HCM: Field Guides for DEM, JRC, PAY & PRO
PRO - Promotion
JRC - Job Reclassification
DEM - Demotion
PAY - Pay Rate Change
R - Required; O - Optional; C - Conditional
| Field Name | PRO | JRC | DEM | PAY | Comments |
|---|---|---|---|---|---|
| Offline | R | For a temporary reclassification of an employee in a budgeted position, use the Budgeted Position Change (POS) action. A current job description must be submitted to the Compensation Unit in Human Resources or delegated authority for classification approval. The Compensation Unit will notify you as to the correct classification for the position and the process for implementing any job re-classification. For guidelines on how to prepare a job description, go to GTMHR Chapter 3: Classification. | |||
| Address | |||||
| Campus Address and Phone | |||||
| Home Dept Code | C | C | For Promotion or Demotion to a different department, Home Dept should be changed. Refer to Primary Job/Home Department Decision Table for more information. | ||
| Phone | |||||
| Phone Type | C | C | |||
| Phone & Email | If Phone or Email is changed, change Phone/Email to the new information. | ||||
| Eligibility | |||||
| BELI Code and Effective Date | C | C | C | C | Update if the change affects benefits eligibility.1 - Career; 2 - Ltd Career (50%+FTE/1 year); 3 - Ltd Career (100 FTE/3month); 4 - Core; 5 - Not EligibleFor criteria, refer to the Benefits Eligibility Charts. Attach Benefits Eligibility Level Indicator (BELI) and Status Qualifier Code (SQC) form (UPAY 726) to HCM Transaction Form. |
| Primary and Secondary SQC & Effective Date | C | C | C | C | Update if the change affects benefits eligibility. For criteria, refer to Benefits Eligibility Charts . |
| Job Data | |||||
| Work Location | |||||
| Effective Date | R | R | R | R | Date on which the transaction takes effect |
| Action | R | R | R | R | PRO for Promotion; JRC for Job Reclassification; DEM for Demotion; PAY for Pay Rate Change |
| Reason Code | R | R | R | R | Refer to Action/Reason Codes for the appropriate reason. |
| Department | C | C | If employee is being promoted or demoted to a different department, change the Department, Location (if applicable) and Supervisor ID/Name. | ||
| Location | C | O | C | O | |
| Supervisor ID/Name | C | O | C | O | For academics, supervisor should be the Unit head (e.g. Dept Chair); for academic students and Post Docs, it should be the faculty mentor or sponsor. |
| Job Information | |||||
| Job Code | R | R | R | R | Include a C (covered) or U (uncovered), as appropriate at the end of the job code number. This is required for all staff titles and for academic titles covered by collective bargaining. |
| Empl Duration | R | R | R | R | B- Indefinite appointment with end date for budget purposes; I - Indefinite; S - Security; T - Tenure; V - Visa; W - With End DateNon-Employees are always W. |
| End Date | C | C | C | C | End Date is required for the following Employment Durations: B- Indefinite appointment with end date for budget purposes; I - Indefinite; V - Visa; W - With End Date (Appointment Types 1,3,4, and Z) |
| Fixed/Var | R | R | R | R | Indicates if employee will work a Fixed or Variable percentage of time |
| Full/Part | R | R | R | R | Anything less than 1.0 FTE (100%) is part time. |
| Appt Type | R | R | R | R | 1 - Contract; 2 - Reg/Career; 3 - Limited; 4- Casual/Restricted; 6 - Per Diem; 7 - Partial Year; X - Faculty; Y - Academic Non-Faculty; Z - Academic Student Refer to Appointment Types List for more information. |
| Emp Rel Code | R | R | R | R |
A - Manager, not confidential B - Manager, confidential C - Supervisor, not confidential D - Supervisor, confidential E - All Others, not confidential F - All Others, confidential G - Not covered by HEERA (out of state) H - Student in Academic Title covered by HEERA (GSIs, Readers, Tutors, and other titles covered by the UAW agreement) I - Student in Academic Title not covered by HEERA (GSRs)Refer to Employee Relations Code Definitions for more information. |
| Regular Shift | O | O | O | O | 1- Day; 2 - Evening; 3 - Night; N/A; RotatingN/A (Exempt Employees) is the default. |
| FTE | R | R | R | R | Total FTE for all jobs of regular pay cannot exceed 1.0. |
| Pay Schedule | R | R | R | R | MA - Monthly Arrears; MO - Monthly; SM - Semi-Monthly |
| Time Code | R | R | R | R | E - Exception Time; N - None; W - Without Salary; Z - Positive Roster |
| Leave Code | R | R | R | R | Refer to Leave Codes List for more information. |
| Salary Plan | |||||
| Grade | C | C | C | C | Grade is required for Job Codes with Grades. For Pay Rate Change, Grades in open-range positions should not be changed at this time. |
| Step | C | C | C | C | Step is required for Job Codes with Steps. For Pay Rate Change, Steps may be changed depending on the Job Code. |
| Review Type | O | O | O | O | Review Type is for Career appointments only. |
| Compensation | |||||
| Rate Code | C | C | C | C | Refer to Compensation Rate Codes for more information. |
| O/A Scale | C | C | C | C | O/A Scale is only used if employee is to be paid off or above the published scale. Refer to O/A Scale Codes for more information. |
| Pay Rate/Amt | R | R | R | R | Monthly Pay Rate/Amount or Hourly Pay Rate for hourly positions |
| Earnings Distribution | |||||
| Begin Date | R | R | R | R | Must match effective date of the row you added. |
| End Date | C | C | C | C | End Date is not required if Employment Duration is Tenured or Indefinite. |
| Earn Code | R | R | R | R | Refer to Earnings Codes for more information. REG should default. |
| Distrib % | R | R | R | R | Distribution % must add up to the Job FTE (for example, if Job FTE equals .5, the Distrib % for all distributions must equal 50.00%). Note: Earnings Codes BYA, BYN, SAS, STP, WOS should not have Distrib %. |
| Pay Rate/Amt | R | R | R | R | |
| Budgeted FTE | O | O | O | O | Only for budgeted positions. Note: Use with the appropriate Account for staff. |
| Wrk Study Prg | O | O | O | O | If employee is Work Study, distribution percent should be less than 49% unless Work Study Office approved a higher percent. Refer to the Work Study Program website at: https://workstudy.berkeley.edu/ |
| SpeedType or Chartstring | R | R | R | R | |
