Field Descriptions and Instructions

1A Auth Code Field Instruction

1A Auth Code

Enter the first authority code for the first NOAC. For the Federal pay increase, type QWM. Enter the authority code for all official actions, as applicable. Enter one or both authority codes based on the NOAC.

1B Auth Code Field Instruction

1B Auth Code

Enter the second authority for the first Nature of Action Code. For Federal pay increase, type ZLM.

The occupational series code must be 0099, if the authority code is YAM or Y1M. The occupational series code must be 3506, if the authority code is WVM or ZVM. The occupational series code must be 3506, if the authority code is WVM or ZVM. Appointing authority must be valid.

The pay plan must be compatible with the appointing authority.

1st Field Instruction

1st

This field is the first shift rate for Federal Wage System (FWS) employee. Complete at lease one shift for a FWS employee.

1st NOA Field Instruction

1st NOA

The first Nature of Action is system generated from the personnel action selected at the List of Personnel Actions.

2A Auth Code Field Instruction

2A Auth Code

System generated from the original personnel action that is corrected or canceled.

2B Auth Code Field Instruction

2B Auth Code

System generated from the original personnel action that is being corrected or canceled.

2nd Field Instruction

2nd

This field is the second shift rate for Federal Wage System (FWS) employee. Complete at least one shift for a FWS employee.

2nd NOA Field Instruction

2nd NOA

System generated from the original personnel action that is corrected or canceled.

3rd Field Instruction

3rd

This field is the third shift rate for Federal Wage System (FWS) employee. Complete at least one shift for a FWS employee.

45 Day Field Instruction

45 Day

Enter the code that identifies employees who are stationed at an overseas foreign post of duty that are entitled to carry over from one leave year to another for a maximum of 45 days annual leave accumulation. Applicable when an employee is in a foreign duty station. Must be Y for foreign duty stations. Adjust the annual leave ceiling at the end of the leave year, if applicable, when the employee returns from a foreign post.

A/L Above Ceiling Field Instruction

A/L Above Celing

Enter the date the annual leave above ceiling carries through or select a date from the calendar icon. The following are conditions for A/L Above Ceiling:

The annual leave balance must be greater than the annual leave ceiling and the annual leave carryover on the database if the A/L Above Ceiling is completed. Conversely, the A/L Above Ceiling must be blank if the annual leave balance is less that the annual leave carryover on the database.

The A/L Above Ceiling date must be later than the A/L Restored date. The dates must be later that the separation action effective date.

Do not complete for an interim lump sum payment.

When the A/L Above Ceiling is blank, the A/L Restored and A/L Within Ceiling field must also be blank.

A/L Restored Field Instruction

A/L Restored

Enter the date the restored annual leave carries through or select a date from the calendar icon. The following are conditions for A/L Restored:

A restored annual leave balance must exist on the database. The dates must be later than the separation action effective date. Do not complete for an interim lump sum payments.

When the A/L Restored is blank, the A/L Above Ceiling and Within Ceiling field must also be blank.

A/L Within Ceiling Field Instruction

A/L Within Ceiling

Enter the date the annual leave within ceiling carries through or select a date from the calendar icon.

The A/L Within Ceiling date must be later than the A/L Above Ceiling date. The dates must be later that the separation action effective date.

Do not complete for an interim lump sum payment.

When the A/L Within Ceiling field is blank, the A/L Restored and A/L Above Ceiling field must also be blank.

Account Number Field Instruction

Account Number

Enter the account number.

Accounting Distribution Field Instruction

Accounting Distribution

Enter the accounting code. This field is where the severance payment should be charged.

Action Field Instruction

Action

Select Add from the drop-down arrow.

Additional Amount Field Instruction

Additional Amount

Enter the amount in dollars and cents to be withheld in addition to the amount withheld in accordance with the tax formula.

Adjective Field Instruction

Adjective

Enter the adjective rating P, FS, U. Enter P only if P was entered in the Scale field, otherwise, leave blank.

Adjusted Basic Pay Field Instruction

Adjusted Basic Pay

Enter the basic pay (scheduled salary) plus any allowance, adjustment, or differential. Locality pay is included in the adjusted basic pay. The cooperative and/or annuitant share of salary amount is also included in the adjusted basic pay.

Adjustment Flag (Health Insurance) Field Instruction

Adjustment Flag

Select the applicable radio button.

Yes - If the effective date is prior to the current processing pay period and the employee is not presently enrolled in a non-Federal health plan. Bypass the selection if the effective date is the same as the processing pay period.

No - If the employee was/is enrolled in a non-Federal health plan and requires a retroactive adjustment.

Agency Field Instruction

Agency

Enter the Agency code.

Agency Use Field Instruction

Agency Use

Agency use only.

Note: If the Nature of Action Code (NOAC) applies to one of the codes listed above and data is not entered in this field, the pay plan must be FE, FO, or FP. NOAC 312 has been removed from Personnel Input and Edit System Edit 478. If you are processing NOAC 312 for a discontinued service retirement, you must complete the Agency Use field. If you are processing NOAC 312 for a resignation-ILIA, the field must remain blank, and the action must include Remark Code N22 to bypass the edits.

Allotment Number Field Instruction

Allotment Number

Enter the number of the allotment. For example: If this number is the 2nd allotment for the employee, enter 02.

Allotment per Pay Period Field Instruction

Allotment per Pay Period

Enter the per pay period amount of the allotment.

Allowance Field Instruction

Allowance

Select the drop-down list to display the allowance code that identifies the basis of deductions. Valid values are:

Per Day
Per Pay Period
Per Year
Percent of Basic Pay

Allowance Rate Field Instruction

Allowance Rate

Enter the per day, per pay period, annual percentage of base pay, or full amount rate to be paid in dollars and cents. Type the allowance rate in dollars and cents. This rate corresponds to the value selected in the allowance field.

Annuitant Indicator Field Instruction

Annuitant Indicator

Select the code that identifies whether the employee is receiving retired or retainer pay from previous civilian or military service from the drop-down list. For a list of valid codes, see the Annuitant Indicator Table.

Annual Leave Restored Field Instruction

Annual Leave Restored

Enter the total annual leave hours to be restored in whole and quarter hours.

Appt Excluded From FERS Indicator Field Instruction

Appt Excluded From FERS Indicator

Select Yes or No from the drop-down list. This field indicates if an employee’s appointment is not covered under the CSRS plan as described by law and regulation. This field will be used for retirement coverage determinations.

AWOL or Suspension (Current Year) Field Instruction

AWOL or Suspension

Enter the number of Absence Without Leave (AWOL) or suspension hours during the leave year. The field quarter hour valid values are:

Base Pay In Field Instruction

Base Pay In

Enter the amount of the base pay. Enter the amount in dollars and cents using a decimal. (XXXXX.XX).

Base Pay Out Field Instruction

Base Pay Out

Enter the amount of the base pay. Enter the amount in dollars and cents using a decimal. (XXXXX.XX).

Beginning Date Field Instruction

Beginning Date

Select a date from the calendar icon. This field is the beginning date for severance pay.

Biweekly Deduction Amount Field Instruction

Biweekly Deduction Amount

Enter the amount to be deducted each pay period. Type the appropriate amount depending on the option(s) selected from the Insurance tab.

Bonus Amount Field Instruction

Bonus Amount

Enter the amount of the SES bonus in dollars and cents. The bonus percent must also be entered.

Bonus Percent Field Instruction

Bonus Percent

Enter the percent of the SES bonus. The valid values are 01 through 20.

Building Locator Field Instruction

Building Locator

This field is the record location for Government employees. Enter the employee’s six- position Department building location code. For a list of Department building location codes see TMGT, Table 096, Department Building Codes.

Case Number (Award) Field Instruction

Case Number

Enter the cash award case number assigned by the Agency. Enter the same case number on each action for a group award.

Case Number (Deduction Tab) Field Instruction

Case Number

Enter the assigned sequential case number.

This case number is assigned by the Agency and should appear on all documents prepared for the same garnishment case. A recommended numbering system to have the first two digits represent the year (i.e., 2009 would be "09") and the last two digits represent the sequential numbering of the cases processed in the calendar year. For example, the first child care deduction for 2009 would be typed as 0901.

Category Field Instruction

CBPO Ret SCD Date Field Instruction

CBPO Ret SCD Date

Select the calendar icon to select the applicable date.

Citizenship Field Instruction

Citizenship

Select the code that identifies whether the employee is a U.S. Citizen from the drop-down

list. Valid values are 1 (citizen by birth or naturalization) or 8 (other).

Citizenship Country Code Field Instruction

Citizenship Country Code

Enter the 3 position citizenship country code. For a list of country codes see www.gsa.gov, Geographic Location Codes.

City (Recipient Information) Field Instruction

City

Enter the city. Do not include punctuation, such as periods, commas, or parenthesis in the city.

City Code (Tax) Field Instruction

City Code

Enter the City Code for the city tax to be withheld. The City Code can be found on www.gsa.gov (Geographical Location Codes). The City Code on tax documents and duty station must agree to begin tax deductions.

City Code (Tax) Field Instruction

City Code

City Code (ResTax) Field Instruction

City Code

Enter the City Code for the city tax to be withheld.The City Code can be found on www.gsa.gov (Geographical Location Codes).The City Code on tax documents and duty station must agree to begin tax deductions.

Code (124 Professional Certification) Field Instruction

Code

Enter the professional certification code. For more information see Professional Certification Table.

Code Field Instruction

Code

Enter the accounting data that will be charged for payment of an award.

COLA/Post Differential Field Instruction

COLA/Post Differential

Enter the code that identifies whether the employee is entitled to receive cost-of-living adjustment (COLA) (COLA is a special pay entitlement for an employee in a high cost of living area.) and/or a post differential, in addition to the scheduled salary. For a list of valid codes, see the COLA/Post Differential Table.

Confirm Employee Work Email Field Instruction

Confirm Employee Work Email

Re-enter employee work email address.

Correspondence Country Code Field Instruction

Correspondence Country Code

Enter the country code. The country code can be found on www.gsa.gov, Geographic Location Codes. This field is the International Country Codes as defined by the United States Postal Service.

Correspondence Region Field Instruction

Correspondence Region

Enter the correspondence region. This field must be completed if the correspondence country code is completed. This field indicates the region, province, or other first administrative district or division of a country other than the U.S. for the organization or person’s address.

County Code Field Instruction

County Code

Enter the county code. The country code can be found on TMGT, Table 016. For APO, FPO, and DPO address, type 000.

County Code Field Instruction

County Code

Enter the county code. The country code can be found on TMGT, Table 016. For APO, FPO, and DPO address, type 000.

Court Case Number Field Instruction

Court Case Number

Enter the court-ordered assigned case number. If the deduction is on a voluntary basis, type Voluntary.

Coverage Amount Field Instruction

Coverage Amount

Enter the amount of coverage in whole dollars. The following conditions apply: The minimum coverage amount is $10,000

The maximum coverage amount is $500,000. Must be in $10,000 increments.

Coverage at Appointment Field Instruction

Coverage at Appointment

Enter the code that identifies whether an employee has, at the time of the most recent appointment to Federal service, previously been covered by Civil Service Retirement System (CSRS) or Federal Employee Retirement System (FERS).Valid values are: Code- Definition

N-Never covered by CSRS or FERS

P-Previously covered by CSRS or FERS regardless of whether or not the employee withdrew contributed funds.

R-Previously covered by CSRS and eligible for a refund.

Credit (Leave Transferred) Field Instruction

Credit

If the leave transferred is a negative balance, the system generates a checkmark. This field is read only and cannot be modified.

Credit (Leave Transferred) Field Instruction

Credit

If the leave transferred is a negative balance, the system generates a checkmark. This field is read only and cannot be modified.

Credit (Prior Leave Balance) Field Instruction

Credit

Select this box if the prior leave balance is negative. If the prior leave balance is not negative, unselect the box. The default is this box blank.

Credit (Prior Leave Balance) Field Instruction

Credit

Select this box if the prior leave balance is negative. If the prior leave balance is not negative, unselect the box. The default is this box blank.

Creditable Military Service Field Instruction

Creditable Military Service

Enter the total number of years and months of military service. The first two positions must be 00 through 99 (number of years); last two positions must be 01 through 12 (number of months).

CSRS Prev Cov Ind Field Instruction

CSRS Prev Cov Ind

Enter a Y or N to indicate if the employee was previously covered under Civil Service Retirement System.

Current Year Leave Earned Field Instruction

Current Year Leave Earned

Enter the number of annual or sick leave hours earned during the current leave year.

Current Year Leave Earned Field Instruction

Current Year Leave Earned

Enter the number of annual or sick leave hours earned during the current leave year.

Current Year Leave Taken Field Instruction

Current Year Leave Taken

Enter the total number of annual or sick leave hours used during the current leave year.

Current Year Leave Taken Field Instruction

Current Year Leave Taken

Enter the total number of annual or sick leave hours used during the current leave year.

Current Year Military Leave Taken Field Instruction

Current Year Military Leave Taken

Enter the number of days of military leave used during the current leave year.

Date Entered Present Grade Field Instruction

Date Entered Present Grade

Enter the date when the employee was most recently assigned to the current grade. You can also select the calendar icon to select the date.

Must be completed when grade changes.

Cannot be later than the effective date of the personnel action. Must be completed for grade retention actions.

Date of Birth Field Instruction

Date of Birth

Enter the employee’s date of birth.

Enter the family members date of birth in the MM/DD/YYYY format. The date of birth must be at least 16 years but no more than 90 years prior to the effective date of the action.

Date of Event Field Instruction

Date of Event

Enter the date of the event or select a date from the calendar icon.

Date of Lump Sum Leave Field Instruction

Date of Lump Sum

Enter the date the lump sum leave payment or select a date from the calendar icon.

Date of Separation Field Instruction

Date of Separation

Enter the data or select a date the employee separated from the calendar icon. This field applies to final payments only and must be the same as the effective date of the personnel action.

Date of WGI Waiting Period Field Instruction

Date of WGI Waiting Period

Enter the beginning date of the Within Grade Increase waiting period or select a date from the calendar icon.

Date Received in Personnel Office Field Instruction

Date Received in Personnel Office

Enter the date or select a date from the calendar icon. This date is when the personnel office received the form from the employee.

Date Retired Military Field Instruction

Date Retired Military

Enter the date an employee retired from military service. You can also select the calendar icon to select the applicable date.

Must be completed if annuitant indicator is 4, 5, or C through F. Must be completed if uniform service status is 4 or 5.

Date Service Year Starts Field Instruction

Date Service Year Starts

Enter the date the limited appointment begins or select the calendar icon to select the date. If entering a limited appointment, complete the applicable fields in the Appointment Limit group.

Date Signed Field Instruction

Date Signed

Enter the date the employee signed the form or select a date from the calendar icon.

Days Balance Field Instruction

Days Balance

Enter the number of days remaining, if applicable.

Note: This field is completed, if not entering total dollars or hours, to indicate appointment limit balance.

Days Total Field Instruction

Days Total

Enter the total number of days, if not entering total dollars or days, to indicate the appointment limit.

Deduction Percentage Field Instruction

Deduction Percentage

Enter the percent to be deducted each pay period for membership if the deduction is based on a percentage. No entry is necessary if the Deduction Percent is established in TMGT.

Note: Do not enter both a deduction and a deduction percent.

Deferred Amount In Field Instruction

Deferred Amount In

Enter the non-deferred amount in this field or type the percent in the Deferred Percent field.

Deferred Amount Out Field Instruction

Deferred Amount Out

Enter the non-deferred amount out in this field or type the percent in the Deferred Percent field.

Deferred Deduction Amount Field Instruction

Deferred Deduction Amount

Enter the tax deferred amount for non-Federal benefits in whole dollars. If this amount is entered, the other amount and percent fields are blank. If the document rejects in PINE, and the excess is allowed, select D on the Status drop-down.

Deferred Deduction Amount Field Instruction

Deferred Deduction Amount

Deferred Deduction Percent Field Instruction

Deferred Deduction Percent

Enter the tax deferred percent for non-Federal benefits. If this amount is entered, the other amount and percent fields are blank. If the document rejects in PINE, and the excess is allowed, select D on the Status drop-down.

Deferred Percent In Field Instruction

Deferred Percent In

Enter the percent in this field or type an amount in the Deferred Amount field.

Deferred Percent Out Field Instruction

Deferred Percent Out

Enter the percent out in this field or type an amount in the Deferred Amount field.

Deferred Percent Out Field Instruction

Deferred Percent Out

Enter the percent out in this field or type an amount in the Deferred Amount field.

Department (Reports) Field Instruction

Department

Enter the two position Department code. This field allows the report to run at the Department level.

Dept Field Instruction

Dept

Enter the Department code to which the employee is assigned.

Dept Field Instruction

Dept

Enter the Department code to which the employee is assigned.

Description Field Instruction

Description

Use for additional information.

Designated Agent Code Field Instruction

Designated Agent Code

Enter the four-digit designated agent code if the salary check is to be delivered to a designated agent. The designated Agency code can be found on TMGT, Table 004. Do not enter both the designated agent code and a check mailing address on the same transaction.

Designated Agent Code Field Instruction

Designated Agent Code

Detail Remark Code Field Instruction

Detail Remark Code

Use to add, update, or delete remarks data. Based upon the entry in this field, the Remark Code and Status Code fields are system-generated. Complete this field as described below:

To add or update a required remark, select a code from the code list. The code is displayed in this field and the description is generated in the Description field.

Exception: Remark Code 499 is free form and does not generate a description. In the Description field, add/update the description.

To add an optional remark code, select this field and enter the code. (If the field is not blank, select Clear to clear the field before typing the code). After typing the code, select Add. The message Remark Successfully Added is generated. If applicable, in the Description field, add the remark description or fill-in-text.

To delete a remark code, select the applicable code from the list. The code is displayed in this field, and the description is generated in the Description field. Select Delete. The message Remark Successfully Deleted is generated.

To update a remark code, select the applicable code from the list. The code is displayed in this field, and the description is generated in the Description field. Select Update. If the remark code is a code that can be updated, update the data. If the code cannot be updated, an applicable message is generated.

Disability Field Instruction

Disability

Select the code that identifies physical or mental disabilities, or history of such disabilities from the drop-down list. For a list of valid codes, see the Disability Code Table.

Distinguished Field Instruction

Distinguished

Select this radio button if the employee received a distinguished award.

Doc Type (Reports) Field Instruction

Doc Type

Select this radio button to sort the report by type of transaction.

Doc Type (Reports) Field Instruction

Doc Type

Select this radio button to sort the report by type of transaction.

Document Type Field Instruction

Document Type

Complete this field as follows:

To search for a specific personnel action, enter 063.
To search for a special payroll document for an employee, enter applicable document type.
To search for all transactions for a specific employee or specific personnel office, leave this field blank.

Dollar Amount Field Instruction

Dollar Amount

Enter the dollar amount of basic pay. If the dollar amount is not applicable, enter a percent in the Percent of Basic pay field.

When the Special Employee Code is 01, 02, 03, or 08, 25% is calculated into the adjusted salary before determining the maximum deduction.

Enter the dollar amount of TSP catchup contribution by pay period. This amount must be whole dollars. No cents or decimals can be entered in this field.

Dollar Total Field Instruction

Dollar Total

Enter the dollar total, if not entering total hours or days, to indicate appointment limit.

Dollars Balance Field Instruction

Dollars Balance

Enter the dollar amount remaining, if applicable.

Note: This field is completed, if not entering total hours or days, to indicate appointment limit balance.

Earning Status Field Instruction

Earning Status

Select the code that identifies if an employee is entitled to leave accruals for the first pay period of leave eligibility or for the last pay period of employment from the drop-down list. Valid values are N (not entitled to earn leave) and Y (entitled to earn leave).

Must be completed on accession and separation actions for alternating tour of duty and part-time employees.

Must be blank if Annual Leave Category is 0.

Education Level Field Instruction

Education Level

Select the code that identifies the highest level of the employee’s educational attainment based on years of formal schooling and/or academic degrees or certificates conferred from the drop-down list.

To enter the school code for the degree or certificate, select the Education Documents folder from the List of Personnel Actions. Table Management System 036, School Identification, lists the instructional program codes.

Complete Year Degree Attained field when education level is 06, 10, or 13 and above. Complete the Instructional Program field when the education level is 06, 10, or 13 and above.

This field must be 06, 10, or 13 through 22 for the Government Accountability Office (GAO).

For a list of valid codes, see the EPIC Status Codes.

Eff Pay Period Field Instruction

Eff Pay Period

Enter the effective pay period for the transaction.

Effective PP (Reports) Field Instruction

Effective PP

Select this radio button to sort the report by effective pay period.

Effective Date Field Instruction

Effective Date

Enter the number of the pay period in which the personnel action is entered for new personnel actions.

Email Address

Enter the employee's email address.

Employee Authorization Date Field Instruction

Employee Authorization Date

Enter a date or select a date from the calendar icon.

Employee Field Instruction

Employee

Enter the area code and phone number where the employee can be reached.

Employee Self-Service Field Instruction

Employee Self-Service

Select this radio button to run a report of transactions entered through Employee Self- Service (ESS).

Employee Work Email Field Instruction

Employee Work Email

Enter the employee's work email address.

End Date Field Instruction

End Date

Enter the end day in MM/DD/YYYY format or select a date from the calendar icon. The following are conditions for the Start Date:

Holidays are included as regular works days in the projected dates. The dates must be later that the separation action effective date.

Do not complete for an interim lump sum payment.

Enrollment Code Field Instruction

Enrollment Code

Enter the OPM-assigned enrollment code. For a list of codes, see TMGT, Table 012.

Enter the assigned enrollment code. Specific enrollment codes are assigned by NFC. Type the plan code in the first two positions; type the option code in the third position.

EPIC Status Field Instruction

EPIC Status

To select an EPIC status, select the down arrow. The EPIC status indicates the status of a personnel action or payroll document after it has been entered for processing. See EPIC Status Codes for a list of codes and definitions. The EPIC Status field default is All Documents, which allows you to view all transactions entered.

ERI Code Field Instruction

ERI Code

Select the box to indicate the employee’s race and national origin.

Event Code Field Instruction

Event Code

Select an event code from the drop-down list. This field is the code that identifies the reason for the event. For a list of valid values, see the EPIC Status Codes.

Event Code that Permits Change Field Instruction

Event Code that Permits Change

Enter the appropriate event code. For a list of valid values, see the Event Code That Permits Change Table.

Extra Withholding Field Instruction

Enter the amount in dollars and cents to be withheld each pay period in addition to the amount withheld in accordance with the tax formula. This field has a 7-character limitation with two decimal places and a maximum dollar amount of 9999.99.

FEGLI Assignment Indicator Field Instruction

FEGLI Assignment Indicator

Select Yes or No from the drop-down list. This field indicates whether an employee has completed or has an RI 76-10, Assignment Form, on file.

FEGLI Assignment Indicator Field Instruction

FEGLI Assignment Indicator

Select Yes or No from the drop-down list. This field indicates whether an employee has completed or has an RI 76-10, Assignment Form, on file.

FEGLI Cov Amount Field Instruction

FEGLI Cov Amount

Enter the amount of basic insurance coverage for an employee who is covered under Federal Employees’ Group Life Insurance. The amount recorded in this field does not include additional optional insurance coverage amount.

FEGLI Coverage Code Field Instruction

FEGLI Coverage Code

Select the code that identifies if the employee is eligible for participation in Federal Employees' Group Life Insurance (FEGLI) as authorized on the Standard Form (SF) 2817, Life Insurance Election, from the drop-down list. If eligible, the code indicates whether: The employee waived coverage or is covered by basic life only.

Has elected coverage under one of the optional insurance plans as well as the basic. For a list of valid codes, see the FEGLI Coverage Table.

FEGLI Desig Ben Indicator Field Instruction

FEGLI Desig Ben Indicator

Select Yes or No from the drop-down list. This field indicates whether an employee has a Form SF-2823, Designation of Beneficiary, on file.

FEGLI Post-Election Basic Insurance Amount Field Instruction

FEGLI Post-Election Basic Insurance Amount

This field indicates the FEGLI Post-election Basic Insurance Amount when an employee has elected partial living benefits. This amount will not change in the future. This field is populated when living benefits partial NOAC 806 is provided. Enter the amount (XXXXXX.XX).

FEHB Cov Code Field Instruction

FEHB Cov Code

Select the code that identifies the employee’s eligibility for participation in Federal Employees Health Benefits (FEHB), and if eligible, whether they are participating from the drop-down list.

Employees who resign or terminate under Nature of Action Code (NOAC) 312, Resignation in Lieu of Involuntary Action, or NOAC 356, Termination-Involuntary, may be eligible for discontinued service retirement. These employees may be eligible to transfer their FEHB coverage to the Office of Personnel Management (OPM) if the conditions required for continuation of FEHB enrollment have been met. For a list of valid codes, see the FEHB Coverage Table (on page 402).

Must be completed for retirement, death, resignation in lieu of involuntary action, and involuntary termination actions. Must be blank for other separation actions.

Enter the required remarks codes. See Remarks Tab (on page 132).

FERS Election Date Field Instruction

FERS Election Date

Select the date from the calendar icon. This field is the date on which the employee who is not automatically covered by FERS chooses to elect FERS coverage. This field only applies to employees who are not automatically covered by FERS under certain circumstances. This field is related to the FERS indicator field.

FERS Indicator Field Instruction

FERS Indicator

Select data from the drop-down list. This field is used to indicate an employee’s election or non election of FERS coverage. This field applies to employees not automatically covered by FERS, but are eligible under certain circumstances. The valid values are:

Yes
No
0 through 09

FERS Indicator Field Instruction

FERS Indicator

Select data from the drop-down list. This field is used to indicate an employee’s election or non election of FERS coverage. This field applies to employees not automatically covered by FERS, but are eligible under certain circumstances. The valid values are:
Yes
No
0 through 09

FERS Prev Cov Ind Field Instruction

FERS Prev Cov Ind

Enter a Y or N to indicate if the employee was previously covered under FERS.

FICA Coverage Indicator 1 Field Instruction

FICA Coverage Indicator 1

Select Yes or No from the drop-down list.

This field indicates if an employee is (1) an inmate working in the US Penal Institution, (2) a student as defined in 5 U.S.C. 5351, or (3) an individual serving on a temporary basis in case of fire, storm, earthquake, flood, or other similar emergency. This field will be used in retirement coverage determination.

FICA Coverage Indicator 2 Field Instruction

FICA Coverage Indicator 2

Select Yes or No from the drop-down list.

This field indicates if the employee is returning to duty after a detail to an international organization under 5 USC 3343 or being re-employed after transfer to an international organization under 5 USC 3581 is being restored to duty under the provision of Chapter 43 of Title 38, US Code, after performing service as a member of a uniformed service is being re-employed after employment by a tribal organization to which Section 105(e)(2) of the Indian Self Determination Act applies. This field will be used in retirement coverage determination.

Field Value Field Instruction

Field Value

030 Master File Change

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.

120 Multi-Element Update

Enter the value that corresponds with the selection made on the Select a Field to be Updated field.

Final Field Instruction

Final

This radio button is selected as a default or select the Interim radio button if an interim payment is being entered for an employee who is not separating but must be paid the compensatory time payment due to regulation and/or policy. This field designates that a final compensatory time payment will be processed for an employee separating from Federal service. The separations action must be entered to pay a final payment.

First Line Street Address Field Instruction

First Line Street Address

Enter the first line street address.

First Name (Family Members) Field Instruction

First Name

Enter the first name of the family member.

First Name (Personnel Contact) Field Instruction

First Name

Enter the first name of the contact in the personnel office. The personnel contact information pertains to the person that should be contacted for questions.

First Name Field Instruction

First Name

Enter the employee’s first name. If the employee has two or more first names or initials (e.g., John Paul or JP) and each is to be shown, use a space to separate the two names. Do not include titles, such as Mr., Mrs., Ms., Dr., Prof., etc., as part of the name. Do not use any type of punctuation (e.g., hyphen, period) in any part of the name. A space counts as one character. For long names, the employee should decide on an abbreviation.

First Name Field Instruction

First Name

First Payment Amount Field Instruction

First Payment Amount

Enter the first severance payment amount in dollars and cents only if it differs from the Severance Amount (per pay period) field; otherwise, leave blank. When an employee separates in the middle of a pay period, the first payment is a partial payment. If a late action is processed, the first payment may include multiple payments.

First Year Savings Field Instruction

First Year Savings

Enter the monetary amount of the first year savings as a result of implementing the suggestion. Required field for tangible benefits only.

FlatTax Rate Field Instruction

Flat Tax Rate

Required field.

Select the applicable radio button. The default for this field is No.

Yes - The Federal income tax is based on the current withholding rate.

No - The Federal income tax is based on the database withholding rate, do not pay flat tax rate, pay at the database withholding rate. If No is selected, the Federal tax formula will be used to calculate Federal tax withholding for the lump sum payment based upon the current Form W-4.

From Date Field Instruction

From Date

Enter the date or select a date from the calendar icon.

From Date Field Instruction

From Date

Enter the date or select a date from the calendar icon.

Front End System Interface (FESI) Field Instruction

Front End System Interface (FESI)

Select this radio button if the report should reflect transactions that originated at the Agency that batch transmits data to PPS for processing.

Frozen Service Field Instruction

Frozen Service

Enter the total years and months of civilian and/or military service, creditable for calculation of the Service Computation Date for leave, at the time the employee first becomes covered by FICA and CSRS (retirement coverage codes C and E) or by Federal Employees Retirement System and FICA (retirement coverage codes K, L, M, or N).

The first two positions must be 00 through 99 (number of years); last two positions must be 01 through 12 (number of months).

Retirement Plan code cannot be 4 or 5.

Grade Field Instruction

Grade

Enter the grade of the position.

Grade Field Instruction

Grade

Enter the grade of the position.

Grade Field Instruction

Grade

Enter the grade of the position.

History Correction Field Instruction

History Correction

Select this radio button if the report should reflect transactions created from HCUP.

History Position Data Field Instruction

History Position Data

History Position Data groups a series of fields that are populated from PMSO when PMSO Key group is completed. These fields can only be modified in PMSO.

Holiday Rate Field Instruction

Holiday Rate

Enter the hourly holiday rate for a cooperative type employee when the holiday rate is not based on basic pay because the cooperator pays part of this rate.

Do not complete either field if the Agency has agreed to pay all overtime or holiday pay. Do not complete for reemployed annuitants.

Hourly Rate Start Date Field Instruction

Hourly Rate Start Date

Enter the hourly rate start day in MM/DD/YYYY format or select a date from the calendar icon. The following are conditions for the Start Date:

Holidays are included as regular works days in the projected dates. The dates must be later that the separation action effective date.

Do not complete for an interim lump sum payment.

Hours Applicable to Last Day of LSP Field Instruction

Hours Applicable to Last Day of LSP

Enter the number of hours that are applicable to the last day of the lump sum payment. This field is entered as hours and quarter hours. The quarter hour valid values are:

Hours Balance Field Instruction

Hours Balance

Enter the amount of hours remaining, if applicable.

Note: This field is completed, if not entering total dollars or hours, to indicate appointment limit balance.

Hours Charged Field Instruction

Hours Charged

Enter the hours of time that should be paid.

Hours Total Field Instruction

Hours Total

Enter the total number of hours, if not entering total dollar or days, to indicate appointment limit.

Instructional Program Field Instruction

Instructional Program

Enter the employee’s official education record which includes the major field of study beyond high school. Refer to Office of Personnel Management instructions for valid codes. Table Management System (TMGT) Table 036 also has a list of valid codes. For a list of school codes, see TMGT Table 025, field AD-350-Blk-Number 097 through 101 and 390.

Complete when education level is 06, 10, or 13 and above.

To enter the school code for the primary and secondary education records, select the Education Documents folder from the list of Payroll Actions on the New Document Selection menu.

Instructional Program Field Instruction

Instructional Program

Complete when education level is 06, 10, or 13 and above.

To enter the school code for the primary and secondary education records, select the Education Documents folder from the list of Payroll Actions on the New Document Selection menu.

Intangible Benefits Field Instruction

Intangible Benefits

Enter 1 if the value of a cash award is based on intangible benefits.

Interim Field Instruction

Interim

Select the Interim radio button if an interim payment is being entered for an employee who is not separating but must be paid the compensatory time payment due to regulation and/ or policy. A separation action should not be processed for an interim payment.

IP # Field Instruction

IP #

Enter the individual position number for the position the employee is occupying. The detail individual position number must be different than the incumbent position individual number in PMSO. The position must be active and vacant in PMSO when an employee is being placed in the position.

Is Employee a Resident of City Where Employed? Field Instruction

Is employee a resident of city where employed?

Select the applicable radio button.

Yes - The employee is a resident of the city where employed.

No - The employee is not a resident of the city where employed.

Is this Collection for an Agency Contribution Only? Field Instruction

Is this Collection for an Agency Contribution Only?

Select Yes or No from the drop-down list.

Is This a Retroactive Adjustment for an Employee Not Previously Enrolled in FEHB Field Instruction

Is this a retroactive adjustment for an employee not previously enrolled in FEHB

Select data from the drop-down list. Select Yes if the effective date of the registration or change is prior to the processing pay period and the employee is not enrolled in FEHB. Yes indicates an automatic deduction for a lump sum payment in one pay period for the total FEHB debt owed.

Select No if the employee was ever enrolled in FEHB and requires a retroactive adjustment. No indicates the past due FEHB costs will be prorated.

PPS only adjusts back to the effective date of the last action. If a personnel action with a date after the effective date of the FEHB enrollment has been processed, the system will only adjust back to the date of the personnel action. Automatic adjustments are not made back to the date of enrollment. Hence, an AD-343 in DOTSE for the prior to the last personnel action must be entered.

Is This SF-2809 Adding or Removing Non-Tax Dependent Stepchildren of a Domestic Partner? Field Instruction

Is This SF-2809 Adding or Removing Non-Tax Dependent Stepchildren of a Domestic Partner?

Select Yes or No from the drop-down list.

Last Name Field Instruction

Last Name

Enter the last name by which an employee is known or designated on all official transactions. Last name must contain at least two alpha characters. Enter items such as Jr., Sr., III, etc. one space after the last name. If more than one space, the additional item will not print on the Standard Form (SF) 50-B, Notification of Personnel Action. If the employee has a two-part last name (i.e., Smith Martin), use a space to separate the two parts. Do not use any type of punctuation (e.g., hyphen, period) in any part of the name. A space counts as one character. For long names, the employee should decide on an abbreviation. To change the name, select the Changes folder from the List of Personnel Actions. In the Changes folder, select 780 Name Change.

Last Name (Family Members) Field Instruction

Last Name

Enter the last name of the family member.

Last Name (Personnel Contact) Field Instruction

Last Name

Enter the last name of the contact in the personnel office. The personnel contact information pertains to the person that should be contacted for questions.

Leave Ceiling Reason (75-Character Limit) Field Instruction

Leave Ceiling Reason

Enter the reason that an employee is allowed to have an annual leave ceiling higher than 240 hours.

Leave Transferred Field Instruction

Leave Transferred

This field is populated with the calculation based on the (Annual or Sick Leave). Prior Year Leave Balance, Current Year Leave Earned, Reduction in Credits, and Current Year Leave Taken fields. This field is read only and cannot be modified.

Leave Transferred Field Instruction

Leave Transferred

Legal Auth 1st Field Instruction

Legal Auth 1st

Enter the description of the law, Executive Order, regulation, rule, or other basis that authorizes the personnel action. For Federal pay increase, type the regulation (i.e., Reg.531.205) and the Executive Order Number (EON). Note: Agencies with special authorities must use the Agency-cited authority. For Senior Executive Service employees, Levels ES-1 through ES-5, the authority code is ZLM and the EON; Pay Plans SL and ST, the authority is ZLM, Reg.534.504, and the EON.

Legal Auth 2nd Field Instruction

Legal Auth 2nd

Enter the description of the law, Executive Order, regulation, rule, or other basis that authorizes the personnel action.

Level Field Instruction

Level

Enter the rating level. The rating Level value and Pattern value must be compatible. For a list of values values, see the Rating of Record Table (Level).

Local Field Instruction

Local

Enter the local code to be established. For more information, see TMGT, Table 10, Union and Association Code Address.

Local Field Instruction

Local

Enter the local code to be established. For more information, see TMGT, Table 10, Union and Association Code Address.

Location Code State Field Instruction

Location Code State

Select the drop-down arrow to select the applicable State.

Location Codes Field Instruction

Location Codes

This group identifies the location of the charitable contribution.

Losing/Gaining Department Field Instruction

Losing/Gaining Department

Enter the Federal Department or place of employment for an employee moving into or out of a Department. This field is completed with either the new Department code or a code from the Losing/Gaining Department Table. The Losing/Gaining Department Table is only used for those employees not transferring within the Federal Government. For employees transferring within the Federal Government, use a code from the list of codes displayed in Table 014. For employees who are transferring to places other than Department/Agencies, see Losing/Gaining Department Table. Complete for a transfer in accession or transfer out separation Nature of Action Code. If the transfer is for Departments serviced by the National Finance Center, enter the losing Department code on the accession action and the gaining Department code on the separation action.

LWOP or Furlough (Current Year) Field Instruction

LWOP or Furlough

Enter the number of Leave Without Pay (LWOP) or furlough hours during the leave year. The field quarter hour valid values are:

.00
.25
.50.75

LWOP or Furlough (Since Last WGI) Field Instruction

LWOP or Furluogh

Enter the number of LWOP or furlough hours since the last WRI. The field quarter hour valid values are:
.00
.25
.50
.75

Mail Room Field Instruction

Mail Room

This field is the mail room number for the employee. Enter the employee’s work mail room

location.

Married Field Instruction

Married?

Select a value from the drop-down list. Select Yes, if married, or No, if not married.

Maximum Percentage Field Instruction

Maximum Percentage

Enter the maximum percentage of disposable earnings allowed by law for child care and alimony biweekly deductions. Valid values are 50, 55, 60, and 65, (see 5 CFR Chapter1, subpart D, Paragraph 581.402, Maximum Garnishment Limitations, for additional information). For voluntary child care and alimony deductions, type 99.

Medicare A Field Instruction

Medicare A

Select this check box if the other insurance is Medicare A.

Select this check box if the family member is covered by Medicare Part A.

Medicare B Field Instruction

Medicare B

Select this check box if the other insurance is Medicare B.

Select this check box if the family member is covered by Medicare Part B.

Medicare D Field Instruction

Medicare D

Select this check box if the other insurance is Medicare D.

Select this check box if the family member is covered by Medicare Part D.

Meritorious Field Instruction

Meritorious

Select this radio button if the employee received a meritorious award.

Middle Initial Field Instruction

Middle Initial

Enter the middle initial of the family member, if applicable.

Middle Name Field Instruction

Middle Name

Enter the employee’s middle name, if applicable. If the employee has two or more middle names or initials (e.g., Ann Marie or AM) and each is to be shown, use a space to separate the two names or initials. Leave the middle name blank if the employee has no middle name or initial.

Mil Creditable Svc Day Field Instruction

Mil Creditable Svc Day

Enter the 2 position number of military creditable service days.

Mil Creditable Svc Mo Field Instruction

Mil Creditable Svc Mo

Enter the number of months of creditable service. This field is added for annual leave accrual purposes.

Mil Creditable Svc Yr. Field Instruction

Mil Creditable Svc Yr.

Enter the 2 position year of creditable military service. This field is the number of years of creditable military service used for annual leave accrual purposed.

Military Lost Days Field Instruction

Military Lost Days

Enter the number of military lost days.

Minus Sick Leave Field Instruction

Minus Sick Leave

Select the applicable radio button. The default field is No.

Yes - The employee is indebted for sick leave that is forgiven. The sick leave balance on the database must be negative hours.

No - The employee s indebted and the sick leave is not , and the debt must be paid. forgiven.

MR # Field Instruction

MR#

Enter the master record number for the position the employee is occupying.

MR # Field Instruction

MR#

Enter the master record number for the position the employee is occupying.

Name Field Instruction

Name

Enter the name of the payee receiving the allotment. Do not include punctuations, such as periods, commas, or parenthesis when entering the name.

Name (Family Members) Field Instruction

Name

This field is populated when the remaining fields are entered and the Insert link is selected.

Name (Recipient Information) Field Instructions

Name

Enter the name of the court official or recipient of the deduction. Do not include punctuations, such as periods, commas, or parenthesis when entering the name.

Nature of Action Field Instruction

Nature of Action

To search for transactions by nature of action code (NOAC), enter the NOAC or enter only the first digit. If you enter only the first digit, all NOACs beginning with that number will be displayed.

New Documents Field Instruction

New Documents

Select this box to run a report on all new transactions that are entered. These transactions are still in the Hold, Pending, or Incomplete in EPIC Web.

New Local or Lodge Code Field Instruction

New Local or Lodge Code

Enter a code for the new local or lodge for the transfer.

New Password Field Instruction

New Password

Enter your new password.

New Payroll Office or Retirement System Field Instruction

New Payroll Office or Retirement System

Enter the new payroll office or the retirement system, if applicable.

No (Adjustment Flag) Field Instruction

No

101 Health Benefits

Select this radio button if the employee was/is enrolled in a non-Federal health plan and requires a retroactive adjustment.

102 Life Insurance

Select this radio button if a retroactive adjustment is not necessary.

No (AUO) Field Instruction

No (AUO)

Select this radio button if the employee is ineligible for AUO. The defaults is this field selected.

No (Database Accounting Data) Field Instruction

No

Select this radio button if the accounting data is being entered on the document. The accounting data must be valid for the Agency and located in MASC.

No (Flat Tax Rate) Field Instruction

No (Flat Tax Rate)

Select this radio button if Federal tax is based on the database withholding rate, do not pay flat tax rate, pay at the database withholding rate. The default is this field selected. If this field is selected, the Federal tax formula will be used to calculate Federal tax withholding for the lump sum payment based upon the current Form W-4.

No (Minus Sick Leave) Field Instruction

No

Select this radio button if the employee is indebted and the sick leave is not forgiven, and the debt must be paid. The default is this field selected.

No (Resident of City) Field Instruction

No

Select this radio button if the employee is not a resident of the city where employed. The default is this field blank (neither button is selected).

No (Retain) Field Instruction

No

Select this radio button if the employee is not retaining the position. The default is this field selected.

No (Tax Deferred Code) Field Instruction

No

101 Health Benefits

Select this radio button if the 101 Health Benefits are tax exempt.

185 Flexible Spending Account

Select this radio button if the amount is taxed.

Non-Deferred Amount In Field Instruction

Non-Deferred Amount In

Enter the non-deferred amount in this field or type the percent in the Non-Deferred Percent field.

Non-Deferred Amount Out Field Instruction

Non-Deferred Amount Out

Enter the non-deferred amount out in this field or type the percent in the Non-Deferred Percent field.

Non-Deferred Deduction Amount Field Instruction

Non-Deferred Deduction Amount

Enter the taxable amount for non-Federal benefits in whole dollars. If this amount is entered, the other amount and percent fields are blank. If the document rejects in PINE, and the excess is allowed, select D on the Status drop-down.PINE.

Non-Deferred Deduction Amount Field Instruction

Non-Deferred Deduction Amount

Non-Deferred Dollar Amount Field Instruction

Non-Deferred Dollar Amount

Enter the dollar amount of the Roth basic pay. If the dollar amount is not applicable, enter a percent in the Percent of Basic pay field.

Enter the dollar amount of TSP Roth catchup contribution by pay period. This amount must be whole dollars. No cents or decimals can be entered in this field.

When the Special Employee Code is 01, 02, 03, or 08, 25 percent is calculated into the adjusted salary before determining the maximum deduction.

Non-Deferred Deduction Percent Field Instruction

Non-Deferred Deduction Percent

Enter the taxable percent for non-federal benefits. If this amount is entered, the other amount and percent fields are blank. If the document rejects in PINE, and the excess is allowed, select D on the Status drop-down.

Non-Deferred Percent In Field Instruction

Non-Deferred Percent In

Enter the percent in this field or type an amount in the Non-Deferred Amount field.

Non-Deferred Percent Out Field Instruction

Non-Deferred Percent Out

Enter the percent out in this field or type an amount in the Non-Deferred Amount field.

Non-Deferred Percentage of Basic Pay Field Instruction

Non-Deferred Percentage of Basic Pay

Enter the percent of Roth basic pay. If the percent is not applicable, enter the amount in the Dollar Amount field.

Non-Front End System Interface (Non-FESI) Field Instruction

Non-Front End System Interface (Non-FESI)

Select this radio button if applicable.

None Field Instruction

None

Select this radio button if the employee did not receive an award. The default is this field selected.

Number of Pay Periods Field Instruction

Number of Pay Periods

Enter the number of pay periods that the collection should be deducted.

Number of Payments Field Instruction

Number of Payments

Enter the number of payments to repay the loan.

Number of Persons Field Instruction

Number of Persons

Enter the number of persons included in the award.

Option 1 Field Instruction

Option 1

Enter the amount of Option 1. Must be in multiples of $25,000 and cannot exceed

$300,000. Cannot exceed five times the adjusted salary.

For FDIC only, this field cannot exceed $125,000 if the coverage amount is less than

$25,000.

If the coverage amount is between $25,000 and $50,000, this field cannot exceed

$250,000.

If the coverage amount is between $25,000 and $50,000, this field cannot exceed

$250,000.

Option 2 Field Instruction

Option 2

Enter the amount of Option 2.

Option 3 Field Instruction

Option 3

Enter the amount of Option 3.

Option Code Field Instruction

Option Code

Enter the applicable option code.

Optional Line for Check Mailing or DD/EFT Info Field Instruction

Optional Line for Check Mailing or DD/EFT Info

Enter any remark applicable to the allotment. This data is transmitted to the financial organization or printed on the check along with the payee’s name and address. The employee’s name is located on the bottom of the check along with a statement indicating an allotment check.

Other Deductions Field Instruction

Other Deductions

Enter the dollar amount to be calculated. This field is an eight-position field with two decimal places.

Other Dependents (in multiples of $500) Field Instruction

Other Dependents (in multiples of $500)

Enter the amount for other dependents in increaments of $500. This field defaults to $0.00 when not in use.

Other Income Field Instruction

Other Income

Enter the dollar amount for any additional amount not currently withheld. This field is a nine-postion field with two decimal places.

Other Insurance Information Field Instruction

Other Insurance Information

This group is information pertaining to other/supplementary insurance coverage.

Other Insurance Name Field Instruction

Other Insurance Name

Enter the name of the family member’s other insurance carrier, if applicable.

Other Insurance Policy Number Field Instructions

Other Insurance Policy Number

Enter the policy number of the insurance carrier listed in the Other Insurance Name field, if applicable.

Overtime Rate Field Instruction

Overtime Rate

Enter the hourly overtime rate for a cooperative type employee when the overtime rate is not based on the basic pay because the cooperator pays part of the overtime.

Package Status (HCUP Package) Field Instruction

Package Status

Select the down arrow to select the applicable package status. This field defaults to All History Packages.

Valid values are:

All History Packages
Applied History Packages
Incomplete History Packages
Released History Packages
Pending History Packages
Suspense History Packages

Password Field Instruction

Password

Enter your password.

Pattern Field Instruction

Pattern

Enter the rating pattern. The rating Pattern value and level value must be compatible. For a list of valid values, see the Rating of Record (Pattern).

Pay AUO Field Instruction

Pay AUO

Select the applicable radio button. The default field is No.

Yes - The employee is eligible for AUO.

No - The employee s ineligible for AUO.

Pay Basis Field Instruction

Pay Basis

Enter the pay basis for the salary the employee will receive for the position, which is fixed by law, regulation, or administrative action. For a list of valid codes, see the Pay Basis Table.

Must be blank for grade retention action.

Must be compatible with Basic Pay field (e.g., per annum salary must have Per Annum (PA ) pay basis).

Pay Code Field Instruction

Pay Code

Select the drop-down list to display the drop-down menu to select the action being taken. Valid Values are:

Process Award-Issue payment if applicable, updates Form W-2, Earnings & Leave Statement, IRIS/PINQ/Reporting Center, and SF 50b. (NOAC840/841 auth V3F will not generate payment.)

Document Award-Updates IRIS/PINQ/Reporting Center and SF 50b. Use this option if payment has already been issued by NFC Manual Pay/SPPS. This option will not update an employee’s Form W 2, Wage and Tax Statement, or Earnings & Leave Statement.

Pay Cola/Post Diff Field Instruction

Pay Cola/Post Diff

Select the applicable value from the list. the valid values are:

No - Do not pay COLA or Post Differential.
COLA - Pay COLA only.
Post Differential - Pay Non-Foreign Post Differential Only.
Post Diff & COLA - Pay both Non-Foreign Post Differential and COLA.

Foreign Post differential is not authorized in Lump Sum Payments. Foreign Post Allowance is authorized by the system cannot pay it automatically. Must submit an SPPS request for payment.

Pay Period (Reports) Field Instruction

Pay Period

Enter the pay period number.

Pay Period Field Instruction

Pay Period

Select the processing pay period number from the down arrow. Valid values are 01

through 27.

Pay Period Number In Field Instruction

Pay Period Number In

Enter the pay period number.

Pay Period Number Out Field Instructions

Pay Period Number Out

Enter the amount of the base pay. Enter the amount in dollars and cents using a decimal. (XXXXX.XX).

Pay Period Year Field Instruction

Pay Period Year

Enter the four position pay period year (XXXX) the transaction is effective.

Pay Period Year In Field Instruction

Pay Period Year In

Enter the pay period year.

Pay Period Year Out Field Instruction

Pay Period Year Out

Enter the pay period year.

Pay Plan Field Instruction

Pay Plan

Select the type of plan prescribed by law or another authoritative source that governs the compensation paid to an employee from the drop-down list. Each plan provides for a separate wage/pay scale that determines the scheduled rate(s) of pay which the employee is to receive, according to the grade and step. For a list of valid codes, see Table Management System, Table 025, AD-350, Personnel Block and Description. See the Pay Plan Table for specific information on which codes to use.

Must be compatible with the appointing authority.

Pay plan must be compatible with quality step increase.

Federal Wage System pay plan must be compatible with occupational series code in Position Management System Online.

Must be same as saved grade pay plan for grade retention termination.

Pay Plan Field Instruction

Pay Plan

Must be compatible with the appointing authority.

Pay plan must be compatible with quality step increase.

Federal Wage System pay plan must be compatible with occupational series code in Position Management System Online.

Must be same as saved grade pay plan for grade retention termination.

Pay Rate Determinant Field Instruction

Pay Rate Determinant

Enter the code that identifies whether the employee is receiving a rate of pay other than the regular rate for the position, and if so, identifies the legal and/or regulatory basis. For a list of valid codes, see the Pay Rate Determinant Table.

Payment Identification Field Instruction

Payment Identification

Enter any applicable payment information in this field.

Payment Refund Amount Field Instruction

Payment Refund Amount

Enter the amount of the payment.

Pending Document Field Instruction

Pending Document

Select this box to run a report on all transactions that are Pending in EPIC Web.

Percent of Annual Compensation for Services Performed Outside the City? Field Instruction

Percent of Annual Compensation for Services Performed Outside the City?

Enter the percentage of time spent outside the city if the employee performs 25 percent or more of the work outside the duty station city.

Percent (104 Thrift Savings Plan) Field Instruction

Percent

Enter the deduction percent if the amount to be deducted each pay period is to be based on a percentage. If this field is completed, do not enter an amount in the Amount field.

Note: A percentage can not be entered for Plan Code 05.For a list of values, see Non- Federal Thrift Savings Plan Deduction Percent Table.

Percent Field Instruction

Percent

Enter the deduction amount per pay period if the deduction is to be made as a percent. If this field is complete, leave the Deduction Amount field blank.

Enter the deduction percent if the amount to be deducted each pay period is to be based on a percentage. If this field is completed, do not enter an amount in the Amount field.

Note: A percentage can not be entered for Plan Code 05.

For a list of values, see Rating of Record (Pattern).

Percent of Annual Compensation for Services Performed Outside the City? Field Instruction

Percent of Annual Compensation for Services Performed Outside the City?

Enter the percentage of time spent outside the city if the employee performs 25 percent or more of the work outside the duty station city.

Percent of Basic Pay Field Instruction

Percent of Basic Pay

Enter the percent of basic pay. If the percent is not applicable, enter the amount in the Dollar Amount field.

Percentage of Base Pay Field Instruction

Percentage of Base Pay

Enter the percentage of base pay to be paid for foreign language allowance. The valid values are:

Percentage of Earnings (Arrears) Field Instruction

Percentage of Earnings

Enter the arrears percentage of disposable income to be deducted each pay period.

Percentage of Earnings (Court) Field Instruction

Percentage of Earnings

Enter the court ordered percentage.

Personnel Contact Field Instruction

Personnel Contact

Enter the area code and phone number of the personnel office contact.

Personnel Contact Field Instruction

Personnel Contact

Enter the area code and phone number of the personnel office contact.

Personnel Office Identifier (HCUP Package) Field Instruction

Personnel Office Identifier

Enter the four-position POI.

Personnel Office Identifier Code Field Instruction

Personnel Office Identifier

Enter the Personnel Office Identifier (POI) to search for transactions for a specific personnel office.

Phone Field Instruction

Phone

Enter the employee’s work telephone number starting with the area code.

Phone Field Instruction

Phone

Enter the employee’s work telephone number starting with the area code.

Physical Room Field Instruction

Physical Room

Enter the employee’s work physical room number.

Plan Code Field Instruction

Plan Code

Enter the Plan Code. For a list of valid values see the applicable table:

Non-Federal Life Insurance Plan Code Table Non-Federal Flexible Spending Account Table Non-Federal Retirement Plan Table

Non-Federal Thrift Savings Plan Code Table

Plan Code Field Instruction

Plan Code

Enter the Plan Code. For a list of valid values see the applicable table: Non-Federal Life Insurance Plan Code Table

Non-Federal Flexible Spending Account Table Non-Federal Retirement Plan Table

Non-Federal Thrift Savings Plan Code Table

PMSO Agency Field Instruction

PMSO Agency

Enter the Agency to which the employee is assigned. The Agency code may be different than the OPM assigned Agency code. If different, the OPM assigned code is reported in Central Personnel Data File (CPDF) and printed on the SF-50B; the NFC assigned code is shown on all other output. This field is the first level of organizational structure code.

A split T&A may be required if the effective date of the change action is other than the first Sunday of the pay period.

Must match first level of organizational structure code.

PMSO Department Code Field Instruction

Dept

Enter the Department code to which the employee is assigned.

PMSO Grade Field Instruction

PMSO Grade

Enter the grade of the position.

PMSO IP# Field Instruction

PMSO IP#

Enter the individual position number for the position the employee will occupy.

The detail individual position number must be different than the incumbent position individual number in PMSO.

The position must be active and vacant in PMSO when an employee is being placed in the position.

PMSO Key Field Instruction

PMSO Key

The PMSO key groups the following fields: Dept, Agency, POI, Grade, MR #, and IP # for a position. All data elements in the PMSO Key group must be identical to the PMSO key data elements in PMSO except for the position classification code, which is entered on the personnel action only.

PMSO MR# Field Instruction

PMSO MR#

Enter the master record number for the position the employee will occupy.

PMSO POI Field Instruction

POI

Enter the Agency’s POI. The POI identifies the personnel office to which the position is

assigned.

POI (Personnel Office Identifier) Field Instruction

POI (Personnel Office Identifier)

Enter the Agency POI code that identifies an Agency personnel office. The POI identifies the personnel office to which the employee is assigned.

POI (Reports) Field Instruction

POI

Enter the 4-position POI. This field allows the report to be run at the POI level.

POI Field Instruction

POI

Enter the Agency POI code that identifies an Agency personnel office. The POI identifies the personnel office to which the employee is assigned.

POI Field Instruction

POI

Enter the Agency POI code that identifies an Agency personnel office. The POI identifies the personnel office to which the employee is assigned.

Policy Number Field Instruction

Policy Number

Enter the policy number of the other private insurance policy.

Position Occupied Field Instruction

Position Occupied

Enter the code that indicates if the position is in the competitive service, excepted service,

or Senior Executive Service. For valid values, see the Position Occupied Table. Codes 1 and 2 are system generated for all accession personnel actions based on the NOAC.

Must be 3 or 4 for SES employees.

Verify the Type Appointment and Tenure Codes are compatible with the Position Occupied Code when changing this code.

Pre-Tax Premium Field Instruction

Pre-Tax Premium?

This field defaults to Yes (the employee elects for PC-HC). The employee can only change this option to No during the annual Open Season or via a Qualified Life Event (QLE). This field indicates if the premium is deducted before or after tax deductions. For more information on Qualified Life Events, see Event Code That Permits Change Table.

The Open Season usually runs from mid-November to mid-December with an effective date in early January each year.

Prior Pay Period Adjustment Code Field Instruction

Prior Pay Period Adjustment Code

Enter 9 if deductions were made in error or if the cancellation notification was received after the revocation date; otherwise, leave blank.

Prior Year Leave Balance (AL) Field Instruction

Prior Year Leave Balance

Enter the prior year annual or sick leave balance.

Prior Year Leave Balance (SL) Field Instruction

Prior Year Leave Balance

Enter the prior year annual or sick leave balance.

Private Code Field Instruction

Private Code

Enter 1 for private employees who do not contribute to a Government retirement system. Enter 2 for public employees who contribute to a Government retirement system.

This field indicates if the employee contributes to a Government retirement system.

Private Ins Name Field Instruction

Private Ins Name

Enter the name of the private insurance company in which the employee is enrolled.

Probationary Period Start Date Field Instruction

Probationary Period Start Date

Enter the beginning date of a one year probationary (or trial) period. The system automatically removes the date after one year of creditable service. Also select the calendar to select the date.

Complete when tenure is 2 and type appointment is 01. Complete for type appointments 01, 02, 03, and 06 through 09.

Complete when the type appointment 01 or 06 and the tenure is 2. Must be blank for tenure 0 or 1.

Must be blank for tenure 3 with type appointment 08. Do not process a personnel action to remove the date.

Enter the effective date of the ascension if previous service is unknown. Cannot be later than effective date of action.

The Payroll/Personnel System generates the effective date of the action as the probationary period start date if a date is not entered for the following Nature of Action Codes:

Code - Description

100 - Career Appointment

101 - Career Conditional Appointment

140 - Reisinstatement-Career Appointment

141 - Reinstatement-Career Conditional Appointment 170 - Excepted Appointment

If this date is prior to the effective date of the accession, adjust the date to include any previous service which is creditable toward the probationary or trial waiting period. Do not adjust this date to include prior periods of nonpay status; this data must be entered as an Standard Form (SF) 1150, Record of Leave Data Transferred, payroll document. To enter SF 1150, select 160 Leave Data Transfer on the list of Payroll documents.

Processing Status List Field Instruction

Processing Status List

Select this radio button to run this report. After a selection is made in this field, the page is expanded with additional fields depending upon the selection made.

Processing Status Totals Field Instruction

Processing Status Totals

Select this radio button to run this report. After a selection is made in this field, the page is expanded with additional fields depending upon the selection made.

Puerto Rico Only: Personal Exemptions Field Instruction

Puerto Rico Only: Personal Exemptions

Enter the personal exemption being claimed.

Enter 0 if the employee marked none in Section A, Personal Exemptions, of the exemption form.

Enter 1 if the employee marked Complete or Half. Only Marital Status N can claim Half

personal exemption.

Quarters Deduction Field Instruction

Quarters Deduction

Quarters Deduction groups the Rate and Amount fields to show the amount deducted for quarters, utilities (in-kind allowances). For a list of valid codes, see the Quarter Deduction Table.

Quarters deductions are applicable to the following Agency codes only; 03, 11, 16, 17, 34,

54, 70, and 71.

Qualified children under age 17 (in multiple of $2,000) Field Instruction

Qualified Children under age 17 (in multiples of $2,000)

Enter the amount for qualified children in increments of $2,000. This field defaults to $0.00 when not in use.

Rate Field Instruction

Rate

Enter the code that identifies whether the quarters deduction amount is to be taxable or tax exempt. For a list of valid codes, see the Quarter Deduction Table.

Quarters deductions are applicable to the following Agency codes only: 03, 11, 16, 17, 34,

54, 70, and 71.

Complete if Amount field is completed.

Complete the quarters deduction amount and rate for a change in quarters personnel action.

Rate Field Instruction

Rate

Enter the code that identifies whether the quarters deduction amount is to be taxable or tax exempt. For a list of valid codes, see the .

Quarters deductions are applicable to the following Agency codes only: 03, 11, 16, 17, 34,

54, 70, and 71.

Complete if Amount field is completed.

Complete the quarters deduction amount and rate for a change in quarters personnel action.

Receipt Account Number Field Instruction

Receipt Account Number

Enter the receipt account number for the garnishment in the following format: Position 1-3 - 000

Position 4-5 - Type the deduction code. Select New from the drop-down list to enter a new Charitable contribution.

Position 6-12 - Agency Assigned Sequential Number.

Note: If the garnishment is for a State or local levy, type ST or LO in positions 11-12.

Recruitment Bonus/Student Loan Field Instruction

Recruitment Bonus

Enter the dollar amount of the recruitment bonus and/or student loan. This field is displayed on the following documents:

815 Recruitment Incentive 817 Student Loan Repayment

984 Share of Equivalent Increase

Recredited Hours Field Instruction

Recredited Hours

Enter the number of recredited hours. This field is entered as hours and quarter hour. The quarter hour valid values are:

Reduction in Credits Field Instruction

Reduction in Credits

Enter the number of hours the annual or sick leave is to be reduced.

Reduction in Credits Field Instruction

Reduction in Credits

Enter the number of hours the annual or sick leave is to be reduced.

Relationship Field Instruction

Relationship

Select data from the drop-down list. This field is the relationship of the family member to the employee. The valid values are:

Spouse
Adopted Child
Foster Child
Step Child
Unmarried Dependant Child Under 22
Unmarried Disabled Child Over 22

Relocation Bonus Field Instruction

Relocation Bonus

Enter the dollar amount of the relocation bonus. This field is displayed on the following document:

816 Relocation Incentive.

Remark (234-Character Limit) Field Instruction

Remark

Enter remarks if an Event Code is entered.

Remark Code Field Instruction

Remark Code

The required remarks codes are system generated based on the NOAC entered in the Code field; Agency-entered optional remarks codes are system generated from the remark code entered in the Detail Remark field.

Note: Remark code 499 + can only be used once per document.

Restored A/L Hours Paid Field Instruction

Restored A/L Hours Paid

Enter the total number of hours to be paid. The hours must agree with the hours on the database. This field is entered as hours and quarter hour. The quarter hour valid values are:

Retain Field Instruction

Retain

Select the applicable radio button. The default is No.

Yes - The employee is retaining the position.

No - The employee is not retaining the position.

Retain Field Instruction

Retain

Select the applicable radio button. The default is No.

Yes - The employee is retaining the position.

No - The employee is not retaining the position.

Retained Expd Field Instruction

Retained Expd

Enter the date the rate expires. You can also select the calendar icon to select the date.

Retained Information Field Instruction

Retained Information

Information pertaining to the position being retained when the employee is eligible for grade retention. Complete these fields when the salary record (Information/Research Inquiry System Program IR101) does not reflect the retained information.

Retention Percent Field Instruction

Retention Percent

Enter the percentage rate for the retention bonus. This field is displayed on the following documents:

827 Retention Incentive 810 Change in Differential 890 Misc Pay Adj

894 General Adjustment

896 Group Increase

897 Pay Reduction

Retirement Plan Field Instruction

Retirement Plan

Select the the code for the civilian retirement system(s), to which deductions from an employee’s pay are credited, based on civilian employment by the U.S. Government or the District of Columbia from the drop-down list. For a list of valid codes, see the Retirement Plan Table.

Routing Number Field Instruction

Routing Number

Enter the financial organization’s routing number. The first 2 positions must be 01 through

12, 21 through 32, or 90 through 91.

Salary Share Amount Field Instruction

Salary Share Amount

Enter the portion of the employee’s annual salary which is being paid by a non-Federal organization, the Civil Service Retirement System, or the Federal Employees Retirement System fund.

PPS automatically reduces the amount of the annual basic pay by the amount entered in this field and computes the amount to be paid. An employee whose salary is paid entirely by a source other than the Agency or whose salary is insufficient to meet the deductions for personal benefits is paid manually.

Must be less than annual scheduled salary amount. Must be 1, 2, 4, or 5 for cooperative type employees.

Must be entered as an hourly amount for the 22 days of military offset leave (999.99 maximum). The salary share amount is calculated by subtracting the Department of Defense (DoD) hourly salary rate from the hourly salary rate paid by the NFC PPS. The Agency personnel office can obtain the DoD hourly salary rate from the employee’s military orders in the employee’s Official Personnel File. The NFC hourly salary rate is displayed on the Payroll/Personnel Inquiry System program PQ32, Payroll Inquiry, in the Hourly Rate field for each pay period affected by the calculation. This calculation is made by the Agency personnel office. The employee’s timekeeper should use transaction code 68, Emergency Military Leave, in order for the employee to be paid for the 22 days of military leave offset.

Salary Share Amount Field Instruction

Salary Share Amount

Enter the portion of the employee’s annual salary which is being paid by a non-Federal organization, the Civil Service Retirement System, or the Federal Employees Retirement System fund.

Must be less than annual scheduled salary amount. Must be 1, 2, 4, or 5 for cooperative type employees.

Salary Share Code Field Instruction

Salary Share Code

Enter the source which shares with the Agency in paying the employee’s salary. For a list

of valid codes, see the Salary Share Table.

Scale Field Instruction

Scale

Enter the appraisal scale rating code. Valid values are:

See the Record of Rating (Pattern) status code table for further description of the values.

SCD Leave Field Instruction

SCD Leave

Enter the date which reflects all service creditable for earning annual leave. You can also select the calendar icon to select the applicable date.

SCD Retirement Field Instruction

SCD Retirement

Enter the date which reflects all service creditable for retirement purposes. You can also select the calendar icon to select the applicable date.

Must be blank for retirement plans other than Civil Service Retirement System or Federal Employees Retirement System (coverage codes 2, 4, 5, J, X).

Must be completed if different than Service Computation Date Leave. Cannot be later than effective date of action.

System generated for Nature of Action Codes 100, 140, 141, and 170.

SCD RIF Field Instruction

SCD RIF

Enter the Service Computation Date (SCD) for reduction-in-force purposes. You can also select the calendar icon to select the date.

Cannot be later than effective date of action.

Complete if the type appointment is changing from temporary to permanent. Complete if the tenure is changing to 3 and the type appointment is changing to 9. Must be at least 16 years but not more than 90 years from the date of birth.

Must be blank for type appointment codes 04 and 09.

Do not complete if same as SCD-Leave; the system will generate the date from the SCD- Leave field. Conversely, complete the SCD-RIF if different than SCD-Leave.

SCD TSP Field Instruction

This field has been updated with current retirement codes.

SCD TSP

When a date is entered in the SCD TSP field, the data in the Retirement Coverage field must one of the following FERS coverage codes:

I-FERS (Congressional) (Federal Insurance Contribution Act (FICA))
K-FERS and FICA
L-FERS and FICA (air traffic controllers)
M-FERS and FICA (special)
N-FERS and FICA (reserve technicians)
P-Foreign Service Pension System (FSPS) and FICA

SCD WGI Field Instruction

SCD WGI

Enter the date from which service is to be credited toward the employee’s next within-

range salary increase.

Must be at least 16 years but not more than 90 years from the date of birth. Cannot be later than effective date of personnel action.

Must be blank for Pay Plans AL, CA, EC, ED, EE, EF, EH, EI, GG, GS, ST, IS, LE, LG, NF,

SP, TR, and VG when the type appointment is 04 or 09.

Exception: This does not apply for accessions with authority code XAM.

Must be blank for Federal Wage System employees in pay plans HG, HL, or HS and the type of appointment code is 04 or 09.

Complete when the employee is not in the top of the step.

If previous Government service is unknown, enter the effective date of the action.

Must be zeros for grade retention if the employee is ineligible for a within-range increase. System generated for Nature of Action Codes 100, 101, 102, 103, 104, 140, 141, and 170.

School Code Field Instruction

School Code

Enter the school code for the degree or certificate. For a list of school codes, see TMGT Table 036, School Identification. A report may be run by using the R option on TMGT Table 036.

Second Line Street Address Field Instruction

Second Line Street Address

Enter the second line street address, if applicable.

Second Line Street Address Field Instruction

Second Line Street Address

Enter the second line street address, if applicable.

Select a Field to be Updated Field Instruction

Select a field to be updated

Use the scroll bar to find the applicable value.

Select an Originating System Field Instruction

Select an orginating system

Select the applicable button.

Non-Front End System Interface (NON-FESI) - Select this button if applicable.

Front End System Interface (FESI) - Select this button if the report should reflect transactions that originated at the Agency that batch transmits data to PPS for processing. History Correction - Select this button if the report should reflect transactions created from HCUP.box to run a report on all transactions that are entered with future dates.

Employee Self-Service - Select this button to run a report of transactions entered through Employee Self-Service (ESS).

Select Document Types Field Instruction

Select document types

Select from the following options:

Applied Documents - Select this box to run a report on all transactions that have applied in PPS database.

New Documents - Select this box to run a report on all new transactions that are entered. These transactions are still in the Hold, Pending, or Incomplete in EPIC Web.

Future Documents - Select this box to run a report on all transactions that are entered with future dates.

Pending Documents - Select this box to run a report on all transactions that are Pending

in EPIC Web.

Suspense Documents - Select this box to run a report on all transactions that have failed the PINE edites and have the status of Unapplied.

All - Select this box for all of the above.

Select the Sort Order Field Instruction

Select the sort order

Select the applicable button.

User Id Effective PP Status Code SSN

Doc Type

Servicing Agency (HCUP Package) Field Instruction

Servicing Agency

Enter the two-position servicing Agency code.

Servicing Agency (Reports) Field Instruction

Servicing Agency

Enter two-position servicing Agency code. This field allows the report to run at the Servicing Agency level when the Agency is serviced by another Agency.

Servicing Agency Field Instruction

Servicing Agency

Enter the Agency code of the servicing Agency to search for transactions for an Agency serviced by another Agency.

Sex Field Instruction

Sex

Select the applicable radio button for the employee’s sex.

Sex (Family Members) Field Instruction

Sex

Select the sex of the family member.

Special Employee Field Instruction

Special Employee

Select the code that identifies employees belonging to special categories of pay processing not accommodated in any other portion of Payroll/Personnel System from the drop-down list. Data in this block also assists Agency personnel offices in the preparation of certain output listings and reports. For a list of valid codes, see the Special Employee Table. A split T&A may be required if the action is effective other than the first Sunday of the pay period.

Special Employment Program Field Instruction

This topic has been updated to display the information in table format.

Special Employment Program

Select the code that identifies employees in special employment programs from the drop- down list. Below is a table of the special employment programs code with the appropriate work schedule and employee type.

Work Schedule	Employee Type
AD	AD 720 Hrs A/L Ceiling
AF	US Aid Fs 5-Yr Appts
AM	US Aid Foreign Srv Ret
AT	Assistant US Trustee
BC	Fp Contract Emplyee
CR	Category Rating
C1	Co-Asst Deg Prgm-Sch. A
C2	Co-High School Prgm-Sch. A
C3	Co-BS-Sch. B
C4	Co-Grad Masters-Schb
C5	Co-Asst Degree-Schd B
C6	Co-Grad Phd-Sch B
C7	Co-Grad Other Schd B
C8	Co-High Schl-Schd B
C9	Coop-Votech-Schd B
D1	Upward Mobility Pro
D2	Detail Non-Reimbursable
D3	Detail Reimbursable
D4	Detail to Internat'l Org
D5	Dist Dir Cand Dev Prgm

Work Schedule	Employee Type
EH	Srved Exe Human Rces Off
E1	Fema-2 Year Core
E2	Fema-2 Year Katrina Core
E3	Fema-4 Year Core
E4	Fema-Pft Budget Allocated
E5	Fema-Disaster Area Emp
F1	Prep File Pl Pos Temp
F2	Prep Fire Pl Pos Permt Sea
F3	Prep File Pl Pos Per FT
F4	Fuel Fire Pl Pos Temp
F5	Fuel Fire Pl Pos Permt Sea
F6	Fuel Fire Pl Pos Permt FT
GS	Survivor of Retired Cg
G1	Attorney
G2	Law Clerk
G3	Expert/Consultant
G4	Accounting Fellow
G5	Outstanding Scholar
G6	Const Under 31 Usc 731(E)(1)
G7	Comptroller General
G8	Student Intern
HT	Housing Technician
IJ	Immigration Judge
IP	Intern Program
MC	Marshals Service Contractor
MS	Mil Spouse Tax Processing
NC	NO Cola
NR	NAFI Retirement Coverage

Work Schedule	Employee Type
N0	NOAA Dr. N Foster Schol Pro
N1	NOAA Atmos Coop Sc Center
N2	NOAA Even Coop Sc Center
N3	NOAA Env Coop Sc Center
N4	NOAA Rmte Sensing Coop Sc Ctr
N5	NOAA Tech Coop Sc Center
N6	NOAA Env Entrepreneurship Pro
N7	NOAA Graduate Sciences Program
N8	NOAA Undergraduate Schol Prog
N9	NOAA Et F. Hollings Schol Prog
OA	Dea Agt Hired Und Sche A(C)(1)
OB	Dea Agt (1811) Hired Und Sch B
OC	USA/USM Serv Temp Court Appt
OG	Hired Und A(G)-40%/Gs03/01
OH	Atys Hired Ag Honor Rruit Prg
OU	Atys Hired As Spec Asst To Ag
PC	Sch D Pos Excted Fr Comp Serv
PD	Worker Trainee Opporty Prgm
PN	GS-16, 17, 18 Frm Rep Und Sch C
PP	Part-Time Professional
PZ	Prez Appt, By Senate Const
P1	Student-Sec. 213.3012(P)
Q1	Student-Sec. 213.3012(Q)
RC	Retired Foreign Serv Officers
SA	Sr Anal-360 Hrs A/L Ceiling
SB	Jr. Prof. Staff Trg Pgm.
SC	Post Doctoral Research Prog
SH	Summer Hires

Work Schedule	Employee Type
SL	Summer Law Clerk
S1	Faculty Member College/Univ
S2	High Schl Teacher (212.3102A)
S4	Summer Ot Incl Sci Comp Wnrs
S7	Grp III-Summer-Grad Student
S8	Mentall Retrd (213.3012T)
S9	Severly Hndcpd (213.3012U)
TA	TSA Exec Resources Services
TP	US Sret Serv Uni Div Tech Pay
T2	Trained Und Ini Procur Contr
UT	United States Trustees
V1	Volunteer-High School
V2	Volunteer-Trade School
V3	Volunteer-Vocatl/Tech Schl
V4	Volunteer-2-Year College
V5	Volunteer-College
V6	Volunteer-Graduate School
V7	Volunteer-Other
V8	Americorps Member
WL	ES/SL/ST w Loc Pay Non-For
ZZ	Unique Tax Processing
00	Not Applicable
01	Part/T Bls Field Econ. Asst
02	Chemical Engineering
03	Electrical Engineering
04	General Engineering
05	General Chemistry
06	Electronics

Work Schedule	Employee Type
07	Mechanical Engineering
08	Organic Chemistry
09	Physics
10	Civil Engineering
11	Metallurgical Engineering
12	Ipa Ceiling Exempt
13	Agricultural Engineering
14	Food Technology
15	Mining Engineering
16	Industrial Engineering
17	Geological Engineering
18	Aeronautical Engineering
19	Marine Technology
20	Ceramic Engineering
21	Petroleum Engineering
22	Nuclear Engineering
23	Engineering Physics
24	Horticulture
25	Biology
26	Biomedical Engineering
39	Apprentice Trainee Program
40	Mixed Tour
41	Sch A 213.3102 (LI)
42	Sch A 213.3102 (u)-ID
43	Sch A 213.3102 (u)-PD
44	700 Hr Tri, 5 Cfr 316.402/316
45	Temp, 5 Cfr 316.402(B)(5)
46	Sch B, 5 Cfr Sch A 213.3102 (K)

Work Schedule	Employee Type
47	Summer Intern Prog College
48	National Scholars Program
51	DHS-CS Advisory Appointment
54	Student Temp Empt Prog Step
55	Summer Aid
56	Federal Summer Intern
57	Federal Junior Fellowship
58	Work Release Program
59	Veterans Readjustment
60	Appoint-Vet Under 5 Usc 3112
61	Viet Nam Era Veteran
62	Emp Cooperative Edu Prog
63	Worker Trainee Pgm Employee
64	Trainee
65	Rehab/Rehire
66	Remployed Annuitant
67	Spec Disability Appt
68	700Hour Disability Appointment
69	Presidential Mgmt Intern Prog
70	Worker Trainee In Dev
71	Air Traf Contrl-Secd Caer Tm
73	Cooperative Ed. Prog-HS
74	Coop Ed. ProgAssoc Degree
75	Students
76	Upwd Mobty Asgn Same Series
77	Upwd Mobty Asgn Diff Series
78	Summer Employment Program
80	Ses Candidate Dev Program

Work Schedule	Employee Type
81	Ses Sabbatical
82	Dev Ses Mobility Assgnmnt
88	Ipa-Out LT 50% Reimbursable
9A	Special Government Employee
9B	Displaced Employee
9C	Vocational Office
9D	Worker Trainee Opp Pgm (D.J.O.)
9E	Worker Trainee Opportunities
9F	Group III-Summer-Faculty
9G	Scfic Tech Professional Aids
9H	Administrative Fellowship Prog
9I	Eeo Recognition
9J	Grp II-Summer NonCritical 1-4
9K	Grp III-Summer-Other
9L	Grp IV-Trades and Labor
9M	Summer Exam Employment
9N	Student Trainee
9P	Public Service Career (Entry)
9Q	Public Serv Career (Upgrade)
9R	Graduate Students
9S	Meteorological Intern
9T	Science Intern
9U	Science Technician
9V	20/20 Work Study
9W	Graduate Scientist
9X	Group 1 Summer-Clerical 1-4
90	Lng Term Trng GT 120 Days Comp
91	Secretaries/Dept Heads

Work Schedule	Employee Type
93	Lng Term Trng-Comp Agy/Dept
94	Junior Technician Program
95	Com Sci Fellowship Program
96	Federal Exec Institute (FEI)
97	President's Exec Exch Prgm
98	Ipa-In
99	Ipa-Out 50%/More Reimb

Special Population Code Field Instruction

Special Population Code

Enter the code that defines the disposition of the individual position in Position Management System Online. For a list of valid codes, see the Position Classification Table.

SSN (Family Members) Field Instruction

SSN Family Member

Enter the family member's Social Security number.

SSN (Reports) Field Instruction

SSN

Select this radio button to sort report by SSN of the employee on the transaction.

SSN Field Instruction

SSN

Enter the employee's Social Security number.

SSN Participant (Family Members) Field Instruction

SSN Participant

This field is populated when the remaining fields are entered and the Insert link is selected.

Start Date Field Instruction

Start Date

Enter the start day in MM/DD/YYYY format or select a date from the calendar icon. The following are conditions for the Start Date:

Holidays are included as regular works days in the projected dates. The dates must be later that the separation action effective date.

Do not complete for an interim lump sum payment.

State Field Instruction

State

Enter the standardized abbreviation for the State or select the State from the drop-down list. Do not include punctuations, such as periods, commas, or parenthesis when entering the address.

State (Recipient Information) Field Instruction

State

Enter the two-position alpha State abbreviation code. Do not include punctuation, such as periods, commas, or parenthesis in the State.

State (Recipient Information) Field Instruction

State

Enter the two-position alpha State abbreviation code. Do not include punctuation, such as periods, commas, or parenthesis in the State.

State Code (Tax) Field Instruction

State Code

Select a State code from the drop-down list. The two-position numeric code and the 2- position alpha code are both displayed in this field.

Note: The State code on tax documents and duty station State must agree to begin tax deduction.

State Code (Tax) (CM) Field Instruction

State Code

Select a State code from the drop-down list.

The two-position numeric code and the 2-position alpha code are both displayed in this field.

Note: The state code on tax documents and duty station state must agree to begin tax deduction.

State Code Field Instruction

State Code

Enter the State code. The State code can be found on TMGT, Table 015, For APO, FPO, and DPO addresses, type 91 for America; 92 for Europe; 93 for Pacific.

State Code (ASC) Field Instruction

State Code

Enter the State code. The State code can be found on TMGT, Table 015, For APO, FPO, and DPO addresses, type 91 for America; 92 for Europe; 93 for Pacific.

State Field Instruction

State

Enter the standardized abbreviation for the State or select the State from the drop-down list. Do not include punctuations, such as periods, commas, or parenthesis when entering the address.

Station Field Instruction

Station

Enter the accounting station that will be charged for payment when the employing Agency is not charged.

Status Code Field Instruction

Status Code

Enter the code that indicates the disposition of a document. The valid values are H (hold); I (incomplete); R (release); S (suspense); W (waiting). For a complete list and explanation of status codes, see Appendix A. Status Code Tables.

Reports

Select this radio button to sort the report by status code period.

Remarks

The status codes are system generated to indicate if the remark description is complete or requires a literal.

If the status code is W (waiting remarks literal fill-in description), select code to display the remark code and description in the Detail area of the window.

Then go to the detail area and add the fill-in text in the Remark Description field. Repeat this process for each code with Status Code W.

If the status code is R (remark is ready for release), no action is needed.

Step Field Instruction

Step

Enter the specific step within a grade, level, class, rank, or pay band.

Student Loan Field Instruction

Student Loan

Enter the amount of the student loan. This field is displayed on the following document: 817 Student Loan Repayment.

Summary Rating Score Field Instruction

Summary Rating Score

Enter the rating of score. Must be 10 through 70 for DoC and 10, 20, or 95 for the National Institute of Standards and Technology. For a list of valid values, see the Performance Appraisal Summary Rating Score Table (DoC Only).

Sup/Managerial Probationary Period Required Field Instruction

Sup/Managerial Probationary Period Required

Enter the code that indicates whether a supervisory/managerial probationary period is required, served, or waived. For a list of valid codes, see the Supervisory Managerial Probationary Period Table.

Sup/Managerial Start Date Field Instruction

Sup/Managerial Start Date

Select the starting date for the supervisory/managerial probationary period, or for an Senior Executive Service probationary period. You can also select the calendar icon to select the date.

Must not be later than the effective date of the personnel action.

If previous service is unknown, enter the effective date of the action. An additional probationary period may not be required if previous service is creditable. A manual record should be recorded in these cases.

Supervisory code must be 1 or 3 if this field contains a date.

Supervisory Percent Field Instruction

Supervisory Percent

Enter the percentage rate for the supervisory allowance. This field is displayed on the following document:

810 Change In Differential

Suspense Document Field Instruction

Suspense Document

Select this box to run a report on all transactions that have failed the PINE edits and have the status of Unapplied.

Svc Oblig End Date 1 Field Instruction

Svc Oblig End Date 1

Select a date from the calendar icon. This field is the date the employee’s obligation date

expires. Complete this field if the Service Obligation Type 4 field is completed.

Svc Oblig End Date 2 Field Instruction

Svc Oblig End Date 2

Select a date from the calendar icon. This field is when the employee’s service obligation

is completed.

Svc Oblig End Date 3 Field Instruction

Svc Oblig End Date 3

Select a date from the calendar icon. This field is the date the service ends.

Svc Oblig End Date 4 Field Instruction

Svc Oblig End Date 4

Select a date from the calendar icon. This field is the date the employee’s obligation date

expires. Complete this field if the Service Obligation Type 4 field is completed.

Svc Obligation Type Cd 1 Field Instruction

Svc Obligation Type Cd 1

Select a code and reason from the drop-down menu. This field is the reason for the

employee’s service obligation. The valid values are:

01 - Training Received
02 - Student Loan Repayment
03 - Paid Move
04 - Relocation Incentive
05 - Recruitment Incentive
06 - Retention Incentive

Svc Obligation Type Cd 2 Field Instruction

Svc Obligation Type Cd 2

Select a code and reason from the drop-down list. This field is the reason for the

employee’s service obligation. The valid values are:
01 - Training Received
02 - Student Loan Repayment
03 - Paid Move
04 - Relocation Incentive
05 - Recruitment Incentive
06 - Retention Incentive

Svc Obligation Type Cd 3 Field Instruction

Svc Obligation Type Cd 3

Select a code and reason from the drop-down list. This field is the reason for the

employee’s service obligation. The valid value are:
01 - Training Received
02 - Student Loan Repayment
03 - Paid Move
04 - Relocation Incentive
05 - Recruitment Incentive
06 - Retention Incentive

Svc Obligation Type Cd 4 Field Instruction

Svc Obligation Type Cd 4

Select a code and reason from the drop-down list. This field is the reason for the

employee’s service obligation. The valid value are:
01 - Training Received
02 - Student Loan Repayment
03 - Paid Move
04 - Relocation Incentive
05 - Recruitment Incentive
06 - Retention Incentive

Tangible Benefits Field Instruction

Tangible Benefits

Enter 1 if the value of the award is based on tangible benefits; otherwise, go to the next field.

Tax Deferred Code Field Instruction

Tax Deferred Code

Select the applicable radio button. Yes - The amount is tax deferred. No - The amount is taxed.

Taxable Field Instruction

Taxable

Select the applicable radio button that indicates if the allowance is taxable or tax exempt. Select the Yes radio button if the allowance is taxable; select the No radio button if the allowance is tax exempt.

Temporary Employee Pay Full Premium Field Instruction

Temporary Employee Pay Full Premium?

Select Yes or No from the drop-down list. This field indicates that a temporary employee is required to pay both the Government share and employee share of FEHB premiums.

If the employee is in a temporary position and must pay both the employee share and Government share of the health benefits premium, select Yes.

If the employee is in a temporary position and previously held a permanent position which makes the employee eligible to pay only their share of the health benefit premium, select No. If No is selected, the document rejects in PINE for verification of full premium payments. When the document rejects, select I (Override Code) on the drop down if the employee is eligible to pay only the employee share of the health benefits premium. If the field was entered incorrectly, process payroll document type 030, Master File Change, and update the FEHB Part Time Coverage Code field.

Leave blank if the employee is not in a temporary position.

Tenure Field Instruction

Tenure

Select the retention group (for reduction in force purposes) in which the employee is placed, based on the type of appointment from the drop-down list. For a list of valid codes, see the Position Classification Table.

Third Line Street Address Field Instruction

Third Line Street Address

Enter the third line street address, if applicable.

To Date Field Instruction

To Date

Enter the date or select a date from the calendar icon.

To Date Field Instruction

To Date

Enter the date or select a date from the calendar icon.

To Field Instruction

To

Enter the ending date of the period covered by the award. You can also select the calendar icon to select the date.

Total Amount (Arrears PP Deduction) Field Instruction

Total Amount

Enter the total amount in arrears.

Total Amount (Court Cost PP Deduction) Field Instruction

Total Amount

Enter the total amount to be deducted per pay period that was ordered by the court.

Total Amount (Court Ordered PP Deduction) Field Instruction

Total Amount

Enter the court order amount ($0.00).

Total Amount (Flexible Spending Account/Severance Pay) Field Instruction

Total Amount

185 Flexible Spending Account

Enter the total yearly flexfund amount in dollars and cents, designated by the employee. If the amount is a whole dollar amount, type 00 in the last positions of the field. Bi-weekly deductions will be the total amount divided by the number of pay periods remaining in the plan year.

The amounts below apply to non-Federal benefits. The minimum amount for an account for most Federal Agencies is $250, and the maximum is $5000.

Below is a list of the minimum and maximum annual amounts for each dependent care account.

Agency-Department Care Minimum-Department Care Maximum ARC - $1 - $5000

FCA - $130-$5000 FCSIC - $130-$5000 FDIC - $100-$5000 OCC- $100-$5000

Below is a list of the minimum and maximum annual amounts for each health care account.

Agency-Health Care Minimum - Health Care Maximum ARC-$1-$5000

FCA-$130-$5000 FCSIC-$130-$5000 FDIC-$100-$2500 OCC-$100-$2500 RTC-$100-$2500

128 Severance Pay

Enter the total severance pay amount in dollars and cents. This field is the amount the employee is entitled to receive.

Total Amount Field Instruction

Total Amount

Enter the total amount to be paid.

Total Dependents and other Tax Credits Field Instruction

Total Dependents and other Tax Credits

Calculate the sum of the Qualifying Children, Other Dependents, other Tax Credits, and enter it in the open Total Dependents and other Tax Credits field.

Total Hours to be Paid Field Instruction

Total Hours to be paid

Enter the total amount of leave hours to be paid. The hours must agree with the hours on the database. This field is entered as hours and quarter hours. The quarter hour valid values are:

.00
.25
.50
.75.

Total Hours to be Paid Field Instruction

Total Hours to be paid

Enter the total amount of leave hours to be paid. The hours must agree with the hours on the database. This field is entered as hours and quarter hours. The quarter hour valid values are
.00
.25
.50
.75

Total Leave End Date Field Instruction

Total Leave End Date

Enter the total leave end day in MM/DD/YYYY format or select a date from the calendar icon. The following are conditions for the Start Date:

Holidays are included as regular works days in the projected dates.

The dates must be later that the separation action effective date. Do not complete for an interim lump sum payment.

Total Lines of Accounting Data Field Instruction

Total Lines of Accounting Data

This field is populated with the number of lines of accounting data listed on the Accounting Data page. If the Use Database Accounting Data field is coded Yes (use database accounting), 000 is displayed in this field.

Total Number of Allowance Claimed (State) Field Instruction

Total Number of Allowance Claimed

Enter the total number of allowances claimed.

For Arizona State tax, valid values are 100, 190, 230, 250, 310, and 370.

Total Number of Allowances Claimed Field Instruction

Total Number of Allowances Claimed

City

Enter the total number of allowances claimed.

Total Number of Allowances Claimed must be 00 except for cities in Michigan and New York, and Philadelphia, PA.

For Indiana counties, type the alpha (A-Z) to represent the number of additional exemptions claimed (e.g., A=1, B=2, C=3, etc., up to Z=26). Otherwise, type 0 (zero). In the second and third positions, type the number of exemptions claimed. If less than 10, proceed with 0 (zero).

State

Enter the total number of allowances claimed.

For Arizona State tax, valid values are 100, 190, 230, 250, 310, and 370.

Federal

Enter the total number of allowances claimed.

For Federal tax, type the marital status code S (single), M (Married), or X (exempt) in the first position. Type the number of exemptions claimed in the second and third positions unless the employee claims total exemption from Federal taxes, then type XT.

Total Lines of Accounting Data Field Instruction

Total Lines of Accounting Data

Tour of Duty Hours Field Instruction

Tour of Duty Hours

Enter the scheduled number of hours an employee is to work per pay period.

A split time and attendance may be required if the effective date is other than the first Sunday of the pay period.

Type the whole hours in the first two positions and zeros (or fractions) in the last two positions.

Complete for part-time work schedules. Must be greater than 1 and less than 79.

Must be blank for full-time and intermittent work schedules.

Must be different than database duty hours when processing a change in duty hours action.

Traditional Choice Since 11/01/96 Field Instruction

Traditional Choice Since 11/01/96

Select Yes or No from the drop-down list. This field indicates if an FDIC employee was enrolled prior to November 1, 1996. This field applies to FDIC only.

If the employee was enrolled continuously in the plan since November 1, 1996, select Yes.

If the employee was not enrolled in the plan, or was not enrolled continuously, select No.

Transaction (Health Benefits Registration) Field Instruction

Transaction

Select data from the drop-down list. Only the applicable options will be displayed. The valid values are as follows:

- Administrative (Corrections to pre-tax coverage only)
- New enrollment (New hire or open season) (SF 2809)
- Term Due to LWOP (SF 2810)
- Waived (New hire) (SF 2809)
- Cancel (by Carrier) (nonpayment of dues) (SF 2810)
- Change in enrollment (Open season, marital status, career rejection) (SF 2809)
- Cancel (by Employee) (Employee cancels.) (SF 2809)
- Reinstatement (Return from military status or correction of erroneous termination.) (SF 2810)
- Transfer In (Transfer from department to department and coverage continues) (SF 2810)
- Transfer Out (Transfer enrollment to OWCP) (SF 2810)

Transaction Field Instruction

Transaction

Select Add, New, New Enrollment, or Enroll from the drop-down list.
- Thrift Savings Plan
  - Select Add, New Enrollment or Non Participating from the drop-down list.
  - Select New Enrollment, Change Contributions or Stop Contributions from the drop- down list.
- Restored Annual Leave
  - Select New from the drop-down list to establish restored annual leave in the database, or to add to the existing total due to an additional restoration of leave.
  - Select Replacement to replace an amount previously established. Show the new amount for the total hours.
  - Select Delete to delete an amount previously established.
- Health Benefits Registration
  - Select data from the drop-down list. Only the applicable options will be displayed.

Tricare Field Instruction

Tricare

Select this check box if the other insurance is TRICARE.

Select this check box if the family member is covered by TRICARE.

TSP Eligibility Code Field Instruction

TSP Eligibility Code

Select the code that identifies whether or not a Federal Employees Retirement System (FERS), Civil Service Retirement System, Offset, or FERS employee is eligible to participate in FERS from the drop-down list. For a list of valid codes, see the TSP Eligibility Table. For detailed information regarding Thrift Savings Plan (TSP), refer to publications and bulletins published by the Federal Retirement Thrift Investment Board. The TSP Eligibility Code is automatically changed to 9 when a TSP enrollment document is processed or when a FERS employee begins receiving the 1-percent Government basic contribution. Once Code 9 has been established, it cannot be changed. If an employee stops contributing, the employee’s eligibility to again contribute is determined by the Change Status Code and effective Date of Status Change fields in Information/Research Inquiry System Program IR118.

The Effective Date of Status Change is generated and is the first day of the pay period in which the Form TSP-1 is processed to begin employee contributions.

However, if the employee cancels the TSP contributions, the first day of the pay period in which the cancellation is processed will be generated as the Effective Date of Status Change. Note: The Effective Date of Status Change will not change if the employee elects to change the percentage rate or dollar amount of the contribution.

Type Account Field Instruction

Type Account

Select the drop-down arrow to select the type of account in which the allotment amount is being deposited. The valid values are:

Checking
Savings
Health Care

Type Appointment Field Instruction

Type Appointment

Select the type appointment code for which the employee has accepted the position from the drop-down list. This code is used in reporting employment statistics to the Office of Management and Budget and Office of Personnel Management, particularly for the Standard Form 113 series on work force statistics. For a list of valid codes, see the Type Appointment Table.

A split time and attendance may be required if the effective date of the action is other than the first Sunday of the pay period.

If the change is from temporary to permanent type appointment, complete the Service Computation Date Reduction in Force.

Type Award Field Instruction

Type Award

Select the applicable radio button. The default is None. None - The employee did not receive an award.

Distinguished - The employee received a distinguished award.

Meritorious - The employee received a meritrious award.

Type Deduction Code Field Instruction

Type Deduction Code

Enter the applicable code to indicate the deduction type. For a list of valid values, see

Type Deduction Code Table.

Type of Election Field Instruction

Type of Election

Select the applicable code:

New Enrollment
Change Contributions
Stop Contributions

Type Payment Field Instruction

Type Payment

Select the applicable radio button. The Final radio button is set as a default. The options are:

Final - designates that a final compensatory time payment will be processed for an employee separating from Federal service. The separation action must be entered to pay the final payment.

Interim - designates that an interim payment is being entered for an employee who is not separating but must be paid the compensatory time payment due to regulation and/or policy. A separation action should not be processed for an interim payment.

Unexpired A/L Hourly Rate Amount Field Instruction

Unexpired A/L Hourly Rate Amount

Enter the hourly rate of the unexpired annual leave hours.

Unexpired A/L Hours Field Instruction

Unexpired A/L Hours

Enter the number of unexpired annual leave hours. This field is entered as hours and quarter hour. The quarter hour valid values are:

Uniform Service Status Field Instruction

Uniform Service Status

Select the employee’s current military status from the drop-down list. For a list of valid

codes, see the Uniform Service Status Table.

Union Field Instruction

Union

Enter the union/association code. The union/association code can be viewed on IRIS Program IR308.

Use Database Accounting Data Field Instruction

Use Database Accounting Data

Select the applicable radio button.

YES - The accounting data must be stored on PPS database if yes is selected. The accounting data must be valid for the Agency and must be stored in Management Accounting Structure Codes (MASC) Table.

NO - Database accounting is not being used.

User ID (Reports) Field Instruction

User ID

Select this radio button to sort the report by user ID.

User ID Field Instruction

User ID

ID of a specific user.

HCUP Package

Enter the user ID of the processor who entered the original package. This field defaults to the user ID of the processor currently logged in to EPIC Web.

A user may delete and/or change the current user ID to search for HCUP packages entered by other users.

Reports

Select this radio button to sort the report by user ID.

Enter the user ID to search for transactions entered or last updated by a specific user. This field defaults to the user ID of the user currently logged into EPIC Web.

Var Ft Reg Tod Pt Emp Field Instruction

Var Ft Reg Tod Pt Emp

Enter the number of hours in a hypothetical full-time regular biweekly tour of duty that would apply to an employee on a part-time schedule if he or she were full time (usually 80 hours).

Variable Field Instruction

Variable

This field is the variable shift rate for Federal Wage System (FWS) employee. The variable field is entered as hours and quarter hours. the quarter hour valid values are:

Complete at least one shift for a FWS employee.

Verify Amount Field Instruction

Verify Amount

Enter the monetary amount of the award for verification.

Verify Amount Field Instruction

Verify Amount

Enter the monetary amount of the award for verification.

Verify Basic Pay Field Instruction

Verify Basic Pay

Enter the basic salary amount when the salary cannot be verified in TMGT. The basic salary amount for certain pay plans (i.e., Administratively Determined) cannot be verified in TMGT and must be reentered in the Verify Basic Pay field. Complete this field if the basic pay field is not table driven.

Veteran's Preference (RIF) Field Instruction

Veteran's Preference (RIF)

Select the code that identifies employees who are entitled to veterans preference for reduction-in-force (RIF) purposes from the drop-down list. For a list of valid codes, see the Veterans Preference RIF Table.

Veterans Preference Field Instruction

Veterans Preference

Select the employee’s category of entitlement to preference in the Federal service based on military service that terminated honorably from the drop-down list. For a list of valid codes, see the Veterans Preference Table.

Complete the Agency Use field as follows for NOACs 300 through 304, 312, 350, 356, and

976.

Military Retired Pay Recipient-Military Retired Waiver Y-Y, N, U

N-N

U-U

If the NOAC applies to one of the codes listed above and data is not entered in the Agency Use field, the pay plan must be FE, FO, or FP.

Veterans Status Field Instruction

Veterans Status

Select the code that identifies veterans from the drop-down list. For a list of valid codes, see the Veterans Status Table.

Veterans/Special Deduction Field Instruction

Veterans/Special Deduction

Enter the additional veterans personal exemption and the allowance based on special deductions. 0 is the default. The valid values are as follows:

0 - No Veterans or Special Deduction claimed
1 - Additional Veterans Personal Exemption claimed ONLY
2 - Special Deduction claimed ONLY
3 - Claiming both Additional Veterans Personal Exemption and Special Deduction

Wage Emp Shift Rate Hours Field Instruction

Wage Emp Shift Rate Hours

Select the applicable option.

1st - First shift rate for Federal Wage System (FWS) employee. Complete at lease one shift for a FWS employee.

2nd - Second shift rate for Federal Wage System (FWS) employee. Complete at lease one shift for a FWS employee.

3rd - Second shift rate for Federal Wage System (FWS) employee. Complete at lease one shift for a FWS employee.

Variable - Variable shift rate for Federal Wage System (FWS) employee. The variable field is entered as hours and quarter hours.The Quarter hour valid values are .00, .25, .50, and .75. Complete at least one shift for FWS employee.

Work Schedule Field Instruction

Work Schedule

Select the code that identifies the basis for which an employee is scheduled to work from the drop-down list. For a list of valid codes, see the Work Schedule Table.

Year Field Instruction

Year

Enter the year of the effective pay period for which the deductions are to begin.

Year Degree Attained Field Instruction

Year Degree Attained

Enter the calendar year the employee received the academic degree or certificate for the education level.

Complete when the educational level is 06, 10, or 13 and above. Must be 17 years later than date of birth.

Year Field Instruction

Year

Enter the year of the effective pay period for which the deductions are to begin.

Year Leave to be Used Field Instruction

Year Leave to be Used

Enter the beginning year of annual leave restoration.

Year Received Field Instructions

Year Received

Enter the year the employee received the degree. If the Education Level is 04, 07, 08, 09, 11, or 12, this field must be blank or zeros.

Type the year the employee received the professional certification. The Year Received must be entered for professional certification codes 01 and 02. The Year Received must be blank for professional certification codes 03, 04, and 05.

Yes (Adjustment Flag) Field Instruction

Yes

101 Health Benefits

Select this radio button if the effective date is prior to the current processing pay period and the employee is not presently enrolled in a non-Federal health plan.

Bypass the selection if the effective date is the same as the processing pay period.

102 Life Insurance

Select this radio button if the effective date is prior to the current processing pay period and the employee is not presently enrolled in a non-Federal life plan. (The system automatically adjusts deductions for up to 26 pay periods.)

Yes (AUO) Field Instruction

Yes

Selcect this radio button if the employee is eligible for AUO.

Yes (Database Accounting Data)Field Instructions

Yes

Select this radio button if the database accounting is used for the payment. The accounting data must be stored on PPS database if Yes is selected. The accounting data must be valid for the Agency and must be stored in Management Accounting Structure Codes (MASC) Table.

Yes (Flat Tax Rate) Field Instruction

Yes

Select this radio button if Federal income tax is based on the 27 percent withholding rate.

Yes (Minus Sick Leave) Field Instruction

Yes

Select this radio button if the employee is indebted for sick leave that is forgiven. This sick leave balance on the database must be negative hours.

Yes (Resident of City) Field Instructions

Yes

Select this radio button if the employee is a resident of the city where employed. The default is this field blank (neither button is selected).

Yes (Retain) Field Instruction

Yes

Select this radio button if the employee is retaining the position.

Yes (Tax Deferred Code) Field Instruction

Yes

101 Health Benefits

Select this radio button if the 101 Health Benefits are tax deferred.

185 Flexible Spending Account

Select this radio button if the amount is taxed deferred.

Zip Code Field Instruction

Zip Code

Enter the five-digit required ZIP Code. The ZIP Code can be found on TMGT, Table 015.