDOR: GENERAL LIFE INSURANCE 01/10 Copyright QSS,

334 Human Resources Master Files Manual Chapter 4: Defining Master Files Plan/Level Amounts (BMPL) Master File Figure 4-152: Add dialog box for the Plan/Level Amounts (BMPL) master file This heading describes the boxes for the Plan/Level Amounts (BMPL) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no preload available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-141: Plan/Level Amounts (BMPL) master file Box Label R/O/D Contents Selected Codes Display Selection from List Plan Key Text (4 characters) Level Key Text (2 characters) Start Date Required or Optional Date End Date Optional Date Employee Amount Optional Numerals (9 digits) as Optional Selection from List Employer Amount Optional Numerals (9 digits) Copyright QSS, /10

335 Benefits Management Master Files Plan/Level Amounts (BMPL) Master File Table 4-141: Plan/Level Amounts (BMPL) master file - continued Box Label R/O/D Contents as Optional Selection from List FTE Allocation Optional Text (4 characters) Billing Basis Required Numerals (2 digits) Age Optional Numerals (2 digits) Min Ben Optional Numerals (9 digits) Max Ben Optional Numerals (9 digits) Incr Optional Numerals (9 digits) Max X Sal Optional Numerals (2 digits) Ded Code Optional Numeric Code (4 digits) Type Optional Selection from List Limit Optional Numerals (9 digits) Balance Optional Numerals (9 digits) Subject Optional Selection from List Ignore E Optional Selected (Yes) or Cleared (No) R Optional Selected (Yes) or Cleared (No) Invoice Cycle Required Selection from List Amount Display Numerals (9 digits) Override Optional Numerals (9 digits) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 65 QSS UNIFIED SCHOOL DISTRICT J110 BM0100 H /13/01 PAGE 1 USING EMPLOYEE-TYPE FTE TABLE PLAN/LEVEL AMOUNTS SORT BY CODE START END EMPLOYEE EMPLOYER --VOLUNTARY DEDUCTION INFO-- PLAN LVL DATE DATE AMOUNT AMOUNT NUM T LIM AMT BAL AMT SB BB KAIS E 07/01/ /30/2001 $ $ KAIS E1 07/01/ /30/2001 $ $ KAIS E2 07/01/ /30/ % 10.00% 0002 P /10 Copyright QSS,

336 Human Resources Master Files Manual Chapter 4: Defining Master Files Cap Amounts (BMCA) Master File Figure 4-153: Change dialog box for the Cap Amounts (BMCA) master file This heading describes the boxes for the Cap Amounts (BMCA) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-142: Cap Amounts (BMCA) master file Box Label R/O/D Contents Codes Display Selection from List District Key Numeric Code (2 characters) Barg Unit Required Selection from List Start Date Required Date End Date Optional Date Cap Amount Required Dollar Amount Pro-rate by FTE Required Selected (Yes) or Cleared (No) Cash out Required Selected (Yes) or Cleared (No) Basis Optional Numerals (2 digits) Copyright QSS, /10

337 Benefits Management Master Files Benefit Status Codes (BMBS) Master File HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. Master File: CA - CAP AMOUNTS Sort by: 1 - CODE 65 QSS UNIFIED SCHOOL DISTRICT CAP AMOUNTS J41 BM0100 H /03/06 PAGE 1 SORT BY CODE START END CAP DI BARG UNIT DATE DATE AMOUNT P BA CERTIFICATED EMPLOYEES ASSOC. 01/01/2005 6, Y 01 Benefit Status Codes (BMBS) Master File Figure 4-154: Add dialog box for the Benefit Status Codes (BMBS) master file This heading describes the boxes for the Benefit Status Codes (BMBS) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

338 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-143: Benefit Status Codes (BMBS) master file Box Label R/O/D Contents Selected Codes Display Selection from List Code Key Text (2 characters upshifted) Name Required Text (30 characters) Abbreviation Required Text (8 characters) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. Master File: BS - BENEFIT STATUS CODES Sort by: 1 - CODE 65 QSS UNIFIED SCHOOL DISTRICT BENEFIT STATUS CODES J38 BM0100 H /02/06 PAGE 1 DOCUMENTATION SAMPLE SORT BY CODE CODE NAME ABBR AD ADMINSTRATOR ADMIN BM BOARD MEMBER BOARD CE CERTIFICATED TEACHING STAFF CERTTCHR CL CLASSIFIED STAFF CLASS CM CLASSIFIED MANAGEMENT CLSSMGMT HO HOURLY WORKER HOURLY SE CERTIFICATED SUBSTITUTE CERTSUB SL CLASSIFIED SUBSTITUTE CLASSSUB Package Assignment (BMPA) Master File Figure 4-155: Add dialog box for the Package Assignment (BMPA) master file This heading describes the boxes for the Package Assignment (BMPA) master file. The instructions for maintaining records are in Chapter Copyright QSS, /10

339 Benefits Management Master Files Package Assignment (BMPA) Master File For inspecting, see page For changing or deleting, see page For adding, see page For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-144: Package Assignment (BMPA) master file Box Label R/O/D Contents Deduction Code Display Selection from List Salary Schedule Required Selection from List Package Code Required Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. Master File: PA - PACKAGE ASSIGNMENT Sort by: 1 - CODE 65 QSS UNIFIED SCHOOL DISTRICT PACKAGE ASSIGNMENT J47 BM0100 H /03/06 PAGE 1 SAMPLE FOR DOCUMENTATION SORT BY CODE SALARY SCHEDULE PACKAGE TEACHERS 5T KAISER - CERTIFICATED BASIC 12 CERTIFICATED MANAGEMENT 7T KAISER - CERTIFICATED PLUS 14 CLASSIFIED MANAGEMENT 7L KAISER - CLASSIFIED PLUS 50 CLASSIFIED 5L KAISER - CLASSIFIED BASIC 01/10 Copyright QSS,

340 Human Resources Master Files Manual Chapter 4: Defining Master Files Retirement - CA Master Files The Retirement - CA folder contains the master files required for implementing California Retirement. This heading lists the master files and subfolders in the same order that they display in the tree view. Table 4-145: Master files in the Retirement - CA folder MASTER FILE CODE SUBFOLDER LEVEL PAGE District Master File RTDI District Accumulator Limits RTAL District STRS Rates RTST District PERS Rates RTPE District Pay Schedule Controls RTPS District District Master File by Group RTDB Retirement Group Files District PERS Rates by Group TRPG Retirement Group Files District For additional lists of master files documented in the chapter, see: "Table 4-1: Master files by folder on tree view" on page 4-4 "Table 4-2: Master files by name" on page 4-7 "Table 4-3: Master files by code" on page Copyright QSS, /10

341 Retirement - CA Master Files District Master File (RTDI) Master File District Master File (RTDI) Master File Figure 4-156: Add dialog box for the District Master File (RTDI) master file This heading describes the boxes for the District Master File (RTDI) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-146: District Master File (RTDI) master file Box Label R/O/D Contents Codes Display Selection from List District Display Current district for QCC session STRS District Specific Values Unit Code Required Numerals (3 digits) Report Overtime for Members Optional Selected (Yes) or Cleared (No) Pickup/Buyout Option Optional Selection from List Buyout Rate Optional Numerals ( to percent) 01/10 Copyright QSS,

342 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-146: District Master File (RTDI) master file - continued Box Label R/O/D Contents PERS District Specific Values Unit Code Required Numerals (3 digits) Office Code Required Numerals (5 digits) Strip Control Records from Tape Optional Selected (Yes) or Cleared (No) Default Coverage Codes Optional Numerals (5 digits) Default Work Schedules Monthly Optional Numerals (4 digits) Daily Optional Numerals (4 digits) Hourly Optional Numerals (4 digits) Pickup/Buyout Option Optional Selection from List Buyout Rate Optional Numerals ( to percent) Control payroll Data Entry for RS Optional Numerals (2 digits) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW Copyright QSS, /10

343 Retirement - CA Master Files Accumulator Limits (RTAL) Master File Accumulator Limits (RTAL) Master File Figure 4-157: Add dialog box for the Accumulator Limits (RTAL) master file This heading describes the boxes for the Accumulator Limits (RTAL) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-147: Accumulator Limits (RTAL) master file Box Label R/O/D Contents Codes Display Selection from List Ret System Key Numerals (2 digits) Ret Account Code Key Numerals (2 digits) Class Key Selection from List Limit Amount Required Dollar Amount (0.00 to )) Unit Type Required Selection from List Period Type Optional Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. 01/10 Copyright QSS,

344 Human Resources Master Files Manual Chapter 4: Defining Master Files As of August 2009, the master file report is not available from QCC. For reports, see Chapter 5 of the QSS/OASIS Retirement Manual. STRS Rates (RTST) Master File Figure 4-158: Add dialog box for the STRS Rates (RTST) master file This heading describes the boxes for the STRS Rates (RTST) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-148: STRS Rates (RTST) master file Box Label R/O/D Contents Codes Display Selection from List Rate ID Key Numeric Code (4 digits) Rate Type Key Selection from List Begin Date Optional Date End Date Optional Date Employee Rate Required Numerals ( to percent) Copyright QSS, /10

345 Retirement - CA Master Files PERS Rates (RTPE) Master File Table 4-148: STRS Rates (RTST) master file - continued Box Label R/O/D Contents Normal Employer Rate Required Numerals ( to percent) Reduced Workload Employer Rate Required Numerals ( to percent) Maximum Pay Rate Optional Dollar Amount (0.00 to ) Type Optional Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available from QCC. For reports, see Chapter 5 of the QSS/OASIS Retirement Manual. PERS Rates (RTPE) Master File Figure 4-159: Add dialog box for the PERS Rates (RTPE) master file This heading describes the boxes for the PERS Rates (RTPE) master file. The instructions for maintaining records are in Chapter 2. 01/10 Copyright QSS,

346 Human Resources Master Files Manual Chapter 4: Defining Master Files For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-149: PERS Rates (RTPE) master file Box Label R/O/D Contents Codes Display Selection from List Rate ID Key Numeric Code (4 digits) Rate Type Key Selection from List Begin Date Optional Date End Date Optional Date Employee Rate Required Numerals ( to percent) FICA Deduction Amount Required Dollar Amount (0.00 to ) Max Earning Amt Required Dollar Amount (0.00 to ) Factor Required Numerals ( to percent) Employer Rate Required Numerals ( to percent) Revenue Limit Rate Required Numerals (0.00 to percent) Revenue Limit Reduction Rate Required Numerals (0.00 to percent) Maximum Pay Rate Optional Dollar Amount (0.00 to ) Type Optional Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available from QCC. For reports, see Chapter 5 of the QSS/OASIS Retirement Manual Copyright QSS, /10

347 Retirement - CA Master Files Pay Schedule Controls (RTPS) Master File Pay Schedule Controls (RTPS) Master File Figure 4-160: Add dialog box for the Pay Schedule Controls (RTPS) master file This heading describes the boxes for the Pay Schedule Controls (RTPS) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page /10 Copyright QSS,

348 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-150: Pay Schedule Controls (RTPS) master file Box Label R/O/D Contents Pay Schedule Codes Display Selection from List Fiscal Year Key Fiscal Year Pay Schedule Code Key Text (6 characters) Pay Schedule Name Display From selected pay schedule Cycle Display From selected pay schedule Class Display From selected pay schedule Name Required Text (30 characters) Abbreviation Required Text (8 characters) Page 1 through Page 5 Pr Display Payroll number from pay schedule Def Required Selection from List Start Display From selected pay schedule End Display From selected pay schedule Paid Display From selected pay schedule Days Required Fixed Decimal Point (4 digits nn.nn) Hours Required Fixed Decimal Point (5 digits nnn.nn) Weeks Optional Fixed Decimal Point (3 digits n.nn) Local Use Not used Leave blank HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available from QCC. For reports, see Chapter 5 of the QSS/OASIS Retirement Manual. Retirement Group Subfolder This subfolder includes the following master files: District Master File by Group (RTDG) Master File PERS Rates by Group (RTGP) Master File Copyright QSS, /10

349 Retirement - CA Master Files Retirement Group Subfolder District Master File by Group (RTDG) Master File Figure 4-161: Add dialog box for the District Master File by Group (RTDG) master file This heading describes the boxes for the District Master File by Group (RTDG) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-151: District Master File by Group (RTDG) master file Box Label R/O/D Contents Codes Display Selection from List Group Key Text (2 characters) District Display Current district for QCC session STRS District Specific Values Unit Code Required Numerals (3 digits) Report Overtime for Members Optional Selected (Yes) or Cleared (No) Pickup/Buyout Option Optional Selection from List 01/10 Copyright QSS,

350 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-151: District Master File by Group (RTDG) master file - continued Box Label R/O/D Contents Buyout Rate Optional Numerals ( to percent) PERS District Specific Values Unit Code Required Numerals (3 digits) Office Code Required Numerals (5 digits) Strip Control Records from Tape Optional Selected (Yes) or Cleared (No) Default Coverage Codes Optional Numerals (5 digits) Default Work Schedules Monthly Optional Numerals (4 digits) Daily Optional Numerals (4 digits) Hourly Optional Numerals (4 digits) Pickup/Buyout Option Optional Selection from List Buyout Rate Optional Numerals ( to percent) Control payroll Data Entry for RS Optional Numerals (2 digits) HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available from QCC. For reports, see Chapter 5 of the QSS/OASIS Retirement Manual Copyright QSS, /10

351 Retirement - CA Master Files Retirement Group Subfolder PERS Rates by Group (RTGP) Master File Figure 4-162: Add dialog box for the PERS Rates by Group (RTGP) master file This heading describes the boxes for the PERS Rates by Group (RTGP) master file. The instructions for maintaining records are in Chapter 2. For inspecting, see page For changing or deleting, see page For adding, see page 2-27 (no pre-fill available). For creating master file reports, see page For an explanation of the columns of the following table, see page Table 4-152: PERS Rates by Group (RTGP) master file Box Label R/O/D Contents Codes Display Selection from List Group Key Numeric Code (2 digits) Rate ID Key Numeric Code (4 digits) Rate Type Key Selection from List Begin Date Optional Date 01/10 Copyright QSS,

352 Human Resources Master Files Manual Chapter 4: Defining Master Files Table 4-152: PERS Rates by Group (RTGP) master file - continued Box Label R/O/D Contents End Date Optional Date Employee Rate Required Numerals ( to percent) FICA Deduction Amount Required Dollar Amount (0.00 to ) Max Earning Amt Required Dollar Amount (0.00 to ) Factor Required Numerals ( to percent) Employer Rate Required Numerals ( to percent) Revenue Limit Rate Required Numerals (0.00 to percent) Revenue Limit Reduction Rate Required Numerals (0.00 to percent) Maximum Pay Rate Optional Dollar Amount (0.00 to ) Type Optional Selection from List HINT: If you are using Adobe Acrobat or Reader to view this document, click the blue text for more information. To return here, click the Previous View button or press ALT+LEFT ARROW. As of August 2009, the master file report is not available from QCC. For reports, see Chapter 5 of the QSS/OASIS Retirement Manual Copyright QSS, /10

353 Appendix A: Common Elements in Appendix Contents QCC Windows The Grid A-2 Navigating through the Grid A-2 Sorting the Grid A-4 Filling In Boxes in Tabs A-5 Moving from Tab to Tab A-5 Moving from One Box to Another A-5 Selecting Options from Lists A-6 Typing in a Text Box A-7 Checking Boxes A-8 Selecting Option Buttons A-8 Typing or Selecting Dates A-9 Help Menu A-11 About Command A-11 User Security Command A-17 01/10 Copyright QSS, 2010 A-1

354 Human Resources Master Files Manual Chapter A: Common Elements in QCC Windows The Grid The instructions for the grid focus on the following areas: Navigating through the Grid Sorting the Grid Navigating through the Grid Many tabs and subtabs include a grid for displaying data. The grid is arranged like a spreadsheet. The column headings are on the top of the grid. Each row on the grid is divided into cells. When a grid is too large to display in the window, it displays vertical and horizontal scroll bars. Column headings Current record pointer The vertical scroll bar displays when there are too many rows to fit in the window. A grid includes the following parts: Figure A-1: Grid for QCC applications The column headings display along the top of the grid. They identify the information in each column. The rows display the data in the grid, much like the rows in a spreadsheet. The columns break up each row into a series of cells. Most grids have row numbers to the left of the first column, but some do not. The current record pointer indicates the row that is selected. You can move this pointer in either of the following ways: Clicking in a row. The horizontal scroll bar displays when the grid is to wide to fit in the windows. Pressing any of the following keys: UP ARROW, DOWN ARROW, PAGE UP, PAGE DOWN, CTRL+HOME, and CTRL+END. The scroll bars display when the grid is too large to fit in the window. On horizontal scroll bars, you can do the following: > Click a scroll arrow to move the grid one column to the left or the right. A-2 Copyright QSS, /10

355 The Grid Navigating through the Grid > Click between the scroll box and a scroll arrow to move the grid one visible window width to the left or the right. > Drag the scroll box to move the columns to the left or right. Scroll arrow Scroll box Scroll arrow On vertical scroll bars, you can do the following: > Click a scroll arrow to move the grid up or down one row. > Click between the scroll box and a scroll arrow to display the previous or next page of rows that fit in the window. > Drag the scroll box to move the rows up and down. Scroll arrow Scroll box Scroll arrow Table A-47 on page A-5 lists the keyboard shortcuts for navigating through the grid. You can resize and move QCC windows to make more of the grid visible and possible. > Click the maximize button on the upper right corner of the window to make it fill the entire Windows desktop. > Resize the window to a custom size. Move the mouse pointer over the sizing corner on the lower left corner of the window until it becomes a doubleheaded arrow like this: Then hold down the left mouse button and drag the mouse to change the height and width of the window. When the window is the size that you want, release the left mouse button. > To move a window left-click in the title bar, hold down the left mouse button, and drag the window around the desktop. 01/10 Copyright QSS, 2010 A-3

356 Human Resources Master Files Manual Chapter A: Common Elements in QCC Windows Table A-1: Keyboard shortcuts for moving through the grid TO MOVE THE CURSOR Down one page Down one row First column in a row First row Last column in a row Last row Left one column Right one column Up one page Up one row PRESS THESE KEYS PAGE DOWN DOWN ARROW HOME CTRL+HOME END CTRL+END LEFT ARROW RIGHT ARROW PAGE UP UP ARROW Sorting the Grid You can sort the grid on any column. To sort a column in ascending order, double-click a column heading. To sort a column in descending order, double-click the same column heading a second time. A-4 Copyright QSS, /10

357 Filling In Boxes in Tabs Moving from Tab to Tab Filling In Boxes in Tabs This heading provides general instructions for filling in the tabs on the report window: Moving from Tab to Tab Moving from One Box to Another Selecting Options from Lists Typing in a Text Box Checking Boxes Selecting Option Buttons Typing or Selecting Dates Many of these topics are basic techniques for using the Windows desktop that are familiar to experienced Windows users. However, even experienced Windows users should review the instructions for typing dates. Moving from Tab to Tab The active tab has a green dot to the left of its label. The window displays the active tab. To make a tab active, do either of the following: Click the tab label. Press ALT and the underlined letter in the tab label, such as ALT+R for the Reference Types tab. Moving from One Box to Another Each tab contains one or more boxes for selecting or typing information, check boxes, or option buttons. The active box is the one that you are currently filling in. Its label changes color and is surrounded by a dotted box. The background color for a box indicates whether it is available or unavailable: Boxes with white backgrounds are available, which means that you can type text, select an option from a list, or check the box. Boxes with any other color background are unavailable. A common color is yellow, but your site can select gray, blue, orange, or any other color for unavailable boxes. 01/10 Copyright QSS, 2010 A-5

358 Human Resources Master Files Manual Chapter A: Common Elements in QCC Windows Boxes are unavailable because your logon ID does not allow access or because they are not relevant to the options you have chosen elsewhere in a window. For example, the District box has a colored background if your QCC logon ID does not allow selecting the district for which to create a report. Unavailable box with colored background (yellow in this example). Active box with colored label surrounded by a dotted box Figure A-2: Unavailable, available, and active boxes Available boxes with white backgrounds To activate another box and highlight its contents, do any of the following: Press TAB to move to the next available box (one with a white background). Press ALT+TAB to move to the previous available box. Click the label for an available box. NOTE: The TAB and SHIFT+TAB keys skip over unavailable boxes, and you cannot select an unavailable box with the mouse. Selecting Options from Lists Drop-down list boxes force you to select from a list of options, such as reporting approved transactions only, unapproved only, or both. After you click the drop-down arrow, a list displays the options from which you can choose. The box displays the option that you have chosen. In most lists, you cannot type text to define your own options. Figure A-3: Drop-down list box Drop-down arrow To make a selection from a drop-down list box: 1 Click the drop-down arrow or anywhere in the box. The list drops down to display the options from which you can choose. Figure A-4: Drop-down list box with options expanded after clicking the drop-down arrow A-6 Copyright QSS, /10

359 Filling In Boxes in Tabs Typing in a Text Box 2 Select an option in any of the following ways: Click the option. Type the first letter of an option, then moving to another box by clicking another box or pressing the TAB key. Press the UP ARROW or DOWN ARROW key to highlight an option, then click another box or press any of the following keys: ENTER, TAB, or SHIFT+TAB. Click the label for a box, then press the UP ARROW or DOWN ARROW key to highlight another option. When the option you want is highlighted, click another box or press the TAB key. Typing in a Text Box Text boxes allow you to type information, such as the description for a report or range of object values to select for reporting. To edit the contents of a text box, do any of the following: Position the cursor by clicking in a text box or by pressing the LEFT ARROW or RIGHT ARROW keys. You can: Insert new text to the right of the cursor by typing. Press the DELETE key to delete text to the right of the cursor. Press the BACKSPACE key to delete text to the left of the cursor. Delete and add text in a single operation. Select text to delete by holding down the SHIFT key, then pressing the LEFT ARROW or RIGHT ARROW key to select text. Begin typing. The highlighted text is deleted and replaced with the new text that you type. Replace the text with one mouse click. Click the label for a box. All of the text is highlighted. Type new text. The old text is deleted and replaced with what you type. 01/10 Copyright QSS, 2010 A-7

360 Human Resources Master Files Manual Chapter A: Common Elements in QCC Windows Replace everything to the left of the cursor. Click and hold the left mouse button anywhere in a text box. The text to the left of the cursor is highlighted. Release the mouse button. Delete the text by pressing the DELETE key, or replace the text by typing new text. Checking Boxes The financial reports use check boxes for situations where there are only two options: yes (checked) and no (not checked). Check boxes are square boxes that are toggle switches. Whenever you select a check box, it changes from yes to no or from no to yes. Figure A-5: Check boxes for yes (checked) or no (unchecked) options To check or uncheck a box, do either of the following: Click inside the box. It changes from checked to unchecked, or unchecked to checked. Click the label for the check box, then press the SPACEBAR to check or uncheck the box. Selecting Option Buttons Option buttons (also called radio buttons) are for situations where there are several options from which you can select only one. Option buttons are groups of rounded buttons. You can select only one button in each group, just as you can select only one preset radio station at a time on a car radio. For example, the Request Report of Interim Values (J251S1) window has option buttons for selecting whether to create a report for interim period 1, 2, or 3. Figure A-6: Option buttons for selecting Interim Period 1, 2, or 3 To select an option, do either of the following: Click the option button that you want to select. All other options in the group are unselected. When an option button is the active field, press the arrow keys to move to the previous or next option button and check it. A-8 Copyright QSS, /10

361 Filling In Boxes in Tabs Typing or Selecting Dates Typing or Selecting Dates Date boxes allow you to type a date or select a date from a calendar. Almost every Main Selection tab has date boxes for selecting a range of dates for the report. Figure A-7: Date box These instructions tell how to type a date, change a date, select a date from the calendar, and select today from the calendar. To type a date: 1 Make the date box the active box and highlight the date in either of the following ways: Press the TAB or ALT+TAB key. Click the label for the date field. 2 Type the date as an 8-digit number. Make sure that the entire date field is highlighted. If it is not, use the mouse to highlight all 8 digits of the date. The month and day are always 2 digits, and the year is 4 digits. For example, type February 4, 2008 like this: As you type the date, the box automatically inserts the / characters that separate the month, day, and year. You cannot type the / (or any other separator between parts of the date). To change part of a date: 1 Select the part of the date that you want to change, such as the day or the month, with the mouse pointer. 2 Type the changes you want to make. To select a date from the calendar: 1 To display the calendar, click the drop-down arrow for a date box. 2 On the top of the calendar, click the left arrow to display the previous month or the right arrow to display the next month. 3 To select a date, double-click the date. The calendar closes, and the date field contains the selected date. 4 To close the calendar without selecting a date, press the ESC key. 01/10 Copyright QSS, 2010 A-9

362 Human Resources Master Files Manual Chapter A: Common Elements in QCC Windows To select the current date from the calendar: 1 Click the drop-down arrow for a date box. 2 Click Today: dd/mm/yy on the bottom of the calendar. The calendar displays the current month with today s date circled in red. 3 Double-click the circled date on the calendar. The calendar closes, and today s date displays in the date field. A-10 Copyright QSS, /10

363 Help Menu About Command Help Menu These instructions describe the following commands from the Help menu: About Command User Security Command About Command The tabs display information about the QCC module that you are using and about your QCC session. Click a label on the tab bar to select the kind of information to display. Figure A-8: : About dialog box for the About command on the Help menu The About command opens an About dialog box that displays information about the QCC module that you are using and the current QCC session. The instructions for the About dialog box focus on the following areas: Commands for the About Dialog Box Tabs on the About Dialog Box 01/10 Copyright QSS, 2010 A-11

364 Human Resources Master Files Manual Chapter A: Common Elements in QCC Windows Commands for the About Dialog Box Open the System Information dialog box for Windows. This dialog box is a Windows utility that allows you to display information about your PC. For more information, see Microsoft s on-line help file that is available from the Help menu. Close the About dialog box and resume using the window in QCC. You must close this dialog box before you can resume using the window. Click this button twice to rebuild the user security for the current QCC session. This button is active only when you select the USERSEC tab. Click this button only when instructed to do so. Print a graphic image of the window on the default Windows printer for your PC. Save a graphic image of the dialog box to a.jpg file. The Save screen as picture dialog box identifies the name of the file. Copy version information to the Windows clipboard as plain text: The Program Info tab The information on the Package Info tab that displays when you check the Package Description button The USERSEC tab You can paste this information into the body of an message, a Word document, Notepad, or any other text editor. HINT: To make it easier to identify the parameters in each column of the USERSEC tab, use a monospaced font to display the user security. A-12 Copyright QSS, /10

365 Help Menu About Command Copy user security or file versions to the Grid Output window. To copy a list of programs in the current package, click the Package Info tab, then click this button. To copy the user security for the current QCC session, click any other tab, then click this button. Tabs on the About Dialog Box Figure A-102 illustrates the tab bar for the About dialog box. Click a tab label to display information about the current QCC module and your QCC session. Figure A-9: Tab bar for the About dialog box Program Info Tab The Program Info tab displays the name of QCC module for the current window, information about your QCC session, and information about the server session. This topic gives a brief description of the information displayed. Some of it is technical information of interest only to the support staff at your IT department. Figure A-10: Program Info tab for the About dialog box [module name] The name of the QCC module that corresponds to the current window, version number, compile date, and compile time. In most cases, a module corresponds to a QCC window. For example, the QSSGLApplication1 module is the GL Application window. 01/10 Copyright QSS, 2010 A-13

366 Human Resources Master Files Manual Chapter A: Common Elements in QCC Windows Server The server program, version, compile date, and compile time. The server program runs on the host HP e3000 computer. The server program facilitates the exchange of data between the General Ledger database on the HP e3000 and the QCC program on the PC. Connection ID Client User District Site Year Server Port Server User The connection ID assigned to your QCC session. The QCC user name that you used for logging on to QCC. The district, site, and year number associated with the Server User listed below. The DNS name or IP address that QCC uses for connecting to the HP e3000 server at your site. The port number for the current module for connecting with the HP e3000. The MPE logon ID linked to the Client User. In this example, MARC is the user name, and QSSUSER is the account. This user would type the following command to log on to the traditional software: HELLO MARC.QSSUSER. The Client User in QCC inherits all of the user security that is set up for the Server User with Maintain User Data (MEN020). Date The date and time when you opened the dialog box. Package Info Tab The Package Info tab displays a variety of information about the package (or version) of QCC that is installed on your PC. The support staff at your site may ask you for this information. Click Package Description to display the QSS-defined description of the package. The most important information is on the top of the tab. The Install Type is either Development (for the production version) or Beta (for a test version that is deployed to a small group of testers) A-14 Copyright QSS, /10

367 Help Menu About Command Figure A-11: Package information for QCC on the Package Info tab The Build Date/Time tells when the package was created. The top of the Version Date box displays the version number for the package. You may be asked to look up other information from this tab. Click Site Description to display the custom description that your site has defined. Sites that are using Package Manager can create their own descriptions. Click Users to see a list of QCC user names who can run this package. For a production release, it is "#ALL USERS#". Click Patch History to display a list of any patches that were applied to a package after it was first released. Click File Versions to display a grid that lists all of the individual files in the package. You can sort the grid on any column. Double-click a column heading to sort in ascending order. Double-click it again to sort in descending order. You can select the [Grid Output] button to open a Grid Output window that allows you to export the list of programs to Excel, Word, a PDF file, or a text file. For instructions, see Appendix D. USERSEC Tab The USERSEC tab displays the USERSEC (user security) for the Server User listed on the Program Info tab. The Client User on the Program Info tab (QCC user name) inherits the user security for the Server User that is linked to the QCC user name. Maintain User Data (MEN020) allows you to maintain the user security for each Server User. 01/10 Copyright QSS, 2010 A-15

368 Human Resources Master Files Manual Chapter A: Common Elements in QCC Windows Figure A-105 illustrates the USERSEC tab that displays the user security that your system administrator has set up for your QCC logon ID. You can sort the grid on any column. Double-click a column heading to sort in ascending order. Double-click it again to sort in descending order. Figure A-12: USERSEC tab for the About dialog box Program The program name for the user security. The Program name identifies the tab or subtab to which the user security applies. For example, JOURNL is the Program name for the Journal Entry (FI02JE) subtab. Many other tabs and subtabs have one or more Program names that your system administrator can set up. [parameters] A series of letters and numbers up to 60 characters long. The parameters for each user security record allow your system administrator to customize how the program works. For example, the parameters for JOURNL allow your system administrator to give you either single- or multi-district access, specify whether journal entries are approved when you enter them, and grant or deny access to the commands for adding, changing, inspecting, and deleting journal entries. The parameters are different for each Program name. Your system administrator uses the set-up instructions in Module, Task, and User Security for QCC to identify the Program names for each tab or subtab and to interpret the meaning of each column of the parameters. A-16 Copyright QSS, /10

369 Help Menu User Security Command Logging Tab The Logging tab is primarily for testing during software development. Use this tab only if you are explictly instructed to do so. Diagnostics Tab The Diagnostics tab is primarily for testing during software development. Use this tab only if you are explicitly instructed to do so. User Security Command Figure A-13: User Security window for the Security command on the Help menu These instructions focus on the following areas: Overview Commands Columns in the Grid Overview The User Security command allows you to open a User Security window that displays the user security (USERSEC) for the window. User security allows your system administrator to maintain set-up options, such as whether you can use the commands for adding, changing, or deleting transactions. Commands There are only three commands for the User Security window: Click the (Cancel [F12]) icon to close the window. Click the (Print Screen [F11]) icon print a copy of the window on the default Windows printer for your PC. 01/10 Copyright QSS, 2010 A-17

370 Human Resources Master Files Manual Chapter A: Common Elements in QCC Windows Click the (Grid Output [F8]) icon to open a Grid Output window that allows you to save the contents of the grid as a Word, Excel, PDF, or plain text file. For instructions, see Appendix E. Columns in the Grid Figure A-107 illustrates the grid that displays the user security records for a window. You can sort the grid on any column. Double-click a column heading to sort in ascending order. Double-click it again to sort in descending order. Figure A-14: Columns in the grid for the User Security window User Sec The program name for the user security. The User Sec name identifies the tab or subtab to which the user security applies. For example, JOURNL is the User Sec name for the Journal Entry (FI02JE) subtab. Many other tabs and subtabs have one or more User Sec names that your system administrator can set up. Data A series of letters and numbers up to 60 characters long. The parameters for each user security record allow your system administrator to customize how the program works. For example, the parameters for JOURNL allow your system administrator to give you either single- or multi-district access, specify whether journal entries are approved when you enter them, and grant or deny access to the commands for adding, changing, inspecting, and deleting journal entries. The parameters are different for each User Sec name. Your system administrator uses the set-up instructions in Module, Task, and User Security for QCC to identify the User Sec names for each tab or subtab and what parameters to fill in for the Data. A-18 Copyright QSS, /10

371 Appendix B: QSSInstaPrint Window Appendix Contents Overview of QSSInstaPrint Window B-2 Menu Bar and Toolbar Commands B-3 File Menu B-3 Options Menu and Toolbar B-3 Saving and Printing Instaprint Reports B-5 Saving a File B-5 Opening in Excel B-6 Opening in Excel Wizard B-8 Opening in Word B-13 Creating a PDF File B-14 01/10 Copyright QSS, 2010 B-1

372 Human Resources Master Files Manual Appendix B: QSSInstaPrint Window Overview of QSSInstaPrint Window Title bar Menu bar Toolbar and line counter Instaprint report Figure B-1: QSSInstaPrint window Table B-1: Parts of the QSSInstaPrint window REGION PURPOSE PAGE Title bar Menu bar Toolbar The icon that displays in the Windows system tray and the name of the module. The menus and command icons allow you to do the following: Close the window. Create a PDF file. Save the instaprint report in a Word or Excel document. Import the instaprint report into Excel with the import wizard. none B-3 Line counter The total number of lines in the report. none Instaprint report The tax table you were that you were adding, changing, or inspecting when you selected the InstaPrint command. none B-2 Copyright QSS, /10

373 Menu Bar and Toolbar Commands File Menu Menu Bar and Toolbar Commands The commands for the QSSInstaPrint window fall into the following categories: File Menu Options Menu and Toolbar File Menu The File menu has but one command. It allows you to exit the window when you are through using it. To exit the window, do any of the following: On the menu bar, click File and Exit. Press F12. Options Menu and Toolbar The Options menu and toolbar contain the commands for printing or saving the contents of the QSSInstaPrint window to one of the following file formats: text, PDF, Word, and Excel. The toolbar and Options menu contain the same commands. However, the commands are in a different order in each place. Figure B-2: Options menu and toolbar for the Grid Output window 01/10 Copyright QSS, 2010 B-3

374 Human Resources Master Files Manual Appendix B: QSSInstaPrint Window Table B-2: Menu bar and toolbar commands for the QSSInstaPrint window OPTION MENU COMMAND COMMAND ICON AND SHORTCUT PURPOSE PAGE Save File Ctrl+F4 Create a text file for the instaprint report. Each line of the text file is 80 columns wide and printed in a monospaced font. Open in Excel Ctrl+F5 Open a spreadsheet in Microsoft Excel that contains the instaprint report. Each line of text in the report becomes Column A of each row. Open in Excel Wizard Ctrl+F6 Open a spreadsheet with the Excel Wizard. The wizard is able to parse the instaprint report into fixed-width columns. Open in Word. Ctrl+F7 Open a Microsoft Word document that contains the instaprint report. Create PDF Ctrl+F8 Create a PDF file that contains the instaprint report. Print Ctrl+F11 Send the instaprint report directly to the default Windows printer for your PC. The report is in monospaced type and formatted to print in portrait mode on 8-1/2 by 11 inch paper. B-5 B-6 B-8 B-13 B-14 none B-4 Copyright QSS, /10

375 Saving and Printing Instaprint Reports Saving a File Saving and Printing Instaprint Reports These instructions focus on the following areas: Saving a File Opening in Excel Opening in Excel Wizard Opening in Word Creating a PDF File Saving a File The Save File command allows you to save the instaprint report as a plain ASCII text file. Each line on the instaprint report becomes a record in the text file. To save the instaprint report in a text file: 1 Click the (Save File [Ctrl+F4]) icon to open a Save As dialog box. Figure B-3: Save As dialog box for making a text file 2 In the Save in drop-down list, select the drive and folder where you want to save the file. The default folder is the temporary folder that QCC creates for your QCC user name. QSS recommends that you select a different folder for saving your files so that they are easier to find and manage. Getting to the folders for QCC requires remembering a long and complex path to files. 01/10 Copyright QSS, 2010 B-5

376 Human Resources Master Files Manual Appendix B: QSSInstaPrint Window For the File name, type a file name with a.txt extension, such as filelist17.txt. The resulting file is a plain ASCII text file. Each row of the grid is a record that ends with a hard return. Leave Save as type blank. To close the dialog box, do one of the following. Opening in Excel > Select [Save] to create the file. > Select [Cancel] to exit without creating the file. The Open in Excel command saves the instaprint report in an Excel spreadsheet. Each line of the report becomes a row in the spreadsheet. The entire line of the report fills Column A. The Open in Excel Wizard command is more useful, as the wizard is able to break up report detail lines into separate columns for the account, debit, and credit (or amount and AR flag for cash deposits). To open an instaprint report in an Excel spreadsheet: 1 Click the [Open in Excel] icon. 2 A new Microsoft Excel window opens and displays the contents of the instaprint report. Each row of the spreadsheet has only one column. The entire content of each report line is in Column A. If you want to make the columns line up, format Column A with a monospaced font. B-6 Copyright QSS, /10

377 Saving and Printing Instaprint Reports Opening in Excel Figure B-4: Excel worksheet with entire report line in Column A 3 If you want to create an Excel spreadsheet, save the file in Excel format. After you select File and Save from the pull-down menus in Excel, a Save As dialog box opens. Figure B-5: Save As dialog box dialog box for Excel This dialog box allows you to define the path, name, and type for the file. 01/10 Copyright QSS, 2010 B-7

378 Human Resources Master Files Manual Appendix B: QSSInstaPrint Window From the Save in drop-down list, select the drive and folder for saving the file. If you leave this selection as is, the file is saved in the Temp folder for your QCC user name. In the File name, type the name that you want to give the file. If you leave this selection as is, the file has the system-assigned name that displays in the title bar for the Microsoft Excel window. You can give the file a shorter and more meaningful name. From the Save as type drop-down list, select one of the following: > Leave Text (Tab Delimited) (*.txt) as is to save the file as a plain text file. > Select Microsoft Excel Workbook (*.xls) to save the file as an Excel file. Select [Save] to save the file, or select [Cancel] to close the Save As dialog box without saving the file. Opening in Excel Wizard The Open in Excel Wizard command allows you to save the instaprint report in an Excel spreadsheet. The wizard is able to split the detail lines for accounts into separate columns for accounts, debits, and credits. However, the wizard is unable to parse the header lines before the account detail lines. Also, the wizard is not able to parse the deposit summary for cash deposits because its layout is too complex. To create a spreadsheet for an instaprint report: 1 Click the [Open in Excel Wizard] icon. 2 An Open dialog box displays. Select [Cancel] to abandon sending the file. Press [Open] to continue to the next step. B-8 Copyright QSS, /10

379 Saving and Printing Instaprint Reports Opening in Excel Wizard 3 Define the type of text to import in the Text Import Wizard. Figure B-6: Text Import Wizard step for choosing original data type Excel opens the first of three screens for the Text Import Wizard. This step allows you to define the type of file being imported to Excel. For the Original data type, the Text Import Wizard automatically checks Fixed width. Leave this check box as is. Select [Next >] to continue to the next step. 01/10 Copyright QSS, 2010 B-9

380 Human Resources Master Files Manual Appendix B: QSSInstaPrint Window 4 Define the data that goes in each column of the spreadsheet in the Text Import Wizard. Figure B-7: Wizard for dividing up the report line into spreadsheet columns The vertical lines indicate where the wizard senses that fields begin and end. It is usually able to detect the fixed width columns correctly, so there is normally no need to change anything for this step. Select [Next >] to continue with importing data. 5 If desired, define the data format for each column of the spreadsheet in the Text Import Wizard. Figure B-8: Wizard for defining the data format for each column of the spreadsheet B-10 Copyright QSS, /10

381 Saving and Printing Instaprint Reports Opening in Excel Wizard In most cases, the default choice of General format will work for a column. But you can customize each column. HINT: The General format removes all leading zeroes. For example, 0018 becomes 18. If you want to maintain leading zeroes on accounts, site numbers, district numbers, and the like, select the Text format. Do the following to change the format of a column: Click a column to highlight it in black. Under Column data format, click the radio button for a data format or the button for skipping a column. After you have completed defining the column formats, select [Finish] to import the file into a spreadsheet. 6 A Microsoft Excel window opens and displays the data you have just imported. Figure B-9: Microsoft Excel window with data imported into columns If the spreadsheet did not import as expected, close the Microsoft Word window without saving the spreadsheet. After the import, you can resize columns to fit the data by doing the following: Click the empty gray box above row 1 and to the left of column A. Place the mouse pointer between any two column headings. When you do, the cursor becomes a double-headed arrow. 01/10 Copyright QSS, 2010 B-11

382 Human Resources Master Files Manual Appendix B: QSSInstaPrint Window Double-click the left mouse button to reformat all columns to the width of the data that they contain. 7 If you want to keep the Excel spreadsheet, save the file in Excel format. Figure B-10: Save As dialog box dialog box for Excel After you select File and Save As from the pull-down menus in Excel, a Save As dialog box opens. It displays the system-assigned path and name. Use this dialog box to define the drive, folder, and name under which you want to save the file. From the Save in drop-down list, select the drive and folder for saving the file. If you leave this selection as is, the file is saved in the Temp folder for your QCC user. QSS suggests that you select a different folder for files that you want to keep. In the File name, type the name that you want to give the file. If you leave this selection as is, the file retains the system-assigned name that displays in the title bar for the Microsoft Excel window. You can give the file a shorter and more meaningful name. From the Save as type drop-down list, select Microsoft Excel Workbook (*.xls). Select [Save] to save the file, or select [Cancel] to close the Save As dialog box without saving the file. B-12 Copyright QSS, /10

383 Saving and Printing Instaprint Reports Opening in Word Opening in Word These instructions tell how to save an instaprint report as a word document. They illustrate the steps for using Word 2003 to accomplish this task. To open a Word document: 1 Click the [Open in Word] icon. A new Microsoft Word window opens and displays the instaprint report. The document is formatted in 10 point Courier type for portrait print on standard 8-1/2 by 11 inch paper. 2 If desired, save the file with a path and name of your choice. A Save As dialog box opens after you select File and Save As from Word s pulldown menus. Figure B-11: Save As dialog box dialog box for Word This dialog box allows you to select the path, name, and type of the file. From the Save in drop-down list, select the drive and folder for saving the file. If you leave this selection as is, the file is saved in the Temp folder for your QCC user name. QSS suggests that you select a different folder for files that you want to keep. In the File name, type the name that you want to give the file. If you leave this selection as is, the file has the system-assigned name that displays in the title bar for the Microsoft Word window. You can give the file a shorter and more meaningful name. 01/10 Copyright QSS, 2010 B-13

384 Human Resources Master Files Manual Appendix B: QSSInstaPrint Window From the Save as type drop-down list, select the file format. > Select Plain Text (*.txt) to save the file as a plain text file. You cannot change the font, make text bold, or do any other such enhancements to the file. > Select Word Document (*.doc) to save the file as a Word document. With this format, you can use Word to change the font, make text bold or italic, and do other such formatting enhancements. Creating a PDF File These instructions tell how to save an instaprint report as a PDF file. To create a PDF file: 1 Click the [Create PDF] icon to open a Create PDF dialog box. 2 Leave the Input file as is. Figure B-12: Create PDF dialog box for making a PDF file The box displays the full path to the Temp folder for your QCC user name. The system assigns the name of the input file based on the time you created it, such as out txt for a file created on year 2006, month 09, day 14, time 16:43:58. 3 For the Output file, select the path and the name for the PDF file that you are creating. QSS suggests that you choose a path other than the cryptic one assigned by QCC. You can select the file path and name in one of the following ways: B-14 Copyright QSS, /10

385 Saving and Printing Instaprint Reports Creating a PDF File Table B-3: Commands for the PDF dialog box MENU COMMAND KEYBOARD ICON PURPOSE File Exit F12 none Close the dialog box. Options Create PDF Options Open PDF Options Reset to Defaults Options Print Screen Ctrl+F1 Ctrl+F2 Ctrl+D F11 Create a PDF file from the data grid. Open the PDF file after you have created it with the Create PDF command. Restore all of the boxes on the dialog box to their default settings. Print a graphic image of the dialog box on the default Windows printer for your PC. Type the full path of the name for the PDF file, such as: f:\archives\printfilelist.pdf Be sure that.pdf is at the end of the file name. That extension signals Windows to open the file with Adobe Acrobat or Adobe Reader. Click the box to the right of the Output file to bring up a Save PDF As dialog box. > From the Save in drop-down list, select the drive and folder in which you want to create the PDF file. > Type the File name for the PDF file. > Leave the Save as type as is. > Select [Save] to select the file name and close the dialog box, or select [Cancel] to close the dialog box without changing the default file name and continue. 4 If desired, fill in the optional Author Name, Creator, Keywords, Subject, and Title. All of these fields are optional. They are primarily for making the file more visible to Web search engines that use the Title to display the name of the document and the Keywords to search for documents. 01/10 Copyright QSS, 2010 B-15

386 Human Resources Master Files Manual Appendix B: QSSInstaPrint Window 5 Select a Font from the drop-down list. The only choices are Courier and Courier New, which are monospaced fonts. Thus, the columns will line up properly in the PDF file. 6 Select a Font Size from the drop-down list. For the instaprint report, 10 points is a good size. The print lines are large enough to read easily. Smaller fonts may be difficult to read, and a larger font size will make each line of the report too big to fit on the print line. NOTE: For instaprint reports, there is no need to make any other adjustments to the print layout. Skip to Step 12 to create the PDF file with the default settings. However, you can customize the page layout if you like. 7 Select a Paper Size from the drop-down list. 8 Select the Vertical Spacing from the drop-down list, or select the number of Lines per Page. The Vertical Spacing can be anything from 0.2 to in increments of.001 lines. > A setting of means that there is no extra white space between the lines. For example, the current font is 10-point Courier New. The distance between the baseline of one line and the next is 10 points. (A point is 1/72 of an inch.) > A setting of more than means there is white space between the lines. For example, a line spacing of means that distance between the baseline of one line and the next is times the font size. In the case of 10 point Courier New, this setting inserts 2 points of extra space between print lines. > A setting of less than creates negative white space. For example, a line spacing of means that the distance between the baseline of one line and the next is times the point size for the font. First line of 10 point Courier New with line spacing of Second line of 10 point Courier New with line spacing of First line of 10 point Courier New with line spacing of Second line of 10 point Courier New with line spacing of First line of 10 point Courier New with line spacing of Second line of 10 point Courier New with line spacing of The Lines per Page can be anywhere from 1 through 200. B-16 Copyright QSS, /10

387 Saving and Printing Instaprint Reports Creating a PDF File This number is the total lines per page from the top edge of the page to the bottom edge. Many laser printers have an unprintable area around the outside edge of the page, so the number of printable lines may be less than the Lines per Page. The two drop-down lists are linked. If you select the Vertical Spacing, the Lines per Page list displays how many lines fit on each page. If you select the Lines per Page, the Vertical Spacing list displays the amount of space between lines to make the number of lines fit on a page. The Lines per Page and Vertical Spacing adjustment allow you to select how much text fits on each page. Thus, you can fine tune the line spacing for special forms, such as warrants or purchase orders. 9 For Rotate, select the number of degrees to rotate the print. In most cases, you can leave the rotation at zero degrees and use the Page Size selection to determine whether the PDF file has a portrait or landscape orientation. 10 For Left Margin, select how far in from the left side of the page you want each print line to be. 11 For Top Margin, select how far down from the top of the page you want the first line to print. 12 Create the PDF file in any of the following ways. Click the [Create PDF] icon. Press CTRL+F1. From the menu bar, click Options and Create PDF. After the file is created, the title bar displays the message *** File created ***. 13 If Adobe Acrobat or Adobe Reader is installed on your PC, you can view the PDF file that you have just created in any of the following ways: Click the [Open PDF] icon. Press CTRL+F2. From the menu bar, select Options and Open PDF. 01/10 Copyright QSS, 2010 B-17

388 Human Resources Master Files Manual Appendix B: QSSInstaPrint Window 14 Close the Create PDF dialog box in any of the following ways. Click the [Exit] icon. Press F12. From the menu bar, click File and Exit. B-18 Copyright QSS, /10

389 Index A About (Shift+F12) command, 2-6, 3-6 Absence FTE Codes (AF) master file, 4-29 to 4-30 Absence Indices (AI) master file, 4-27 Absence Interface Rules (IR) master file, 4-37 to 4-42 Absence Reasons (AR) master file, 4-21 to 4-22 Absence Tracking master files, list of, 4-21 AC (Accrual Rules) master file, 4-32 to 4-35 Accrual Rules (AC) master file, 4-32 to 4-35 Accrual Schedules (AS) master file, 4-36 to 4-37 Accumulator Limits (RTAL) master file, to activating tabs, A-5 Add dialog box, instructions for using, 2-27 to 2-29 Add New (Ctrl+F6) command, 2-7, 3-7 Add New No Preload (Shift+F6) command, 2-7, 3-7 add/import multiple records formats for master file records, 2-32 instructions, 2-30 to 2-31 source files, 2-30 adding master file records, 2-27 to 2-29 AF (Absence FTE Codes) master file, 4-29 to 4-30 AI (Absence Indices) master file, 4-27 ALT+TAB (previous available box), A-6 AR (Absence Reasons) master file, 4-21 to 4-22 AS (Accrual Schedules) master file, 4-36 to 4-37 audience for manual, 1-6 Auto Select (Ctrl+A) command, 2-7, 3-7 B Bargaining Units (BU) master file, 4-50 to 4-51 BC (Bonus Codes) master file, to BD (Benefit Controls) master file, to BD (Board Dates) master file, 4-51 to 4-52 Benefit Controls (BC) master file, to Benefit Group Maps (GMAP) master file, to Benefit Object Maps (OMAP) master file, to Benefit Projected Rates (BPR) master file, 4-164, Benefit Status Codes (BMBS) master file, to Benefits Management, list of master files for, BMBS (Benefit Status Codes) master file, to BMCA (Cap Amounts) master file, BMCL (Deduction Class List) master file, to BMDC (Depenent Codes) master file, to BMFT (FTE Allocation Table) master file, to BMLC (Coverage Level Codes) master file, to BMPA (Package Assignment) master file, BMPC (Plan Codes) master file, BMPK (Package Codes) master file, BMPL (Plan/Level Amounts) master file, Board Dates (BD) master file, 4-51 to 4-52 Bonus Codes (BC) master file, to Box Label column for master files, 4-14 BPR (Benefit Projected Rates) master file, 4-164, BU (Bargaining Units) master file, 4-50 to 4-51 C CA (Credential Authorizations) master file, 4-62 to 4-63 California Retirement Setup (TT10) master file, to California State Disability (TT11) master file, to Cap Amounts (BMCA) master file, category, list of master files by, 4-4 to 4-6 CB (Credential Subject Codes) master file, 4-65 to 4-66 Certificate Level (CL) master file, 4-52 to 4-53 Certificate Type (CT) master file, 4-54 to 4-55 CG (Control Groups) master file, 4-57 to 4-58 Change (Ctrl+F9) command, 2-7, 3-7 Change dialog box, instructions for using, 2-25 to 2-26 changing master file records, 2-25 to 2-26 check boxes, A-8 check boxes (yes/no choices) for master files, 4-17 CL (Certificate Level) master file, 4-52 to 4-53 Clear Filter (F4) command, 2-7, 3-7 Clear Settings on Exit command, 2-5, 3-5 closing folders on tree view, 2-9 to 2-10, 3-9 to /10 Copyright QSS, 2010 Index-1

390 Human Resources Master Files Manual CN (Contract Types) master file, 4-56 to 4-57 CO (Comments Types) master file, 4-55 to 4-56 code, master files listed by, 4-10 to 4-12 Collapse All Branches (Ctrl+C) command, 2-5, 2-7, 3-5, 3-7 commands File menu, 2-4 to 2-5, 3-4 to 3-5 Help menu, 2-6, 3-6 Options menu, 2-6 to 2-7, 3-6 to 3-7 toolbar, 2-6 to 2-7, 3-6 to 3-7 View menu, 2-5 to 2-6, 3-5 to 3-6 Comments Type (CO) master file, 4-55 to 4-56 Contract Types (CN) master file, 4-56 to 4-57 Control Groups (CG) master file, 4-57 to 4-58 County/State Codes (CS) master file, 4-59 to 4-60 county-level master files, 2-12 to 2-13, 3-13 Coverage Leel Codes (BMLC) master file, to CR (Credentials) master file, 4-61 to 4-62 Create Report (Ctrl+R) command, 2-7, 3-7 Credential Authorizations (CA) master file, 4-62 to 4-63 Credential Level Codes (CV) master file, 4-66 to 4-67 Credential Renewal Codes (CW) master file, 4-64 to 4-65 Credentials (CR) master file, 4-61 to 4-62 CredentialSubject Codes (CB) master file, 4-65 to 4-66 CS (County/State Codes) master file, 4-59 to 4-60 CT (Certificate Type) master file, 4-54 to 4-55 Ctrl+A (Auto Select) command, 2-7, 3-7 Ctrl+C (Collapse All Branches) command, 2-7, 3-7 Ctrl+E (Expand All Branches) command, 2-7, 3-7 Ctrl+F (Preserve Expanded Branchs) command, 2-5, 3-5 Ctrl+F5 (Inspect) command, 2-7, 3-7 Ctrl+F6 (Add New) command, 2-7, 3-7 Ctrl+F9 (Change) command, 2-7, 3-7 Ctrl+F12 (Show Status) command, 2-4 to 2-5, 3-4 to 3-5 Ctrl+R (Create Report) command, 2-7, 3-7 Ctrl+T (Expand Tree on Startup) command, 2-5, 3-5 CV (Credential Level Codes) master file, 4-66 to 4-67 CW (Credential Renewal Codes) master file, 4-64 to 4-65 D DAP (District Authorized Positions) master file account Distribution tab, Benefits tab, Description tab, to Employee List tab, header information, instructions for using, to overview, Requirements 1 tab, Requirements 2 tab, DAPN (New District Authorized Positions) master file Accounts Distribution tab, to Authorized Position Report, to Authorized Position Report (Abbreviated Format), to Description tab, to Employee List tab, Employee Position Report, to header information, instructions for maintaining, to overview, Position Invalid Account Report, 4-191, Requirements 1 tab, to Requirements 2 tab, to date boxes changing dates, A-9 selecting current date, A-10 selecting dates from calendar, A-9 typing dates, A-9 dates, filling in for master files, 4-15 to 4-16 Deduction Class List (BMCL) master file, to Deduction Rate Table (DR) master file, to Deduction Rule Codes (PR) master file, to Deduction Schedule (DS) master file, to Deduction Schedule Code Links (FL06) master file, Degree Type (DT) code, 4-67 to 4-68 deleting master file records, 2-25 to 2-26 Dependent Codes (BMDC) mster file, to District (DP) master file, 4-44 to 4-46 District Authorized Positions (DAP) master file Account Distribution tab, Benefits tab, Description tab, to Employee List tab, header information, instructions for using, to overview, Requirements 1 tab, Requirements 2 tab, District Master File (RTDI) master file, to Index-2 Copyright QSS, /10

391 Index District Master File by Group (RTDG) master file, to district selection from QSS ControlCenter window, 2-18, 3-18 district-level master files, 2-12 to 2-13, 3-13 dollar amounts for master files, 4-16 DP (District) master file, 4-44 to 4-46 DR (Deduction Rate Table) master file, to drop-down arrow, A-6 drop-down lists, A-6 to A-7 DS (Deduction Schedule) master file, to DT (Degree Type) code, 4-67 to 4-68 E EM (Employee Types) master file, 4-69 to 4-70 Employee Types (EM) master file, 4-69 to 4-70 ET (Ethnic Codes) master file, 4-70 to 4-71 ET (Experience Types) master file, 4-71 to 4-72 Ethnic Codes (ET) master file, 4-70 to 4-71 ew District Authorized Positions (DAPN) master file Authorized Position Report (Abbreviated Format), Position Invalid Account Report, 4-191, Exit (F12) command, 2-5, 3-5 Expand All Branches (Ctrl+E) command, 2-5, 2-7, 3-5, 3-7 Expand Tree on Startup (Ctrl+T) command, 2-5, 3-5 Experience Types (ET) master file, 4-71 to 4-72 F F2 (Retrieve Data) command, 2-7, 3-7 F4 (Clear Filter) command, 2-7, 3-7 F9 (Save) command, 2-7, 3-7 F11 (Print Screen) command, 2-7, 3-7 F12 (Exit) command, 2-5, 3-5 Federal Income Tax (TT01) master file EIC tab, to New EIC tab, overview, withholding table tabs, to File menu, 2-4 to 2-5, 3-4 to 3-5 filter examples of searching, 2-15 to 2-16, 3-15 to 3-17 instructions for using, 2-13 to 2-14, 3-14 to 3-15 fiscal years for master files, 4-16 fixed decimal points boxes for master files, 4-17 FL01 (Pay Code Links) master file, to FL02 (Vol-Ded Frequency Code Links) master file, FL02 (Voluntary Deduction Code Links) master file, FL04 (Pay Schedule Code Links) master file, FL05 (Stat Ded profile Code Links) master file, FL06 (Deduction Schedule Code Links) master file, folder, list of master files by, 4-4 to 4-6 folders, expanding and collapsing on tree view, 2-9 to 2-10, 3-9 to 3-11 FP (Freeze Placement Reasons) master file, 4-73 Freeze Placement Reasons (FP) master file, 4-73 FTE Allocation Table (BMFT) master file, to G GMAP (Benefit Group Maps) master file, to grid columns, 2-19 to 2-20, 3-19 keyboard shortcuts, A-4 name of master file, 2-19, 3-19 navigating, A-2 to A-3 resizing, A-3 scroll bars, A-3 sorting, A-4 Grid Output (Shift+F11) command, 2-7, 3-7 H HA (Handicap) master file, 4-74 to 4-75 Handicap (HA) master file, 4-74 to 4-75 Health/Welfare Benefit Maps (VMAP) master file, to help file viewer, 1-7 Help menu, 2-6, 3-6 HO (Hospital Codes) master file, 4-75 to 4-76 Hospital Codes (HO) master file, 4-75 to 4-76 how to use this manual, 1-5 HR Code Maintenance window filter examples of searching, 2-15 to 2-16, 3-15 to 3-17 instructions for using, 2-13 to 2-14, 3-14 to 3-15 grid columns, 2-19 to 2-20, 3-19 name of master file, 2-19, continued on next column -- 01/10 Copyright QSS, 2010 Index-3

392 Human Resources Master Files Manual HR Code Maintenance window - continued menu bar File menu, 2-4 to 2-5, 3-4 to 3-5 Help menu, 2-6, 3-6 Options menu, 2-6 to 2-7, 3-6 to 3-7 View menu, 2-5 to 2-6, 3-5 to 3-6 message bar, 2-8, 3-8 overview, 2-3, 3-3 status bar, 2-20, 3-20 title bar, 2-3 to 2-4, 3-3 to 3-4 toolbar, 2-6 to 2-7, 3-6 to 3-7 tree view access level icons, 2-11 to 2-12, 3-11 to 3-12 county- and district-level master files, 2-12 to 2-13, 3-13 displaying master files in grid, 2-10 to 2-11, 3-11 expanding and collapsing folders, 2-9 to 2-10, 3-9 to 3-11 purpose, 2-9, 3-9 sample, 2-8, 3-8 I IC (Insurance Carrier) master file, 4-81 to 4-82 IE (Inservice Ed Component) master file, 4-79 to 4-80 IM (Immunization) master file, 4-78 to 4-79 Immunization (IM) master file, 4-78 to 4-79 IN (Instiutiions) (Colleges) master file, 4-77 to 4-78 Inservice Ed Component (IE) master file, 4-79 to 4-80 Inspect (Ctrl+F5) command, 2-7, 3-7 inspecting master file records, 2-23 to 2-24, 3-23 to 3-25 InstaPrint. See QSSInstaPrint window Institutions (Colleges) (IN) master file, 4-77 Institutions (Colleges)(IN) master file,?? to 4-78 Insurance Carrier (IC) master file, 4-81 to 4-82 IR (Absence Interface Rules) master file, 4-37 to 4-42 J JB (Job Categories) master file, 4-84 to 4-85 JC (Job Codes) master file, 4-85 to 4-88 Job Categories (JB) master file, 4-84 to 4-85 Job Codes (JC) master file, 4-85 to 4-88 Job Menu window, 1-9 K knowledge assumed, 1-6 L LA (Language Codes) master file, 4-88 to 4-89 Language Codes (LA) master file, 4-88 to 4-89 launching reports for master files, 2-29 Leave Groups (LG) master file, 4-23 to 4-26 LG (Leave Groups) master fiile, 4-23 to 4-26 list boxes, A-6 lists, selections from, 4-18 to 4-19 LO (Location Org Levels Fields) master file, 4-49 LOC (Locations) master file, 4-46 to 4-47 Location Org Levels Fiels (LO) master file, 4-49 Locations (LOC) master file, 4-46 to 4-47 locked master file, icon for, 2-11, 3-12 M Maintain User Data (MEN020) and user security for QCC, 1-9 manual overview, 1-2 to 1-3 master file descriptions Box Label column, 4-14 Contents column check boxes (yes/no choices), 4-17 date, 4-15 to 4-16 dollar amounts, 4-16 fiscal years, 4-16 fixed decimal points, 4-17 lists, 4-18 to 4-19 numerals, 4-17 numeric codes, 4-17 option buttons, 4-18 text, 4-19 time stamp, 4-19 overview, 4-13 R/O/D column, 4-14 to 4-15 table layout, 4-13 to 4-14 master file links, list of, master files adding records, 2-27 to 2-29 changing records, 2-25 to 2-26 county level, 2-12 to 2-13, 3-13 deleting records, 2-25 to 2-26 displaying in the grid, 2-10 to 2-11, 3-11 district level, 2-12 to 2-13, 3-13 icons for access levels, 2-11 to 2-12, 3-11 to 3-12 insepcting records, 2-23 to 2-24, 3-23 to 3-25 launching reports, 2-29 name and code in tree view, 2-12, 3-13 Index-4 Copyright QSS, /10

393 Index master files, list of Absence Tracking, 4-21 Benefits Management, by code, 4-10 to 4-12 by folder in tree view, 4-4 to 4-6 by name, 4-6 to 4-9 master file links, Payroll, Personnel, 4-43 to 4-44 Position Control, Retirement - CA, ME (Medical Codes) master file, 4-82 to 4-83 Medical Codes (ME) master file, 4-82 to 4-83 Medicare tax rate table, to message bar, 2-8, 3-8 Module, Task, and User Security for QCC, 1-9 Module, Task, and User Security for QCC guide, 1-9 MPE logon ID, 1-9 N name, master files listed by, 4-7 to 4-9 New District Authorized Positions (DAPN) master file Account Distribution tab, to Authorized Position Report, to Authorized Position Report (Abbreviated Format), Description tab, to Employee List tab, Employee Position Report, to header information, instructions for maintaining, to overview, Requirements 1 tab, to Requirements 2 tab, to New Salary Schedules (SSN) master file Benefits tab, to Bonus Calculation Rules tab, to header information, instrutions for maintaining, to Payroll Interface Rules tab, report sample, Schedule Calculation Factors tab, to Steps and Ranges tab, to no access, icon for, 2-12, 3-12 numerals, filling in for master files, 4-17 numeric codes for master files, 4-17 O OASDI/Medicare (TT03) master file, to objectives, 1-3 to 1-4 OMAP (Benefit Object maps) master file, to opening folders on tree view, 2-9 to 2-10, 3-9 to 3-11 option buttons, 4-18, A-8 Options menu, 2-6, 3-6 P PA (PAF Category) master file, to Package Assignment (BMPA) master file, Package Codes (BMPK) master file, PAF Actions (PF) master file, to PAF Category (PA) master file, to PAF Dictionary (PD) master file, Pay code Links (FL01) master file, to Pay Codes (PC) master file, to Pay Schedule Code Links (FL04) master file, Pay Schedule Controls (RTPS) master file, to Pay Schedules (PS) master file, to Pay Types (PT) master file, to Payroll Edit Rules (PE) master file, to Payroll Master Files, list of, Payroll Name (PYN) master files, to Payroll Profiles (PP) master file, to PB (Position Bonus Codes) master file, to PC (Pay Codes) master file, to PCR400 (District Positions Report), PCR405 (Employee Position Report), PCR409 (Position-Account Report), PCR420 (Abbreviated District Position Report), PD (PAF Dictionary) master file, PE (Payroll Edit Rules) master file, to Pending Retirement Status Codes (PN) master file, to PERS California (TT08) master file, to PERS Rates (RTPE) master file, to PERS Rates by Group (RTGP) master file, to Personnel Master Files, list of, 4-43 to 4-44 PF (PAF Actions) master file, to PG (Program of Graduation) master file, 4-89 to 4-90 Plan Codes (BMPC) master file, Plan/Level Amounts (BMPL) master file, /10 Copyright QSS, 2010 Index-5

394 Human Resources Master Files Manual PN (Pending Retirement Status Codes) master file, to Position Control Codes (PB) master file, to Position Control master files, list of, PP (Payroll Profiles) master file, to PP0032 (Salary Schedule Matrix), PR (Deduction Rule Codes) master file, to Preserve Expanded Branches (Ctrl+F) command, 2-5, 3-5 Print Screen (F11) command, 2-7, 3-7 Printing Reports with Print Manager, 1-8 Program of Graduation (PG) master file, 4-89 to 4-90 PS (Pay Schedules) master file, to PT (Pay Types) master file, to PYN (Payroll Name) master file, to Q QCC help files, 1-7 QSS ControlCenter Guide, 1-7 QSS ControlCenter window, 1-9 help file viewer, 1-7 QSSInstaPrint window creating a PDF file, B-14 to B-18 File menu, B-3 opening in Excel, B-6 to B-8 opening in Excel Wizard, B-8 to B-12 opening in Word, B-13 to B-14 Options menu, B-3 to B-4 overview, B-2 saving to a file, B-5 to B-6 toolbar, B-3 to B-4 R R/O/D column for master file descriptions, 4-14 to 4-15 radio buttons, A-8 RC (Report Codes) master file, 4-92 to 4-93 RE (Retirement Edits) master file, to read-only master file, icon for, 2-11, 3-12 Refusal Reason (RR) master file, 4-91 to 4-92 related documentation, 1-7 to 1-9 Report Codes (RC) master file, 4-92 to 4-93 reports for master files, launching, 2-29 Retirement - CA master ffiles, list of master files, Retirement Edits (RE) master file, to Retirement Systems (RS) master file, to Retrieve Data (F2) command, 2-7, 3-7 RO (Roll Codes) master file, 4-31 to 4-32 Roll Codes (RO) master file, 4-31 to 4-32 RR (Refusal Reason) master file, 4-91 to 4-92 RS (Retirement Systems) master file, to RTAL (Accumulator Limits) master file, to RTDG (District Master File by Group) master file, to RTDI (District Master File) master file, to RTGP (PERS Rates by Group) master file, to RTPE (PERS Rates) master file, to RTPS (Pay Schedule Rate Controls) master file, to RTST (STRS Rates) master file, to S Salary Schedules (SS) master file, Salary Shedule Matrix (PP0032), Save (F9) command, 2-7, 3-7 SD (Statutory Deduction Codes) master file, searching master file codes, 2-15 to 2-16, 3-15 to 3-17 Secure Support Area, 1-8 selected master file, icon for, 2-11, 3-11 Seniority Class (SN) master file, 4-93 to 4-94 Session Administration window, 1-8 Shift+F6 (Add New No Preload) command, 2-7, 3-7 Shift+F11 (Grid Output) command, 2-7, 3-7 Shift+F12 (About) command, 2-6, 3-6 Show Status (Ctrl+F12) command, 2-4 to 2-5, 3-4 to 3-5 SK (Skill Codes) master file, 4-95 to 4-96 Skill Codes (SK) master file, 4-95 to 4-96 SM (SMF Status Codes) master file, to SMF Status Codes (SM) master file, to SN (Seniority Class) master file, 4-93 to 4-94 Social Security tax rate table, to SP (Statutory Deduction Profiles) master file, to SS (Salary Schedules) master file, Index-6 Copyright QSS, /10

395 Index SSN (New Salary Schedules) master file Benefits tab, to Bonus Calculation Rules tab, to header information, instrucctions for maintaining, to Payroll Interface Rules tab, report sample, Schedule Calculation Factors tab, to Steps and Ranges tab, to Stat Ded profile Code Links (FL05) master file, State Tax California (TT06) master file Method B tabs, to overview, Tables 1/2, 3/4 tab, to status bar, 2-20, 3-20 Statutory Deduction Codes (SD) master file, Statutory Deduction Profiles (SP) Master File, to Statutory Deductions Codes (SD) master file, STRS California (TT09) master file, to STRS Rates (RTST) master file, to SU (Subject Codes) master file, 4-96 to 4-97 Subject Codes (SU) master file, 4-96 to 4-97 SUI California (TT07) master file, to System Security and Session Administration for QCC, 1-8 System Security window, 1-8 T TAB (next availble box), A-6 tabs navigating, A-5 selecting boxes, A-5 to A-6 tax tables, TE (Termination Code) master file, 4-98 to 4-99 Termination Code (TE) master file, 4-98 to 4-99 Test Master Codes (TM) master file, to text boxes adding text, A-7 available, A-5 deleting text, A-7 editing content, A-7 replacing text, A-7 to A-8 text boxes for master files, 4-19 time stamp for master files, 4-19 title bar, 2-3 to 2-4, 3-3 to 3-4 TM (Test Master Codes) master file, to toolbar, 2-6 to 2-7, 3-6 to 3-7 tree view access level icons, 2-11 to 2-12, 3-11 to 3-12 county- and district-level master files, 2-12 to 2-13, 3-13 displaying master files in grid, 2-10 to 2-11, 3-11 expanding and collapsing folders, 2-9 to 2-10, 3-9 to 3-11 purpose, 2-9, 3-9 sample, 2-8, 3-8 tree view, list of master files in, 4-4 to 4-6 TT01 (Federal Income Tax) master file EIC tab, to New EIC tab, to overview, wihtholding table tabs, withholding table tabs, TT03 (OASDI/Medicare) master file, to TT05 (Workers Compensation) master file, to TT06 (State Tax California) master file Method B tabs, to overview, Tables 1/2, 3/4 tab, to TT07 (SUI California) master file, to TT08 (PERS California) master file, to TT09 (STRS California) master file, to TT10 (California Retirement Setup) master file, to TT11 (California State Disability) master file, to U user security and Maintain User Data (MEN020), 1-9 V VD (Vol-Ded Frequency Codes) master file, to VD (Voluntary Deductions) master file, to View dialog box, instructions for using, 2-23 to 2-24, 3-23 to 3-25, to View menu, 2-5 to 2-6, 3-5 to 3-6 viewing master file records, 2-23 to 2-24, 3-23 to 3-25 VMAP (Health/Welfare Benefit Maps) master file, to Vol-Ded Frequency Code Links (FL03) master file, Vol-Ded Frequency Codes (VD) master file, to /10 Copyright QSS, 2010 Index-7

396 Human Resources Master Files Manual Voluntary Deduction Code Links (FL02) master file, Voluntary Deductions (VD) master file, to W WC (Work Calendars) master file, to Work Calendars (WC) master file, to Workers Compensation (TT05) master file, to write access, icon for, 2-11, 3-11 Index-8 Copyright QSS, /10