Employee Data Field Definitions

The Employee Data section of the T&A is used to record information which is unique to an employee. Data applicable to other areas of the T&A are also provided in this section.

Field	Description
PP (Pay Period Number)	May be used for the current pay period and 25 pay periods prior to the processing pay period for a corrected T&A. For a late unprocessed T&A, the pay period number cannot be more than five prior pay periods; otherwise, the T&A will reject. These T&As must be processed manually. A T&A for a future pay period cannot be processed.

If a T&A is received for a prior pay period for which a T&A has already been processed, it will be rejected, unless it is coded as a corrected T&A. If an identical T&A is received for the current pay period, it will be dropped. The submission of regular T&As each pay period must be consecutive by pay period number. The current T&A will not release until the last schedule if the prior pay period T&A has not been processed. (This only applies to full-time and part-time employees in active pay status.)

Pay periods are numbered consecutively on a leave year basis beginning with 01 for the first full pay period in the calendar year. If multiple pay period T&As are processed in a given pay period and only one of these T&As rejects, all others will be suspended. This system will also edit if the current processing T&A is not included in the group.

Field	Description
Ag (Agency), St (State), Town, Un (Unit) (e.g., contact point)	Identifies the location for inquiries concerning T&As and mailing of T&A-related data. The contact point appears in the heading of printouts furnished by NFC and must be shown on all T&As transmitted to NFC. The contact point consists of Agency, State, town, and unit codes. The contact point entered on the T&A must match that entered through TMGT or that on the AD-789, Update-T&A Contact Point, Address and Telephone Number; otherwise, the T&A will reject. For Agencies not having update authority through the TMGT, they should submit a completed screen shot of TMGT Table 003 with updates to: NFC.TMGT@NFC.USDA.GOV.
Ag (Agency)	Identifies your Agency. If unsure of your Agency code, contact your personnel office.
ST (State)	Identifies the State (within or outside the continental United States). A list of State codes is contained in the U.S. General Services Administration (GSA) Worldwide Geographic Location Codes Handbook and TMGT, Table 16.
Town	Identifies the city location code contained in the GSA Worldwide Geographical Location Codes Handbook. If a city code is not shown in the GSA Handbook, contact your personnel office to obtain the appropriate code.
Un (Unit)	Identifies the unit by an Agency-assigned number. The unit code is assigned by the Agency to identify each contact point location within a town.
Tk (Timekeeper)	Identifies the individual timekeeper within a unit by an Agency-assigned number. Use of this code is optional, as directed by the Agency.
G, W, O (Pay Plan)	Indicates an employee’s scheduled rate of pay. This is established in the database by the processing of a personnel action. The code entered on the T&A must agree with the code in the database. Each pay plan is categorized into one of three groups: General Schedule (GS), Wage Grade (WG), and Other.
F, P, I, 40 (Work Schedule)	Identifies the employee’s work schedule. This code is established in the database by the processing of a personnel action. The code entered on the T&A must agree with the code in the database. The type of employment is a primary factor used in determining the employee’s entitlement to various benefits.

Complete only the field applicable to the employee as described by one of the following:

Full Time. Full time employee.

Part Time. Part time employee.

Intermittent 6. An intermittent employee who substitutes for a full-time employee.

1st 40 Hours. The first 40 hours of work performed in a week defines the tour of duty for that particular week.

Field	Description
ST (Start) EN (End)	Valid values are 01-14. This entry indicates the effective day of the pay period for a change in status (e.g., the effective day of a personnel action, and service year). This is not the effective date. A pay period begins on Sunday, continues for 14 days, and ends on the second Saturday of the 2-week period. The days of the pay period are numbered consecutively with 01 representing the first Sunday of the pay period, 02 representing the first Monday, and so on, with 14 representing the last Saturday of the 2-week period. Many edits are performed against the T&A and the employee’s database record to assure that a matching personnel action exists. Complete the St and End fields for single and split T&As, as appropriate.

Field

Description

ST (Start)

EN (End)

Valid values are 01-14. This entry indicates the effective day of the pay period for a change in status (e.g., the effective day of a personnel action, and service year). This is not the effective date. A pay period begins on Sunday, continues for 14 days, and ends on the second Saturday of the 2-week period. The days of the pay period are numbered consecutively with 01 representing the first Sunday of the pay period, 02 representing the first Monday, and so on, with 14 representing the last Saturday of the 2-week period. Many edits are performed against the T&A and the employee’s database record to assure that a matching personnel action exists. Complete the St and End fields for single and split T&As, as appropriate.

For a regular T&A, the Start/End fields should be completed as follows:

The Start field should be completed for an accession action effective on any day other than the first day of the pay period. The pay period day (02-14) reflects the effective day of the accession.

The pay period day (01-14) reflects the beginning day of a status change.

The End field should be completed for a separation action effective any day other than the last day of the pay period. If the End field does not equal the effective day of the separation, the T&A will reject.

The pay period day (01-14) reflects the ending day of a status change.

Field	Description
S/S (Social Security Number)	Employee’s SSN as recorded in the database. If the employee does not have an SSN, enter the Agency-assigned identification number. This is a temporary number to be used until the employee obtains a permanent SSN. The Agency-assigned identification number will be entered on the T&A until the personnel office processes a personnel action changing the temporary identification number to the permanent SSN. The personnel office should contact you when this occurs.

Field

Description

S/S (Social Security Number)

Employee’s SSN as recorded in the database. If the employee does not have an SSN, enter the Agency-assigned identification number. This is a temporary number to be used until the employee obtains a permanent SSN. The Agency-assigned identification number will be entered on the T&A until the personnel office processes a personnel action changing the temporary identification number to the permanent SSN. The personnel office should contact you when this occurs.

Example: The timekeeper was notified that the personnel action to report the employee’s SSN was transmitted for processing effective Pay Period 10. The Agency-assigned identification number would be entered in the SSN field for the T&A being submitted for Pay Period 10. In addition, enter Employee’s SSN will change to XXX-XX-XXXX next pay period in the remarks section. The employee’s permanent SSN must be entered on all subsequent T&As. If not, the T&A will reject.

When preparing the first T&A for a new employee, be sure the SSN on the T&A matches the SSN on the personnel action.

Field	Description
N (Name)	Employee’s name (e.g., last name, first name, and middle initial). Nicknames and titles (Mr., Mrs., Ms., Dr., Prof., etc.) should not be used. The name should be entered in the same way each time a T&A is completed for the employee. The name on the T&A should match the name on the personnel action.
FS (FEGLI Shift)	Data in this field is used to calculate the annual FEGLI coverage amount for FWS employees based on the shift of the pay period worked. This field is also used by GS employees who exceed the earnings limitation in a pay period as a result of emergency work performed. See the Federal Employee Pay Comparability Act (FEPCA) of 1990, Section 204. See PINQ Program PQ061, PACS Above Earnings, for data related to exceeding the biweekly earnings limitation. If the employee is coded as a GS employee, the valid values are Blank, Normal T&A, and Exceed Biweek. If the employee is coded as a FWS employee, the valid values are First Shift, Second Shift, Third Shift, and Varied Shift.

Field

Description

N (Name)

Employee’s name (e.g., last name, first name, and middle initial). Nicknames and titles (Mr., Mrs., Ms., Dr., Prof., etc.) should not be used. The name should be entered in the same way each time a T&A is completed for the employee. The name on the T&A should match the name on the personnel action.

FS (FEGLI Shift)

Data in this field is used to calculate the annual FEGLI coverage amount for FWS employees based on the shift of the pay period worked.

This field is also used by GS employees who exceed the earnings limitation in a pay period as a result of emergency work performed. See the Federal Employee Pay Comparability Act (FEPCA) of 1990, Section 204. See PINQ Program PQ061, PACS Above Earnings, for data related to exceeding the biweekly earnings limitation.

If the employee is coded as a GS employee, the valid values are Blank, Normal T&A, and Exceed Biweek.

If the employee is coded as a FWS employee, the valid values are First Shift, Second Shift, Third Shift, and Varied Shift.

Note: The rate amount for this shift must be entered on a personnel action by the personnel office.

Field	Description
AL (Advance Leave)	Indicates if an employee has been granted advanced annual and/or sick leave. Once a T&A has been initially coded for advanced leave, each T&A must also be coded for all following pay periods until the advanced leave has been repaid.

Normally, the balance field in the Leave section of the T&A shows a plus (positive) balance of zero or greater. However, if an employee has been authorized to use annual or sick leave before it is earned, the Balance field contains a minus (negative) balance. The negative is reduced each pay period by the number of leave hours earned until a positive balance of zero or greater is obtained.

In all cases, the employee must also be assigned to a full-time or part-time work schedule.

Complete the Advance Leave field when advanced leave is initially used and whenever a negative balance is contained in the Balance field. If an employee is separating, the personnel office should notify NFC of the employee’s indebtedness for the advanced leave. The T&A should be submitted promptly to the personnel office who in turn sends it to NFC with Form AD-343, Payroll Action Request, attached.

Note: It is not necessary for Agencies using SPPS mainframe to notify NFC.

Valid values are No Advance Leave, Annual Leave, Sick Leave, and Annual/Sick Leave.

No Advance Leave

This code indicates a T&A with no advanced leave.

Annual Leave

This code indicates that an employee has been granted advanced annual leave or if a negative annual leave balance is reported in the Annual Leave Balance field.

The amount of annual leave that may be advanced depends upon the employee’s employment status. An employee with a permanent employment status may be granted advanced annual leave not to exceed the total number of leave hours the employee will earn through the remainder of the leave year. An employee with a temporary employment status may be granted advanced annual leave not to exceed the total number of annual leave hours the employee will earn through the remainder of the year or through the remaining period of employment, whichever ends first.

Sick Leave

This code indicates that an employee has been advanced sick leave or if a negative balance is reported in the Sick Leave Balance field.

The amount of sick leave that may be advanced depends upon the employee’s employment status.

An employee with a permanent employment status may be granted advanced sick leave not to exceed 240 hours.
A FLSA employee who is entitled to scheduled standby (Special Employee Code 01) may be granted 720 hours; a FLSA employee who is entitled to scheduled standby and authorized overtime (Special Employee Code 03) may be granted 336 hours.
An employee with a temporary employment status may be granted advanced sick leave not to exceed the total number of sick leave hours an employee will earn through the remaining period of employment.

Annual/Sick Leave

This code indicates that an employee has been granted both advanced annual and sick leave or if a negative annual leave and a negative sick leave balance are reported in the Annual and Sick Leave Balance fields.

Field	Description
O (New Employee)	Field must be checked if a newly gained employee was administered the Oath of Office upon his/her appointment. The personnel office can confirm whether or not the Oath of Office was administered. (If in doubt, contact your personnel office.) A check mark will appear in this field.

If this field is checked, a personnel action must be processed and the ST field may also need to be completed. Also, an AD-349, Employee Address, must be processed by the personnel office for tax and check mailing (for other than financial institution purposes).

Do not check this field if the employee is gained through a reassignment within the Department.

Field	Description
F (Final T&A)	Click the down arrow to indicate if this is the final T&A for an employee or to indicate FLSA information for Department of Justice employees.

Non-Department of Justice Employees

Valid values for non-Department of Justice employees are Not Final T&A and Final T&A. This entry indicates the final T&A for an employee who is being separated (e.g., resignation, termination, retirement, death, transfer to another Department). If this field is completed, a personnel action must also be processed and the End field may also need to be completed on the T&A. Do not code this T&A as final if an employee is being reassigned within the Department.

Department of Justice and Internal Revenue Service Employees

Valid values for Department of Justice employees are:

Not Final T/A
Final T/A
1st Week FLSA (first week FLSA code change exempt to nonexempt)
1st Wk + Final (first week FLSA code change exempt to nonexempt and final T&A)
2nd Week FLSA (second week FLSA code change exempt to nonexempt)
2nd Wk + Final (second week FLSA code change exempt to nonexempt and final T&A)
Both week FLSA (both weeks FLSA code change exempt to nonexempt)
Both Wk + Final (both weeks FLSA code change exempt to nonexempt and final T&A)

Standby/AUO/Avail Pay

Field	Description
Flag	Click this field if the employee is eligible for standby/AUO hours. Standby/AUO hours are hours and pay differential entitlements for employees who receive premium pay on an annual basis for AUO or regularly scheduled standby duty. A check mark will appear in this field. The default is blank for this field.
AUO1 (1st Week)	Identifies the number of standby/AUO hours authorized for the first week of the pay period. Valid values are 01-40.
2 (2nd Week)	Identifies the number of standby/AUO hours authorized for the second week of the pay period. Valid values are 01-40.
% (Percent Premium)	Used to record the percentage of pay differential entitlements that will be used to compute the employee’s pay for Standby/AUO worked. Valid values are 02, 05, 07, 10, 12, 15, 17, 20, 22, 25, or 99. If the entitlement results in a fractional percentage (17 1/2, 22 1/2, etc.) because of Sunday work, do not enter the fraction. The differential pay will automatically be computed at the fractional rate when processed. These fields should only be used when an employee’s standby/AUO status begins, changes, or ends.

Note: Continuing Standby/AUO payments can only be started on an original T&A. For information regarding FLSA meal periods, see TC 17, Prefix 11. Beginning, changing, or ending standby/AUO may be corrected through a corrected T&A.

Beginning the Standby/AUO

An employee must be coded as eligible in the database to be paid premium pay on an annual basis for standby/AUO. Eligibility established on the personnel action will determine whether the employee receives standby or AUO. Confirm with the personnel office for employee eligibility, if in doubt. If not coded, the T&A will reject in the system. Complete the AUO field for the pay period in which the standby/AUO status begins. Enter the number of scheduled standby/AUO hours for each week of the pay period in the AUO 1 and 2 first week and second week hours fields. Enter the percentage used to compute the pay differential entitlements in the % (percent) field. The pay differential entitlements are computed based upon the percentage that was entered.

Changing the Standby/AUO

When an employee’s previously reported weekly scheduled standby/AUO hours and/or percentage change, complete all of the Standby/AUO fields to reflect the new hours and/or percentage. Enter the change on the T&A for the pay period in which the change is effective.

Complete all three blocks (AUO1, 2, %) even if only one block is changing. The completion requirements to change the Standby/AUO are the same as Begin Standby/AUO.

Note: When the AUO percentage is changed on an employee’s T&A, a personnel action with the 818, Nature of Action Code, Administratively Uncontrollable Overtime, will be generated by the NFC PPS. A form SF 50-B, Notification of Personnel Action, will also be generated to document the action.

Ending the Standby/AUO

Enter 99 in the % (percent) field on the T&A being prepared for the pay period after the employee’s standby/AUO status is terminated. Do not complete the AUO 1 and 2 fields. Entitlement is discontinued when a personnel action is processed terminating eligibility.

Corrected T&As for AUO

Use the following instructions to prepare a corrected T&A for AUO information that was previously omitted or entered incorrectly:

Enter the AUO percentage and hours in the AUO 1, 2, and % fields on each corrected T&A if different from the entry which was authorized for the last pay period(s) it was paid (original, corrected, or revalidated T&A). AUO can be paid via a corrected T&A even if it was not paid on the original T&A, only if the employee is coded as eligible for AUO in his/her personnel record for the pay period covered by the corrected T&A.

Note: Continuing AUO payments cannot be started via a corrected T&A.

Enter 99 in the % field and leave the AUO 1 and 2 fields blank on each corrected T&A when AUO was paid for the pay period being corrected, but should not have been paid.

Recording Availability Pay

Availability pay is a form of premium pay for covered criminal investigators and replaces AUO for these employees. Availability pay is fixed at 25 percent of an employee’s basic pay. Special Employee Code 26 alerts the system that an employee is entitled to availability pay.

Do not complete the AUO field to start availability payment. Payment will be based on Special Employee Code 26 reflected on the personnel action. The system will calculate payment from base hours in a pay status at the rate of 25 percent.
For tracking purposes only, the following Departments may enter 41 in the TC field and the number of availability hours worked in the applicable Week 1/Week 2 field(s). These hours will not be used for payment.

Department of Justice

Department of the Treasury

Department of Commerce

Small Business Administration

Do not complete the AUO field to stop availability payment. Payment will be discontinued based on personnel action processing.

Continuance of availability pay for certain training, travel, excused absence, and paid leave is based on Agency discretion. As a result, employees may be entitled to partial availability payments. Refer to Federal/Agency regulations for more information.

Enter the number of hours to be paid and the percentage rate (25) on the T&A.

For example, an employee is entitled to only 40 hours of availability pay because of training in the first week of the pay period. Enter 00 in the AUO 1 field and 40 in the AUO 2 field. Enter 25 in the % (percent) field.

If entitlement is discontinued for a full pay period, enter 00 in both the AUO 1 and AUO 2 fields. Enter 25 in the % (percent) field.

Note: Do not code the following T&A to resume full payment. The system automatically reverts to the number of hours paid prior to the change.

Field	Description
AC (Accounting Data Usage Code)	Each employee’s database record contains appropriations and accounting information used to disburse and charge an employee’s pay and related expenditures to the proper accounting records. The Accounting Data Usage Code field is completed to alert the system when accounting data will be entered on the T&A. This field also reflects when accounting data entered on the T&A is a temporary change and is to be used for one pay period only or whether it is to be used to update and change the accounting information contained in the employee’s database. Valid values are Blank, 1, and 2. Blank. Do not complete this field if accounting data is entered on the T&A. If this field is left blank, complete the Accounting Data fields for each line containing information (e.g., TC, first- and second-week hours contain entries). The accounting information is treated as temporary information and is not used to update or change the accounting data stored in an employee's database record. Code 1. Used if the accounting data entered on the T&A is to be stored in an employee's database record. When Code 1 is used, the accounting data is entered only on the first line of transactions. Only one line of accounting data may be stored. Accounting data cannot be stored on a corrected T&A. Code 2. Used if the accounting data last stored in an employee's database is to be used. The accounting data fields must be blank if 2 is contained in this field.
DA (Days Worked)	Click the down arrow to select the number of days the employee was in pay status. Valid values are 00-14.

Field

Description

AC (Accounting Data Usage Code)

Each employee’s database record contains appropriations and accounting information used to disburse and charge an employee’s pay and related expenditures to the proper accounting records. The Accounting Data Usage Code field is completed to alert the system when accounting data will be entered on the T&A. This field also reflects when accounting data entered on the T&A is a temporary change and is to be used for one pay period only or whether it is to be used to update and change the accounting information contained in the employee’s database. Valid values are Blank, 1, and 2.

Blank. Do not complete this field if accounting data is entered on the T&A. If this field is left blank, complete the Accounting Data fields for each line containing information (e.g., TC, first- and second-week hours contain entries). The accounting information is treated as temporary information and is not used to update or change the accounting data stored in an employee's database record.
Code 1. Used if the accounting data entered on the T&A is to be stored in an employee's database record. When Code 1 is used, the accounting data is entered only on the first line of transactions. Only one line of accounting data may be stored. Accounting data cannot be stored on a corrected T&A.
Code 2. Used if the accounting data last stored in an employee's database is to be used. The accounting data fields must be blank if 2 is contained in this field.

DA (Days Worked)

Click the down arrow to select the number of days the employee was in pay status. Valid values are 00-14.

Complete this field if an employee is coded intermittent in the Work Schedule field or has an appointment limitation for days.

Each day in pay status is counted as 1 day. Days in pay status are counted for any day in which pay is received regardless of the number of hours worked, including:

Each day of paid absence (holidays and days for which pay is received)
Any day normally considered as a non-duty day in which an employee worked overtime and received pay

When an employee has an appointment limitation for days, there must be an entry of 01 through 14 in the Days Worked field unless the employee was on LWOP (TC 71), AWOL (TC 72), suspension (TC 73), or furlough (TC 74) for the entire pay period. In such cases, 00 would be entered in the Days Worked field.

Note: The days in pay status on the T&A must not exceed the number of days remaining in the employee’s appointment limitation.

You should maintain a running total of monies, hours, and days worked for all employees with appointment limitations to assure these employees do not exceed their limitation. The total may be entered in the remarks section of the T&A.

Note: The appropriate personnel action should be submitted prior to reaching the not-to-exceed (NTE) date. Do not allow these employees to work beyond these dates.

Listed below is a table with the codes that reflect the employee’s AWS:

Code	Definition
3	Four 10-hour workdays per workweek - 4/10
5	Nine workdays (eight 9-hour days and one 8-hour day) - 5/4/9
7	Variable workday hours within a 40-hour workweek (flexitour, flexitour with credit hours, gliding work schedule, variable day)
8	Variable workweek hours within an 80-hour pay period (maxiflex, variable week)
9	Reset-Return to regular workday/workweek schedule

For a full-time employee with a 9-workday AWS (Code 5), the hours worked and leave used each week must be within 35 (minimum) and 45 (maximum) unless a personnel action is effective that may allow otherwise (e.g., accession, separation, change in tour in the middle of the pay period).

Complete this field on the first pay period in which an AWS begins, changes, or terminates.