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Last updated: September 20, 2022
Personnel and Payroll Services
Glossary of Terms
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
TERM
DESCRIPTION
8/12 PAY PLAN
CSU employees who work 8 months each year may receive 8 month’s salary in 12
payments.
11/12 PAY PLAN
CSU employees who work 11 months each year may receive 11 month’s salary in 12
payments.
10/12 PAY PLAN
Employees who work 10 months each year may receive 10 month's salary in 12
payments.
401(k) Plan
A retirement plan governed by Section 401(k) of the Internal Revenue Code. Also
referred to as a 401(k) Thrift Plan.
457 Plan
A retirement plan governed by Section 457(b) of the Internal Revenue Code. Also
referred to as a 457 Deferred Compensation Plan.
99
When 99 appears as the days paid on pay history, this means that a full month was
paid no matter how many days are in the specific pay period (21/22 or other if
academic). This does not mean that 99 days were paid and should not be viewed as
such. See "Full Month" definition.
A
DESCRIPTION
ABSENCE AND
ADDITIONAL TIME
WORKED REPORT - STD
634
See the "STD 634 - Absence and Additional Time Worked Report" description.
ABSENCES WITHOUT PAY -
STD 603
See the "STD 603 - Absences Without Pay Report" definition.
ABSENCE WITHOUT LEAVE
(AWOL)
An unapproved absence without pay.
ABSTRACT
To summarize payment history or employment history in order to isolate records for
a specific period of time.
ACA (AFFORDABLE CARE
ACT)
See the "Affordable Care Act (ACA)" definition.
ACADEMIC CALENDAR
Lists actual work days/holidays by month, quarter, semester, and year for academic
employees in CSU and Department of Education, Special Schools. Used in lieu of
"Nearly Equal Pay Periods."
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DESCRIPTION
ACADEMIC EMPLOYEE
Employees engaged in teaching or closely related professional activities for an
academic year. Compensation is based on class and rank. Work days are based on
the academic year calendar for each campus/special school. May be employed in
CSU or Department of Education, Special Schools. Use 1/210 or 1/1680 dock
formula.
ACCELERATED SALARY
ADJUSTMENT
Established by Resolution, the receipt of a Special In-Grade Salary Adjustment (SISA)
or Merit Salary Adjustment (MSA) prior to the normal 6 and 12 months when an
employee’s movement between classifications resulted in less than a one-step
increase.
ACCOUNT CODE
An Account Code is a one or two-character code used by the EHDB system to denote
employees’ retirement attributes. It is critical that the correct retirement account
code is assigned to ensure that payroll is accurately calculated.
ACCOUNTS RECEIVABLE
(A/R)
A balance due from a debtor on a current account.
ACTIVE BATCH
A batch (see the "Batch" definition) that is Empty, Saved or Closed.
(ACTN) NEXT ACTION
COMMAND
See the "Next Action Command (ACTN)" definition.
ACTUAL TIME WORKED
(ATW)
The counting of Temporary Authorization Appointment (TAU) and emergency
service on the basis of actual time worked as opposed to standard limitations.
Normally, a TAU employee cannot work more than 9 months in any 12 consecutive
calendar month period and an emergency employee cannot work more than 30
working days within any 12 month period.
ADDITIONAL HISTORY
Those transactions, which do not appear, summarized on the PAR in Line 12-
Employment History, because the space in Line 12 has already been filled. History
earlier than the latest 15 entries is stored on the data base, on microfilm or on
microfiche, and is available on request.
ADDITIONAL POSITION
A position in addition to employee's primary employment. Additional position may
be with the same or different appointing power. May be appointed to the same or
different tenure or time base.
(ADJ) PAY ADJUSTMENT
REQUEST
See the "Pay Adjustment Request (ADJ)" definition.
ADJUSTMENT CODE
Identifies payment as regular or adjustment involving salary rate, time, and fraction.
AFFORDABLE CARE ACT
(ACA)
The Federal Patient Protection and Affordable Care Act (ACA) was enacted in March
2010 to ensure individuals have access to quality and affordable health care. The
ACA Employer Shared Responsibility provisions, effective January 2015, mandate
that large employers file annual reports with the Internal Revenue Service (IRS). The
annual reports must identify the offer and acceptance or decline of health coverage
to full-time employees and their eligible dependents. The California Department of
Human Resources (CalHR), State Controller’s Office (SCO), and California Public
Employees’ Retirement System (CalPERS) continue to lead the effort to ensure the
State’s compliance with these provisions.
AFFORDABLE CARE ACT
(ACA) STATUS CODES
Identify the status of an employee's health benefits so the State of California can
report accurate data to the Internal Revenue Service. For a detailed list of ACA
Status Codes, including their definitions, see the ACAS User Guide
http://www.sco.ca.gov/ppsd_elearning.html beginning on page 23.
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DESCRIPTION
AFFORDABLE CARE ACT
SYSTEM (ACAS) DATABASE
The ACAS database serves as the official tracking and reporting repository of ACA
required information for Civil Service, California State University (CSU), and Judicial
Council (JUD) employees. The system provides a single centralized source of current
and historical health benefit status data for employees. It is maintained via on-line
real-time updating of individual ACA health benefit status code transactions, as well
as batch processing, which links the ACAS to employee data in the SCO Employment
History (EH) system.
AFSCME (AMERICAN
FEDERATION OF STATE,
COUNTY, AND MUNICIPAL
EMPLOYEES)
See Also “Bargaining Unit 19”. AFSCME’s members consist of Health and Social
Services/Professionals (AFSCME – American Federation of State, County, and
Municipal Employees) (nurses, corrections officers, EMTs, sanitation workers, etc)
AGE-BASED DEFERRAL
An additional deferral amount that you can have deducted from your paycheck and
deposited in a 401(k) and/or a 457 plan account beginning in the year you reach age
50.
AGENCY CODE
A three-digit numeric code assigned to a department or an agency that identifies
that department/agency for personnel/payroll use. Agency Codes are defined in the
SCO Payroll Procedures Manual (PPM) Section B: Codes
AGGREGATION
To bring together specific payments for the purpose of computing taxes and
retirement.
ALIEN
A foreign-born resident who has not become a naturalized citizen of the country in
which they are residing.
ALLOWABLE ITEM
PAR item containing one of the symbols from the legend on a Required/Conditional
chart that may have information entered.
ALTERNATE FUNDING
Position number other than the employee's regular position number where pay is to
be issued from; (e.g. the blanket serial number for overtime pay).
ALTERNATE FUNDING
CODE
An operator assigned code (alpha or numeric) which identifies the alternate funding
position number entered on the batch entry screen.
ALTERNATE RANGE (AR)
A class having more than one salary range.
ALTERNATE RANGE
CRITERIA (ARC)
The requirements necessary for appointment or movement to an alternate range.
ALTERNATE WORK WEEK
SCHEDULE (AWWS)
An alternative to the normal 5-day, 40-hour work week. An AWWS does not change
the number of hours worked, it simply allows each individual, with supervisory
approval, the flexibility to rearrange their work schedule to better meet their
personal needs while also considering the needs of the workplace. Learn more
about Alternate Work Week Schedules at www.calhr.ca.gov.
ALTERNATE WORK WEEK
SCHEDULE (AWWS)
4/10/40
One of the two most common Alternate Work Week Schedules, the 4/10/40 is when
an employee works the required 40-hour minimum work week in four, 10-hour days
between Monday and Friday.
ALTERNATE WORK WEEK
SCHEDULE (AWWS) 9/8/80
One of the two most common Alternate Work Week Schedules, the 9/8/80 is when
an employee works eight, 9-hour days and one, 8-hour day in a two-week period
with one day off every other week that corresponds with the 8-hour day. Employees
who are approved for a 9/8/80 work week will be required to adjust their work
week to ensure that they do not work over 40 hours in any consecutive seven-day
period.
ALPHA
Alphabetic letters A-Z.
ALPHANUMERIC
Letters A-Z and digits 0-9.
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DESCRIPTION
ANNI DATE (ANNIVERSARY
DATE)
See the "Anniversary Date (ANNI DATE)" definition.
ANNIVERSARY DATE (ANNI
DATE)
The date on which an employee becomes eligible for a salary increase; e.g., Merit
Salary Adjustment (MSA) and Special In-grade Salary Adjustment (SISA).
ANNUAL LEAVE
Provides eligible employees a combined pool of "annual leave" credits instead of
separate vacation and sick leave credits. Annual leave covers the same kinds of
absences that otherwise would be covered by vacation or sick leave. For more
information about Annual Leave, visit the CalHR website at www.calhr.ca.gov.
ANOTHER CLASS WITH
SUBSTANTIALLY THE SAME
SALARY RANGE
A class where the maximum of the salary range is the same as or less than 2 steps
higher or lower than the other class.
APPOINTING POWER
A person or group (such as an agency/department), defined by statute, that has the
authority to make appointments.
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DESCRIPTION
APPOINTMENT TYPE
A computer generated code which is stored and displayed on the PAR History Detail
screen (B segment) to indicate a specific type of appointment or separation
transaction. Miscellaneous transactions do not have their own "appointment type"
codes. (See codes/meanings below.) The "appointment type" code is reflective of
and generated each time an appointment or separation transaction is processed. It
is carried forward and displayed in subsequent miscellaneous transactions until
another appointment or separation transaction is processed and the system
generates an "appointment type" which is indicative of that transaction. When a
new appointment or separation transaction is keyed to the system, the above
process is repeated. This code (appointment type) is useful in determining if out-of-
sequence PAR transaction packages were keyed in the correct sequence to allow the
information to be carried forward properly.
A Appointment from List
B Reinstatement
C Promotion
D Demotion
E Emergency
F Transfer
G SPB or Court Action
H Exempt
I Retired Employee
J Training and Development
K TAU
L Leave of Absence without Pay
M Military Leave without Pay
N Non-Industrial Disability Leave (NDI)
P Permanent Separation without Fault
Q Disability Retirement
R Service Retirement
S Punitive Suspension
T Lay-Off
U To Accept Exempt Appointment
W Permanent Separation with Fault
X Death
AR (ALTERNATE RANGE)
See the "Alternate Range (AR)" definition.
A/R (ACCOUNTS
RECEIVABLE)
See the "Accounts Receivable (A/R)" definition.
ARC (ALTERNATE RANGE
CRITERIA)
See the "Alternate Range Criteria (ARC)" definition.
ATW (ACTUAL TIME
WORKED)
See the "Actual Time Worked (ATW)" definition.
AUDIT
The manual examination and review of incoming PARs by the Audits Section and
Production Support Section of Personnel Operations for compliance with legal and
system requirements.
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DESCRIPTION
AUDIT (PAYROLL USE)
1. A manual examination/review of documents by Payroll Operations for
compliance with legal/system requirements.
2. An electronic data process with programmed audit conditions.
AUDIT OVERRIDE (AUDIT
O/R)
A field in the Civil Service/Exempt Payscale System (CSP) that displays an "A" when a
payscale audit was overridden during update processing.
AUDITS SECTION
A section in Personnel Operations which reviews incoming PARs to determine
whether or not the transaction complies with legal and Employment History System
requirements.
AUDIT TRAIL
Procedure used to trace processing of data.
AUTHORIZED SIGNATURE
(REPORTING OFFICER)
Signature of person authorized by each Appointing Power (or deputy) to sign various
types of payroll documents, certifying that the information is complete, correct, and
in accordance with all laws and regulations.
ASTERISK
This symbol (*) is entered on the PAR to delete information which has turned
around in the shaded areas. An asterisk appears on the Turnaround PAR beside
those items that changed as a result of the most recent transaction.
ATTENDANCE REPORT
Complete record of time worked, leave, and absence for each state employee by
each pay period, maintained by each agency /campus.
ATTENDANCE REPORTING
METHOD
Determined by the employee pay rate (hourly, daily, or monthly), pay frequency
(monthly, semi-monthly, or biweekly) and categorized by a Roll Code.
AWOL (ABSENCE
WITHOUT LEAVE)
See the "Absence Without Leave (AWOL)" definition.
AWWS (ALTERNATE WORK
WEEK SCHEDULE)
See the "Alternate Work Week Schedule (AWWS)" definition.
B
DESCRIPTION
BACKUP
Substantiating information which gives proof or evidence that certain conditions for
certain transactions have been met.
In the PAM, substantiation is entered on the PAR in Line 10 - Remarks, or is attached
to the PAR depending upon the condition. See Line 10 information, Section 2.200.
BAM (BENEFITS
ADMINISTRATION
MANUAL)
See the "Benefits Administration Manual (BAM)" definition.
BARGAINING UNIT (BU)
A group of Rank and File employees aligned together based on their job category
and levels of responsibility. For more information on Bargaining Units, visit the
CalHR website at www.calhr.ca.gov.
BARGAINING UNIT 1
Administrative, Financial, and Staff Services: Employees performing administrative,
fiscal, and analytical functions such as accounting, planning, personnel, data
processing, research, and analysis. (SEIU – Service Employees International Union)
BARGAINING UNIT 2
Attorneys and Hearing Officers: Employees practicing law for the State or exercising
quasi-judicial job duties within administrative hearings. (CASE – California Attorneys,
Administrative Law Judges, and Hearing Officers in State Employment)
BARGAINING UNIT 3
Professional Educators and Librarians (SEIU – Service Employees International
Union)
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B
DESCRIPTION
BARGAINING UNIT 4
Office and Allied: Employees providing vital support to the primary professional,
technical, or administrative objectives of each State department or agency. (SEIU –
Service Employees International Union)
BARGAINING UNIT 5
Highway Patrol (CAHP – California Association of Highway Patrolmen)
BARGAINING UNIT 6
Corrections (CCPOA – California Correctional Peace Officer Association)
BARGAINING UNIT 7
Protective Services and Public Safety (CSLEA – California Statewide Law Enforcement
Association)
BARGAINING UNIT 8
Firefighters (CDFF – California Department of Firefighters)
BARGAINING UNIT 9
Professional Engineers (PECG – Professional Engineers in California Government)
BARGAINING UNIT 10
Professional Scientific (CAPS – California Association of Professional Scientists)
BARGAINING UNIT 11
Engineering and Scientific Technicians (SEIU – Service Employees International
Union)
BARGAINING UNIT 12
Craft and Maintenance: Employees operating and maintaining State equipment,
facilities, buildings, grounds, and roads. (IUOE – International Union of Operating
Engineers)
BARGAINING UNIT 13
Stationary Engineer (IUOE – International Union of Operating Engineers)
BARGAINING UNIT 14
Printing and Allied Trades: Employees preparing, composing, and printing material
for State agencies. (SEIU – Service Employees International Union)
BARGAINING UNIT 15
Allied Services (SEIU – Service Employees International Union)
BARGAINING UNIT 16
Physicians, Dentists, and Podiatrists (UAPD – Union of American Physicians and
Dentists)
BARGAINING UNIT 17
Registered Nurses: Employees involved in educational, preventive and treatment
programs associated with State health care. (SEIU – Service Employees International
Union)
BARGAINING UNIT 18
Psychiatric Technicians (CAPT – California Association of Psychiatric Technicians)
BARGAINING UNIT 19
Health and Social Services/Professional (AFSCME – American Federation of State,
County, and Municipal Employees)
BARGAINING UNIT 20
Medical and Social Services/Support: Employees providing direct and indirect health
care and social service support to inmates and other recipients of State social
service programs. (SEIU – Service Employees International Union)
BARGAINING UNIT 21
Educational Consultants and Library (SEIU – Service Employees International Union)
BATCH
A system name for one or more documents keyed into the Payroll Input Process
(PIP) system. Data processing approach in which items to be processed are
accumulated into groups prior to processing. A group of documents/transactions
processed in the same payroll cycle and usually retained in the same file folder after
processing.
BATCH BALANCE STATUS
Identifies if a batch is in balance (IN) or out of balance (OUT) on the BATCH
ENTRY/BATCH INQUIRY screen.
BATCH CREATION
METHOD (BCH CREATE
MTHD)
Identifies whether a batch is scratch (S) or preloaded (P) from the BATCH DIRECTORY
or BATCH SELECTION screens.
BATCH DIRECTORY (DIR)
Provides a list of closed, saved, empty, deleted and processed batches that may be
selected for detail inquiry.
BATCH ENTRY
The screen used to enter the batch totals and any Alternate Funding information if
applicable on this screen.
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B
DESCRIPTION
BATCH ENTRY (ENT)
Selection on the T/A Menu screen which allows the operator to enter or re-enter a
batch.
BATCH IDENTIFIER (BATCH
ID)
Assigned number to identify a batch.
BATCH INQUIRY (BCH)
The Inquiry screen containing the same information as the BATCH ENTRY screen.
BATCH LOAD
The process of using off-line data to create formats (screens) for current month data
entry for decentralization.
BATCH SELECTION (SEL)
Provides a list of closed, saved and empty batches that may be selected for detail
update, will only display deleted and processed batches when requested in Batch
Status field.
BATCH STATUS
Identifies the status of a batch as closed (CLS), saved (SAV), empty (EMP), deleted
(DEL), or processed (PRC).
BEGINNING PAY PERIOD
First day of the pay period.
BENEFITS
ADMINISTRATION
MANUAL (BAM)
Maintained by CalHR and is designed to provide decentralized departmental staff
the most current information they need to interpret and input employee benefit
information.
BEREAVEMENT LEAVE
State employees are entitled paid time off if a member of your family dies. For
represented employees the most recent Memorandum of Understanding sets forth
the provisions of use. It identifies relatives and frequency of use thereof. Typically,
an employee may receive up to three (3) days off with pay (additional days may be
allowed if travel over a certain distance is required and leave may be deducted from
an employee’s own leave for the additional time, see the bargaining unit contracts
for more details). Moreover, Supervisors may request verification of usage by
instructing employees to provide evidence of death. Such information can come in
the form of an obituary, funeral order of services, or similar documents. For more
information about Bereavement Leave, visit the CalHR website at www.calhr.ca.gov.
BIWEEKLY
Refers to a pay plan of two-week increments paid on positive pay. Currently only for
Department of Water Resources hydroelectric plant employees.
BLANKET
A blanket position is designated by a position serial number in the 900 series. The
blanket is established for one fiscal year.
BONA FIDE ASSOCIATION
Groups of state employees or former state employees whose primary purpose is not
to represent employees in employer/employee relations with the state.
BU (BARGAINING UNIT)
See the "Bargaining Unit (BU)" definition.
BUDGETARY, STATUTORY,
OR ADMINISTRATIVE
REORGANIZATION
A reorganization that is based on a change in budget, law, or function as opposed to
reorganization based on an internal change within the department.
BUDGET FUNCTION CODE
A three-digit code used in lieu of reporting unit code. Identifies a group of
employees reporting under a single budgetary control.
BUFF MEMORANDUM
A memorandum is NO longer on buff colored paper. The memos are issued on white
paper to all PAM holders as cover transmittals for PAM revisions to communicate
special processing or clarifying information.
BUSINESS MONTH
Accounting period used by the State Controller's Office. It includes all payroll
warrants and adjustments issued from the second of one month through the first of
the following month.
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B
DESCRIPTION
BUSINESS SYSTEMS
BUREAU (BSB) OF SCO
Provides application development services to the SCO’s program divisions and
external users of SCO’s web services and legacy mainframe systems and collaborates
with SCO business users to implement legislation, union agreements and other
business and program changes by implementing new systems, enhancing existing
systems, and maintaining these systems. BSB supports the state payroll and fiscal
systems along with applications for unclaimed property, local government claims
processing, and business intelligent (BI) solutions.
BSB (BUSINESS SYSTEMS
BUREAU)
See the "Business Systems Bureau (BSB) of SCO" definition.
C
DESCRIPTION
CALATERS (CALIFORNIA
AUTOMATED TRAVEL
EXPENSE
REIMBURSEMENT
SYSTEM)
See the "California Automated Travel Expense Reimbursement System (CalATERS)"
definition.
CALENDAR YEAR
The twelve-month period of time beginning January 1
st
and ending the following
December 31
st
.
CAHP (CALIFORNIA
ASSOCIATION OF
HIGHWAY PATROLMEN)
See also “Bargaining Unit 5”. Members consist of California Highway Patrol (CHP)
officers, both active and retired members of the CHP family.
CALHR (CALIFORNIA
DEPARTMENT OF HUMAN
RESOURCES)
See the "California Department of Human Resources (CalHR)" definition.
CALIFORNIA AUTOMATED
TRAVEL EXPENSE
REIMBURSEMENT SYSTEM
(CalATERS)
A web-based solution for travel advance and expense reimbursement processing
that includes automated audits of statewide travel rules, form tracking,
management reporting capabilities, and much more.
CALIFORNIA CODE OF
REGULATIONS (CCR)
Formerly referred to as DPA Rules and Regulations the official compilation and
publication of the regulations adopted, amended or repealed by state agencies
pursuant to the Administrative Procedure Act (APA).
CALIFORNIA DEPARTMENT
OF HUMAN RESOURCES
(CALHR)
A control agency responsible for all issues related to employee salaries, benefits, job
classifications, position allocations, civil rights, training, exams, recruitment, and
retention. For most employees, many of these matters are determined through the
collective bargaining process managed by CalHR.
CALIFORNIA DEPARTMENT
OF HUMAN RESOURCES
LAWS AND RULES
California Department of Human Resources (CalHR) [formerly known as the
Department of Personnel Administration (DPA)] administers the laws and rules
governing the employees of the State of California. To review a particular rule, see
CalHR website at www.calhr.ca.gov.
CALIFORNIA DEPARTMENT
OF HUMAN RESOURCES
(CALHR) POLICY MEMOS
Informs State departments and agencies about new or changes to policies,
procedures, and to provide other important information.
CALIFORNIA LEAVE
ACCOUNTING SYSTEM
(CLAS or LAS)
Provides online capabilities for tracking and recording leave accounting records and
data.
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DESCRIPTION
CALIFORNIA PUBLIC
EMPLOYEES' RETIREMENT
SYSTEM (CALPERS or PERS)
The California Public Employees Retirement System is a control agency responsible
for the investment and regulation of retirement contributions and benefits and the
administration of health benefits and long-term care programs and for the
production of circular letters.
CALIFORNIA PUBLIC
EMPLOYEES' RETIREMENT
SYSTEM (CALPERS or PERS)
STATE REFERENCE GUIDE
Designed to assist in business transactions with CalPERS. It is useful to specialists
who enroll employees into CalPERS membership or who convey benefit information
to staff.
CALIFORNIA FAMILY
RIGHTS ACT (CFRA)
The California Family Rights Act (CFRA) (Gov. Code, § 12945.2) was established to
ensure secure leave rights for the birth of a child for purposes of bonding;
placement of a child in the employee's family for adoption or foster care; serious
health condition of the employee's child, parent or spouse; and the employee's own
serious health condition.
CALIFORNIA STATE CIVIL
SERVICE PAY SCALES
MANUAL
Contains information such as Class Code, Schematic code, Salary Range, trade rate,
and compressed salary ranges.
CALIFORNIA STATE
UNIVERSITY (CSU)
California State University
CALPERS (CALIFORNIA
PUBLIC EMPLOYEES'
RETIREMENT SYSTEM)
See the "California Public Employees' Retirement System (CalPERS)" definition.
CAPS (CALIFORNIA
ASSOCIATION OF
PROFESSIONAL
SCIENTISTS)
See also “Bargaining Unit 10”. Members include scientists working for the State of
California.
CAPT (CALIFORNIA
ASSOCIATION OF
PSYCHIATRIC
TECHNICIANS)
See also “Bargaining Unit 18”. Members include state-licensed Psychiatric
Technicians.
CAREER EXECUTIVE
ASSIGNMENT (CEA)
A type of appointment made for some top-level managerial personnel.
CASE (CALIFORNIA
ATTORNEYS,
ADMINSTRATIVE LAW
JUDGES, AND HEARING
OFFICERS IN STATE
EMPLOYMENT)
See also “Bargaining Unit 2”. Members include attorneys, administrative law judges
and other legal professionals.
CASH OPTION
A flexible benefit option which gives the employee additional money in each
month's paycheck in exchange for not enrolling in a state sponsored health and or
dental plan.
CASUAL EMPLOYMENT
Those classes that are paid a prevailing union or trade rate; e.g., carpenters,
painters, electricians, laborers. Employees may elect union or civil service benefits
under certain conditions.
CAT LEAVE
(CATASTROPHIC LEAVE)
See the "Catastrophic Leave (Cat Leave)" definition.
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DESCRIPTION
CATASTROPHIC LEAVE
(CAT LEAVE)
Catastrophic Leave (Cat Leave) is a program that enables employees to assist other
fellow employees in time of financial hardship due to a prolonged illness, injury, an
incapacitated family member, or a natural disaster. For more information about
Catastrophic Leave, visit the CalHR website at www.calhr.ca.gov.
CATCH-UP DEFERRAL
Additional amounts that you may defer to a 457 plan to make up for previous years
when you didn't defer the maximum allowable amount under the same employer.
You're only eligible to participate in catch-up during the three years prior to your
Normal Retirement Age. Savings Plus defines Normal Retirement Age as a range
between ages 50–70½. It's up to you to decide your Normal Retirement Age.
CATHODE RAY TUBE (CRT)
A Device equipped with a keyboard and display screen used at PPSD to update and
request information about an employee's record. The CRT (Cathode Ray Tube) is
also referred to as a terminal or video display unit (VDU).
CBID (COLLECTIVE
BARGAINING
IDENTIFICATION
DESIGNATION)
See "Collective Bargaining Identification Designation" definition.
CC (CIVIL CODE)
See the "Civil Code (CC)" definition.
CCP (CIVIL CODE
PROCEDURES)
See the "Civil Code Procedures (CCP)" definition.
CCPOA (CALIFORNIA
CORRECTIONAL PEACE
OFFICER ASSOCIATION)
See also “Bargaining Unit 6”. Members include correctional peace officers and the
state’s parole agents.
CCR (CALIFORNIA CODE OF
REGULATIONS)
See the "California Code of Regulations (CCR)" definition.
CDFF (CALIFORNIA
DEPARTMENT OF
FIREFIGHTERS)
See also “Bargaining Unit 8”. Members consist of current and retired Firefighters,
Fire Apparatus Engineers, Fire Captains, Battalion Chiefs, Foresters, Pilots,
Supervisors, Forestry Logistics Officers, Fire Prevention Specialists and other
classifications.
CEA (CAREER EXECUTIVE
ASSIGNMENT)
See the "Career Executive Assignment (CEA)" definition.
CEM (SET FLAG
COMPOSITE)
Personnel Action Request (PAR), Employee Action Request (EAR), and Retirement
System Transaction (RST) transactions keyed under CEM will not interface to PERS,
SCO, or SPB and will not create a Notice of Personnel Action (NOPA) or Retirement
System Transaction (RST). This flag is used for applying an employee's record to the
database who was not converted due to a conversion error.
CERBT (CALIFORNIA
EMPLOYERS’ RETIREE
BENEFIT TRUST)
The California Employers’ Retiree Benefit Trust (CERBT) Fund is an IRS Section 115
trust fund dedicated to prefunding Other Post Employment Benefits (OPEB) for all
eligible California public agencies. CalPERS maintains the CERBT fund for State
employee OPEB contributions.
CERTIFICATION
The process used to make appointments from an employment list; includes the
referral of eligibles to the appointing power and the reporting of subsequent actions
to CalHR. Employment lists are established by competitive examinations also
administered by CalHR or delegated to departments.
CIRCULAR LETTERS
Used to keep HR shops informed of changes in policies and procedures when
working on CalPERS-related issues.
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DESCRIPTION
CIVIL CODE (CC)
A collection of statutes for the State of California. The code is made up of statutes
which govern the general obligations and rights of persons within the jurisdiction of
California.
CIVIL CODE PROCEDURES
(CCP)
The Civil Code of California is a collection of statutes for the State of California. The
code is made up of statutes which govern the general obligations and rights of
persons within the jurisdiction of California.
CIVIL SERVICE
A system of employment used in state service by which appointments are usually
determined through competitive examinations.
CIVIL SERVICE BENEFITS
CUT-OFF CALENDAR
The Civil Service Benefits Cut-Off Calendar is a document that provides the business
month dates that departments need to have their documentation submitted and/or
keyed
CIVIL SERVICE/EXEMPT
PAYSCALES (CSP)
An online system that maintains all current and historic classification and salary
information for Civil Service/Exempt classifications.
CLAS (CALIFORNIA LEAVE
ACCOUNTING SYSTEM)
See the "California Leave Accounting System (CLAS or LAS)" definition.
CLASS (CLASSIFICATION)
See the "Classification (CLASS)" definition.
CLASSIFICATION (CLASS)
A group of positions (jobs) with duties and responsibilities sufficient in similarity to
warrant the same title and salary range.
CLASSIFICATION (CLASS)
CODE
An assigned four-digit number that is used for all payroll and transaction purposes.
CLASSIFICATION (CLASS)
STATUS
A field in the Civil Service/Exempt Payscale System (CSP) that indicates if the class is
active or abolished.
CLASS TYPE
Identifies whether a particular class and corresponding salary schedule are Exempt
or Civil Service in the Pay Scales Table. This item is system generated and is stored
on the PAR History Detail screen.
CLEARANCE NUMBER
Five digits assigned by the State Controller's Office, Division of Disbursements, to
identify/control payments/ adjustments and A/Rs on warrant registers.
CLEARANCE TYPE
A one-digit code that identifies type of payroll transaction on payroll warrant
register.
CLEARANCE TYPE 1 -
PAYROLL WARRANT
REGISTER
A record of Payroll Warrants issued. There are two categories for payroll warrant
registers; Monthly Payroll and Supplemental Payroll.
CLEARANCE TYPE 4 -
REDEPOSIT WARRANT
REGISTER
The record of payroll warrants that are redeposited back into the departments’
funds. The warrants are either withheld by the State Controller’s Office prior to
being sent to the departments, or returned by the departments. The CSP system is
used by the Employment History, Leave Accounting, Payroll, Payroll Input Process,
and Position Control systems to validate classification and salary data entered on
transactions, obtain classification and salary data for data generation and pay
calculation, and display and print classification and salary data on reports and
inquiry screens. It also provides the ability to view current and historic pay scale
data online.
CLEARANCE TYPE 5 -
ACCOUNTS RECEIVABLE
WARRANT REGISTER
The record of an
overpayment. It shows how much an employee must reimburse the
department.
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DESCRIPTION
CLEARANCE TYPES 6 & 7 -
TRANSFER OF FUNDS
WARRANT REGISTER
The records of adjustments necessary to correct position and/or appropriation
originally charged in error due to retroactivity and/or incorrect PARs.
CLEARANCE TYPE 9 -
REVERSE ACCOUNTS
RECEIVABLE WARRANT
REGISTER
The record of the reversals of a previously established A/R.
CLEAR FLAG (CLF)
An Employment History (EH) transaction used to clear an EH record back in-service
following STFC, STFP, or STFS transactions. See "STFC", "STFP", and "STFS" for
further definitions.
CLEAR KEY
Used to cancel the request and return the operator to the Time and Attendance
Menu screen. Also used to signoff the Time and Attendance System.
CLF (CLEAR FLAG)
See the "Clear Flag (CLF)" definition.
CLS (CLOSE COMMAND)
See the "Close Command (CLS)" definition.
CLOSE COMMAND (CLS)
A data entry command; used to close a batch for processing.
COBEN (CONSOLIDATED
BENEFITS)
See the "Consolidated Benefits (CoBEN)" definition.
CODES
For a list of various codes used in Payroll processing, see the Payroll Procedures
Manual (PPM) - Section B, Codes Index
COLLECTIVE BARGAINING
A process for negotiating wages, hours, terms, and/or conditions of employment.
COLLECTIVE
BARGAINING/DATA
MANAGEMENT SECTION
OF SCO
This section is responsible for the collective bargaining support for the State,
produces management reports for the SCO and outside customers, provides system
support services and training to other state departments' staff for using the
Management Information Retrieval System (MIRS), and is responsible for generating
statewide reports in accordance with the annual IRS reporting requirements for
compliance with the Affordable Care Act as well as reports required to ensure
departmental compliance with ACA requirements.
COLLECTIVE BARGAINING
IDENTIFICATION
DESIGNATION (CBID)
A code that identifies the group representing each employee for
employee/employer relations with the state.
COMPENSABLE OVERTIME
Overtime which is compensable by cash or time off.
COMPENSATION (SALARY
RANGE)
The minimum and maximum salary for a classification (see Salary Range).
COMPOSITE RECORD
An employee's employment history record at the time of the individual's conversion
to the Employment History Data Base.
COMPUTER-GENERATED
Information produced automatically by the computer from the Employment History
or Payroll files.
CONDITIONAL
This symbol "O" in a PAR item on a Required/Conditional chart denotes items which
must be completed under certain conditions. These conditions are identified in the
item definition.
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DESCRIPTION
CONSOLIDATED BENEFITS
(COBEN)
Rather than receiving three (3) separate State contributions for health, dental, and
vision benefits, employees eligible for "Consolidated Benefits" receive a single
monthly contribution from the State that covers all three (3) benefits. If this "CoBen"
allowance exceeds the total cost of the health, dental, and vision plans an eligible
employee has chosen, the employee receives the excess CoBen amount as
additional taxable income each month. If the CoBen allowance is less than the total
cost of the benefit plans the employee has chosen, the employee pays the
difference via pre-tax payroll deductions. All employees excluded from collective
bargaining (those employees classified as managerial, supervisory, confidential, or
otherwise excluded) are covered by CoBen. For rank-and-file employees, CoBen
eligibility is determined through the collective bargaining process. Ask Human
Resources or check your bargaining unit contract if you are unsure of your eligibility
for CoBen.
CONTROL AGENCY
Term used to refer to those state agencies that by law, regulation, or policy exercise
control over other agencies; e.g., Department of Finance (DOF), California
Department of Human Resources (CalHR), State Personnel Board (SPB), State
Controller's Office (SCO).
CONTROL KEYS
Pre-programmed keys which perform specific functions.
CONVERSION
The process of transferring information from one form to another as when the
employee files previously maintained at SPB, SCO, and PERS were merged to
establish one centralized file to be maintained by PPSD for the three control
agencies.
For more information, refer to the PAM, User's Conversion Dates, Section 1.2 - 1.4.
CONVERSION DATE
The date on which maintenance of employment history records were converted to
the Employment History Data Base.
CONVERSION RECORD
That part of an employee's personnel record that was put on the Employment
History Data Base at the time of the employee's department's conversion. The
information was taken from the employee' files at SPB, SCO, and PERS.
CONVERSION TABLE
That portion of the pay scales used to tabulate hourly and time-and-one-half salary
rates.
COPY COMMAND (CPY)
A data entry command; used to create a duplicate copy of any existing batch.
CORRECTION
An adjustment to a transaction or PAR item(s). This adjustment may be a change, a
deletion, or an addition to a transaction already processed in Line 12 of the
Personnel Action Request (PAR).
CORRECTIVE ACTION
A method to adjust an employee's employment history record. This adjustment may
be current or O/S correction, void or addition to PAR item(s) or transaction already
processed in Line 12 of the Personnel Action Request (PAR).
CREATE DATE
The date the batch was created.
CREDIT
For payroll to return a sum, as in a deduction amount, to an employee.
CRITIQUE SHEET
A green form (PSD 15) provided for use by any PAM User to submit a problem or
suggestion for the PAR, EAR, NOPA, PAM, or Personnel Operations.
CRT (CATHODE RAY TUBE)
See the "Cathode Ray Tube (CRT)" definition.
CPY (COPY)
See the "Copy (CPY)" definition.
CFRA (CALIFORNIA FAMILY
RIGHTS ACT)
See the "California Family Rights Act (CFRA)" definition.
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DESCRIPTION
CSLEA (CALIFORNIA
STATEWIDE LAW
ENFORCEMENT
ASSOCIATION)
CSLEA's 7,000 members can be found in 180 different job classifications in state
government. The California Union of Safety Employees (CAUSE) was the former
name of the California Statewide Law Enforcement Association (CSLEA). When the
Dills Act put all state employees into various bargaining units, CAUSE was elected in
1981 to represent the Unit 7 state employees of what is now CSLEA.
CSP (CIVIL
SERVICE/EXEMPT
PAYSCALES)
See the "Civil Service/Exempt Payscales (CSP)" definition.
CSU (CALIFORNIA STATE
UNIVERSITY)
See the "California State University" definition.
CURRENT EMPLOYEE
A term used to determine which appointment Required/Conditional chart to use. A
current (as opposed to new or returning) employee is one who is on the data base in
an active status.
CURRENT STATUS RECORD
The first line of history in Line 12 on the PAR that always reflects the employee's
current status record on the data base.
CUSTOMER SUPPORT
SECTION OF SCO
The Customer Support Section provides system support services and training to
other state departments' staff for the California Leave Accounting System (CLAS),
provides instructor-led and eLearning personnel and payroll-related training classes
to HR personnel in various State departments/agencies, and provides support for
the State's Travel Expense Reporting System (CalATERS) and the procedures
associated with the system.
CUTOFF DATE
Final day each pay period for submitting/processing documents affecting payroll for
monthly/semimonthly employees. For Payroll, the cutoff date is approximately the
22nd of each month, if paid monthly, and the 8th and 22nd of the month, if paid
semimonthly. For Personnel, the cutoff date is two work days before the Payroll
Operations cutoff date.
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DESCRIPTION
DATABASE
Collection of data organized for rapid search and retrieval by computer. In our case,
it is the computerized central information file or memory bank of Employment
History records for employees under the Uniform State Payroll System.
DATE OF CONVERTED
RECORD
The date an agency or department changed its employee's personnel records from a
previous system to the Employment History System.
For more information, see PAM, sections 1.4 - 1.7 for User's Conversion Dates and
page 9.1 for an illustration of this date on the PAR.
DATE OF ENTITLEMENT
The Date of Entitlement is the date, on which the employee becomes entitled to a
particular payment (i.e., date of hire, SPB/DPA action, date of settlement or lawsuit,
etc.). A court decision is regarded as a Date of Entitlement and does not require SPB
or DPA approval. (Exception: Adverse Action - 5.70-5.71) Departments are now
delegated the authority to backdate transactions to their date of entitlement
without prior review/approval by PSB. Departments must document the basis for
each date of entitlement request, and retain the documentation for review. SCO
cannot legally adjust an employee's funds for transactions effective more than three
years prior to the current (key) date with-out the PML 2007-026 or approval entered
in Item 215 and X on file in line 10. (See PML 2007-026, Personnel Letter 06-017,
PAM 2.203, and PAM item 215).
DCK (DOCK)
See the "Dock (DCK)" definition.
DD (DIRECT DEPOSIT)
See the "Direct Deposit (DD)" definition.
DEBIT
For payroll to charge a sum, as a deduction amount, to an employee.
DECENTRALIZED
Process whereby agency/campus may enter personnel/payroll information on-line.
DECENTRALIZED PAYROLL
CALENDARS
Used to determine when the system is available for inquiry and updating. Normally,
inquiry and updates are accepted between the hours of 7am and 6pm, Monday
through Friday. They display system availability, Julian date for each calendar day,
date of the MSA Mass update, cutoff dates, Employment History Database Restore
process (EHRESTORE), California Leave Accounting System (CLAS) accruals, and
Leave Activity Balance (LAB) report run date. These are maintained by the State
Controller's Office and provide valuable payday, cutoff, leave accrual, and green and
no cycle dates information.
The Decentralized Payroll Calendars are located on the State Controller’s website at:
http://www.sco.ca.gov/ppsd_state_hr.html.
DEFERRED
COMPENSATION
An arrangement in which a portion of an employee's income is paid out at a date
after which that income is actually earned deferring the tax to the date(s) at which
the employee actually receives the income.
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DESCRIPTION
DEFINED PAR ITEMS
When any of these items are incorrect for a transaction in history, they are NOT
corrected by documenting a correct (See PAM, sections 9.3 and 9.4).
The following PAR items are considered to be “defined items”:
105 Social Security Number
110, 111 Employee’s Name
140 Birthdate
205 Transaction Code
210 Effective Date and Hours
440 Sex
445 Ethnic Origin
455 Disability Code
705 Total State Service
877 Lump Sum Payment Deferral
999 Deduction Information
DELETED BATCH (DEL)
A batch that is deleted/inactive. Inactive batches cannot be updated. Information
can be accessed from the PIP Inquiry System.
DELETE COMMAND (DEL)
A data entry command; used to delete a batch from processing.
DELETE ONLY
A term to denote an item on the Required/Conditional chart that is allowable for
deletion only.
DELETION
A method to cancel incorrect item(s) on a transaction.
DENTAL BENEFITS
An employee and their eligible dependents may be eligible for State-sponsored
dental insurance, available from one of several dental plans. Eligible employees may
enroll in a dental plan within the first sixty (60) days of employment or eligibility, or
during the annual open enrollment period. Changes in coverage are also permitted
during open enrollment. The cash option is also available in lieu of dental benefits.
Collective bargaining designation determines which plans are available to State
employees. The State will pay all or part of the premium, depending on the plan
selected and the number of dependents to cover. For more information on Dental
Benefits, visit the CalHR website at www.calhr.ca.gov.
DETAIL TRANSACTIONS
Refers to the Time and Attendance, Dock or Miscellaneous screens.
DEPARTMENTAL POLICY
The internal decisions and procedures formulated by departments to administer
personnel matters within the boundaries of the law.
DEPARTMENT OF
EDUCATION (DOE)
Serves the State of California by innovating and collaborating with educators,
schools, parents, and community partners.
DEPARTMENT OF FINANCE
(DOF)
A control agency responsible for funding state positions. Interacts with other State
departments on a daily basis in terms of preparing, enacting, and administering the
budget; reviewing fiscal proposals; analyzing legislation; establishing accounting
systems; auditing department expenditures; and communicating the Governor's
fiscal policy.
DEPARTMENT OF
GENERAL SERVICES (DGS)
A control agency that serves as the business manager for the State of California;
approves and publishes the State Administrative Manual (SAM); provides the State
Forms Management Program to ensure consistency, uniformity, and economy of
operations for all state agencies; and stores and maintains the Standard forms
repository used statewide for various program purposes.
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DESCRIPTION
DEPARTMENT OF
GENERAL SERVICES (DGS) -
OFFICE OF STATE
PUBLISHING (OSP)
DGS is the forms repository for all standard (STD) forms. These forms are available
on the DGS website at www.dgs.ca.gov.
DEPARTMENT OF
PERSONNEL
ADMINISTRATION (DPA)
Former control agency that interpreted and administered the statutes, rules, and
procedures pertaining to salaries and benefits for civil service, Finance exempt, and
statutory employees. In the 2012 California State Government Reorganization, the
DPA became the California Department of Human Resources (CalHR). The
reorganization plan consolidated the State of California's two personnel
departments, combining the Department of Personnel Administration with certain
programs of the State Personnel Board.
DGS (DEPARTMENT OF
GENERAL SERVICES)
See the "Department of General Services (DGS)" definition.
DGS - OSP (DEPARTMENT
OF GENERAL SERVICES -
OFFICE OF STATE
PUBLISHING
See the "Department of General Services (DGS) - Office of State Publishing (OSP)"
definition.
DIRECT DEPOSIT (DD)
Method by which the State Controller's Office automatically deposits employee's
payments into their designated bank accounts.
DIVISION PC/LAN
SUPPORT SECTION
A part of the Personnel/Payroll Operations Branch (PPOB) within the
Personnel/Payroll Services Division (PPSD) of the State Controller's Office. This
section is responsible for developing and supporting personal computer (PC)
applications for operations staff; providing PC hardware/software and LAN support
for Division users. This group also provides application support for special projects
as required across the Division.
DOC NUMBER
Found in the PIMS Position (PSN) Inquiry - Conveys the document processing
number that identifies the number of personnel actions that have been processed
for the employee.
DOCK (DCK)
Approved time off without pay. Cannot exceed 10 days in a 21 day pay period or 11
days in a 22 day pay period. Usually used because employee does not have enough
leave credits to cover an absence. See also DOCK REPORT (ABSENCES WITHOUT
PAY) - STD 603
DOCK REPORT (ABSENCES
WITHOUT PAY) - STD 603
See also "STD 603 - Absences Without Pay"
Used to document approved absences, known as Informal Leave (Dock) or Leave
Without Pay, or Absence Without Leave (AWOL). Standard Form 603 is used only for
NEGATIVE Attendance Roll Codes 1 (monthly) and 2 (semi-monthly) employees to
change the amount of regular time to be paid. It is also used to reduce pay due to
dock for Negative Attendance employees for whom regular (monthly and semi-
monthly) payrolls are prepared prior to the close of the pay period.
DOCK UPDATE (DCK)
Used to access a detail screen within a batch to key dock requests.
DOCUMENT REQUEST
When a PAR or NOPA has been lost or destroyed, a duplicate document may be
requested from Personnel Operations by calling the Liaison Unit. Decentralized
agencies can request a duplicate PAR for their employees from their site.
DOE (DEPARTMENT OF
EDUCATION)
See the "Department of Education (DOE)" definition.
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DESCRIPTION
DOF (DEPARTMENT OF
FINANCE)
See the "Department of Finance (DOF)" definition.
DOMESTIC PARTNERSHIP
COVERAGE
Effective January 1, 2005, new provisions of the California Domestic Partner Rights
and Responsibilities Act of 2003 became operative. The law gives domestic partners
the same rights, protections, and benefits as spouses. Domestic partner coverage is
available to same sex partners (registered with the Secretary of State) or opposite
sex partners if the State employee and/or his/her partner are age sixty-two (62) or
over and eligible for Social Security.
DPA (DEPARTMENT OF
PERSONNEL
ADMINISTRATION)
See the "Department of Personnel Administration (DPA)" definition.
DUP KEY
Duplication of data. Duplicates information that is the same from the corresponding
line on the previous record.
DUMMY
Not conforming to documentation or to standard coding/format/ computation.
Examples:
1. "Dummy'' payments are devices used to circumvent system limitations. They are
not payments intended for release to employees.
2. "Dummy'' gross does not equal time worked multiplied by salary rate.
3. "Dummy'' warrant register does not have headings, preprinted lines, or other
features of regular register.
E
DESCRIPTION
EAR (EMPLOYEE ACTION
REQUEST)
See the "Employee Action Request (EAR)" definition.
EARNINGS ID
A unique number or letter or set on numbers(s) and/or letter(s) up to 4 characters
that identifies a specific type of pay.
EDA (EMPLOYEE
DEVELOPMENT
APPRAISAL)
See the "Employee Development Appraisal (EDA)" definition.
EE
Employee
EFFECTIVE DATE
The date upon which something is considered to take effect.
EH
See the "Employment History (EH)" definition.
EHDB (EMPLOYMENT
HISTORY DATABASE)
See the "Employment History Database (EHDB)" definition.
EH RESTORE
See the “Employment History (EH) Restore” definition.
EI (EMPLOYEE INQUIRY)
See the "Employee Inquiry (EI)" definition.
EMPLOYEE ACTION
REQUEST (EAR)
Employee Action Request (STD 686) form is used by employees to report employee
information necessary for employment such as name, address and tax allowances to
Personnel Payroll Operations Branch.
EMPLOYEE ACTION
REQUEST (EAR) INQUIRY
One of the five types of Employment History inquiries made through the PIMS
prompt screen. The EAR Inquiry displays current information and is formatted in the
same order as the EAR form.
EMPLOYEE ACTION
REQUEST (EAR) - STD 686
See the "STD 686 - Employee Action Request" definition.
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DESCRIPTION
EMPLOYEE ASSISTANCE
PROGRAM (EAP)
State of California employees and their eligible dependents have access to a
statewide Employee Assistance Program (EAP). This program is provided by the
State of California as part of the State’s commitment to promoting employee health
and wellbeing at no charge to the employee. This program provides a valuable
resource for support and information during difficult times and consultation on day-
to-day concerns. For more information about the Employee Assistance Program,
visit the CalHR website at www.calhr.ca.gov.
EMP (EMPTY BATCH)
See the "Empty Batch (EMP)" definition.
EMPLOYEE INQUIRY (EI)
Used to inquire pay requests for a specific employee.
EMPLOYEE TIME
CERTIFICATION (ETC)
Used to access a detail screen within a PIP batch to key employee time certifications
(RETROACTIVE).
EMPLOYEE TIME
CERTIFICATION - STD 966
See the "STD 966 - Employee Time Certification" definition.
EMPLOYER PAID
MEMBERSHIP
CONTRIBUTION (EPMC)
A retirement plan where the gross amount that is subject to retirement, is reduced
for tax computations by the amount equal to the retirement contribution.
EMPLOYMENT HISTORY
(EH)
Personnel records of employees paid under the Uniform State Payroll System (USPS)
maintained by PPSD, Personnel Operations, on a centralized computer data base.
EMPLOYMENT HISTORY
AND SYSTEMS ACTIVITIES
COORDINATION AND
SUPPORT SECTION OF SCO
This section provides the business analysis and performs the functions necessary to
support the Division's automated systems. The section ensures the integrity of the
data, defines requirements for modifying the system in response to mandates and
customer needs, conducts acceptance testing for system releases, and implements
pay increases resulting from collective bargaining agreements.
EMPLOYMENT HISTORY
DATABASE (EHDB)
A centralized computer database that contains personnel records of employees. This
database is maintained by the State Controller's Office, Personnel/Payroll Services
Division, Personnel Operations Unit and contains the "official" file of personnel
related information for all Civil Service/Exempt, California State University
employees, elected officials, judges, and legislators employed by over 150 State
departments and campuses.
EMPLOYMENT HISTORY
(HIST) INQUIRY
One of the five types of Employment History inquiries made through the PIMS
prompt screen. The HIST Inquiry is used to inquire on employment history records to
verify transactions posted correctly.
EMPLOYMENT HISTORY
(EH) RESTORE
A process normally run each Wednesday to move records from the INACTIVE
Employment History Data Base to the ACTIVE Employment History Data Base. (See
PAM Sections 10.25 and 10.25.1).
EMPLOYMENT HISTORY
TRANSACTIONS CODES
A three digit alpha/numeric codes assigned to various types of personnel
transactions by Personnel Services for programming purposes. The proper code
MUST be used on each PAR.
EMPLOYMENT LIST
A list of persons eligible for employment as a result of an examination or
reemployment eligibility after a layoff.
EMPTY BATCH (EMP)
The status of a batch when no detail transactions were keyed or selected.
ENHANCED NDI
CALCULATOR
Computes the NDI pay and leave supplementation requirements based solely on the
data entered by the user. The calculator does not use employment history and
payment history information. http://www.sco.ca.gov/ppsd_state_hr.html.
END OF FIELD (EOF)
Indicates erase to end of field.
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DESCRIPTION
ENDING PAY PERIOD
Last day of the pay period.
ENTRY DATE
The date an entry or transaction was made into an SCO Production system.
EOF (END OF FIELD)
See the "End of Field (EOF)" definition.
EPMC (EMPLOYER PAID
MEMBERSHIP
CONTRIBUTION)
See the "Employer Paid Membership Contribution (EPMC)" definition.
ERASE EOF KEY
Used to erase information within a field.
ESTABLISHED POSITION
A specific staff assignment defined and funded in the State budget.
ETC (EMPLOYEE TIME
CERTIFICATION)
See the "Employee Time Certification (ETC)" definition.
EXAMINATION
A competitive oral, written, or performance test or any combination. Tests are given
on an open or promotional basis or combinations thereof (promotional only,
combined open and promotional, and open non-promotional). A competitor need
not be a state employee to compete in an open examination. A competitor must
have permanent or probationary status to compete in a promotional examination.
EXCEPTION
A Transaction that is not included in the Monthly Payroll and/or Personnel
processing. As used in the Monthly Payroll Certification (MPC) process,
exceptions are Monthly payroll warrants that are in need of further action
(i.e., redeposit and reissue).
EXCESS HOURS
1. Hours worked in excess of 160 hours per pay period by intermittent employees.
These hours CANNOT be carried over for the purpose of earning sick leave,
vacation, salary increases and State service. However, hours earned UNDER 160
hours per pay period are accumulated for purposes of earning sick leave,
vacation, salary increases and State service.
2. Hours worked in excess of the normal number of working days in a pay period
when an employee has a shift assignment other than Monday through Friday.
These are recorded by the department.
EXCLUSIVE
REPRESENTATIVE
An organization that is responsible for negotiating a contract and representing
employees within their respective bargaining unit(s) on all matters covered under
the collective bargaining agreement.
EXECUTIVE OFFICER
The Executive Officer of the State Personnel Board of the State of California.
EXEMPT
Employees who are appointed or elected to .state government positions without
competing in competitive examinations.
EXEMPT APPOINTEES
A group of State employees who are appointed or elected to State government
positions without competing in an examination. These employees are not bound by
the same rules and regulations as civil service employees.
EXEMPT AUTHORITY
Salary setting bodies and/or appointing powers for exempt positions. Includes: DPA
Exempts, Judicial Council, CSU, Conservation (CCC).
EXISTING BATCH
A Batch that is created and maintained on the PIP system. The Batch Status can be
Empty (EMP), Saved (SAV), Closed (CLS), Deleted (DEL) or Processed (PRC).
EXPIRATION DATES
The dates on which an appointment or temporary separation expires.
EXTRACT
The method of pulling batches off of the system to process the data.
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DESCRIPTION
EXTRA HOURS
1. Compensable time worked over the minimum amount of hours for the work
week group (official overtime).
2. Used by some departments to indicate overtime which is compensable at time
and one-half (premium) rather than straight time.
F
DESCRIPTION
FAMILY CODE (FC)
Statutes, court decisions, and provisions of the federal and state constitutions that
relate to family relationships, rights, duties, and finances.
FAMILY MEDICAL LEAVE
ACT (FMLA)
Entitles eligible employees of covered employers to take unpaid, job-protected
leave for specified family and medical reasons with continuation of group health
insurance coverage under the same terms and conditions as if the employee had not
taken leave. Eligible employees are entitled to twelve workweeks of leave in a 12-
month period for the birth of a child and to care for the newborn child within one
year of birth; the placement with the employee of a child for adoption or foster care
and to care for the newly placed child within one year of placement; to care for the
employee’s spouse, child, or parent who has a serious health condition; a serious
health condition that makes the employee unable to perform the essential functions
of his or her job; and any qualifying exigency arising out of the fact that the
employee’s spouse, son, daughter, or parent is a covered military member on
“covered active duty.” The FMLA also allows for twenty-six workweeks of leave
during a single 12-month period to care for a covered service member with a serious
injury or illness if the eligible employee is the service member’s spouse, son,
daughter, parent, or next of kin (military caregiver leave). For more information
about FMLA, visit the U.S. Dept. of Labor's FMLA webpage at
http://www.dol.gov/dol/topic/benefits-leave/fmla.htm.
FC (FAMILY CODE)
See the "Family Code (FC)" definition.
FIELD
Specified area (columns in coding) for one subject.
FIRST TIER
First tier retirement benefit formulas require you to make employee contributions
to CalPERS and provide the highest level of benefit in retirement.
FISCAL YEAR (FY)
The twelve-month period of time beginning July 1
st
and ending the following June
30
th
.
FLEX
Abbreviation for the CalHR-sponsored flexible benefits program, FlexElect.
FLEXELECT
The State of California’s FlexElect program offers two types of employee benefits:
pre-tax reimbursement accounts for out-of-pocket medical and dependent care
expenses, and Cash Options in lieu of your state-sponsored health and/or dental
benefits.
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DESCRIPTION
FLEXELECT
REIMBURSEMENT
ACCOUNTS
Employees who expect to pay out-of-pocket medical or dependent care expenses
during the coming year may benefit from a FlexElect Reimbursement Account. Most
State employees are eligible. With a FlexElect Medical Reimbursement Account, an
employee can use payroll deductions to pay for medical expenses that are not
covered by their health, dental, or vision plan. A FlexElect Dependent Care
Reimbursement Account lets the employee use payroll deductions to pay for day
care expenses for a child or parent.When an employee enrolls in a reimbursement
account, they specify an amount to be deducted from their pay warrants for the
year. These deductions are not counted as taxable income. Funds are held in a
special account used by the employee to reimburse themselves for covered
expenses they and their eligible dependents incur during the year. To ensure the
employee gets back all the funds in their account, they need to submit eligible
reimbursement claims by a specified deadline. For more information about FlexElect
Reimbursement Accounts, visit the CalHR website at www.calhr.ca.gov.
FMLA (FAMILY MEDICAL
LEAVE ACT)
See the "Family Leave and Medical Act (FMLA)" definition.
FOCUS
A fourth generation software computer language used to create and access the
Management Information Retrieval System (MIRS).
FOOTNOTES
As used in the Civil Service PayScale-a 2 digit code data element detailing additional
provisions of a class code
FORMAT TYPE
Refers to the Time and Attendance, Dock and Miscellaneous Payroll formats.
FRACTIONAL TIME BASE
Six digits identifying the employee's time base if other than full-time, intermittent,
or indeterminate. First three digits are the numerator; the last three digits the
denominator; e.g., one half time = 001/002.
FULL MONTH
A full month is equal to the maximum number of days possible in a specific pay
period as related to the specific calendar. For civil service, pay periods have either
21 or 22 days for a full month. Academic calendars may have a different number of
days for a full month depending on the specific pay period and the related
employing campus of department. Pay history (HIST) may reflect 99 in time which
denotes a full month. This does not mean that 99 days were paid and should not be
viewed as such.
FY (FISCAL YEAR)
See the "Fiscal Year (FY)" definition.
G
GARNISHMENT
(including salary), sometimes as a result of a court order. Wage garnishments
continue until the entire debt is paid or arrangements are made to pay off the debt.
Garnishments can be taken for any type of debt but common examples of debt that
result in garnishments include: child support, defaulted student loans, taxes, and
GC (GOVERNMENT CODE)
GEN or GSI (GENERAL
SALARY INCREASE)
See the "General Salary Increase (GSI or GEN)" definition.
GENERALIST
- 24 -
G
GENERAL SALARY
INCREASE (GSI or GEN)
See the "General Salary Increase (GSI or GEN)" definition.
GOVERNMENT CODE (GC)
together, form the general statutory law of California. To learn about specific
government codes, visit the Office of Administrative Law website at:
GRAY PERIOD
GREEN CYCLE
GRIEVANCE PROCEDURE
GROSS PAY
GROSS TYPE
GROUP LEGAL SERVICES
PLAN
provide you with legal consultation and representation. Employees designated as
excluded and certain represented employees are eligible to enroll. New employees,
if eligible, may enroll within the first 60 days of employment or during the annual
open enrollment. A variety of legal services are available such as will preparation,
legal consultation and representation for domestic matters, defense of civil actions,
criminal misdemeanors and traffic charges, bankruptcy proceedings, and review and
preparation of documents. For more information about the Group Legal Services
GSI or GEN (GENERAL
SALARY INCREASE)
See the "General Salary Increase (GSI or GEN)" definition.
H
DESCRIPTION
HAM (HIRING ABOVE
MINIMUM)
See the "Hiring Above Minimum (HAM)" definition.
HARD COPY
A printed paper copy of computer output in readable form such as documents,
summaries, reports, or listings.
HEADER (PAYROLL)
Indicates the name of the agency/campus, reporting unit, name of fund,
identification of appropriation, (chapter, item number, etc.) and fiscal year. Always
printed on warrant registers and attendance reports.
HEAL
This is an outdated term referring to a system application that provided on-line
access to health benefit deduction information. This system has been replaced by
the My|CalPERS System.
HEALTH (MEDICAL)
BENEFITS
See the "Medical (Health) Benefits" definition.
HIRING ABOVE MINIMUM
(HAM)
Appointing new State employees above the entrance rate of the class based upon
extraordinary qualifications of the person being appointed.
HIST
See the "Employment History (EH)" definition.
HISTORY TYPES
History Types are the options available on Employment History (PIMS) screen.
History Type screens display specific PAR items for each transaction selected.
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H
DESCRIPTION
HOLIDAYS
State employees observe the following paid holidays: New Year's Day, Martin Luther
King
Jr. Day, Presidents Day, Cesar Chavez Day, Memorial Day, Independence Day, Labor
Day, Veteran's Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day. If
a State employee is required to work on a holiday, they will be compensated in
accordance with your collective bargaining agreement and/or State regulations. For
more information about Holidays, visit the CalHR website at www.calhr.ca.gov.
- 26 -
I
DESCRIPTION
IDL (INDUSTRIAL
DISABILITY LEAVE)
See the "Industrial Disability Leave (IDL)" definition.
INACTIVE BATCH
A batch that has been processed (PRC) or deleted (DEL). Inactive batches cannot be
updated. Information can be accessed from the PIP Inquiry System.
INDUSTRIAL DISABILITY
LEAVE (IDL)
Absence of an employee due to a job-related illness or injury. A work-related benefit
paid in lieu of TO for members of Public Employees' Retirement System (PERS) and
State Teachers' Retirement System (STRS).
INDUSTRIAL DISABILITY
LEAVE SUPPLEMENTATION
CALCULATOR
The on-line calculator is to be used to calculate IDL supplementation information
only. It is not be used to calculate any other types of pay, such as IDL Full, IDL 2/3,
and regular pay.
This calculator can be found at http://www.sco.ca.gov/ppsd_state_hr.html.
See also the entry for INDUSTRIAL DISABILITY LEAVE SUPPLEMENTATION (IDL/S)
CALCULATOR
INDUSTRIAL DISABILITY
LEAVE SUPPLEMENTATION
(IDL/S) CALCULATOR
The on-line calculator is to be used to calculate IDL supplementation information
only. It is not be used to calculate any other types of pay, such as IDL Full, IDL 2/3,
and regular pay.
The calculator computes the gross pay and the number of leave credit hours needed
for full IDL supplementation. Calculations are based solely on the data entered on
the calculator's screen. Employment History and Payment History information is not
used by the calculator. For more information, including Exception Conditions, refer
to the Payroll Procedures Manual (PPM), Section L, located at:
http://www.sco.ca.gov/ppsd_state_hr.html.
INDUSTRIAL RETIREMENT
CATEGORY
Includes all State employees who are not State Safety members, State
Miscellaneous members, or State Peace Officer/Fire Fighter members. (See GC
Section 20382)
INFORMATIONAL LIST
An informational copy of examination results sent to departments from CalHR.
IN-GRADE
Occurring within a specified labor grade or rate range or occupational classification,
as in in-grade wage increase, and is referenced in the term SISA or Special In-Grade
Salary Adjustment.
INTERCHANGEABLE CLASS
Used for specific classes to promote the policy of recruiting employees at entry level
and promoting later to a journeyman level without additional budgetary action.
INTERMITTENT
An hourly time base. Employee’s tenure may be Temporary Authorization
Appointment (TAU), Limited Term (LT), or permanent. May occasionally be a daily
time base.
INTERFACE
The transfer of data/information between computer systems such as between
Employment History and the Uniform State Payroll System.
IUOE (INTERNATIONAL
UNION OF OPERATING
ENGINEERS)
See also “Bargaining Unit 12” and “Bargaining Unit 13”. Members consist of
operating engineers, stationary engineers, nurses and other health industry
workers, public employees engaged in a wide variety of occupations, as well as a
number of job classifications in the petrochemical industry.
ISSUE DATE
The date a warrant/payment is redeemable.
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J
JRS (JUDGES' RETIREMENT
SYSTEM)
See the "Judges' Retirement System (JRS)" definition.
JUDGES' RETIREMENT
SYSTEM (JRS)
JURY DUTY
remit to the State a jury duty slip. An employee does not have to remit any payment
received for travel expenses. However, any jury duty fees received must be remitted
to the State. The employee's supervisory must be notified and the work schedule
discussed when called for jury duty. To view more information about Jury Duty, visit
JUSTIFICATION
(RIGHT/LEFT)
margin (left justification) or ending all information at same field on right margin
K
DESCRIPTION
[No data]
[No data]
L
LAB (LEAVE ACTIVITY AND
BALANCES) REPORT
See the "Leave Activity and Balances (LAB) Report" definition.
LABOR CODE (LC)
statutes which govern the general obligations and rights of persons within the
LABOR CODE (LC) 4800
or the Department of Fish and Wildlife, within the PERS "State Safety" classification,
is disabled in the course of duty, the employee is entitled to a leave of absence for a
LAS (LEAVE ACCOUNTING
SYSTEM)
See the "California Leave Accounting System (CLAS or LAS)" definition.
LAST PAGE (LP)
LC (LABOR CODE)
LEAVE ACTIVITY AND
BALANCES (LAB) REPORT
employee's current Leave Benefits and balances and is produced on approximately
LEAVE ACCOUNTING
SYSTEM (LAS or CLAS)
See the "California Leave Accounting System (CLAS or LAS)" definition.
LEAVE BENEFITS
State employees. For more information on Leave Benefits, visit the CalHR website at
- 28 -
L
LEAVE OFFSET
CALCULATOR
Civil Service employees are eligible to participate in the Leave Credit Offset
program. This process allows employees to use existing leave credits to satisfy an
outstanding Accounts Receivable via a payroll deduction method. To determine the
number of leave credits an employee must cash out in order to generate monies
equal to/greater than the net of the AR, specific calculation routines must be
performed. To assist the department with calculations, PPSD developed an on line
calculator.
LEAVE WITHOUT PAY
(LWOP)
Approved absence without pay.
LEAVES OF ABSENCE
If an employee anticipates the need for a leave of absence, they must prepare a
formal request. When the employee returns from an unpaid leave of absence, they
may not return to the exact job they left, but will be placed in the same
classification or, if they and their department agree, a similar position for which
they are eligible. It is important to note that a leave of absence will not be approved
LEGEND
Personnel Action Manual (PAM). The legend appears in the bottom left-hand corner
of each chart. See sections 3.0 - 3.1 for a detailed explanation of the legend and its
LEGISLATIVE RETIREMENT
SYSTEM (LRS)
LIAISON UNIT
agencies/campuses concerning PAR and EAR documentation, interpretation of the
LIFE INSURANCE
covered by Group Term Life Insurance. The State pays the premium for basic
coverage of $50,000 for managers and $25,000 for supervisors, confidential, and
excluded employees. Supplemental Life coverage is available at the employee's
expense. For more information about Life Insurance, visit the CalHR website at
LIMITED TERM (LT)
LINE 12 EMPLOYMENT
HISTORY
bottom portion of the turnaround PAR. See section 9.1 of the PAM for an
illustration. For information on transactions that do not print in Line 12, see PAM
LT (LIMITED TERM)
- 29 -
L
LONG TERM DISABILITY
INSURANCE
income replacement in the event they become disabled due to an illness or injury
and cannot perform their normal job duties for six (6) months or longer. This benefit
is available to permanent employees appointed to managerial, supervisory,
confidential, and other excluded positions with a time base of half time or more.
Newly eligible employees have a sixty (60) day period in which to enroll. Open
enrollment period is also held every eighteen (18) to twenty-four (24) months. For
more information about Long Term Disability Insurance, visit the CalHR website at
LONG TERM MILITARY
LEAVE
LP (LAST PAGE)
LRS (LEGISLATIVE
RETIREMENT SYSTEM)
See the "Legislative Retirement System (LRS)" definition.
LUMP SUM PAYMENT
LUMP SUM PAYMENT
DEFERRAL
LWOP (LEAVE WITHOUT
PAY)
See the "Leave Without Pay (LWOP)" definition.
M
DESCRIPTION
MANAGEMENT AUDIT
AND REVIEW SECTION
(MARS)
A section for internal auditing within the State Controller's Office, Division of Audits.
MANAGEMENT
INFORMATION RETRIEVAL
SYSTEM (MIRS)
A reporting system maintained by the State Controller's Office and is used by State
of California Human Resources staff. MIRS allows users to generate pre-written
reports or create ad hoc reports for Employment History, Payment History,
Employer Sponsored Deductions, Leave Accounting and Position Inventory.
MARK IV
Programming language used in generating special reports and computer jobs.
MARS (MANAGEMENT
AUDIT AND REVIEW
SECTION)
See the "Management Audit and Review Section (MARS)" definition.
MASS UPDATES
Actions affecting many or all records such as General Salary Increase (GSI),
deduction changes, MSAs, SISAs, etc. may be processed automatically by the State
Controller's Office.
MONTHLY PAYROLL
CERTIFICATION (MPC)
SYSTEM
An online and batch process system which allows agencies to certify attendance for
the negative attendance employees.
MAXIMUM STEP OF THE
RANGE
The highest step or rate of a salary range.
"MAY"
Is Permissive (Refer to General Provisions of the Government Code).
MCR (MODIFIED
CLASSIFICATION REVIEW)
See the "Modification Classification Review (MCR)" definition.
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M
DESCRIPTION
MEDICAL (HEALTH)
BENEFITS
Employees, who have a permanent or limited-term appointment lasting at least six
(6) months and a day, and a time base of half time or more, are eligible for State
health benefits. The State pays a portion of employee premiums, referred to as the
State's contribution, which is negotiated through the collective bargaining process.
Employees may enroll in a health plan within the first sixty (60) days of employment
or eligibility. Coverage becomes effective the first day of the month following the
date that Human Resources receives all completed Health Benefits Plan Enrollment
Form (HBD-012) and Declaration of Health Benefits (HBD-12a) or during the annual
open enrollment period. Changes in coverage also are permitted during open
enrollment. For more detailed information about State Medical Benefits, visit the
CalPERS website at www.calpers.ca.gov and the CalHR website at www.calhr.ca.gov.
MEDICARE
A National health program through which certain medical and hospital expenses of
the aged and the needy are paid for from Federal, mostly Social Security funds. The
hospital insurance tax portion of the Federal Insurance Contributions Act (FICA).
MEMBER
An employee who has qualified for membership in a retirement system and on
whose behalf an employer has become obligated
MEMBER GROUP
Retirement Category containing the following employee groups: Industrial,
Miscellaneous, Patrol (CHP), Peace Officer/Firefighter, and Safety.
MEMORANDUM OF
UNDERSTANDING (MOU)
A contract by Collective Bargaining organizations (Unions) with the State of
California that spells out the terms and conditions of employment for that particular
unit, including any pay or benefit increases. For information on MOUs, visit the
CalHR website at: www.calhr.ca.gov.
MERIT SALARY
ADJUSTMENT (MSA)
An annual increase equivalent to one step in the salary range to which the employee
is entitled if he/she meets the standards of efficiency required for the position.
MERIT SELECTION
MANUAL
Establishes operational standards and guidelines for conducting selection processes
for the State's civil service, as well as documenting professional best practices.
MICROFICHE
A sheet of microfilm that contains micro images of records on employees/agencies.
MICROFILM
A reel of film bearing a photographic record on a reduced scale of printed material.
MILITARY LEAVE
California State employees called to active military duty may be paid their regular
State salary for up to thirty (30) days of duty per year, if they meet certain
requirements. In addition, the State will pay the difference between the employee's
State salary and military salary (if the State salary is higher) up to six (6) months for
specified military campaigns. For more information about Military Leave, visit the
CalHR website at www.calhr.ca.gov.
MINIMUM
QUALIFICATIONS (MQs)
The minimum amount of education and/or experience required to participate in an
examination.
MIRS (MANAGEMENT
INFORMATION RETRIEVAL
SYSTEM)
See the "Management Information Retrieval System (MIRS) definition.
MIS (MISCELLANEOUS
UPDATE)
See the "Miscellaneous Update (MIS)" definition.
MISCELLANEOUS
PAYROLL/LEAVE ACTIONS
- STD 671
See the "STD 671 - Miscellaneous Payroll/Leave Actions" definition.
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M
DESCRIPTION
MISCELLANEOUS
RETIREMENT CATEGORY
Includes all members employed by the State and State Universities except Industrial,
Patrol, State Peace Officer/Fire Fighter, and State Safety members. (See GC Section
20380)
MISCELLANEOUS UPDATE
(MIS)
Used to access a detail screen within a batch to key all pay requests except regular
pay and dock transactions. The manual contains discussions of key selection
subjects, addressing the issues and factors that directly impact the efficiency and
effectiveness of the State's selection program.
MODIFIED
CLASSIFICATION REVIEW
(MCR)
The process of allocating a position (a set of duties) to a classification (a group of
positions). Classes on MCR I list have relatively few allocation problems. Classes on
MCR II will require prior CalHR approval in certain cases. Classes not on MCR list I or
II ALWAYS require prior CalHR approval. Detailed information is located in the Pay
Scales.
MODIFIED FIRST-TIER
An optional retirement system plan for current/newly hired Civil Service Second-Tier
Miscellaneous/Industrial members. Eligibility is based on bargaining unit agreement.
(May or may not pay Social Security/Medicare.)
MONTHLY PAY PERIOD
A State pay plan used to pay employees on the basis of 12 nearly equal pay periods
each year with the exception of academic and biweekly employees and statutory
officers. Each pay period contains 21 or 22 compensable days and may or may not
coincide with a calendar month.
MONTHLY PAYROLL
Regular monthly payroll that is prepared as of cutoff date for monthly rate
employees in roll codes 1 and 2.
MONTHLY WORKLOAD
CALENDARS
These Payroll and Personnel calendars define the monthly Payroll/Personnel
processing cycle events and are located at
https://coin/ppsd_general_references_monthly_workload_calendars.html.
MOST RECENT
TRANSACTION
That transaction which has the most recent effective date and is posted immediately
below "Current Status" in Line 12 – Employment History, of the Personnel Action
Request (PAR).
MOU (MEMORANDUM OF
UNDERSTANDING)
See the "Memorandum of Understanding (MOU)" definition.
MOVEMENT BETWEEN
CLASSES
An appointment to a different class. The movement might be by permissive
reinstatement, transfer or certification.
MSA (MERIT SALARY
ADJUSTMENT)
See the "Merit Salary Adjustment (MSA)" definition.
MQs (MINIMUM
QUALIFICATIONS)
See the "Minimum Qualifications (MQs)" definition.
N
DESCRIPTION
NEARLY EQUAL PAY
PERIODS
The state pay plan consists of twelve ― nearly equal pay periods each year (except
for academic and biweekly-paid employees and statutory officers). Each pay period
contains either 21 or 22 normal workdays and will be a calendar month except when
more than 22 or less than 21 normal workdays fall within a month, the pay period
may end one day before or after the end of a calendar month.
Within a given pay period, employees may be paid once for the pay period
(monthly); or twice (semi-monthly). For employees paid every other week (bi-
weekly), their salaries are paid on average of twenty-seven pay periods each year
- 32 -
N
DESCRIPTION
NEGATIVE ATTENDANCE
Payroll is prepared in advance of payday and attendance certification based on the
premise the employee will receive a full month warrant unless reported otherwise.
Payment is based on ANTICIPATED time worked after Monthly Payroll cutoff through
the end of the pay period. Those employees make up Roll Codes 1 (monthly) and 2
(semi-monthly).
NET PAY
Amount earned after payroll deductions have been subtracted from the gross
earnings.
NEXT ACTION COMMAND
(ACTN)
A field used to request a command.
NDI (NONINDUSTRIAL
DISABILITY INSURANCE)
See the "Nonindustrial Disability Insurance (NDI)" definition.
NON
Employees excluded from any type of retirement system/plan because of
Appointment Type, Class Code, Immigration Status, or some other factor(s).
NONACADEMIC
EMPLOYEE
The California State University system's term for employees who provide services
that are non-instructional.
NON-ALLOWABLE ITEM
A PAR item that DOES NOT contain any symbol from the legend on a
Required/Conditional chart and cannot have information entered.
NON-CITIZEN
A foreign born resident who has not become a naturalized citizen of the country in
which they are residing.
NONDISCLOSURE OF
EMPLOYEE HOME
ADDRESS REQUEST - STD
677
See the "STD 677 - Nondisclosure of Employee Home Address Request" definition.
NONINDUSTRIAL
DISABILTY INSURANCE
(NDI)
Nonindustrial Disability Insurance is a wage continuation program for state
employees who are unable to work due to non-work related illness or injury.
NONINDUSTRIAL
DISABILITY LEAVE
Absence from work due to a non-work related illness or injury.
NONQUALIFYING PAY
PERIOD
A pay period in which the employee worked insufficient time to qualify for service
credit.
NONRESIDENT ALIEN
Any individual who is not a citizen or resident of the United States is a nonresident
alien. An alien individual meeting either the “green card test” or the “substantial
presence test” for the calendar year is a resident alien. Any person not meeting
either test is a nonresident alien individual.
NON-SUFFICIENT FUNDS
(NSF)
A condition when an appropriation has been expended or is nonexistent.
NON UNIFORM STATE
PAYROLL SYSTEM (NON-
USPS)
Reference PPM Section N 100. Federal and State tax laws require that employers
report income and related amounts for payments other than regular wages
including salary advances, fringe benefits and employee business expense
reimbursements. Payments are generally issued via the claims process rather than
the Uniform State Payroll System (USPS). Therefore, payments are reported via a
unique reporting process called the Non-Uniform State Payroll System (Non-=USPS).
NOPA (NOTICE OF
PERSONNEL ACTION)
See the "Notice of Personnel Action (NOPA)" definition.
NOT DEFINED
All other PAR items are not defined. Errors to "not defined" items are corrected by
documenting a correct (see PAM, page 9.4).
- 33 -
N
DESCRIPTION
NOTICE OF PERSONNEL
ACTION (NOPA)
A form that is computer generated for certain PAR transactions. The NOPA provides
the employee with an informational copy of certain transactions, which affect their
status. It also serves as a legal document for recording the employee’s signature on
appointments and some miscellaneous changes.
NSF (NON-SUFFICIENT
FUNDS)
See the "Non-Sufficient Funds (NSF)" definition.
NUMERIC
Digits 0 through 9.
O
DESCRIPTION
OAL (OFFICE OF
ADMINISTRATIVE LAW)
See the "Office of Administrative Law (OAL)" definition.
OASDI (OLD AGE,
SURVIVOR, AND
DISABILITY) STATUS
See the “Old Age, Survivor, and Disability Status (OASDI) Status” definition.
OATH
A declaration of support and allegiance as defined in Article XX, Section 3 of the
Constitution of the State of California.
OFFICE OF
ADMINISTRATIVE LAW
(OAL)
Where to access current SPB Regulations. Under the California Code of Regulations,
"Title 2. Administration", "Division 1. Administrative Personnel", "Chapter 1. State
Personnel Board".
OFFICIAL PERSONNEL FILE
(OPF)
Contains records relating to your employment. Confidential or restricted information
contained in the Official Personnel File may be disclosed only to persons authorized
by law and departmental policy to receive such information for official purposes.
OK INDICATOR
For preloaded batches an "X" must be entered in this field to process the employee
pay request. For scratch batches an "X" will automatically display when pay is
requested and the page has been updated.
OLD AGE, SURVIVOR, AND
DISABILITY STATUS
(OASDI) STATUS
OASDI is an acronym for Old Age, Survivor, and Disability Insurance and is the official
name for Social Security in the United States. There are two parts to this attribute;
Part 1 is Social Security and Part 2 is Medicare Status.
OPEB (OTHER POST-
EMPLOYMENT BENEFITS)
Through the collective bargaining process and under the authority of Government
Code section 22944.5, OPEB (Other Post-Employment Benefits) is the method by
which the State of California, as the employer, and its employees jointly prefund
health benefits that active employees will receive as state retirees.
All employees in positions that are eligible for health benefits, whether or not
currently enrolled, prefund OPEB. The state prefunds a matching contribution.
OPEB CBID (OTHER POST-
EMPLOYMENT BENEFITS
COLLECTIVE BARGAINING
IDENTIFIER)
1. Designates an employee as either eligible or not eligible for OPEB; and
2. Identifies the specific CBID with which the employee is aligned for the purpose of
calculating OPEB contribution amounts.
OPF (OFFICIAL PERSONNEL
FILE)
See the "Official Personnel File (OPF)" definition.
ORAL EXAMINATION
Appearance before a Qualifications Appraisal Panel (QAP) consisting of a CalHR
representative(s) and/or a public member from outside state service; may also be an
Employee Development Appraisal (EDA).
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O
DESCRIPTION
OUT-OF-SEQUENCE
A transaction effective prior to the most recent transaction posted on the
employee's employment history record, or a transaction effective the same date as
the most recent transaction that, when posted, will post prior to the most recent
transaction.
OUT-PLACEMENT
SERVICES, CALIFORNIA
STATE UNIVERSITY
Job placement services provided to certain Management Pay Plan (MPP) employees
within the CSU system.
OVERTIME CODE
Definitions of overtime codes and their corresponding values can be found on the
State Controller's Office website in the Payroll Procedures Manual (PPM) - Section B,
Codes Index
OVERTIME MEAL
COMPENSATION
Overtime meal allowance payments, the value of overtime meal tickets and the
value of actual overtime meals provided by the employer.
P
DESCRIPTION
PADDED PAR
Personnel Action Request (STD 680A), a form used by the appointing power to
initially put an employee's record on the Employment History System Data Base, to
document transaction packages or for additional positions new to the data base.
PAM (PERSONNEL ACTION
MANUAL)
See the "Personnel Action Manual (PAM)" definition.
PAM REVISIONS
Updates and changes to the Personnel Action Manual (PAM) are issued on a regular
schedule (4 times a year: February, May, August and November) and as needed to
report changes in documentation and procedures.
PAR (PERSONNEL ACTION
REQUEST)
See the "Personnel Action Request (PAR)" definition.
PAR ITEMS
Individual blocks on the PAR, which have a title and an assigned number. The first
digit of each item number corresponds to the PAR line number of the item.
PARENTAL LEAVE OF
ABSENCE
Permanent employees are eligible for an unpaid leave of absence for purposes of
pregnancy, childbirth, and recovery from or care for the newborn child for a period
not to exceed one (1) year.
PARR SETTLEMENT
The Parr Lawsuit Settlement Benefit, is a 28 or 56-hour earned leave credit for
employees who were adversely impacted by the issuance of registered warrants in
1992 and, who met the settlement criteria, were entitled to receive leave credits
based on the Parr Settlement.
PART-TIME, SEASONAL,
AND TEMPORARY (PST)
Retirement program for State and CSU employees not covered by a retirement
system or Social Security. (See the CalHR Benefits Administration Manual for more
information.)
PATROL (CHP)
RETIREMENT CATEGORY
Includes all members employed by the Department of California Highway Patrol
whose principle duties consist of active law enforcement. (See GC 20390)
PAY ADJUSTMENT
REQUEST (ADJ)
Used to access a detail screen within a PIP batch to key adjustments to pay
previously issued.
PAY ADJUSTMENT
REQUEST - STD 683
See the "STD 683 - Pay Adjustment Request" definition.
PAYCHECK CALCULATOR
A calculator that assists with projecting state employee net pay and deductions. The
Paycheck Calculator is located at: http://www.sco.ca.gov/ppsd_state_hr.html.
- 35 -
P
DESCRIPTION
PAY PERIOD
Designation of the period of time for which payment is made. There are 12 periods
in a calendar year containing 21 or 22 work days in each pay period.
PAY PERIOD TYPE CODES
Identifies frequency of payment. Definitions of pay period type codes and their
corresponding values can be found on the State Controller's Office website in the
Payroll Procedures Manual (PPM) - Section B, Codes
PAYMENT HISTORY
SYSTEM (HIST)
An online inquiry payment record that is accessed from the SCOPROD screen. HIST
stores 36 pay periods, plus current, of payment history information from the issue
date of payment.
PAYMENT ONLINE
INFORMATION SYSTEM
(POIS)
A system application that provides online access to the Payment History file.
PAYMENT TYPE CODES
Identifies type of payment (e.g., regular and overtime). Definitions of payment type
codes and their corresponding values can be found on the State Controller's Office
website in the Payroll Procedures Manual (PPM) - Section B, Codes Index
PAYMENT TYPE SUFFIX
CODES
Definitions of payment type suffix codes and their corresponding values can be
found on the State Controller's Office website in the Payroll Procedures Manual
(PPM) - Section B, Codes Index
PAYROLL ADJUSTMENT
NOTICE - STD 674
See the "STD 674 - Payroll Adjustment Notice" definition.
PAYROLL ADJUSTMENT
NOTICE - ACCOUNTS
RECEIVABLES - STD 674
A/R
See the "STD 674 A/R - Payroll Adjustment Notice - Accounts Receivable (A/R)"
definition.
PAYROLL CODES
Definitions of payroll codes and their corresponding values can be found on the
State Controller's Office website in the Payroll Procedures Manual (PPM) - Section B,
Codes Index
PAYROLL CYCLE
There are three types of payroll cycles per pay period:
1. Monthly-processes (Roll Code 1) Negative Monthly attendance payroll.
2. Semi-Monthly-processes (Roll Code 2) Negative semi-monthly attendance
payroll.
3. Daily-processes (all roll codes) such as positive attendance payroll; adjustments
to regular pay; supplemental payments, deductions, separations.
PAYROLL EXCEPTIONS
REPORT - STD 666
See the "STD 666 - Payroll Exceptions Report" definition.
PAYROLL INPUT PROCESS
(PIP)
An online/update data entry system that allows departments and agencies to submit
a variety of payroll-related and leave transactions by keying batch inputs. PIP has
two primary functions Update and Inquiry. The PIP Inquiry function provides
transaction information for approximately three months from the creation date of
the batch, as well as various methods of inquiry. The PIP Update function allows for
the processing of several Payroll forms such as Form 672, 603, 671, 966, and 683. For
more information about PIP, please refer to the Payroll Procedures Manual, or PPM,
Section K - PIP documentation.
PAYROLL MONTHLY FILE
A file established for each employee that contains all mandatory, voluntary, and
one-time deductions.
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P
DESCRIPTION
PAYROLL OPERATIONS
A part of the Personnel/Payroll Operations Branch (PPOB) within the
Personnel/Payroll Services Division (PPSD) of the State Controller's Office. The
primary function is maintaining the Uniform State Payroll System (USPS) and issuing
payments under that system.
PAYROLL PROCEDURES
MANUAL (PPM)
Provides information and instructions for completing and submitting payroll
documents for all departmental/campus payroll offices; prescribes detailed payroll
procedures not provided elsewhere and coordinates instructions of various
authorities on specific payroll subjects; and includes information on codes, position
process, attendance reporting cycles/cutoffs/ and transfer dates, disability,
miscellaneous payments, deductions, and general processes. This includes accounts
receivable, warrant processes, direct deposits, PIP system instructions, IDL
supplementation calculator instructions, and non-uniform State payroll system data.
For a more extensive review of the Payroll Procedures Manual, visit the State
Controller's Office website at http://www.sco.ca.gov/ppsd_ppm.html.
PAYROLL PROCESSING
CENTER ID (PPC ID)
A two character code identifying a specific department/campus.
PAYROLL WARRANT
REGISTER
Report that displays the record of payments for each employee who has pay issued
or adjusted on a daily, semi-monthly, or monthly cycle. This information includes the
amount of original pay and any adjustments, transfers, Accounts Receivables,
Accounts Receivables reversals, and/or redeposited amounts.
PAY SCALES
Published rate of pay by the State of California's salary-setting authority.
PC (PROBATE CODE)
See the "Probate Code (PC)" definition.
PCU (POSITION CONTROL
UNIT)
See the "Position Control Unit (PCU)" definition.
PDL (PREGNANCY
DISABILITY LEAVE)
See the "Pregnancy Disability Leave (PDL)" definition.
PEACE
OFFICER/FIREFIGHTER
RETIREMENT CATEGORY
Includes State officers and employees designated as Peace Officers as defined in
Sections 830.2, 830.3, 830.4, and 830.5 of the Penal Code. (See GCs 20391-20398 &
20416)
PECG (PROFESSIONAL
ENGINEERS IN
CALIFORNIA
GOVERNMENT)
Represents 13,000 State-employed engineers and related professionals responsible
for designing and inspecting California’s infrastructure, improving air and water
quality,
and developing clean energy and green technology.
PERS (CALIFORNIA
PERSONNEL EMPLOYEES'
RETIREMENT SYSTEM)
See the "California Personnel Employees' Retirement System (CalPERS)" definition.
PERFORMANCE
APPRAISAL
When an employee acquires permanent State status, their work will be evaluated by
their immediate supervisor at least once every 12 calendar months throughout their
career. This provides the employee and the supervisor an opportunity to discuss job
performance and career development.
PERSONAL HOLIDAY
An employee becomes eligible for a personal holiday once they complete six (6)
months of State employment. After that, personal holidays are credited on the first
day of July and may be used any time during the following twelve (12) months,
subject to supervisor approval. Employees who work less than full time may be
eligible for personal holiday credit; the number of hours is prorated based on the
employee's time base.
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P
DESCRIPTION
PERSONNEL ACTION
MANUAL (PAM)
Provides instructions for completion and processing of PAR, EAR, NOPA for all
employees by departmental offices (except CSU). The Special Projects Bureau of
PPSD maintains the PAM. For a more extensive review of the Personnel Action
Manual, visit the State Controller's Office website at
http://www.sco.ca.gov/ppsd_pam.html.
PERSONNEL ACTION
REQUEST (PAR) INQUIRY
One of the five types of Employment History inquiries made through the PIMS
prompt screen. The PAR Inquiry displays the last or most recent transaction entered
on the Employment History database.
PERSONNEL ACTION
REQUEST (PAR) - STD
680A
Form used to update Employment History for Civil Service and Civil Service exempt
employees. A PAR must be processed for all employee appointments to State service
(new and returning), employee appointments to an additional position not in the
USPS, and other transactions.
See also the "STD 680A - Personnel Action Request (PAR)" definition.
PERSONNEL ACTION
REQUEST (PAR)
TRANSACTION CODES
A transaction generally represents any change in a database. The Personnel Action
Request transactional codes are used to update Employment History for Civil Service
and Civil Service exempt employees. A PAR must be processed for all employee
appointments to State service (new and returning), employee appointments to an
additional position not in the USPS, and other transactions.
PERSONNEL
INFORMATION
MANAGEMENT SYSTEM
(PIMS)
A computerized information file, or database, that contains official personnel,
payroll, and retirement information for the majority of employees of the California
State Civil Service and the California State University (CSU).
PERSONNEL
INFORMATION
MANAGEMENT SYSTEM
(PIMS) MANUAL
A manual which provides instruction for completion and processing PPT, SPAR, and
EAR for CSU campus personnel offices. The PIMS is maintained by the Faculty Staff
Relations (FSR) of the Chancellor's Office.
PERSONNEL
MANAGEMENT LIAISONS
(PML) MEMO
CalHR uses Policy Memos to tell State departments and agencies about new policies
and procedures, and to provide other important information.
PERSONNEL/PAYROLL
OPERATIONS
A part of the Personnel/Payroll Operations Branch (PPOB) within the
Personnel/Payroll Services Division (PPSD) of the State Controller's Office. The
primary function is the operation and maintenance of the Employment History
Database.
PERSONNEL/PAYROLL
OPERATIONS BUREAU
(PPOB)
The Personnel/Payroll Operations Bureau provides day-to-day operational processes
for PPSD's operating units, including personnel, payroll, employee/employer paid
benefits and deductions, taxation, and legacy system maintenance and support.
PERSONNEL AND PAYROLL
SERVICES DIVISION (PPSD)
PPSD is a division of the State Controller's Office that provides personnel and payroll
related services to personnel and accounting offices as well as control agencies.
PERSONNEL/PAYROLL
TRANSACTION (PPT)
A Personnel/Payroll Transaction (Std. 456-A) is the turnaround form used by
California State University personnel/payroll offices to update Employment History
(EH).
PERSONNEL
TRANSACTIONS
Also called personnel actions, are the recording or official documentation of
appointments, miscellaneous changes and separations of State employees under the
Uniform State. Payroll System.
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P
DESCRIPTION
PERSONNEL
TRANSACTION MANUAL
(PTM)
Contains policy and procedures implemented by the State Personnel Board (SPB).
Although the PTM is on longer being published or updated, it still contains valuable
information not found elsewhere.
PIMS MANUAL
(PERSONNEL
INFORMATION
MANAGEMENT SYSTEM
MANUAL)
See the "Personnel Information Management System Manual (PIMS Manual)
definition.
PIP (PAYROLL INPUT
PROCESS)
See the "Payroll Input Process" definition.
PMAB (PROGRAM
MANAGEMENT ANALYSIS
BUREAU)
See the "Program Management Analysis Bureau (PMAB)" definition.
PML (PERSONNEL
MANAGEMENT LIAISONS
MEMO)
See the "Personnel Management Liaisons (PML) Memo" definition.
POIS (PAYMENT ONLINE
INFORMATION SYSTEM)
See the "Payment Online Information System (POIS)" definition.
POP (PREMIUM ONLY
PLAN)
See the "Premium Only Plan (POP)" definition.
POSITION (PSN)
Unique to an employee and is used for budgeting and tracking purposes, the position
number is a 13 digit number identified as follows:
• First 3 digits are agency/campus-identifies fund from which salaries are paid
• Next 3 digits are reporting unit/budget function-identifies appropriation and
location
• Next 4 digits are class code
• Last 3 digits are serial number-identifies an individual position within each class
POSITION CONTROL
(ESTABLISH, RECLASSIFY,
OR ABOLISH POSITIONS)
The procedure required to set up a new position or change the position from one
classification to another, or to put an end to a current position. These actions may be
taken on a permanent or temporary basis.
POSITION CONTROL UNIT
(PCU)
The Position Control Unit in Payroll Operations.
POSITION (PSN) INQUIRY
One of the five types of Employment History inquiries made through the PIMS
prompt screen. The PSN Inquiry reflects position information for each position
sequence the employee has on the database.
POSITION NUMBER
A 13-digit code identified as follows:
• First 3 digits are agency/campus
• Next 3 digits are reporting unit/budget function
• Next 4 digits are class codes
•
Last 3 digits are serial identifiers of an individual position within each class
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P
DESCRIPTION
POSITIVE ATTENDANCE
The reference term for employees whose regular payroll warrants are written after
the close of the pay period. Payments are made based on actual time worked that is
reported on a time sheet and keyed by the department. If the department fails to
key time worked, no pay will issue. There is no “automatic” issuing of payments for
positive paid employees. Positive Attendance employees are in Roll Codes 3 – 8,
which are hourly, daily, semi-monthly, and bi-weekly positive paid pay frequencies.
PPC ID (PAYROLL
PROCESSING CENTER ID)
See the "Payroll Processing Center ID (PPC ID)" definition.
PPM (PAYROLL
PROCEDURES MANUAL)
See the "Payroll Procedures Manual (PPM)" definition.
PPOB
(PERSONNEL/PAYROLL
OPERATIONS BRANCH)
See the "Personnel/Payroll Operations Branch (PPOB)" definition.
PPSD (PERSONNEL AND
PAYROLL SERVICES
DIVISION)
See the “Personnel and Payroll Services Division (PPSD)” definition.
PPT
(PERSONNEL/PAYROLL
TRANSACTION)
See the "Personnel/Payroll Transaction (PPT)" definition.
PREGNANCY DISABILITY
LEAVE (PDL)
A female employee disabled by pregnancy, childbirth, or a related medical condition
is entitled to take up to four months (17.33 weeks) of unpaid leave. Pregnancy
Disability Leave (PDL) runs concurrently with any leave the employee is eligible for
under the Family and Medical Leave Act (FMLA). When the PDL ends, the employee
is entitled to take up to 12 additional weeks of unpaid leave for bonding with her
new child, under the California Family Rights Act (CFRA). The State will continue the
employee's health benefits for 17.33 weeks under PDL (overlapping with FMLA’s 12
weeks) and 12 weeks of CFRA, for a total of 29.33 weeks of continued health
benefits. For more information about Pregnancy Disability Leave, visit the U.S. Dept.
of Labor's FMLA webpage at http://www.dol.gov/dol/topic/benefits-leave/fmla.htm.
PRELOADED BATCH
A system generated batch which lists employee data from the Employment History
and Payroll Data Base.
PREMIUM ONLY PLAN
(POP)
Any out-of-pocket health and/or dental premium incurred by an eligible employee is
deducted from the employee’s paycheck on a pre-tax basis.
PREMIUM PAY
Special supplemental wage payments (payment type 8) - for specified duties
performed that are not necessarily performed by all employees within the class.
PREMIUM TIME
Time and a half.
PRE-TAX
The employee's out-of-pocket share for health and/or dental premiums will be
withheld before Federal, State, and Social Security/ Medicare taxes are deducted.
PRC (PROCESSED BATCH)
See the "Processed Batch (PRC)" definition.
PRIOR TRANSACTION
A transaction that is posted below another in Line 12 – Employment History, of the
Personnel Action Request (PAR).
PRO (PROTECT
COMMAND)
See the "Protect Command (PRO)" definition.
PROBATE CODE (PC)
A comprehensive statute that unifies, clarifies, and modernizes the laws governing
the affairs of decedents and their estates, certain transfers accomplished other than
by a will, and trusts and their administration.
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P
DESCRIPTION
PROBATIONARY PERIOD
An extension of the examination process in which the probationer demonstrates the
requisite skills, knowledge, and abilities for the classification in question. The
probation period lasts 6 or 12 months, depending on an employee's particular
classification and time base.
PROCESS AND GO
A process which simultaneously updates the displayed page and displays the next
requested action. Process and Go commands are identified in the MISCELLANEOUS
section.
PROCESS DATE
The date in which closed batches were extracted for processing.
PROCESSED BATCH (PRC)
A Batch which has processed through the system and is inactive. Inactive batches
cannot be updated. Information can be accessed from the PIP Inquiry System.
PROCESSING AND
CONTROLS
A unit within Personnel/Payroll Operations Branch (PPOB). They are responsible for
all mail, microfilming of PAR/PPT, etc.
PRODUCTION SUPPORT
A section in Personnel Operations whose primary function is to control incoming and
outgoing documents and to manually audit EARs.
PROGRAM
MANAGEMENT ANALYSIS
BUREAU (PMAB)
Provides analytical support to the Division and statistical data support to the
departments, various state control agencies such as the legislature, Department of
Finance, California Department of Human Resources, and outside entities including
the news media. The Bureau develops and implements system changes to the legacy
systems. This includes ensuring that Personnel/Payroll systems are prepared to
respond to the requirements of law, the needs of the state's salary setting
authorities, and the service and control requirements of the SCO.
PROGRAM
RESPONSIBILITY
An agency that adopts rules and regulations regarding a designated program. Also
establishes policy statements and issues procedural instructions for the
administration of the program; e.g., disability or insurance.
PROSPECTIVE That which is expected in the days, months, or years ahead – in the future.
PROTECT COMMAND
(PRO)
A data entry command; used to unprotect fields so data can be keyed or protect
fields that do not require entries.
PSD REFERENCE NUMBER
An index number assigned to each Employment History transaction. In-house
transactions use Julian date plus a document sequence number; e.g., 852560112 =
1985, 256th day, 112th document numbered that day. Decentralized transactions
use a decentralization ID instead of the year; e.g., 252560112 = Franchise Tax Board,
256th day, 112th document keyed that day.
PSN (POSITION)
A post of employment.
PST (PART-TIME,
SEASONAL, AND
TEMPORARY)
See the “Part-Time, Seasonal, and Temporary (PST)” definition.
PTM (PERSONNEL
TRANSACTION MANUAL)
See the "Personnel Transaction Manual (PTM)" definition.
PURGE
To eliminate items from a file or listing after a specified period of time or upon
request.
Q
DESCRIPTION
QAP (QUALIFICATIONS
APPRAISAL PANEL)
See the "Qualifications Appraisal Panel (QAP)" definition.
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Q
DESCRIPTION
QF (QUICK FIND)
See the "Quick Find (QF)" definition.
QUALIFICATIONS
APPRAISAL PANEL (QAP)
An interview that usually consists of about five questions, is limited to approximately
30 minutes, is positions specific, and is tape recorded (by law).
QUALIFYING PAY PERIOD
For full-time and part-time employees - 11 or more working days (includes holidays)
of service in a monthly pay period shall be considered a complete month, a month of
service, or continuous service for sick leave, vacation, salary increase, and other
State service purposes (California Code of Regulations 599.608). For intermittent
employees, each 160 hours of qualifying time shall be considered equivalent to a
qualifying monthly pay period (California Code of Regulations 599.609).
For a more detailed definition of a qualifying pay period, go to
https://govt.westlaw.com/calregs Title 2. Administration, Division 1. Administrative
Personnel, Chapter 3. Department of Human Resources, Subchapter 1. General Civil
Service Rules.
QUICK FIND (QF)
Used in conjunction w
ith a SSN, this command will locate a specific employee and list
subsequent employees on the remaining lines/page.
R
DESCRIPTION
R01
Retirement document generated by CalPERS to reflect an employee’s retirement
election or to correct an employee’s retirement/employment history record on the
data base. (R01 transactions cannot be documented/keyed by agencies – CalPERS
submits to PPSD for processing to the data base.)
RANGE
The span between the minimum and maximum base salary an organization will pay
for a specific job or group of jobs. Per California Government Code, "The salary range
shall be based on the principle that like salaries shall be paid for comparable duties
and responsibilities."
RANGE DIFFERENTIAL
The difference between the maximum rate of two salary ranges of the pay plan.
RANK AND FILE
Employees covered under SB 839 (SEERA) which gives them the right to an exclusive
representative on matters pertaining to wages and conditions of employment.
RECLASSIFICATION
The reassignment of an employee to another vacant position or classification when
the employee, for substantiated medical reasons, is unable to perform the essential
duties of his/her position or classification (See Transfer).
RECOGNIZED MILITARY
SERVICE
Full time service in the armed forces.
RECONSTRUCTING
EMPLOYMENT HISTORY
The process used to determine the effect of an out-of-sequence transaction on all
subsequent transactions.
RED CIRCLE RATE
A salary rate above the maximum of the class (see Government Code Section 19837).
May occur in situations involving layoff.
REFRESH
A data entry command; used to cancel selection(s) on the BATCH SELECTION, BATCH
DIRECTORY or EMPLOYEE INQUIRY screens. Also updates the above mentioned
screens if new batches or employee records were added at the time of viewing.
REIMBURSEMENT
ACCOUNTS
Flexible benefit options which allow employees to pay for dependent care expenses
and/or medical expenses exempt from health insurance with tax free money.
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R
DESCRIPTION
REPORTING UNIT INQUIRY
(RUINQ)
Reporting Unit Inquiry - a system application that provides on-line access to the
Payroll Header File.
REPORT TYPE
A Search Key Field on the BATCH SELECTION and BATCH DIRECTORY to request
preloaded batches.
REQUIRED
This symbol = on a PAR item on the Required/Conditional charts denotes items
which must be completed on the PAR in order for a transaction to be valid.
REQUIRED/CONDITIONAL
CHARTS
A group of charts organized by transaction codes which indicate when PAR items
must or may be completed to be a valid transaction.
Refer to PAM sections 3 and 6 for more information.
RESCHEDULE
To submit a transaction that will generate a new warrant to replace a redeposited
warrant.
RETIRE ACCT CODE
Found in the PIMS Position (PSN) Inquiry - Defines the employee’s retirement
system.
RETIREMENT
May refer to retirement in PERS, JRS, STRS or LRS.
RETIREMENT DATE
The first day after the separation date.
RETIREMENT MEMBER
An employee who has qualified for membership in a retirement system and on
whose behalf an employer has become obligated to pay contributions. For California
State employees, there are six retirement systems/plans: CalPERS, JRS, LRS, PST,
STRS, and NON.
RETIREMENT
SYSTEM/PLAN
Systems/Plans responsible for retirement contributions and benefits of participating
employees.
RETIREMENT SYSTEM
TRANSACTION (RST)
One of the five types of Employment History inquiries made through the PIMS
prompt screen. The RST Inquiry displays retirement information. This information is
interfaced with the PERS System.
RETROACTIVE Going into effect as of a specified date in the past – to go back to.
RETURNING EMPLOYEE
A term used on Required/Conditional Charts. It is a guide when choosing the proper
chart to document an appointment for an employee who is returning to State
service as opposed to employees who are new to State service or are currently
serving in State service.
ROLL CODE
Identifies the manner of payment based on salary rate, frequency, and attendance
reporting method.
ROSTER
File of employees and/or established positions.
ROTH IRA
An individual retirement account in which investments are made with taxable
dollars, but earnings are tax-free and withdrawals are tax-free after age 59½.
RST (RETIREMENT SYSTEM
TRANSACTION)
See the "Retirement System Transaction (RST)" definition.
RUINQ (REPORTING UNIT
INQUIRY)
See the "Reporting Unit Inquiry (RUINQ)" definition.
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S
DESCRIPTION
SACS (SYSTEMS
ACTIVITIES
COORDINATION AND
SUPPORT)
See the "Systems Activities Coordination and Support (SACS)" definition.
SAFETY RETIREMENT
CATEGORY
A retirement system plan for employees whose positions have been designated
“Safety” by CalHR. (See GCs 20399-20415)
SALARY ADVANCE
A special request for payment for work from a departmental revolving fund account
prior to issuance or receipt of a Controller’s Warrant (check).
SALARY RANGE
(COMPENSATION)
The minimum and maximum salary for a classification (see Compensation).
SALARY RANGE CHANGE
Commonly called the GEN or GSI (General Salary Increase). It is the salary increase
granted for cost-of living and salary equity.
SALARY TYPE CODE
Identifies the method of calculating salary.
SAM (STATE
ADMINISTRATIVE
MANUAL)
See the "State Administrative Manual (SAM)" definition.
SAV (SAVE COMMAND)
See the "Save Command (SAV)" definition.
SAVE COMMAND (SAV)
A data entry command; used to save a batch (suspend from processing).
SAVINGS PLUS
The name of the 401(k) Plan and 457 Plan which began in 1974 as a supplemental
retirement program for most State of California employees.
SCHEMATIC CODE
A four-digit, alpha numeric code, typically used in Federal Statistical reporting, that is
assigned to each class to designate the major occupational group of the class.
SCIF (STATE
COMPENSATION
INSURANCE FUND)
See the "State Compensation Insurance Fund (SCIF)" definition.
SCO (STATE
CONTROLLER'S OFFICE)
See the "State Controller's Office (SCO)" description.
SCOPROD (STATE
CONTROLLER'S OFFICE
PRODUCTION SYSTEM)
See the "State Controller's Office Production System (SCOPROD)" definition.
SCRATCH BATCH
An operator created batch which can be used to request all format types (i.e., TA,
DCK, MIS) for positive and/or negative employees.
SDI (STATE DISABILITY
INSURANCE)
See the "State Disability Insurance (SDI)" definition.
SEARCH KEY FIELD
Used to access specific information. These fields are located on the last line(s) of the
screen.
SECOND TIER
Second tier retirement formulas provide a significantly reduced pension amount
upon retirement. Under a second tier formula, you make reduced employee
contributions over the course of your employment. This means you contribute less
during your career, but also receive a significantly reduced pension.
This retirement attribute applies ONLY to Miscellaneous and Industrial State Civil
Service members (unless member reclassified to a Safety member; and, elected to
retain prior Second Tier retirement formula).
SECURITY
Protection from unauthorized access, damage, or destruction especially confidential
information.
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S
DESCRIPTION
SEIU (SERVICE
EMPLOYEES
INTERNATIONAL UNION)
See also “Bargaining Unit 1”, “Bargaining Unit 3”, “Bargaining Unit 4”, “Bargaining
Unit 11”, “Bargaining Unit 14”, “Bargaining Unit 15”, “Bargaining Unit 17”,
“Bargaining Unit 20”, and “Bargaining Unit 21”. A labor union focused on organizing
workers in three sectors: health care; public services (local and state government
employees); and property services (including janitors, security officers and food
service workers).
SEL (SELECT)
See the "Select (SEL)" definition.
SELECT
A term used when an employee record is to be processed (OK INDICATOR field must
indicate "X").
SELECT (SEL)
A field in the Civil Service/Exempt Payscale System (CSP) to select one of more
payscale records for viewing.
SEP
Found in the PIMS Position (PSN) Inquiry - Identifies if an employee is current or
separated. A blank field indicates the employee is actively employed, a “T” in the
field means the employee is temporarily separated on non-pay status, and an “S”
indicates the employee is permanently separated.
SEPARATION DATE
The last date on payroll.
SEPARATION FORM
Separation/Disposition of PERS Contributions (STD 687) form is used when an
employee is separating from State service to record information such as resignation
reason, address and disposition of retirement benefits.
SERV
Found in the PIMS Position (PSN) Inquiry - Identifies if the employee’s record is in
service or out of service. If the field is blank the record is in service, if the field has
either a “C” or a “P”, the record is out of service due to PPSD processing.
SERVICE AWARDS
Certificate, pin, etc., for 25 years of State service. Each department has a suspense or
tickler file for this purpose.
SET FLAGS (STF)
An employee's record may be manually put out of service to correct Employment
History or stop transactions from interfacing to control agencies when information
sent is unnecessary or will not transmit properly.
SHADED AREA
That portion of the PAR which reflects the most current information for an item(s)
and is not normally completed by departmental personnel offices.
"SHALL"
Is Mandatory (Refer to the General Provisions of the Government Code).
SHIFT AGENCY
An agency that has employees whose regular days off are other than
Saturday/Sunday. Not related to shift differential pay.
SHIFT DIFFERENTIAL
A higher rate of pay for employees assigned to work evenings or nights.
SHORT-TERM MILITARY
LEAVE
Six months or less of military service; need not have permanent or probationary
status.
SICK LEAVE
Sick leave is credited on the first day of each month following completion of a
“qualifying” pay period (see Qualifying Pay Period). The number of sick leave hours
accrued depends on time base and bargaining unit agreement. For more information
about Sick Leave, visit the CalHR website at www.calhr.ca.gov.
SISA (SPECIAL IN-GRADE
SALARY ADJUSTMENT)
See the "Special In-Grade Salary Adjustment (SISA)" definition.
SOURCE DOCUMENT
A document, such as Positive Attendance (Standard Form 672) from which data is
keyed.
SPB (STATE PERSONNEL
BOARD)
See the "State Personnel Board (SPB)" definition.
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S
DESCRIPTION
SPB ID
Shown in the Employment History Summary Screen. This indicator was developed to
assist the State Personnel Board in their seniority calculation process. For each
transaction listed on the History Summary Screen, the code appearing in the SPB ID
column will indicate whether the time base if full time or non-full time (e.g.,
intermittent or fractional). In addition, for appointment and 715 transactions, the
code will indicate whether the pay period in which the transaction is effective is
qualifying or non-qualifying. Blank = Full Time; 1 = Non-Full Time; 2 = Full Time and
Non-qualifying Pay Period; and 3 = Non-Full Time and Non-Qualifying Pay Period.
SPECIAL EMERGENCY
ATTENDANCE
Attendance for employees appointed under Special Emergency, short term LT or
TAU, short term Exempt and Retired Annuitant Appointment procedures (roll code
0).
SPECIAL IN-GRADE
SALARY ADJUSTMENT
(SISA)
SISAs are used for recruiting purposes to grant employees in certain classes a six-
month salary increase if the employee meets the standards of efficiency required for
the position.
SPECIALIST
The specialization in a particular area of personnel and payroll processing. May be
used to designate a person, a position, or a personnel office unit.
SPECIAL PAY
Payment Types A, G, H, 9 and S (except Holiday Pay (per Personnel Letter #15-002).
Pay Differentials, Awards/Bonuses, and Special Pays are payments an employee is
entitled to receive in addition to regular pay.
SPECIFICATIONS
An official definition of the duties, responsibilities, and minimum qualifications for a
class or classifications; commonly referred to as “specs”.
SS (STATE SERVICE)
See the "State Service (SS)" definition.
STAFF SUPPORT UNIT
A unit within Personnel/Payroll Operations Branch (PPOB) that performs various
analytical assignments, write procedures, etc.
STANDARD TIME
Time certified as a full month (21 or 22 days) within a pay period (roll code 1 only).
STANDARD (STD) FORMS
Forms, standardly used throughout the State of California, in most
agencies/departments.
STD 603 - ABSENCES
WITHOUT PAY REPORT
Used to document approved absences, known as Informal Leave (Dock) or Leave
Without Pay, or Absence Without Leave (AWOL). Standard Form 603 is used only for
NEGATIVE Attendance Roll Codes 1 (monthly) and 2 (semi-monthly) employees to
change the amount of regular time to be paid. It is also used to reduce pay due to
dock for Negative Attendance employees for whom regular (monthly and semi-
monthly) payrolls are prepared prior to the close of the pay period.
STD 634 - ABSENCE AND
ADDITIONAL TIME
WORKED REPORT
All absences or additional hours worked by full-time or part-time employees should
be reported on one the Standard Form 634, each pay period. Report all time worked
for permanent intermittent and part-time employees, as well.
STD 666 - PAYROLL
EXCEPTIONS REPORT
Used along with Standard Form 672 for Negative Attendance employees in Roll Code
1 (monthly) and 2 (semi-monthly) for whom payrolls are prepared in advance of the
close of the pay period. The Notice of Exceptions Report is required to be completed
and submitted to the Controller’s Office for the following reasons: when there is a
difference between time worked and time paid, when totals on Standard Form 672
and the Payroll Warrant Register do not match, or when there are green cycle
warrants to be certified.
STD 671 -
MISCELLANEOUS
PAYROLL/LEAVE ACTIONS
Used to request cash compensation for overtime worked, account for Shift
Differential Pay that is not locked in on the PAR, or account for miscellaneous,
premium, and special pays for both negative and positive attendance employees.
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S
DESCRIPTION
STD 672 - TIME AND
ATTENDANCE REPORT
Used to certify employee time to be paid for each pay period for Roll Codes 1
(monthly) and 2 (semimonthly). The form is preprinted based on Employment
History information as of Monthly Payroll cutoff in the previous month (see the
"Monthly Payroll Cutoff" description). Standard Form 672 is used in three ways: to
certify attendance only for Negative Attendance accounting, to prepare Positive
Attendance payroll, and to process Overtime, Shift Differential, and other types of
positive pay.
STD 674 - PAYROLL
ADJUSTMENT NOTICE
Used to correctly certify an employee’s attendance after the Standard Form 666,
Notice of Exceptions Report, has been submitted to the Controller’s Office. Uses of
the Standard Form 674, Payroll Adjustment Notice, include: corrections to time
worked after Standard Form 666, or Notice of Exceptions Report has been
submitted; to return a warrant for garnishment or notification of garnishment to be
rescheduled; to return a warrant for an overpayment condition; to request a
reschedule of returned warrant that cannot be rekeyed via PIP (please see the PPM
for specific instructions for PIP keying exceptions); to adjust salary for mid-month
salary with dock and mid-month increase for a positive pay hourly employee; for
transfer of funds for mid-month position change with dock in the pay period; for
alternative funding position corrections or changes; for corrections to pay period
payment type; and for inquiries.
STD 674 A/R - PAYROLL
ADJUSTMENT NOTICE -
ACCOUNTS RECEIVABLE
(A/R)
Used to establish and reverse accounts receivables, return a warrant and establish or
reverse an A/R for related payment types, request a transfer of funds and establish
or reverse an A/R for related payment types, change the method of collection of an
established A/R, and report over-collection of a Payroll Deduction A/R.
STD 677 -
NONDISCLOSURE OF
EMPLOYEE HOME
ADDRESS REQUEST
Used to withhold an employee’s address, a Standard Form 677, Request for
Nondisclosure of Employee Home Address, must be completed by the employee and
submitted to their Human Resources office.
STD 680A - PERSONNEL
ACTION REQUEST (PAR)
Used to update Employment History for Civil Service and Civil Service exempt
employees. A PAR must be processed for all employee appointments to State service
(new and returning), employee appointments to an additional position not in the
USPS, and other transactions.
For more complete information about the PAR, go to the Personnel Action Manual,
or PAM, Section 2 – Personnel Action Request (PAR) at:
http://www.sco.ca.gov/ppsd_pam.html.
STD 683 - PAY
ADJUSTMENT REQUEST
Used in conjunction with PIP, the Pay Adjustment Request calls for the following
adjustments in PIP: intermittent regular pay time (Roll Codes 3 through 8) or salary
increases when ALL hours are to be adjusted at the higher rate; overtime pay and/or
salary increases when ALL hours are to be adjusted at the higher rate; and Shift
Differentials.
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S
DESCRIPTION
STD 686 - EMPLOYEE
ACTION REQUEST (EAR)
Used to document an employee’s birthdate, name, address, tax withholding
allowance, and prior State/Public employment information. An EAR MUST be
processed for: new employees, employees returning after a permanent separation,
current employees reporting changes, employees receiving IRS/State notification of
mandatory tax withholding change, and deceased employees. An EAR is not
processed when an employee has no changes to report. As in the case of an
employee returning from a temporary separation with no changes to report,
transferring between departments with no changes to report, or appointed to an
additional position with no changes to report. For more complete information about
the EAR, go to the Personnel Action Manual, or PAM, Section 6, EAR Processing at:
http://www.sco.ca.gov/ppsd_pam.html.
STD 687 - SEPARATION/
DISPOSITION OF CALPERS
CONTRIBUTIONS
Used when an employee is separating from State service to record information such
as resignation reason, address and disposition of retirement benefits.
STD 966 - EMPLOYEE TIME
CERTIFICATION
Used to correctly certify an employee’s Negative Attendance for Roll Codes 1
(monthly) or 2 (semi-monthly). Standard Form 966, Employee Time Certification, is
used: for suspended payments with condition type “A” (Need Attendance
Certification); when retroactive dock is keyed; when a PAR with a retroactive
effective date was keyed and generated suspended payments; or when an incorrect
certification was submitted on the Standard Form. 666, Notice of Exceptions Report.
STATE ADMINISTRATIVE
MANUAL (SAM)
A reference manual containing statewide policies, procedures, regulations, and
information developed and issued by authoring agencies such as the Governor’s
office, DGS, DOF, and CalHR. It was created to respond to the need by government to
effectively provide uniform guidance to state agencies in their fiscal and business
management affairs in order to best serve the interests of the citizens of California.
To learn more about the SAM, visit the Department of General Services' website at:
www.dgs.ca.gov.
STATE AGENCY HEALTH
BENEFITS PROCEDURES
MANUAL
Contains information on enrollment, eligibility requirements, health plans, billing
instructions, Medicare participation, group continuation, and forms completion.
STATE CODE
Indicate state for which state income tax is computed and deducted.
STATE COMPENSATION
INSURANCE FUND (SCIF)
The State Compensation Insurance Fund is the state agency that administers TD and
IDL programs.
STATE CONTROLLER'S
OFFICE (SCO)
The State Controller's Office is the control agency responsible for employment
history, payroll, and payment of state claims.
STATE CONTROLLER'S
OFFICE LETTERS
Contain vital information regarding various Payroll, Personnel, and California Leave
Accounting System (CLAS) issues. The SCO Letters are located at:
http://www.sco.ca.gov/ppsd_sco_letters.html.
STATE CONTROLLER'S
OFFICE PRODUCTION
SYSTEM (SCOPROD)
State Controller's Office Mainframe Production Systems used to inquire and/or
update employee records.
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S
DESCRIPTION
STATE DISABILITY
INSURANCE (SDI)
State Disability Insurance is a partial wage-replacement insurance plan for eligible
employees who are unable to work due to non-work related illness or injury or who
take time off work to care for a seriously ill immediate family member or to bond
with a minor child due to birth, adoption or foster care placement. For more
information about SDI, visit the CalHR website at www.calhr.ca.gov, click on "State
Employees," scroll down and click the "Leave Benefits" tab, and click the "State
Disability Insurance" link from the menu on the right.
STATE DISABILITY
INSURANCE
SUPPLEMENTATION
CALCULATOR
Effective July 1, 2006, employees may elect to use a maximum of 40 hours of leave
per month to supplement their State Disability Insurance (SDI) benefits (reference
the PPM Section E 804). Reference Payroll Letter 14-012 (Civil Service Only). The SDI
Supplementation calculator has been developed to assist personnel and payroll staff
in calculating SDI Supplementation benefits. Calculator can be found at
http://www.sco.ca.gov/ppsd_sdi.html
STATEMENT OF
EARNINGS AND
DEDUCTIONS
Direct Deposit Advices and attachments to State Controller's Office payroll warrants
that show employee's name, agency/unit, SSN, pay period gross, deductions, net,
warrant number, and tax year.
STATE PAY PERIOD
CALENDAR
The Department of Finance (DOF) prescribes beginning and ending pay period dates.
In accordance with Board of Control Rule 633.2, salaries of State officers and
employees will be paid on the basis of 12, nearly equal, pay periods each year. The
pay period will contain either 21 or 22 normal workdays, called a calendar month.
Normal workdays are Monday through Friday including holidays during the week.
The exception is when there are more than 22 or fewer than 21 workdays in a
month, then the pay period may end one day before or after the end of the calendar
month. On rare occasions the pay period may end two days before the end of the
calendar month. Hourly rate employees will be paid for the same pay periods as
prescribed for monthly rate employees
STATE PERSONNEL
BOARD (SPB)
A control agency that was established by the State Constitution in 1934 to oversee
and audit the merit-based, job-related recruitment and selection process for hiring
state employees.
STATE PERSONNEL
BOARD (SPB) ID
INDICATOR
This indicator was developed to assist the State Personnel Board in their seniority
calculation process. For each transaction listed on the History Summary Screen, the
code appearing in the “SPB ID” column will indicate whether the time base is fulltime
or non-fulltime (e.g., intermittent or fractional). In addition, for appointment and
715 transactions, the code will indicate whether the pay period in which the
transaction is effective is qualifying or non-qualifying.
STATE PERSONNEL
BOARD LAWBOOK
Contains information on the laws that govern California State Human Resources.
STATE SERVICE (SS)
Employment credit given for civil service and exempt appointments. State service is
used for seniority, service awards and vacation group code changes.
STATE SERVICE (SS)
CARRYOVER
Refers to the number of State Service months an employee has acquired as of the
end of the leave period.
STATE TEACHERS'
RETIREMENT SYSTEM
(STRS)
Retirement coverage for employees in public school positions that require
certification qualifications per the Education Code (e.g., teachers, administrators,
library media workers, etc.). (See the CalPERS State Reference Guide for more
information.)
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S
DESCRIPTION
STATE UNIFORM PAYROLL
SYSTEM
A computerized central information file of employment history record for State civil
service, exempt and California State University (CSU) employees.
STATE UNIVERSITY
ADMINISTRATION
MANUAL (SUAM)
State University Administrative Manual provides basic policy and procedures for the
CSU system; it is maintained by the Office of the Chancellor.
STATEMENT OF
EARNINGS AND
DEDUCTIONS
Direct Deposit Advices and attachments to SCO payroll warrants that show
employee's name, agency/unit, SSN, pay period gross, deductions, net, warrant
number, and tax year.
STATUTE
An enactment made by a legislature and expressed in a formal document. The
document in which such an enactment is expressed.
STATUTORY EMPLOYEE
An elected or appointed official whose position is defined by statute.
STIPULATION
A general payroll term applied to decisions that result from grievance, litigation in
the courts, and appeals of adverse actions.
STFC (SET FLAG
CONVERSION)
Personnel Action Request (PAR), Employee Action Request (EAR), and Retirement
System Transaction (RST) transactions keyed under STFC will not interface to PERS,
SCO, or SPB and will not create a Notice of Personnel Action (NOPA) or (Retirement
System Transaction (RST). This flag is used for conversion corrections. STFC puts all
positions out of service.
STFP (SET FLAG POSITION
SERVICE)
Personnel Action Request (PAR) and Retirement System Transaction (RST)
transactions keyed under STFP will go through SPB and PERS interface and New
Payroll System. A Notice of Personnel Action (NOPA) and Retirement System
Transaction (RST) will be created. STFP does not stop Employee Action Request (EAR)
transactions from interfacing. STFP is also used to stop PARs from printing at the end
of the day when all transactions in a package cannot be keyed. STFP should not be
used for any other reason unless it has been cleared by Staff Support.
STFS (SET FLAG OUT OF
SEQUENCE)
Is an automatic flag set by the computer for out-of-sequence Personnel Action
Request (PAR) and Retirement System Transaction (RST), transactions. This flag
cannot be set manually.
STRAIGHT TIME
Time worked, hour for hour.
STRS (STATE TEACHERS'
RETIREMENT SYSTEM)
See the "State Teachers' Retirement System (STRS)" definition.
STUDENT PAYROLL
ACTION REQUEST (SPAR) -
STANDARD FORM 457
Used by California State University (CSU) in lieu of a Personnel/Payroll Transaction
(PPT) and an Employee Action Request for Student Assistants.
SUAM (STATE UNIVERSITY
ADMINISTRATION
MANUAL)
See the "State University Administration Manual (SUAM)" definition.
SUBSEQUENT
TRANSACTION
Any transaction which is or will be printed above a transaction in Line 12 –
Employment History, of the Personnel Action Request (PAR).
SUMMER SESSION
FACULTY
CSU - employees who teach in the summer session on an academic unit basis.
Department of Education, Special Schools – employees who teach in the summer
session on a work day basis.
SUPPLEMENTAL PAYROLL
All payrolls except the monthly payroll and semimonthly payroll.
SUPPLEMENTATION
Sick leave, vacation, overtime credits used to supplement TD payments.
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S
DESCRIPTION
SURVIVORS ONLY
Retirement designation/formula for employees who meet the criteria for
membership in a retirement system but are not subject to (do not pay) Social
Security or Medicare due to 1959 election or alien status. (See GC 20070, 21364,
21459, 21546(b), 21548, 21624, and 21629.)
SUSPENDED PAYMENT
Payment not released because pay has not met all audit requirements.
SUSPENDED
TRANSACTION
Transaction has not processed completely because it did not meet all audit/ edit
requirements.
SYSTEM ACTIVITIES
COORDINATION AND
SUPPORT (SACS) UNIT
A part of the Personnel/Payroll Operations Branch (PPOB) within the
Personnel/Payroll Services Division (PPSD) of the State Controller's Office. This
section's primary function is to perform those functions necessary to maintain the
Payroll and Employment History systems and related processing elements.
T
DESCRIPTION
T&D (TRAINING AND
DEVELOPMENT
ASSIGNMENT)
See the "Training and Development Assignment (T&D)" definition.
TA (TIME AND
ATTENDANCE UPDATE)
See the "Time and Attendance Update (TA)" definition.
TAD (TURNAROUND
DOCUMENT)
See the "Turnaround Document (TAD)" definition.
TA MENU (TIME AND
ATTENDANCE MENU)
See the "Time and Attendance Update Menu (TA Menu)" definition.
TAU (TEMPORARY
AUTHORIZATION
APPOINTMENT)
See the "Temporary Authorization Appointment (TAU)" definition.
TAX ADVANTAGE
PREMIUM PLAN (TAPP)
A California State University (CSU) sponsored benefit which deducts out-of-pocket
premium costs for health benefits before Federal, State, and Social Security/
Medicare taxes are deducted.
TAXI (YEAR-TO-DATE
INFORMATION SYSTEM)
See the "Year-to-Date Information System (TAXI)" definition.
TAX SHELTER ANNUITY
Retirement plan for certain employees of public schools also known as a 403(b). A
403(b) plan allows employees to contribute some of their salary to the plan. The
employer may also contribute to the plan for employees.
TAX SUPPORT SECTION OF
SCO
A part of the Personnel/Payroll Operations Branch (PPOB) within the
Personnel/Payroll Services Division (PPSD) of the State Controller's Office. This
section's primary function is to ensure ongoing compliance with Federal and State
employment tax laws, rules, and regulations that affect the State's public sector
employers and SCO as the State's withholding and reporting agent.
TD (TEMPORARY
DISABILITY)
See the "Temporary Disability (TD)" definition.
TEMPORARY AND
PERMANENT
SEPARATIONS
A part of the Personnel/Payroll Operations Branch (PPOB) within the
Personnel/Payroll Services Division (PPSD) of the State Controller's Office. This
section's primary function is to ensure ongoing compliance with Federal and State
employment tax laws, rules, and regulations that affect the State's public sector
employers and SCO as the State's withholding and reporting agent.
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T
DESCRIPTION
TEMPORARY
AUTHORIZATION
APPOINTMENT (TAU)
An appointment made in the absence of any appropriate employment list. No person
may serve in one or more positions under temporary appointment longer than nine
(9) months in twelve (12) consecutive months.
TEMPORARY DISABILITY
(TD)
Benefit paid to state employees injured or ill due to work related action.
TEMPORARY LEAVE
When an employee is on formal leave 30 calendar days or less.
TEN-MONTH ACADEMIC
A California State University (CSU) term that means employees appointed on a ten-
month basis. May not be paid for two summer months. Employee is separated or
placed on non-pay status if expected to return in the fall.
TENURE
The length of the contract between the employee and the hiring agency; e.g.,
permanent, limited term, etc.
TIME AND ATTENDANCE
REPORT - STD 672
See the "STD 672 - Time and Attendance Report" definition.
TIME AND ATTENDANCE
MENU (TA MENU)
The Time and Attendance Menu allows access to Inquiry screens, to specific update
screens, and the Help screens. Only one selection at a time can be made on the T/A
MENU screen.
TIME AND ATTENDANCE
UPDATE (TA)
Used to access a detail screen within a batch to key Time and Attendance (Form 672)
requests.
TIME BASE
Indicates whether an employee is full time or part time. The length of the contract
between the employee and the hiring agency; e.g., permanent, limited term, etc.
TRADE RATE
Indicates that an hourly or daily rate is paid in accordance with the rate of pay that
prevails for comparable working conditions in the particular trade or craft in the
community in which the work is done.
TIME PAID
If a Time Paid column displays the number "99", this indicates a full month, NOT 99
days of pay.
TRAINING AND
DEVELOPMENT
ASSIGNMENT (T&D)
Training assignments are used to either broaden employees’ skills and abilities in
their present occupation, prepare them for careers in different occupational fields,
or improve their advancement potential. These assignments are not to exceed two
years and may be in the same or a different department.
TRANSACTIONS
Personnel/Payroll actions which occur during the course of Civil Service and exempt
employment.
TRANSACTIONS CODES
Definitions of transactions codes and their corresponding values can be found on the
State Controller's Office website in the Payroll Procedures Manual (PPM) - Section B,
Codes Index.
TRANSACTION PACKAGES
The submission of a package containing more than one PAR for an individual
employee when the transactions meet the criteria shown in the PAM section 5.1 00.
TRANSFER
The reassignment of an employee to another vacant position or classification when
the employee, for substantiated medical reasons, is unable to perform the essential
duties of his/her position or classification.
TRANSLOG
The Employment History Transaction Register displaying a listing (and file) of
Employment History transactions (See Reclassification).
TURNAROUND CONCEPT
The updating of one form to provide input and feedback into a computer as opposed
to the completion of a new form each time a transaction occurs.
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T
DESCRIPTION
TURNAROUND
DOCUMENT (TAD)
A Personnel Action Request (PAR), a Personnel/Payroll Transaction (PPT), or an
Employee Action Request (EAR) document submitted to PPSD for processing
generate an updated document that is returned to the agency/campus. They will
"turnaround" the document for the next change to the employee record. In most
cases, the turnaround document contains the computer printout of the changes or
new information in the shaded area of the document.
TURNAROUND PAR
PAR issued after the initial appointment or conversion to the Employment History
data base and after each subsequent transaction submitted to Personnel Operations.
TURNAROUND TIME
The time elapsed between receipt of documents at Payroll Operations and issue date
of warrants.
U
DESCRIPTION
UAPD – UNION OF
AMERICAN PHYSICIANS
AND DENTISTS)
See also “Bargaining Unit 16”. Union representing licensed Physicians, Dentists, and
Podiatrists.
UIC (UNEMPLOYMENT
INSURANCE CODE)
See the "Unemployment Insurance Code (UIC)" definition.
UNEMPLOYMENT
INSURANCE CODE (UIC)
Unemployment Insurance Code (State of California)
UNIFORM STATE PAYROLL
SYSTEM (USPS)
A decentralized system that agencies and departments are responsible for entering
data into to provide for the accurate generation of personnel and payroll records.
UNIVERSITY OF
CALIFORNIA
ADMINISTRATION
MANUAL (UCAM)
See the "State University Administration Manual (SUAM)" definition.
UNSELECT
A term used when an employee record is not to be processed (OK INDICATOR field
must be blank).
UPDATE
Correct, add, or delete information in a computer file or table.
USPS (UNIFORM STATE
PAYROLL SYSTEM)
See the "Uniform State Payroll System (USPS)" definition.
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V
DESCRIPTION
VACATION LEAVE
Vacation is credited on the first day of each month following completion of a
qualifying pay period (see Qualifying Pay Period). Vacation may be used in fifteen
(15) minute increments. The maximum balance allowable at the end of the year is six
hundred forty (640) hours for all SEIU Bargaining. However, as mentioned earlier,
there may be instances whereby an employee may not have had the opportunity to
exhaust sufficient leave balance to meet this limit. Therefore, leave credits will
continue to accrue. However, the employee will be expected to develop a plan to
exhaust all excess leave, as well as any additional accrual, to meet the maximum
allowance of 640 hours. Managers, supervisors, confidential, and other excluded
employees earn an additional hour of vacation. For more information about
Vacation Leave, visit the CalHR website at www.calhr.ca.gov.
VESTED
A member is “vested” when they have the minimum service credit they need to
retire.
VIEWDIRECT (REPT)
ViewDirect is an on-line report distribution system. The reports distributed via
ViewDirect are immediately available on-line after the reports are produced. Users
can access the on-line reports from their workstations. Further, reports can be
printed from ViewDirect, if needed.
VIDEO ON-LINE
A unit within Personnel/Payroll Operations Branch (PPOB) that key-enters directly
into the computer (on-line) from PAR/PPT/ EAR forms.
VISA
An endorsement on a passport, showing that it has been examined by the proper
officials of a country and granting entry into or passage through that country.
VISION CARE INSURANCE
Once an employee is appointed to a permanent position that is half time or more,
they and their dependents are automatically covered by the State's basic vision care
insurance. The effective date of coverage is based on when Human Resources
processes the Personnel Action Request (PAR) document. Please note that
Permanent Intermittent (PI) employees require a document to be completed to be
enrolled in vision benefits. For more information about Vision Care Insurance, visit
the CalHR website at www.calhr.ca.gov.
VOID
A cancellation of an invalid transaction. See PAM section 9.5 for detailed
information.
VOLUNTARY DEDUCTIONS
Deductions that have been voluntarily requested by the employee.
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W
DESCRIPTION
W-2
The form an employer must send to an employee and the IRS at the end of the year.
The W-2 form reports an employee's annual wages and the amount of taxes
withheld from his or her paycheck.
W-2C
An amended W -2 issued to correct information previously reported to Internal
Revenue Service (IRS).
W-4
A form completed by an employee to indicate his or her tax situation (exemptions,
status, etc.) to the employer. The W-4 form tells the employer the correct amount of
tax to withhold from an employee's paycheck.
WARRANT
Authorization for payment from State of California Treasury (pay check).
WARRANT NUMBER
Number Assigned to Authorization for payment from State of California Treasury
(pay check).
WARRANT REGISTER
Record of payment and/or adjustments for each employee. May be referred to as
Warrant Register, Monthly Warrant Register, or Supplemental Warrant Register
(Form CD38).
WCTD (WORKER'S
COMPENSATION
TEMPORARY DISABILITY)
See the "Worker's Compensation Temporary Disability (WCTD)" definition.
WORKER'S
COMPENSATION
TEMPORARY DISABILITY
(WCTD)
Industrial Disability Leave (IDL) or Temporary Disability with or without
supplementation. Absence from work due to a job-related illness or injury.
WORK WEEK GROUP
(WWG)
A Work Week Group defines work week/overtime by classification.
WWG (WORK WEEK
GROUP)
See the "Work Week Group (WWG)" definition.
X
DESCRIPTION
[No data]
[No data]
Y
DESCRIPTION
YEAR-TO-DATE
INFORMATION SYSTEM
(TAXI)
Displays payment records which are reflected on the W-2 as well as fringe benefit
information for a specific record. Information is available for the current plus four
prior tax years.
Z
DESCRIPTION
[No data]
[No data]