Payroll System Codes
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1 Page 1 of 6 Payroll System Codes Status Codes User Guide Section: Screen: PF.PS.STAT.U A IA IC IN IP IW LP LR LS LW NA NE PA PG PP PR RP RW SC SP T TP Active Inactive for one tax quarter Inactive Employee (new or rehire CWSP pending activation by Payroll) Inactive Employee (new or rehire pending activation by Payroll Services) Inactive Employee (future new or rehire, pending activation by Payroll) Inactive without pay Inactive Employee on Disability or Worker s Compensation Leave Inactive Employee on Disability or Worker s Compensation, position posted & employee replaced Inactive Employee on State Disability Leave of Absence Non-employee approver Non-employee Gift Annuity Pending Garnishment, contact Payroll Services Inactive employee, ineligible for pay (contact Payroll Services) Partial Return (contact Disability) Retired with pay Retired without pay NRA Stipend or Scholarship recipient Sabbatical with Pay Terminated Terminated with Pay Zip Codes Screens: PF.PS.NEWHIRE,PF.PS.REHIRE, PF.PS.EMPL.DEMO If Payroll system says an entered zip code not found, contact Payroll via , payroll@usc.edu. The Zip Code Table will be amended within 1 week, and afterwards you will be able to enter the proper zip code. This is a table driven item, using the official US Postal Service tables. If an employee states that the City/State which appears after entry of a zip code is incorrect, ask the employee to bring in his 9-digit zip, and notify payroll@usc.edu if zip code is not found by system. Marital Status: Screens: PF.PS.NEWHIRE, PF.PS.REHIRE, PF.PS.STUHIRE, PF.PS.EMPL.DEMO S M H Single Married Head of Household (Tax Mod Screen only, for State Tax only)
2 Page 2 of 6 Gender: Screens: PF.PS.NEWHIRE, PF.PS.REHIRE, PF.PS.STUHIRE, PF.PS.EMPL.DEMO F M U Female Male Decline to State Veteran Status Screens: PF.PS.NEWHIRE, PF.PS.REHIRE, PS.STUHIRE, PF.PS.EMPL.DEMO 1 Vietnam Era Veteran 2 Special Disabled Veteran 3 Other Protected or Eligible Veteran 4 Non-Veteran 5 Recently or Newly Separated Veteran 9 Decline to State Disability Screens: PF.PS.NEWHIRE, PF.PS.REHIRE, PS.STUHIRE, PF.PS.EMPL.DEMO Y U Employee indicates disability Employee declines to state or does not indicate disability Ethnic Group Screens: PF.PS.NEWHIRE, PF.PS.REHIRE, PS.STUHIRE, PF.PS.EMPL.DEMO 1 American Indian or Alaska Native 2 Asian 3 Black / African-American 4 Native Hawaiian or Other Pacific Islander 5 White 6 Indigenous people from North, South, or Central America 7 Middle Eastern 8 North African 9 Filipino or Malaysian 10 Southeast Asian 11 India, Pakistan, or other Indian Subcontinent
3 Page 3 of 6 Salutations Screen: PF.PS.EMPL.DEMO D0 Dean P0 Pres. D1 Doctor P1 Pres & Mrs. D2 Dr. P2 President P3 Prof M0 Mr. P4 Professor M1 Mrs. P5 Provost M2 Ms. P6 Pastor M3 Mr. & Mrs. M4 Miss R0 Rabbi R1 Rev. R2 Rev. & Mrs. R3 Reverend R4 Rev. Dr. (Note: Codes D0, M0, P0, R0 are each the letter followed by a zero) Country of Citizenship Codes Screens: PF.PS.NEWHIRE, PF.PS.REHIRE, PS.STUHIRE, PF.PS.EMPL.DEMO See User Guide Section State Codes Residence State should always be California (CA) unless employee paid on other states payroll. Use US Postal Code state abbreviations (e.g., CA, IL, NY) Time Template Codes IO WP TC EX In/Out Web Punch Time Clock Exempt Employee
4 Page 4 of 6 Work Schedule Codes A01 A02 B01 B02 C01 C hours/week, midnight to midnight 37.5 hours/week, noon to noon 40 hours/week, midnight to midnight 40 hours/week, noon to noon 20 hours/week, midnight to midnight, student only 20 hours/week, noon to noon, student only. Select the work schedule based on the employee s full time equivalent. Staff and Faculty employees may not be on C01 or C02. University & Norris Hospital Use only: CODE Hours per Pay Period Description Benefits Eligible? H01 80 Full Time Yes H02 48 Part Time 1 Yes H03 40 Part Time 1 Yes H04 0 Per Diem No H05 20 Part Time 2 No H06 50 Part Time 1 Yes H07 56 Part Time 1 Yes H08 60 Part Time 1 Yes H09 63 Part Time 1 Yes H10 64 Full Time Yes H11 70 Full Time Yes H12 72 Full Time Yes H13 40 Part Time 2 No Relationship Codes Screen: PF.PS.PEOPLE CS CC PR SI OR FR PS PC OT Current Spouse Current Child Parent Sibling Other Relative Friend Prior Spouse Prior Child Other
5 Page 5 of 6 Job Code Reason Change Screen: PF.PS.JOB.CHANGE.U NH New Hire Assigned by the system to those hired via the PS.NEWHIRE Screen. Should only be used for those new to the University as a whole. RH Rehire Assigned by the system to those rehired via the PS.REHIRE Screen. Should only be used for those being rehired to the University as a whole. CW CWSP Hire Assigned by the system to those hired through ais-sis1. SH Student Hire Assigned by the system to those hired via PS.STUHIRE.U screen. CP Competitive A staff employee applies for and is hired into a posted job. Promotion DP Departmental Internal A staff employee is offered and accepts a position at a higher level of responsibility or duties in the same department. Promotion PR Promotion Faculty use only as of September 2010 RC Reclassification An employee s position and job duties are reevaluated. / Reassessment DE Demotion Used when an employee is moved from their current position to a position at a lower grade as part of a disciplinary action. CT Change of Type An employee moves from one type to another, e.g. student to faculty, faculty to staff, etc. Not used when employee going from one staff position to another staff position, or from one category of faculty to another. LT Transfer An employee leaves one position in the university and is hired into a posted position in another division or department. AJ CO Additional Job Code Compensation Use When a 2 nd job code is necessary. Note that staff employees may never have 2 staff titles at the same time. Used when the Compensation Office determines the need to change position classification titles and/or job codes. EC Error Correction When correcting an error to a job title. PT UP Percent of Time Change University Placement When a change in percent of effort causes a job title change (faculty). Human Resources Administration Use Only.
6 Page 6 of 6 Home Department Codes See Tables and Schedules on the Payroll Web Site, Job Codes See Compensation Office s web site, Object Codes See Budget Office web site, Or See Payroll Services Restricted Web site, under Tables and Charts.
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