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Attendance/Absence Specific Record Format

This record is used to import attendance and absence information into USPS.
 

Field Name

Spreadsheet Column

CSV Position

Description

Format

Max. Size

Record Indicator

A

1

Literal record indicator must contain "AA" to indicate Absence/Attendance

XXXX

4

Employee ID or SSN

B

2

Employee ID Number or SSN

XXXXXXXXX

9

Job Number

C

3

Optional: Job number (USPS). Either the job number or a location code must be provided to permit posting into UPDCAL. This job number would be matched directly to the JOBSCN record for the employee.

99

2

Location Code

D

4

Optional: Buidling IRN or Building/Department code. If a job number is not provided, the location code may be used to determine which job the record is to be posted to.

XXXXXX

6

Date

E

5

Transaction posting date

YYYYMMDD

8

Transaction Type

F

6

Valid values are: AB = absence AT = attendance

XX

2

Transaction Category

G

7

Valid values for type AT: AT = Attendance SB = Substituting Valid values for type AB: CA = calamity DO = dock HO = holiday JD = jury duty MI = military OT = other PL = personal leave PR = professional leave SI = sick UN = unknown VA = vacation

XX

2

Length/Hours

H

8

Length of absence or attendance

(+/-)99999.999

10

Tracking unit

I

9

Valid values for unit of attendance or absence: H = hourly D = daily

X

1

Unit amount

J

10

Optional: If supplied, this rate will be used for paying the job. If not supplied, the job will be paid using the unit amount from the JOBSCN record same location code.

(+/-)9999.999

9

Appointment type

K

11

Optional: Valid values for appointment type: Space = not defined 1 = Certified 2 = Classified

X

1

Sub for ID

L

12

Optional: Employee ID Number for absent employee. ID of employee whose position the sub is filling in for. May be used to determine pay account charging.

XXXXXXXXX

9

Sub category

M

13

Optional: User defined. May be used to further define the transaction category.

XX

9

Budget account or XREF code

N

14

Optional: Budget account to charge during payroll. An XREF code may be used rather than the full budget account code.

Alphanumeric

28

 

 

Budget code:

 

 

 

 

 

Fund

XXX

 

 

 

 

Function

XXXX

 

 

 

 

Object

XXX

 

 

 

 

Special Cost Center

XXXX

 

 

 

 

Subject

XXXXXX

 

 

 

 

Operational Unit

XXX

 

 

 

 

Instructional Level

XX

 

 

 

 

Job Assignment

XXX

 

 

 

 

XREF code

XXXXXX

 

 

Calculate gross

O

15

Optional: Valid values for gross flag are: Y = yes N = no space = user defined at run time The user will be asked at run time, "Post to Current, Future, or None?" If none, this flag is ignored and no transactions will be posted to UPDCAL. If the user answers Current or Future, the space and "Y" will provide the same result. The transaction will be posted to UPDCAL. If "N", the transaction will not be posted to UPDCAL.

X

1

Retire hours

P

16

Optional: Retirement hours will be imported to UPDCAL_CUR or UPDCAL_FUT, depending on what the user chooses. If retirement hours are not specified for a REG or OT pay type the JOBSCN hours fields (if populated) will be used to automatically calculate a value.

(+/-)999.999

8

Pay Type

Q

17

 Optional:  REG, MIS, OT, DCK, SHP, IRR, BCK, TRM, POF, NC1, NC2, NC3

 XXX

3

Tax Option

R

18

 Optional: 1, 2, 3 or space

If left blank in csv file:

•  If JOBSCN job type = SUP1, then 1 is automatically assigned

•  If JOBSCN job type = SUP3, then 3 is automatically asssigned

•  If JOBSCN job type not SUP1 or SUP3, then 2 is automatically assigned

 X

1

Retirement option

S

19

 Optional: Y, N or space
Y or Space = Yes
N = No

 X

1

UPDCAL Description

T

20

Optional

 Alphanumeric

25

Attendance posting Flag

U

21

 Optional: Y, N or space

Y or Space = Yes

N = No

 X

1

Board Distribution Flag

V

22

Optional: Y, N or space

Y or Space = Yes

N = NO

 X

1

Leave Projection Flag

W

23

Optional: Y, N or space

Y or Space = Yes

N = No
  

X

1

 

 

 

 

 

 

Effective Date

X

24

Optional: The effective date only applies to UPDCAL_FUT entries. This date must be a vaild date in the format of YYYYMMDD and should be in the future. UPDCAL_CUR entries will always contain zeroes since it is for the current payroll.

YYYYMMDD

8

 
 
 
 
 

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