Human Resources Management System

Transaction Process for Data Change (DTA)

Definition: Use Data Change action to update most elements of an employee's appointment.

* = Required Field

Note: All steps are required unless otherwise noted.

1. Go to Home>Administer Workforce>Administer Workforce (GBL)>Use. From the Use Menu, click Job Data.
   1. On the Job Data search criteria page, type in the Employee ID or Last Name and click Search (or press Enter).
   2. If a list of employees is displayed, click the employee ID or name of the employee you are updating. If there are no matching values, review your criteria and change it, as appropriate.
2. On the Work Location page of Job Data, click the + button to insert the new transaction.
   The system will automatically copy the last row of data into the newly inserted row. Effective Date defaults to the current date.
3. Type the Effective Date* of the transaction (MM/DD/YY) or use the calendar to select a date.
4. Select Action* "Data Change" from the drop-down list of available Actions.
5. Type in the Reason* code or click the Magnifying Glass to lookup the appropriate reason for the Data Change. Refer to instructions below for specific reasons. Refer to the Action/Reason Codes job aid for definitions of Reason Codes: http://hrweb.berkeley.edu/hrms/actionreason.htm

Below are detailed instructions for all Data Change Reasons.

APD Appointment Date

Use this reason to establish an earlier appointment end date or an indefinite date. (For extensions of an appointment, use Reappointment/Renewal (RPT) of appointment.)

1. Go to the Job Information page and update the appointment End Date. The appointment Begin Date will be derived from the effective date entered on the Work Location page. Change Employment Duration if appropriate.
2. Click the Earnings Distribution link. On the Job Earnings Distribution page, update Begin Date and End Date on all affected distribution lines.
3. Click Save to save the transaction.

APT Appointment Type

Use this reason to change an employee's Appointment Type (for example, from 3-Limited to 2-Regular/Career).

1. Go to the Job Information page and update Appointment Type.
2. Update other fields on this page, as appropriate: Employment Duration, Fixed/Variable, Part/Full-time, Pay Schedule, Time Code and Leave Code.
3. Click Save to save the transaction.
4. If the Appointment Type change affects Benefits Eligibility, then update the BELI code. Go to Home>Administer Workforce>Administer Workforce (GBL)>Use. From the Use Menu, click Personal Data. Go to the Eligibility page and change the BELI code that the employee is assigned based on the Appointment Type change. Also change the Effective Date.
5. Click Save to save the transaction.

COR Correction

Use this reason to correct any value on the current row of an employee's Job Record that is not related to pay. This includes Department, Location, or Supervisor ID on the Work Location page, and Fixed/Variable, Regular/Temporary, Full/Part, Employee Relations Code, Pay Schedule, Time Code, and Leave Code on the Job Information page.
Note: Complete an HRMS Job Information or HRMS Additional Distribution Form to OHR Data Services to correct a value related to pay.

1. Make the changes on each page, as appropriate (Work Location or Job Information).
2. Click Save to save the transaction.

CST Change Status

Use this reason to change the Fixed/Variable status of a positive time employee.

1. Go to the Job Information page and update Fixed or Variable status.
2. Update other fields on this page, as appropriate: Employment Duration, Fixed/Variable, Part/Full-time, Pay Schedule, Time Code and Leave Code.
3. Click Save to save the transaction.

LVC Leave Code

Use this reason when updating an employee's Leave Code (Vacation and Sick Leave Accrual.) For code definitions, refer to the Leave Codes Job Aid at: http:hrweb.berkeley.edu/hrms/leavecode.htm

a. Go to the Job information page and update Leave Code.

b. Click the Earnings Distribution link. Verify and change, as appropriate,Begin Date for each distribution.

c. Click Save to save the transaction.

PER Percent Time Change (Job FTE % Change)

Use this reason to increase or decrease percent time (Job FTE) on an academic or casual/restricted appointment, or to increase percent time on a staff appointment that would be eligible for preferential rehire in the event of a layoff. (See Data Change: RTI, RTT, RTV.)

1. Go to the Job Information page and change FTE (percent time worked; for example, 1.0 for 100%, .8 for 80%).
2. If the job (appointment) FTE is updated, then the earnings distribution percent must also be updated. Click the Earnings Distribution link. On the Earnings Distribution page, change the Distribution % on all distributions affected.
3. Click Save to save the transaction.

REV Five-year Review - Academic

Use this reason when a faculty member has undergone a mandatory five-year review and no other action (merit or salary increase) resulted from the review.

1. Click Save to save the transaction.

RJR Reactivate Job Record

Use to create a new appointment on a Terminated employee record, when the employee has at least one other active record. (If all records are Terminated, a Rehire action is required.) For detailed instructions on completing each page in the record, see Transaction Process for Add Concurrent Job.

1. Complete information on each page as appropriate for the new appointment.
2. Click Save to save the transaction.

RPT Renewal/Reappointment

Use this reason to renew an employee's appointment with no break in service, or to extend an appointment End Date. (You must perform this action before a break in service occurs, that is, on or before the appointment End Date. If the appointment End Date has passed, first you will need to terminate the job in HRMS using the Termination action and the appropriate reason code. Then use the Data Change/Reactivate Job Record action and reason code to reactivate a job, or the Rehire action if all jobs have been terminated.)

Note: An expired appointment is automatically terminated in the Payroll Personnel System (PPS) after four months of inactive status. The HRMS system edit, which prevents you from using any action other than "Termination" if an appointment End Date has passed, ensures that PPS and HRMS stay in sync

RTI Reduction in Time/Layoff (LOF) Indefinite

Use this reason when management initiates a reduction in percent time (Job FTE) indefinitely, on an academic or staff appointment that would be eligible for preferential rehire in the event of a layoff.

1. Go to the Job Information page and type in the reduced FTE (percent time worked; for example, .8 for 80%).
2. Review Appointment Type, Pay Schedule, Time Code and Leave Code on the Job Information page and determine if the data in those fields needs to be changed due to the reduction in FTE.
3. If the employee is being changed from monthly to hourly, go to the Compensation page and change the Rate Code.
4. Click the Earnings Distribution link. On the Earnings Distribution page, change the Distribution % for all affected distributions to reflect the new reduced FTE.
5. Click Save to save the transaction.

RTT Reduction in Time/Layoff (LOF) Temporary

Use this reason when management initiates a reduction in percent time (Job FTE) temporarily, on an academic or staff appointment that would be eligible for preferential rehire in the event of a layoff.

1. Go to the Job Information page and type in the reduced FTE (percent time worked; for example, .8 for 80%).
2. Click the Earnings Distribution link. For any distributions to regular pay:
   • Type in the Begin Date and End Date of the change of distribution %.
   • Change the Distribution % to the appropriate percent.
3. Click Save to save the transaction.
4. For indefinite appointments, add a future-dated transaction for the effective date of the return to the current FTE. Use "Data Change" action and "PER" reason.

RTV Reduction in Time-Voluntary

Use this reason when an employee initiates a reduction in percent time (Job FTE), indefinitely or temporarily, on a staff appointment that would be eligible for preferential rehire in the event of a layoff.

1. Go to the Job Information page and type in the reduced FTE (percent time worked; for example, .8 for 80%).
2. Click the Earnings Distribution link. For any distributions to regular pay:
   • Type in the Begin Date and End Date of the change of distribution %.
   • Change the Distribution % to the appropriate percent.
3. Click Save to save the transaction.

SUP Supervisor Change

Use this reason to update an Employee's Supervisor.

1. Click on the Supervisor ID field on the Work Location page and type in the new Supervisor ID (Employee ID). If the Supervisor ID is not known, click the Magnifying Glass to search on name or other criteria to obtain the Supervisor's employee ID.
2. Click Save to save the transaction.

TYR Terminal Year Appointment

Use this reason to indicate an academic appointee's final year after not receiving tenure.

1. Go to the Job Information page and type in the new End Date.
2. Click the Earnings Distribution link. On the Earnings Distribution page, change Begin Date to the Effective Date, as appropriate. Change End Date to the End Date of the appointment.
3. Click Save to save the transaction.