HCM: Field Guides for DTA, EAD, POS & XFR
DTA - Data Change
JED - Earnings Distribution Change
POS - Position Change
XFR - Transfer
R - Required; O - Optional; C - Conditional
| Field Name | DTA | JED | POS | XFR | Comments |
|---|---|---|---|---|---|
| Personal Data | |||||
| Address - Campus Address and Phone | |||||
| Home Dept Code | R | Home Dept should be changed if this job is now the primary job. Refer to Primary Job/Home Department Decision Table for more information. | |||
| Phone&Email | C | R | If Phone or Email have changed, change Phone/Email to the new information. | ||
| Eligibility | |||||
| BELI Code | C | C |
If the Data Change or Transfer affects benefits eligibility, then enter the new BELI code. 1 - Career; 2 - Ltd Career (50%+FTE/1 year); 3 - LTD Career (100 FTE/3 month); 4 - Core; 5 - Not Eligible. See: Benefits Eligibility Charts. Attach Benefits Eligibility Level Indicator (BELI) and Status Qualifier Code (SQC) form (UPAY 726) to HCM Transaction Form. |
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| BELI Eff. Date | C | C | If the Data Change or Transfer affects benefits eligibility, then enter the new BELI effective date. | ||
| Primary and Secondary SQC and Effective Date | C | C | Update Primary SQC (Status Qualifier Code) and Effective Date, and Secondary SQC and Effective Date if applicable. 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 | DTA for Data Change; JED for Job Earnings Distribution; POS for Position; XFR for Transfer |
| Reason Code | R | R | R | R | Refer to Action/Reason Codes for the appropriate reason. |
| Department | C | R | If Data Change Reason Code is COR (Correction), then enter the Department to change it. | ||
| Location | C | C | If Data Change Reason Code is COR (Correction), then enter the Location to change it. | ||
| Supervisor ID/Name | C | O | If Data Change Reason Code is COR (Correction) and if it was updated incorrectly, or if Data Change Reason Code is SUP (Supervisor), then enter the Supervisor ID. | ||
| Job Information | |||||
| Job Code | C | R | Only change Job Code on DTA when the reason is Renewal/Reappointment | ||
| Empl Duration | C | O |
If Data Change Reason Code is APD (Appointment Date) and the change is to an indefinite date, change to "I." For other Data Change Reason Codes, change as appropriate. B - Indefinite appointment with end date for budget purposes; I - Indefinite; S - Security; T - Tenure; V - Visa; W - With End Date |
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| End Date | C | C |
If Data Change Reason Code is APD (Appointment Date), change the End Date to an earlier date. If Data Change Reason Code is RPT, change to the extended date. For other Data Change Reason Codes, change as appropriate. 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) |
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| Fixed/Var | C | O | If Data Change Reason Code is APT (Appointment Type) or COR (Correction), change as appropriate. | ||
| Full/Part | C | O | If Data Change Reason Code is APT (Appointment Type), COR (Correction), CST (Change Status), RTI (Reduction Time/LOF Indefinite), RTT (Reduction Time/LOF Temporary), or RTV (Reduction Time-Voluntary), change as appropriate. | ||
| Appt Type | C | O | If Data Change Reason Code is APT (Appointment Type), COR (Correction), RTI (Reduction Time/LOF Indefinite), RTT (Reduction Time/LOF Temporary), or RTV (Reduction Time-Voluntary), change as appropriate.1 - Contract; 2 - Reg/Career; 3 - Limited; 4 - Casual/Restricted; 6 - Per Diem; 7 - Partial Year; X - Faculty; Y - Ac N Fac; Z - Academic Student. Refer to Appointment Types for more information. | ||
| Emp Rel Code | C | O | If Data Change Reason Code is COR (Correction), change as appropriate.A - Manager, not confidential; B - Manager, confidential; C - Supervisor, not confidential; D - Supervisor, confidential; E - All Others, not confidential; F - All Others, confidential; H - Student in Academic Title covered by HEERA; I - Student in Academic Title not covered by HEERARefer to Employee Relations Code Definitions for more information. | ||
| Regular Shift | O | O | Change as appropriate. 1 - Day; 2 - Evening; 3 - Night; N/A; Rotating | ||
| FTE | C | C | O | If Data Change Reason Code is COR (Correction), PER (FTE Change), RTI (Reduction Time/LOF Indefinite), RTT (Reduction Time/LOF Temporary), or RTV (Reduction Time-Voluntary), change as appropriate.If Budgeted Position Change Reason Code is PRT (Position Hold), FTE is changed to 0.00. If Budgeted Position Change Reason Code is RMV (Remove from Hold), FTE is changed to the percent time the employee will be working on the job (for example, 1.0 or 100%).Total FTE for all jobs of regular pay cannot exceed 1.0. | |
| Pay Schedule | C | O | If Data Change Reason Code is TCC (Time Code Change) or COR (Correction), change as appropriate.MA - Monthly Arrears; MO - Monthly; SM - Semi-Monthly | ||
| Time Code | C | O | If Data Change Reason Code is TCC (Time Code Change) or COR (Correction), change as appropriate.E - Exception Time; N - None; W - Without Salary; Z - Positive Roster (electronic) | ||
| Leave Code | C | O | If Data Change Reason Code is APT (Appointment Type) COR (Correction) or LVC (Leave Code), change as appropriate. Refer to Leave Codes for more information. | ||
| Payroll | |||||
| Tax Location Code | Tax Location Code defaults to California. Do not change. | ||||
| Salary Plan | |||||
| Grade | C | C | Grade is required for Job Codes with Grades. | ||
| Step | C | C | Step is required for Job Codes with Steps. | ||
| Review Type | C | C | Review Type is for Career appointments only. If Data Change Reason Code is COR (Correction), change as appropriate. | ||
| Compensation | |||||
| Rate Code | C | C | Refer to Compensation Rate Codes for more information. | ||
| O/A Scale | C | O | 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 | C | O | Monthly Pay Rate/Amount or Hourly Pay Rate for hourly positions | ||
| Earnings Distribution | |||||
| Begin Date | R | R | R | R | |
| End Date | C | C | O | O | If Data Change Reason Code is APD (Appointment Date), RPT (Renewal/Reappointment), RTI (Reduction Time/LOF Indefinite), RTT (Reduction Time/LOF Temporary), or RTV (Reduction Time-Voluntary), change as appropriate. |
| Earn Code | C | R | C | O | If Budget Position Change Reason Code is PRT (Position Hold), change to "PRT." If Budget Position Change Reason Code is RMV (Remove Position Hold), change to "REG."Refer to Earnings Codes for more information. |
| Distrib % | C | R | O | O | If Data Change Reason Code is PER (Percent Time Change), RTI (Reduction Time/LOF Indefinite, RTT (Reduction Time/LOF Temporary), or RTV (Reduction Time-Voluntary), change as appropriate. Distrb % 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 of BYA, BYN, STP, WOS should not have a Distrib %. |
| Pay Rate/Amt | C | C | C | ||
| Budgeted FTE | O | O | O | O | Only for budgeted positions. If Data Change Reason Code is RTI (Reduction Time/LOF Indefinite), RTT (Reduction Time/LOF Temporary), or RTV (Reduction Time-Voluntary), change as appropriate. Note: Use with the appropriate Account for staff. |
| Wrk Study Prg | C | O | O | If employee is Work Study, distribution percent should be less than 50% unless Work Study Office approved a higher percent. Refer to the Work Study Program website. | |
| Chartstring | C | R | R | R | |
