Entering a Master File Change

To enter a master file change, select the Payroll Documents menu group.
Select the Master File Change component. The Find an Existing Value tab - Master File Change page is displayed. The information on this page allows the user to locate and existing employee to enter or change the Master File.
Enter the search criteria.
Select the Search button. The Master File Change page is displayed.

Select the + to add a new row.
Complete the fields as follows:

Field	Description/Instruction
Empl ID	Populated from the search criteria entered.
Record	Displays the number of records for the employee.
SSN	Populated from the search criteria entered. The employee SSN is displayed based on the Empl ID.

Complete the Master File Change fields as follows:

Field	Description/Instruction
Effective Date	Required field. Populated with the beginning date of the current pay period. To change the date, enter the applicable date or select a date from the calendar icon. This is the date on which a table record becomes effective; the date that an action begins. This date also determines when to view or change information.
Pay Period	Populated and cannot be changed.
Date Entered	Populated and cannot be changed.
User ID	Populated with the system identifier and name of the individual who generates the transaction.
Transaction Status	Defaults to Not Applied and cannot be modified. The transaction status will change when the transaction is saved, in suspense, or resent to PPS.

Complete the Data Element fields as follows:

Field

Instruction

Field to be Updated

Enter the field to be updated or select a field by selecting the search icon. Once the field to be updated is selected, the narrative for the code will appear next to the code.

Valid values are:

Field	Definition
Cum–Retire– ‎Deducts–Conv	Type the nine-position numeric monetary amount to identify the amount of retirement deductions an employee had prior to being paid by PPS. This field only updates the Retirement Deductions This Appointment field on the Statement of Earnings and Leave; it does not update the SF 2806/SF 3100A, Individual Retirement Record. (For example: 000005000 for $50.00 or 000005050 for $50.50)
OASDI– ‎Deductions–YTD	Type the seven-position numeric monetary amount to identify the amount of year-to-date (YTD) Social Security deductions. This field must be completed by new customers converting to PPS and when an employee transfers from one Department to another within PPS. (For example: 0004000 for $40.00 or 0004040 for $40.40)
OASDI–Wages– ‎YTD	Type the nine-position numeric monetary amount to identify the amount of YTD Social Security wages. This field must be completed by new customers converting to PPS and when an employee transfers from one Department to another within PPS. (For example: 000006000 for $60.00 or 000006060 for $60.60.)
Int–Days–Wkd– ‎Last WGI	Type the three-position numeric amount to identify the number of intermittent days worked since the last WRI. (For example: 300 for 300 days for 030 for 30 days)
Int–Days–Wkd– ‎This–Appt	Type the four-position numeric amount to identify the number of intermittent days worked during the current appointment. (For example: 6000 for 6000 days or 0060 for 60 days)
Int–PD–Days– ‎To–Car–Tenure	Type the three-position numeric amount to identify the number of intermittent elapsed calendar days toward conversion to career tenure. (For example: 300 for 300 days or 030 for 30 days)
Int–Days–Wkd– ‎Cal–Yr–SCD	Type the three-position numeric amount to identify the number of days worked while serving an intermittent work schedule during the calendar year appointment. (For example: 300 days or 030 for 30 days)
Int–Elapsed– ‎Cal-Days–SCD	Type the four-position numeric amount to identify the number of intermittent elapsed calendar days toward the service computation date for leave, retirement, reduction-in-force (RIF), and TSP.
Int–Elapse– ‎Cal–Days–WGI	Type the four-position numeric amount to identify the number of calendar days that have elapsed while serving in an intermittent work schedule and in a waiting period for a pay increase. (For example: 6000 for 6000 days or 0060 for 60 days)
Int–Elapse– ‎Cal–Days–Car– ‎TN	Type the four-position numeric amount to identify the number of intermittent elapsed calendar days towards conversion to career tenure. (For example: 6000 for 6000 days or 0060 for 60 days)
Int–Days–Wkd– ‎While–On–Rolls	Type the five-position numeric amount to identify the number of days worked while employed by the Department.
Int–Elapse– ‎Cal–Days–Prob	Type the four-position numeric amount to identify the number of calendar days that have elapsed during an intermittent work schedule for an appointment that is subject to a 1-year probationary or trial period. (For example: 6000 for 6000 days or 0060 for 60 days)
Int–Days–Wkd– ‎Prob–Period	Type the three-position numeric amount to identify the number of intermittent days worked while serving an intermittent work schedule for an appointment that was subject to a 1-year probationary or trial period. (For example: 300 for 300 days or 030 for 30 days)
Separation– ‎Final–TA–Rcvd	Type the one-position alpha indicator. Valid values are Y (yes-final T&A submitted) and N (no-final T&A not submitted).
WGI–Due–Code	Type the one-position numeric amount to identify that the final T&A is processed for an employee in separated status. Valid values are 0 (no WGI due) and 1 (WGI due).
No–Pay–Due– ‎Indicator	Type the one-position alpha indicator. The valid value is y (no pay due).
W–4– ‎Controlled–by–IRS	Type the one-position alpha indicator. Valid values are Y (yes) and N (no).
Critical–Element–Indicator	Type the one-position numeric amount to identify if the performance appraisal is used to control the granting of a WRI. Valid values are 1 (eligible for pay increase/WRI); 2 (composite rating less than 3.0); 3 (critical element less than 3.0); and 4 (composite rating and critical element less than 3.0).
Perf–Evaluation–Rating–Code	Type the two-position code that identify the employee’s performance evaluation rating received during the current rating period.
Perf–Evaluation–Pay-Period	Type the two-position pay period number to identify the pay period in which the employee’s performance evaluation is prepared.
Perf–Evaluation– ‎Year	Type the two-position number to identify the year in which the employee’s performance evaluation is prepared.
Hosp–Ins–Tax– ‎Wages–YTD	Type the nine-position number to identify the monetary amount of YTD Medicare wages. (For example: 000006000 for $60.00 or 000006060 for $60.60)
Hosp–Ins–Tax– ‎Deduct–YTD	Type the seven-position number to identify the monetary amount of YTD Medicare deductions. (For example: 0004000 for $40.00 or 0004040 for $40.40)
Appnt–NOA/1st– ‎Auth/2nd–Auth	Type the nine-position alphanumeric value to identify the appointment NOAC and first and second authority codes. This field is only used to correct the current appointing authority on the original personnel action. For those appointments without authority code(s), type the NOAC only. The new data supersedes the data currently in PPS. Valid values are: positions 1-3=NOAC; positions 4-6=appointment authority (first) code; positions 7-9=appointment authority (second) code. (For example: NOAC 101 with appointing authority BWA as 101BWA000 or 101000000 when there are no authorities)
Perf–Penalty– ‎Status	Type the one-position alpha indicator to identify when the employee is in a warning status. Valid values are Y (yes) and N (no).
Pay–ADJP–PP– ‎Elapsed–Ctr	Type the one-position alpha indicator to identify when an employee is in a warning status. Valid values are Y (yes) and N (no).
Int–Hrs–Wkd– ‎Lv-Ret-RIF	Type the three-position number to identify the number of pay periods that have elapsed since the first pay period that the employee was paid. (For example: 300 for 300 pay periods or 030 for 30 pay periods)
Rt–YTD–Ret– ‎Earnings	Type the eight-position number to identify the monetary amount of YTD retirement earnings. (For example: 00006000 for $60.00 or 00006060 for $60.60)
TS–Deduction– ‎YTD–Def	Type the eight-position number to identify the monetary amount of YTD TSP deductions. (For example: 0005000 for $50.00 or 0005050 for $50.50)
TS–YTD–Thrift–Earnings	Type the eight-position number to identify the monetary amount of YTD TSP earnings. (For example: 00006000 for $60.00 or 00006060 for $60.60)
County–Tax–YTD	Type the 11-position alphanumeric value to identify the monetary amount of YTD county tax deductions for the current taxing authority. A county tax record must exist. This field must be completed by new customers converting to PPS and when an employee transfers from one Department to another within PPS. Valid values: Position 1-2=State Code; Position 3-5=County Code; Position 6-11=YTD county tax deductions. (For example: 24003004000 for $40.00 Maryland Anne Arundel County tax or 24003004040 for $40.40 in the same county)
City–Tax–YTD	Type the 12-position alphanumeric value to identify the monetary amount of YTD city tax deductions for the current taxing authority. A city tax record must exist. This field must be completed by new customers converting to PPS and when an employee transfers from one Department to another within PPS. Valid values: Position 1-2=State Code; Position 3-5=City Code; Position 7-12 YTD city tax deductions. (For example: 260065004000 for $40.00 for Lansing Michigan City Tax or 260065004040 for $40.40 in the same city)
Earnings–Limitations–YTD	Type the eight-position number to identify the monetary amount of compensation a non-executive level or Senior Executive Service (SES) employee has received up to the Federal Employees Pay Comparability Act (FEPCA)-imposed limit. This amount includes the employee base salary, awards, allowances, differentials, bonuses, or other similar payments. (For example: 00006000 for $60.00 or 00006060 for $60.60)
Premium–Pay– ‎YTD	Type the eight-position number to identify the monetary amount of premium pay the employee has received YTD. This field must be completed by new customers converting to PPS and when an employee transfers from one Department to another within PPS. (For example: 00006000 for $60.00 or 00006060 for $60.60)
Overpayment–Carryover–YTD	Type the eight-position number to identify the monetary amount an employee earned that is not payable in the current calendar year because it exceeds the annual earnings limitations. This amount is carried to the next year so payment can be made to the employee in the first pay period in the calendar year. This field must be completed by new customers converting to PPS and when an employee transfers from one Department to another within PPS. (For example: 00006000 for $60.00 or 00006060 for $60.60)
Date–Appt– ‎Effective	Type the six-position numeric date to identify the appointment date. The date should be typed in YYMMDD format. (For example: 021205 for December 5, 2002)
FERS–Prev–Cov–Ind	Type the one-position alpha indicator to identify the previous Federal Employees Retirement System (FERS) retirement coverage. Valid values are Y (yes, employee covered) and N (no, employee not covered).
Date–CBPO–Ret–SCD	Type the six-position numeric date to identify the Customs and Border Protection Officers (CBPO) retirement SCD. The date should be typed in YYMMDD format. (For example: 021205 for December 5, 2002)
TSP–Deduction– ‎YTD–Def–Catch–Up	Type the eight-position number to identify the YTD amount of the TSP catch-up contributions. (For example: 00006000 for $60.00 or 00006060 for $60.60)
TSP–Deduction– ‎YTD–Def–Plan– ‎SPCFC	Type the 10-position alphanumeric value to identify the YTD monetary amount of various Federal and non-Federal plans such as TSP, 401(k), Roth, Family, Infant, and Toddler Program (FITP), etc. It updates contributions and catch-up amounts both deferred and non-deferred. Valid values are: Position 1-2=plan to update and Position 3-8=amount to update. Valid values for Federal TSP plans are: 01 (FERS); 02 (CSRS); 03 (FERS–no Agency contribution); and 06 (Federal TSP Catch–up). Valid values for non-Federal TSP plans are: 05 (non-Federal 401(k) catch-up) and 07 (non-Federal Roth 401(k) catch-up). (For example: 01000060000 for FERS with $600.00 deductions)
FEGLI– ‎Assignment–Ind	Type the one-position alpha code to identify when FEGLI is assigned. Valid values are Y (yes, FEGLI is assigned) and N (no, FEGLI is not assigned).
Citizenship– ‎Cntry–Cd	Indicates the employee’s country of citizenship. This will be spaced out in IRIS Program IR119. The Enterprise Human Resources Integration Retirement System Modernization (EHRI RSM) document is used to process the correct code.
SVC–Obligation–Type–Cd1	Do not enter data in this field because the EHRI RSM document is used to correctly process the service obligation type 1. For instructions on entering service obligation information, see Entering EHRI/RSM Data. If a space is entered in this field, it will display as spaces in IRIS Program IR119.
SVC–Obligation–Type–Cd2	Do not enter data in this field because the EHRI RSM document is used to correctly process the service obligation type 2. For instructions on entering service obligation information, see Entering EHRI/RSM Data. If a space is entered in this field, it will display as spaces in IRIS Program IR119.
SVC–Obligation–Type–Cd3	Do not enter data in this field because the EHRI RSM document is used to correctly process the service obligation type 3. For instructions on entering service obligation information, see Entering EHRI/RSM Data. If a space is entered in this field, it will display as spaces in IRIS Program IR119.
SVC–Obligation–Type–Cd4	Do not enter data in this field because the EHRI RSM document is used to correctly process the service obligation type 4. For instructions on entering service obligation information, see Entering EHRI/RSM Data. If a space is entered in this field, it will display as spaces in IRIS Program IR119.
Correspondence–Region	The valid value for this field is spaces. This field indicates that the correspondence region will be displayed as spaces in IRIS Program IR119. The EHRI RSM document is used to process the correct correspondence region.
Correspondence–Cntry–Cd	The valid value for this field is spaces. This field indicates that the correspondence country code will be displayed as spaces in IRIS Program IR119. The EHRI RSM document is used to process the correct correspondence country code.
Military–Lost–Days	Type four zeros (0000). This indicates that the military lost days will be zeroed out in IRIS Program IR119. The EHRI RSM document is used to process the correct military lost days.
Mil–Cred–SVC– ‎No–Yrs	Type two zeros (00). This indicates that the Creditable Mil Serv Yr will be zeroed out in IRIS Program IR119. The EHRI RSM document is used to process the correct Creditable Military Service Days.
Mil–Cred–SVC– ‎No–Mos	Type two zeros (00). This indicates that the Creditable Mil Serv Mo will be zeroed out in IRIS Program IR119. The EHRI RSM document is used to process the correct Mil-Cred-Svc-No-Mos.
Mil–Cred–SVC– ‎No–Days	Type two zeros (00). This indicates that the Creditable Mil Serv Da will be zeroed out in IRIS Program IR119. The EHRI RSM document is used to process the correct Mil-Cred-Svc-No-Das.

Validation Rules/Hints for Field Values

General rules will be shown in this field and may be enough to help you to enter data in the Not Applied and New Data field.

New Data

Enter the applicable information.

Action Code

Enter the applicable information or select data from the drop-down list. The valid values are Add, Replace, and Subtract.

Select the Save button to save the transaction.
Select the OK button on the popup. At this point, the following options are available:

Step	Description
Select the Return to Search button	Searches for another employee.
Select the Notify button	Sends an email to the next individual in the workflow.