UA BDGTSAL NEW

For filled positions, this field is 8 digits . For fiscal years 1994-2011, this field contains the legacy appointment_id. Starting with fiscal year 2012, this field contains the empl ID(last 6 digits) followed by the 2 digit Empl Record associated with this person’s job.

For vacant positions, group position, negative position, lump sum, and deduction records, this field contains a dummy ID number assigned by the budget office.

Budget ID (pos 1) Record Type & Description
—————– ————————-
Numeric A filled position
R B vacant position
G G group position
J J negative position
($ or position taken away)
L L lump sum record
D M deduction record
(take $ away)

For other than filled positions, the budget ID must begin with alphabetic codes enumerated above and the last eight positions must be unsigned numeric and less than ‘99999999’.

The ID is left justified in the field.
If it is a group position, staff-type must = ‘A’ (group positions only valid for academic staff).

If it is a header record, the first five characters of the budget ID are low values followed by ‘UHL1’. If it is a trailer record, the first five characters of the budget ID are high values followed by ‘UTL1’.

The values in record type may be:
A = filled position
B = vacant position
G = group position
J = negative position ($ or positon taken away)
L = lump sum record
M = deduction record (take $ away)

‘ ‘ Continuing from prior year

‘A’ Valid only for filled position. Person not in previous year’s budget, but currently (prior to 1 July) on the payroll.

‘B’ Used for all new individuals starting on or after July 1 of the new budget year. Also used for all vacant positions, lump sum entries, and deduction entries.

‘C’ Used for:

1) All unclassified staff who have a contract anniversary date other than July 1 or the start of the academic year. Non July 1 anniversary date staff. Staff who appear in the current budget but are not to be treated as new for merit purposes.

2) All unclassified staff who appear in the current budget but are being treated as new appointments for merit purposes.

3) All unclassified staff who are now on the University payroll with one of the employees-in-training or student assistants titles, but who are to be budgeted in the new year as faculty or academic staff.

‘A’ and ‘C’ valid only for filled positions (Record type = ‘A’)

If CY staff type = ‘C’ (classified position), must be ‘A’ or ‘ ‘.

A = Unclassified
C = Classified

EDIT

Edit against the title file for valid codes using (DAIOACTL). If record type is ‘L’ ‘M’ ‘J’, title code must be spaces.

SOURCE

Supervisor, Principal Investigator, Dean/Director, etc., depending on the department or college.

A = Affiliate
B = Collaborative
D = Short Term (24 months)
E = Employee I Training
F = Fixed Term Appointment
G = Re-employed Annuitants
L = Limited Term Appointment
N = Unclassified Staff Probation
P = Faculty Rank Probation
Q = Acting Appointment
R = Emeritus
S = Student
T = Tenure
X = Honorary Fellow
Y = Vacant Position or non-renewable summer faculty
Z = Indefinite Appointment

EDIT
0 = NO GUARANTEED LENGTH
0.5 YEAR
1 YEAR
2 YEARS
3 YEARS
4 YEARS
5 YEARS

SOURCE

Letter of appointment or reappointment

02 = FIXED, TERMINAL

This appointment is for a finite length of time, and there is no expected renewal (e.g., fixed-term terminal academic staff, classified project, 5th year TA, work study).

03 = FIXED, RENEWABLE

This appointment is for a specified length of time, but renewal is expected or recurrance is possible (e.g., fixed term academic staff, recurring LTE, regular TAs).

06 = ROLLING HORIZON

This appointment is for a guaranteed length of time, based on annual reappointment. For all rolling horizon appointments, the length must be specified and kept in guaranteed length in apptappt. must be spaces if there are no splits with title modifier = ‘F’ or ‘D’ Validate against quickfile table ABVALCON

SOURCE

Supervisor, principal investigator, Dean/Director, appointing authority, etc., depending on the school/college.

‘ ‘ = none

‘A’ = county agent whose salary is not entirely paid through the university. They are not represented as full-time staff in the budget.

‘B’ = county agent whose salary is entirely paid through the university

‘F’ = faculty status

‘T’ = externally funded appointments (e.g. USDA appointees, military science, etc.)

‘Y’ = executive pay plan (named in legislation)

‘W’ = UWS executive pay plan (assigned by university)

‘F’ only valid for filled positions i.e. (record type = ‘A’). Also must be unclassified staff other than professors, associate professors, assistant professors, and instructors. (CY staff type = ‘A’ and CY unclassified function not (C20, C30, C40, C50, C60))

‘A’ and ‘B’ must be supported by a ‘CA’ comment split

‘EMPLOYEE STATUS’.
A = Apprentice (all crafts)
B = Project Project Employee (added 1979-80)
C = Project Permanent Employee (added 1979-80
P = Permanent
R = Red-Circle (salary above maximum for range)
S = Seasonal (primarily in agriculture)
T = Trainee (not used for crafts)
L = LTE
E = Emergency budgeted as lump sum items

Edit:

L & E only used in position control records (PY2D)

FA = Faculty
LI = Limited
AS = Academic Staff
ET = Employees in training
SA = student assistants
CP = classified permanent
CL = classified LTE
CJ = classified project
SH = student help
OT = other

Edit:
Alpha numeric
A1 = professional
A2 = program manager
A3 = administrative director
A4 = business offices
B1 = instruction
B2 = research
C1 = academic administrator
C2 = academic program director
C3 = other academic
D1 = faculty
D2 = employee in training
D3 = student staff
D4 = other faculty

budgeted.

0 = Student Services
1 = Institutional Support
2 = Instruction
3 = Hospitals
4 = Research
5 = Public Service
6 = Academic Support
7 = Physical Plant
8 = Auxiliary Enterprises
9 = Financial Aid
& = Farm Operations

Validity of fund-activity combination is checked (ABFDACTB).

Validity also verified for the particular UDDS (use R1401001 as entry point to ACUD1401).

Record Type Name Field
B *vacant position
G *group position
J * * * less
L provision amount for
M * * * less

For Filled Positions:

The name currently used by a person. For system display and reporting. If there is not enough room for the full name, enough information in the proper format must be provided to best identify the individual. The name is taken from the APPTPRSN table using the person ID in the budget record. The Peterson Payroll Processing center is responsible for monitoring names for employees paid through that center. WARF Processing Center provides information monthly to maintain the information for employees paid through that center. For system display and reporting. If there is not enough room for the full name, enough information in the proper format must be provided to best identify the individual.

EDIT

The name must begin with a letter. The format will be last name followed by a comma and a space, then first name or initial, middle initial or name, followed by a space plus JR or SR or III if appropriate. The only special character required is the comma to end the last name. A hyphen is allowed. (Use routine PYNAME30)

SUPPLIED NAME SYSTEM NAME
O’CONNEL, THOMAS J OCONNEL, THOMAS J
MC NAUGHTON, JOHN R MCNAUGHTON, JOHN R
SMITH-JONES, ALICE SMITH-JONES, ALICE
SMITH, J R SMITH, J R
JONES, J ROBERT JONES, J ROBERT
SMITH, JOHN M JR SMITH, JOHN M JR
ST. AUBIN, THOMAS A STAUBIN, THOMAS A
DOMMERSHAUSEN-MC FLANNIGAN,
DOMMERSHAUSEN-MCFLANNIGAN
BERNADETTE A B A

The name will be truncated to 21 characters in programs where the entire 30-character name will not fit.

SOURCE

Employee’s withholding allowance certificate (FORMW-4) and in some instances, the employee’s Social Security identification card. Information is maintained using the Integrated Person Information system.

EDIT

Format is YYYYMMDD.

Year of birthdate should be more than 14 years before the current year. (YEAR OF BIRTHDATE) < (CURRENT YEAR – 14)

BLANK = NOT SUPPLIED

SOURCE

Employee withholding allowance certificate (FORM W-4).Information is stored in the APPTPRSN table.

EDIT
M = Male
F = Female
BLANK = Unknown

SOURCE

Employee’s withholding allowance certificate (FORM W-4). Information is taken from the APPTPRSN table.

SOURCE

The next available number will be stored in an online data base. A subroutine will be used to: 1) obtain the next available number when one is needed and, 2) update the next available number by adding one to it.

EDIT
Validate against the APPTPRSN table

If Record-Type > ‘B’ (other than individual position), Percent time is zero

If record-type = ‘A’ or ‘B’ (an individual position), Percent time must be numeric and not greater than 100

If percent time is not zero and position is classified, Percent time must be greater than .28 (28%)

If partial period, e.g., ‘SEM1’ and 100%, PT-Fract will be 1.00, while FTE will be .50

Academic Staff

Annual rate (12 month); payable as 1/12 each month;
normal period is 07/01 – 06/30.

C – Academic rate (9 month); payable as 1/9 each month of the academic year; normal period is the academic year (September to June) which changes each year.

Classified

H – Hourly rate; payable biweekly according to method set by Dept. of Administration. Space – No salary; applies to positions shown in the budget but not paid by the university; rate equals zeros; e.g., military science staff, emeritus faculty, volunteers

For other than the two types of records discussed above, Rate is carried in terms of the Pay-Basis on which the position is paid.

Pay Basis Rate
H Hourly e.g. 03.015
A Annual e.g. 12000
C 9-month e.g. 09000

Hourly rates apply only to classified staff. Annual and 9-month rates apply only to unclassified staff.

If Record Type > ‘B’ (other than an individual position), fraction = 0.

If an individual position, must be unsigned numeric and not greater than 100.

If not zero and unclassified staff, must be greater than 28.

If partial period, e.g., ‘SEM1’ and 100%, Pt-Fract will be 1.00, while FTE will be 0.50.

Academic Staff

A – Annual rate (12 month); payable as 1/12 each month; normal period is 07/01 – 06/30.

C – Academic rate (9 month); payable as 1/9 each month of the academic year; normal period is the academic year (September to June) which changes each year.

Classified

H – Hourly rate; payable according to method set by Dept. of Administration (bi-weekly)

Academic or Classified

space – No salary; applies to positions shown in the budget but not paid by the university; rate equals zeros; e.g., military science staff, emeritus faculty, volunteers.

Unclassified or Classified: Calculated by subtracting any increases (merit, pay-plan, etc.) effective 1 July from the Rate for the current budget year.

I.E. C = 9-month rate of pay, Rate-30June is a 9-month rate.

H = hourly rate of pay, Rate-30June is an hourly rate

The campus codes are as follows:

A = Madison K = Stevens Point
B = Milwaukee L = Stout
C = Eau Claire M = Superior
D = Green Bay N = Whitewater
E = La Crosse R = Center System
F = Oshkosh T = Extension
G = Parkside W = System Administration
H = Platteville Y = Systemwide
J = River Falls

The code consists of the following:
Campus (unit)
Division
Dept
Sub-Dept

The campus codes are as follows:
A = Madison K = Stevens Point
B = Milwaukee L = Stout
C = Eau Claire M = Superior
D = Green Bay N = Whitewater
E = La Crosse R = Center System
F = Oshkosh T = Extension
G = Parkside W = System Administration
H = Platteville Y = Systemwide
J = River Falls

Validity for relevant budget year is checked against UDDS name file (use ‘R140100A’ as entry point to ACUD1401) in pre-file maintenance transaction edit.

The codes are:
‘ ‘ = No error
‘E’ = Error condition which must be corrected through a file maintenance (SBGTBPFE).

Any record with the error flag set to ‘E’ always goes through the edit portion (SBGTBPFE) of file maintenance; before entering this phase, the error flag is set to space.

Y = funding is for summer
N = funding is not for summer

Only ‘C’ pay basis appointments can have this indicator set to ‘Y’.

A This amount is to be paid in one payment and will be preprinted on the check sheet for the first four week summer session payroll.

B This amount is to be paid in one payment and will be preprinted on the check sheet for the second four week summer session payroll.

C This amount is to be paid in two non equal ayments. The budget amount with the earliest date will be preprinted on the appropriate summer session payroll.

D This amount is to be paid in two equal payments. The payroll program will divide the budget amounts by two and print one of the payments on the first four week summer session payroll and the other payment on the second four week summer sesion payroll.

E This amount is to be paid in one payment and will be preprinted on the three week inter-session payroll. This code should be used only if no other summer session payments are budgeted. A blank code is required for all UDDSes except A93 and B93.

The above codes should also be used in the budget process for the Law School ten week session payments. They will be identified by their UDDS coding and the selected amounts will be preprinted on the appropriate payrolls, separately from the regular eight week summer session payrolls.

The summer payrolling codes will determine on which summer session payroll the individual will appear and the gross amounts that will be preprinted on the check sheet.

‘LV’ Regular leave status for the split; valid only for filled positions (Record Type = ‘A’) The input transaction is checked to see that this field is either ‘LV’ or blank. If blank, budget amt to be included in any summary totals. This field is also blank for comment splits

The sum of the Fund-Fract for a given budget year must equal the FTE-Count for that year. The Fund-Fract is ‘forced’ into agreement with the FTE-Count; i.e. if a full time, full period position is split 1/3, 1/3, 1/3, the Fund-Fract will be 0.34, 0.33, 0.33 to equal an FTE-Count of 1.00.

Formula:

Budget-Amount

————— = Fund-Fract

Annual-Rate

Calculated using the following formula:

sum of Budget Amts

——————– = FTE Count

Annual Rate

FTE Count can never be greater than Pt-Fract, must be less than zero for negative positions.

NOTE: this field is no longer used – the new field to used is UWMF_Indicator

The form 2A (BDGT) transactions carry the period as spaces or ‘YEAR’ (if full period), dates (DD/MM), ‘SEM1’, ‘SEM2’. The period field also generates the Effective/Expiration Dates for the split.

Unclassified staff:

‘* ‘ = split not for a full period. The actual period is entered in the effective and expiration dates of the split.

‘ ‘ = split for the full period

‘YEAR’ = split for the full period, percent time is uneven.

‘SEM1’ = split for semester 1

‘SEM2’ = split for semester 2

The period field is broken down into the following 2 fields for unclassified staff:

Period flag = first digit
Period code = last three digits

Valid Values

‘Y’ = appointment is fund proportionally among the splits

‘N’ = not funded proportionally.

Valid values
‘Y’ = Yes
‘ ‘ = No

Format is YYYYMMDD.

For financial splits other than no salary splits, academic staff will have a date in this field as also date in effective date.

Classified staff budgeted less than the full period are budgeted for a specific number of months and the exact dates of employment are not available; these date, therefore, have no validity and effective date contains the beginning of the fiscal year while expiration date is left blank