- DATA VIEW NAME
- UA_PAYROLL_PAY_EXTENSION
- OVERVIEW
- This view displays payroll transaction detail for the entire Extension (Unit T).
- LOAD FREQUENCY
- After each payroll calculation. Once a month for unclassified. Every two weeks for classified and students.
- DATA CUSTODIAN
- Payroll and Benefits
Contact: Catharine Derubeis - AUTHORIZATION
- You must receive approval to access data from the data custodian. For information on which forms to fill out or what connections are necessary, check out the InfoAccess Home Page
- SPECIAL
CONSIDERATIONS - Please be aware that if your query involves employees with multiple pay types, they maybe listed or counted multiple times in your query.
- QUESTIONS
- Contact: Division of Information Technology Help Desk
Phone: 264-HELP (4357) - LAST UPDATED
- 7/15/98 New data view.
7/09 Added payment types for furlough c4j
3/10 Data Custodian Change c4j
11/11 Data Custodian Change c4j - DATA FORMATS
- The codes following the field names in this document define the field. The different types are:
A – Alphanumeric field. This indicates the field may contain letters and/or numbers. The number following is the field length.
Example: a field defined as A5 could contain ‘E10LN’.
PS – Packed-Signed field. This indicates the field may contain only numbers. The number following is the field length. If two digits with a decimal point in between are present the first indicates the number of positions before the decimal point and the second the number of digits after the decimal point.
Example: a field defined as PS4.2 would be in the format 9999.99 whereas PS6 would be in the format 999999.
| Column Name | Format | Description | ||||||||||||||||||
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| PAY_EARNED_PERIOD | A6 | The month in which payment was earned. Format: CCYYMM |
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| PAY_CALC_NUMBER | A9 | The unique identifier for a calculation processed in the payroll system. Consists of calendar year, payroll paid month, and sequence number. The scheduled calculations will be assigned a calculation number in advance. Special calculations will be given a calculation number in between the sequence numbers of scheduled calculations. For Example: 199309100 = August Regular Unclassified 199309200 = August B Classified 199309300 = August B Student 199309400 = August end of month unclassified 199309500 = August C Classified 199309600 = September A student 199309600 = September A student |
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| PAY_PERSON_ID_CALC | A8 | The unique number assigned to each person at the time of payment. |
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| PAY_PERSON_ID_CURR | A8 | The current unique number assigned to each person |
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| PAY_PERSON_NAME | A30 | Name of employee being paid. First name, last name. |
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| PAY_PERSON_SSN | A9 | The social security number is a nine digit identifier number assigned by the social security administration. |
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| PAY_TITLE_CODE | A5 | A five character field which identifies the title. The field is used to identify the official university system title, or Wisconsin Civil Service title for the appointment. Examples of Unclassified Titles (usually the first character of unclassified titles is alphabetic):
Examples of Classified
Example of Student
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| PAY_TITLE_NAME | A30 | The alphabetic title for a civil service title. The alphabetic title for an academic title. A 30 letter title left justified, blank filled. |
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| PAY_FUNDING_SOURCE | A4 | The University numeric fund code identifies the source of support for all salaries and wages. (The first three characters are the actual funding source, the last character is for future expansion). Examples of funding source:
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| PAY_ACCT_CODE | A5 | A classification for grouping the funding and expenditures of projects or for grouping of funding and expenditures for other purposes. An account number identifier is required for certain funds and an available option on others. Examples of accounting codes are: 2960 X451 CE65 U272 |
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| PAY_UDDS_CODE | A10 | Identifies the unit, division, department, sub-department which is responsible for payment. The last three characters are spaces. This was for future expansion, in case the IADS Steering Committee decided to further sub divide the department. Examples of a UDDS Codes are:
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| PAY_PYMT_ACTIVITY | A2 | The actual value is found in column 126. Examples of payment activity are: 8, 4, 3, 2 |
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| PAY_AMOUNT_PAID | NS7.2 | The total amount paid to the employee. |
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| PAY_HOURS_WORKED | NS5.2 | Total hours used to generate a payment from a particular funding source and payment type. |
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| PAY_PAY_BASIS | A1 | The pay basis for this appointment must be one from the following list. Valid Values: C (Academic Year) – Directly tied to the academic year calendar. May include employees not necessarily engaged in classroom instruction, but the timing of whose services is dictated by the instructional calendar (including registration periods, final exam periods, etc.). Appointment, normally from August thru May. A (Annual Year) – Responsibilities continue regardless of whether classroom instruction is taking place. Although the annual basis describes the fiscal year from July 1 thru June 30th, annual basis appointments can be for a period of shorter duration than the fiscal year. S (Summer) – Employment periods between the end of one academic year and the beginning of the next (“C” Basis Employees become “S” Basis Employes if payrolled in the summer). L (Lump) – If a one time payment needs to be made and a percentage, pay basis, base salary, is not appropriate. Used infrequently. H (Hourly) – All classified employees are normally paid using this basis. Unclassified appointments for 25% time or less; workloads fluctuate sufficiently to justify appointment rather than an annual or academic one. |
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| PAY_PAYMENT_RATE | NS8.3 | The rate of pay used to generate a payment from a particular funding source and payment type. |
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| PAY_CLASS_CODE | A4 | Identifies the expenditure category to be charged with a payroll expense. It also guides fringe benefit and tuition and fee cost allocation procedures and provies statistical and forecasting information. The last two digits of the class code are closely identified with a type or job classification. Examples are: Student: 30 Classified Perm: 21 Classified: 20, 21, 22, 23, 24, 26, 27, 28 Faculty: 10, 11, 17, 19, 41, 47, 61, 71, 80, 81, 82, 91 10 = Extension Correspondence Course Grader 11 = Faculty Appointment 17 = Research Associate 19 = Academic Staff 20 = Special Pay 21 = Permanent Classified, 50% or more 22 = Limited Term and Emergency 23 = Exceptional Performance Award 24 = Permanent Classified, Less than 50% 26 = Project Position, 50% or more 27 = Project Position, Less than 50% 28 = Length of Service 30 = Student Hourly 41 = Fellows/Trainees/Scholars 47 = Post Doc Fellows/Trainees 61 = Research Assistants 71 = Teaching Assistants 80 = Undergrad Assistants 81 = Project/Program Assistants 82 = Undergrad Intern 91 = Post Grad Trainees/Non-Medical and Pharmacy InternsThe third digit identifies what type of position is being paid. Examples: 1 = Faculty 2 = Classified 3 = Student 4 = Fellow 6 = Research Asst. 7 = Teaching Asst. 8 = Project Asst. 9 = Residents, Interns, & Externs. |
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| PAY_PAYMENT_TYPE | A2 | Code assigned to the authorization of the payment such as overtime, night differential, etc. Valid Values: ‘ G’ = Regular gross (For Unclassified and Lump Sums) P = Prior Gross or Hours (unclassified) ‘ H’ = Regular hours (For Students, Classified & UnclassStaff.) PP = Prior Hours (classified and students) PR = Prior Rate Adjustment AA = Stand-By (Non-rep/per hour) AL = Overseas Allowance CA = Comp Time FLSA Difference CP = Compensatory Time Paid DF = Post Differential EP = Exceptional Performance FW = Classified Fifth Week Vacation PV = Prior Classified Fifth Week Vacation LR = Lodging (Required) LN = Lodging (Not Required) LS = Length of Service LT = Length of Service – Termination OT = Overtime @ 1.5 PT = Prior Overtime @ 1.5 OU = OT.5FLSA OS = Overtime @ Regular Rate PS = Prior Overtime @ Regular Rate OK = Overtime @ 1/2 (Holiday) PK = Prior Overtime @ 1/2 (Holiday) ON = Overtime @ 1/2 (Weekend) PO = Prior Overtime @ 1/2 (Weekend) OJ = Crafts Overtime PJ = Prior Crafts Overtime ND = Night Differential PN = Prior Night Differential WD = Weekend Differential PW = Prior Weekend Differential RA = Charge Nurse Responsibility PL = Prior Charge Nurse Responsibility RB = Night Responsibility PM = Prior Night Responsibility SD = Stand-by (Various BU’s/per 8 hr shift) SE = Stand-by (BU 11/per 8 hr shift) SG = Stand-by (BU 11 on-site/per 8 hr shift) TC = Classified Termination Pay – Comp Time TL = Classified Termination Pay – Legal Holiday TP = Classified Termination Pay – Personal Holiday TS = Classified Termination Pay – Sabbatical Leave TV = Classified Termination Pay – Vacation (Hours) UA = Uniform Allowance XC = Non-duct LWOP – Craftsworker XN = Non-deduct LWOP – Temp Layoff XU = Non-deduct LWOP – Union Activity XX = Negative Gross XF = Reduction of Gross due to Furlough XG = Furlough Hours Taken XH = Furlough Hours Taken with Pay Reduction |
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| PAY_PAYROLL_GROUP | A1 | Identification code of payroll section processed. Examples of Payroll Group Code are: R = Regular Faculty S = Student C = Classified E = End of Month Faculty |
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| PAY_PERIOD_TYPE | A1 | Type of Payroll: M = Monthly A,B,C = Biweekly |
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| PAY_PAYABLE_DATE | A8 | The date the check is payable. Format: CCYYMMDD |
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| PAY_PAYROL_SECTION | A2 | Controlled groupings of like payroll types, such as, Classified, Regular Faculty, End of Month Faculty, Summer Session, Faculty, Students, or Workstudy Students. These sections are determined by payroll auditor in payroll processing center 1 to be manageable numbers and often consist of persons in the same campus and/or divisions within a campus. A section can consist of one or many subsets called payroll entry groups (PEG). Examples: Section 36 = Classified for Green Bay Section 23 = Faculty for Madison Hospital Section YS = Student Workstudy for Milwaukee Section 87 = Student for Residence Halls Madison |
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| PAY_APPT_ID | A8 | A unique number assigned to every appointment. |
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| PAY_APPT_TYPE | A2 | Identifies the major personnel category for the appointment. Each type is governed by specific statutes and/or personnel regulations, polities, or procedures. Acceptable Values: FA = Faculty Appointments with instructional, research and service responsibilities with the Title of Professor, Associate Professor, Assistant Professor, or Instructor (At a required FTE level). Tenure status for faculty appointments must be granted by Divisional Committee, Dean and Regents System approval is needed to openly recruit for a tenured position. LI = Limited Appointee Special appointments to designated administrative positions. A Concurrent Faculty, Academic Staff, or Classified Staff Appointment may (Must at UW-Mil) be held by appointee. Limited Appointees, except Coaches, without an on-going concurrent appointment should be provided with a back-up academic staff appointment. AS = Academic Staff Professional and Administrative appointments with duties primarily associated with higher education institutions on their administration. ET = Employes-In-Training Appointments that provide additional training or experience in a field of specialization. SA = Student Assistants Appointments filled by enrolled students (Usually Graduate Students). CP = Classified Permanent Employment of a career nature that requires the services an employee for 600 hours or more on an annual basis and includes school year employment under S.230.08(3)(E) stats. CL = Classified LTES Employment in which the nature and conditions do not lead to a career and does not exceed 1043 Hours in 26 consecutive biweekly pay periods. CJ = Classified Project An appointment for which the duties are not a regular or on-going function of the employing agency and has a required monitor length maximum of four (4) years. Does not provide for attainment of permanent status. SH = Student Help Appointments that provide part-time or temporary support and which are held by enrolled students. These appointments are incidental to the purpose of attending the University. OT = Other Teaching Supervisors, Honorary Fellows, etc. |
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| PAY_PAYROLL_ORG | A24 | A combination of the following fields placed together: Section (Cols 184-185) Peg (Cols 186-196) Cost Center Code (Cols 196-207) |
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| PAY_BARGAINING_UNT | A2 | A numeric code that indicates the data processing unit code as defined in the compensation pay plan that a title is included in. Examples are: 00 Student Help 02 Clerical & Related 03 Blue Collar & Non-bldg Trades 04 Building Trades-crafts 05 Security & Public Safety 06 Technical 07 Fiscal & Staff Services 08 Research Statistics & Analysis 09 Legal 10 Patient Treatment 11 Patient Care 12 Social Services 13 Education 14 Engineering 15 Science 16 NonProfessional Supervisory 17 Professional Supervisory 19 Executive & Management 98 Non-Professional Confidential |
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| PAY_PAR_PERIOD | A2 | The federal reporting period as defined by OMB-A21 for the payment represented by this split. Required on ‘C’ pay basis regular splits during earned month of January. Regular on all. Acceptable Values: A1 = Jan 1 – June 30 (Annual Appointment) A2 = July 1 – Dec 31 (Annual Appointment) S1 = Fall Semester (Academic Appointment) R2 = Spring Semester (Academic Appointment) R3 = Summer (Academic Appointment) M6 = Earned June Salary (used for July payroll instead of R3 to separate June and July paid days) M7 = Earned July Salary (used for July payroll instead of R3 to separate June and July paid days) 01 -12 = Earned Month (Classified and Student) |
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| PAY_SENIORITY_DATE | A8 | The date on which an employee has started employment. Format: CCYYMMDD |
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| PAY_PAYMT_BEG_DATE | A8 | The beginning date of the pay period this payment is related. Format: CCYYMMDD |
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| PAY_PAYMT_END_DATE | A8 | The ending date of the pay period to which this payment is related. CCYYMMDD |
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| PAY_PER_BEG_DATE | A8 | The date on which the pay period begins. Format: CCYYMMDD. |
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| PAY_PER_END_DATE | A8 | The date on which the pay periods ends. Format: CCYYMMDD |
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| PAY_CHANGE_NUMBER | NS7 | A sequential number assigned when a change for a person’s payments and/or deductions is initiated. Zeros if original. |
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| PAY_CHANGE_STATUS | A1 | Indicates if record has been changed through the change procedure. Acceptable values are: Blank = Current view, view not changed, or next change not yet completed. C = Changed, no longer the most recent view of the data. |
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| PAY_RATE_OVER_MAX | A1 | This indicates if the appointment rate is approved to be above the pay range or span maximum defined (if one is defined), or the appointment is red circled upon eligible personnel actions. Acceptable values are: Y = Rate is approved to be above the maximum. R = Red Circled (Currently for Classified only) Blank = Appointment is not approved for rate over max |
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| PAY_SEASONL_STATUS | A1 | Describes the seasonal nature of the work performed in the appointment. Acceptable Values are: 1 = Seasonal 2 = Academic Year 3 = Fall Semester 4 = Spring Semester 5 = Summer |
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| PAY_PROBATION_TYPE | A2 | The type of probation training or evaluation period served by the employee holding this appointment. During the period, the employe may have different eligibility for certain rate increases, benefits, etc. During the probation evaluation or classified trainee period, the employe may be dismissed without appeal rights. A review of progress is required for classified employes before allowing period to end. Acceptable values are: CO = Classified Original A required probation period for employes in an “original appointment” as defined in Wisconsin Administrative Code. The probation period starts when the appointment does, or after a training probation period. The probation period is six months for non-supervisory appointments (can be extended up to three more months), twelve months for supervisory appointments (all or a portion of the last six months can be waived). A rate increase is granted after six months; the rate increase is either to PSICM or a step, whichever is greater, not to exceed the maximum of the range. Due to transfer or reinstatement, the required period may be served in more than one appointment. CP = Classified Promotional A required probation period for classified employees promoted to a new appointment as defined in Wisconsin Administrative Code. The probation period starts when the appointment does, or after a training probation period. The probation period is six months for non-supervisory appointments (can be extended up to three more months), twelve months for supervisory appointments (all or a portion or the last six months can be waived). A rate increase is granted after six months; the rate increase is either to PSICM or a step, whichever is greater, not to exceed the maximum of the range. Due to transfer or reinstatement, the required period may be served in more than one appointment. CS = Classified Permissive An optional probation period for classified employes transferring, demoting, or reinstating to a new appointment. The probation period can be any length of time, up to a maximum of six months. If the action occurs within the same employing unit, no permissive probation is allowed. TR = Trainee or Apprentice For Classified Employes, a required probationary period of up to three years spent in a trainee role or apprenticeship TT = Tenure-Track A probationary period for a faculty member preceding a decision on a tenure appointment. May not exceed 7 consecutive academic years (Excluding leaves-or Absence) In a full-time position in an institution. Rules concerning required review and notice of non-retention or dismissal may be found in UWS 3.09. PI = Probationary leading to indefinite academic staff. HS = CHS (Clinical Health Sciences Collateral Faculty). EV = Unclassified evaluation period optional for academic staff; a period of three months or less. |
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| PAY_RETR_DED_TYPE | A6 | The retirement deduction assigned by the calculation. It is assigned using information about the appointment, and the payment type. |
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| PAY_BAC_DED_TYPE | A6 | The deduction for the back portion of retirement. Assigned by the calculation in addition to the ordinary retirement deduction above, using information about the appointment and payment type. |
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| PAY_BIRTH_DATE | A8 | The day, month and year of one’s birth. Format: CCYYMMDD |
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| PAY_FED_TAX_DED | A6 | Deduction type for withholding federal income tax for this payment. |
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| PAY_SS_DED_TYPE | A6 | The social security deduction assigned by the calculation. |
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| LOADDATE | DATE | The date the data was last refreshed. |