Action Date
The date on which a particular transaction was entered into the Payroll System.
Action/Reason
The Action/Reason is a two-part code consisting of three characters each. The action code identifies the action being processed for the employee. The reason code explains the action. If the proposed change selected is New Position, the action defaults to Posn Chg.
Actual Start Date
Defaults from contract begin date.
Add Address
Add Address is a hyperlink to the Edit Address page to add address details.
Add Address Detail
Add Address Detail is a hyperlink to the Address History page to add an effective dated address row.
Address 1
The employee's address.
Address 2
Additional address information for an employee.
Address Type
More than one type of address on the Personal Data record can be recorded. Select the appropriate value by clicking on the drop down arrow.
Alternate ID
Not used in the Payroll System.
Anniversary Date
Depending upon an employee's bargaining unit, the Anniversary Date may refer either to an employee's first date of service in his or her current grade, or to an employee's first date of state service. It may be adjusted due to interrupted service.
Appointment Code
Designates the employee's status in their position.
As of (Personal History)
Not used in the Payroll System.
Assign Hours To?
Not used in the Payroll System.
Bargaining Unit
Represents the collective bargaining agreement governing a position.
Barg. Unit/Grade (top of page)
The employee's current bargaining unit and grade at the time of the position change request.
Bargaining Unit/ Grade (bottom of page)
Bargaining Unit is the bargaining unit of the new position. Grade is the grade associated with the new position.
Benefit Flag
The Benefit Flag is an indicator that designates the employee’s vision, dental and drug benefit.
Benefit Program
The Benefit Program determined what deductions an employee is eligible for.
Benefit Record Number
The Benefit Record Number links an employee’s benefits to the employee’s employment record.
Benefits Administration Eligibility
The fields in this group box are not used in the Payroll System.
Benefits Employee Status
Indicates the status of the employee's benefits participation.
Benefits System
This field is always Base Benefits.
Birth Country
Not used in the Payroll System.
Birth Location
Not used in the Payroll System.
Birth State
Not used in the Payroll System.
Budget Year
Displays the Budget Year, if applicable, but is not necessary for Federal Funds. The Budget Year should be blank unless it is for a prior cost center year. If Budget Year is blank, the charges will be applied to the cost center year from the maximum effective-dated row on the account code table.
Business Phone
Not used in the Payroll System.
Business Title
Defaults from Job Data based on the NYS Job Code selected.
Business Unit
In the Payroll System, business unit will always be NYSPY.
Class/Uncl
Class/Uncl refers to the jurisdictional class of the new position.
City
The city where the address is located.
Comments
Comments is a hyperlink to the General Comments Page where the agency can enter comments for that employee. The Comments hyperlink is used to log comments specific to a certain transaction.
Comments By
The name of the user who entered the comments.
Comment Date
The date the comments were entered.
NOTE: The system automatically defaults this date.
Comment Category
Used to relate the comment to the relevant page or transaction type.
Company
The entity the employee works for. Most agencies have a company code of NYS for the State of New York. The valid companies in the Payroll System are:
NYS - New York State Agencies
CNY – City University of New York
EFC – New York State Environmental Facilities Corporation
STF – New York State Science and Technology Foundation
SCF – State University Construction Fund
IEA – Industrial Exhibit Authority
SCL – SUNY Scholarships
CSR – CUNY Scholarships
STI – New York State Foundation for Science & Technology Innovation
Company Seniority Date
Not used in the Payroll System.
Compensation Rate
The Compensation Rate is calculated by the system. Based on the employee's pay basis code and part-time percentage, it represents the employee's biweekly, hourly or contract amount.
Contract Begin Date
The start date of the contract regardless of an employee's begin date.
Exception: For CUNY, it is the first day of the first pay period for the fall or spring semester, except in cases where an employee begins mid term or is working summer session. Then it is the first day of the pay period closest to the employee's start date.
(Contract) End Date
The end date of the contract regardless of an employee's end date.
Exception: For CUNY it is the last day of the last pay period for the fall or spring semester, except in cases where an employee's obligation is completed before the end of the semester or is working summer session. Then it is the last day of the pay period closest to the employee's end date.
Contract Pay Type
Corresponds to the pay basis code and determines what pay calculation is used.
Country
Defaults USA as the valid country.
County
The county where the address is located.
Currency Code
In the Payroll System, the currency code is equal to USD.
Date Created
Date Created is the date on which a transaction was entered into the Payroll System.
Date of Birth
The birth date of the employee.
Date of Death
Displays the employee's date of death, if applicable. The Date of Death defaults from the Biographical Details page.
Date Reported
The date the injury was reported to the Payroll System. This must be the date the employee is being placed on the Worker's Comp Leave.
Department
The Department reflects the five-digit agency code and a narrative description of the agency name.
Dept Location
Department Location refers to the physical location of a specific agency.
Display Name
Displays the employee's full name. (First Name, Middle Name, Last Name)
Earnings
Indicates the amount of the earnings adjustment to be paid to the employee.
Earnings Program ID
An Earnings Program ID links valid earnings codes to an employee and can be based on the employee's position, negotiating unit, pay basis code, or agency.
Edit/View Address Detail
Edit/View Address Detail is a hyperlink to the Address History page to edit an employee's current address.
Effective Date
The Effective Date is the date on which a transaction occurs.
Effective Sequence
The Effective Sequence, or Sequence, is used to distinguish multiple rows of data recorded with the same effective date for a specific employee. The first row of data for an employee has an effective sequence of “0”. The second row of data with the same effective date would have an effective sequence of “1”.
Email Address
Not used in the Payroll System.
Email Type
Not used in the Payroll System.
EmplID
An ID, EmplID or Person ID is the employee's identifying number for purposes of paying the employee. It is a valid nine-digit Social Security Number, a taxpayer identification number, or an agency assigned number. All employees must have an EmplID.
Empl Rcd#
The number that corresponds to an employee's job record. If the employee is a concurrent hire, working in more than one agency, he or she will have an additional record number or numbers.
Empl Work Percent
Represents the FTE of a position times the part time percentage of the employee working in that position.
Employee Certification
Displays the status of the employee's certification.
Employee Type
Employees in the Payroll System are divided into three Employee Types: salaried, hourly and exception hourly. Salaried employees are paid the same dollar amount each pay period over a calendar year. Hourly employees are paid an hourly rate submitted each pay period for payment. Exception hourly employees are paid an hourly rate based on their standard hours.
End Date
The last day of the Pay Period.
Extra Serv Indicator
The Extra Service Indicator is used if an employee has a concurrent job paid as extra service. This flag is used to notify the system that deductions will not be taken from the employee's extra service job.
FAS Code
Agency use only.
FICA Status
FICA-Status Employee indicates whether an employee is subject to FICA tax. Valid values for this field are as follows:
“N”- Subject to Social Security and Medicare taxes (most employees).
“E” - Exempt (some students and nonresident aliens), or
“M”- Medicare only (for employees not required to pay Social Security, but are required to pay Medicare).
First Name
The employee's first name.
FIS Amount
An amount that is used in conjunction with certain increment codes to indicate an employee's potential salary.
Formal Name
Displays the employee's full name, with prefix and suffix, if applicable. (Prefix, First Name, Middle Name, Last Name, Suffix)
Format Using
This field will always be English.
Frequency
The pay frequency for the effective-dated row. Values include A (Annual), B (Biweekly), or H (Hourly).
Full/Part Time
Full/Part-Time Indicator identifies if an employee is full, part-time, or in voluntary reduction status.
Full-Time Student
Optional for agency.
Gender
Optional for agency.
Grade
Grade indicates the grade level of the position.
Grade Entry Date
The date that the employee entered into his or her current title; may also refer to an employees' the Payroll System conversion date.
Highest Education Level
Not used in the Payroll System.
Hire Date
The date an employee was hired into state service.
Holiday Schedule
The Holiday Schedule identifies the holiday pay plan based on bargaining unit.
HR Status
Indicates whether the employee is Active or Inactive.
ID
An ID, EmplID or Person ID is the employee’s identifying number for purposes of paying the employee. It is a valid nine-digit Social Security Number, a taxpayer identification number, or an agency assigned number. All employees must have an EmplID.
Incident Date
The date the incident occurred as determined by the State Insurance Fund.
Incident Number
Incident Number is a number that identifies each absence. It can be system generated or entered by the user.
Incident Time
The time the incident occurred, not required.
Incident Type
Incident type will always default to Incident.
Increment Code
An Increment Code indicates an employee’s eligibility for an increment or longevity payment in his or her current position.
Internal Control Number
Agency use only.
Investigated
Not used in the Payroll System.
Is This a Recurrence
Not used in the Payroll System.
Job Code
A Job Code is a six-digit code used to represent the title of a position.
Job Date/Effseq
Refers to the Effective Date and Effective Sequence of the employee's current row on Job Data at the time of the request.
Job Indicator
Indicates whether this is the employee's primary or secondary job.
Jurisdictional Class
Classification of service. Determines what service rules are applicable to an employee.
Language Code
Not used in the Payroll System.
Last Name
The employee's last name.
Last Operator
The ID of the last user or the process to update this page.
Last Update
The date this page was last updated by a user or by a process.
Last Verification Date
Not used in the Payroll System.
Line Nbr
A unique number assigned to a specific position in a specific department.
Mail Drop ID
An employee’s Mail Drop ID is used for the sorting and distribution of paychecks and advices.
Marital Status
Optional for agency.
Middle Name
The employee's middle name.
Monthly Frequency
This field defaults to 'M' for Monthly.
Name
Displays the employee's full name.
National ID
The Social Security Number of the employee.
National ID Type
The National ID Type is a required field that defaults to Social Security Number.
New York Retiree Indicator
New York Retiree Indicator is an indicator of whether or not an employee retired from New York State service.
NYS Grade
The NYS grade is based on the NYS position.
NYS Job Code
The NYS Job Code refers to the actual job code to which an employee is assigned.
NYS Position
Refers to a position number that is assigned from a designated list and used specifically to fill a targeted position under the budgeted level.
Org Instance Service Date
Not used in the Payroll System.
Override (Employment Information)
Not used in the Payroll System.
Part-Time Pct
Part-Time Pct represents the percentage of the position’s FTE that the employee works.
Pay Basis Code
The Pay Basis Code determines the calculation method used by the system to arrive at the compensation rate. Valid values are: ANN (Annual); HRY (Hourly); FEE (Fee); CAL (Calendar); 21P (Employees paid over an academic year); BIW (Biweekly); AJT (Adjunct); CYF (Calendar Year Full); CYP (Calendar Year Partial); and LEG (Legislative).
Pay Group
Groups employees with similar payment attributes in order to process the paychecks as a group.
Pay Period Hours
Not used in the Payroll System.
Pay Rate
The employee’s Pay Rate is the amount of the employee’s proposed new salary rate and must be verified by OSC. The pay basis code appearing adjacent to the pay rate field defaults from the position.
Payment Begin Date
Defaults from contract begin date.
(Payment) End Date
Defaults from contract end date.
Payment Term
Defines the term of payment for the contract employee. The default value is "Pay Over Contract".
Payroll Status
The Employee Status represents the status of an employee in terms of payroll and benefits. Values include:
Active
Leave of Absence.Leave with pay
Terminated.Retired
Deceased.
Payroll System
This field will always say Payroll for North America.
Person ID
An ID, EmplID or Person ID is the employee’s identifying number for purposes of paying the employee. It is a valid nine-digit Social Security Number, a taxpayer identification number, or an agency assigned number. All employees must have an EmplID.
PhoneType
Not used in the Payroll System.
Position
The employee's current position number which is a group of attributes (Dept ID, Job Code, Grade, and Bargaining Unit) associated with specific agency activities.
Position FTE
Position FTE identifies the percentage for which a position is budgeted.
Position Location
Position Location refers to the location of a specific position.
Position Management Record
Used by OSC only. When checked indicates that this position was updated via the update incumbent process database.
Position Number
A Position Number is a unique identifier associated with each individual position.
Position Phone
Not used in the Payroll System.
Position Pool ID
Displays the Position Pool ID that was selected from the Search Dialog page. A Position Pool ID represents a specific position pool. Position Pools are created to designated funding sources for a position or group of positions. The Position Pool ID is a three-character field.
Position Status
This shows the status of the New Position. Valid values are Approved, PR-50, Frozen, and Proposed.
Postal
The five-digit zip code with the four-digit postal code, if available, for the address.
Preferred List
Not used in the Payroll System.
Prefix
The employee's name prefix.
Primary ID
Select if the National ID is the employee's Primary ID. If this is the only data row for this employee, the Payroll System selects the check box by default.
Probation Date
Not used in the Payroll System.
Professional Experience Date
Not used in the Payroll System.
Provider ID
Not used in the Payroll System.
Rate Code
The Rate Code is system generated by the employee's pay basis code and indicates how an employee's salary is quoted. Valid values are: Annual, Biweekly or Hourly.
Rcd#
The number that corresponds to an employee's job record. If the employee is a concurrent hire, working in more than one agency, he or she will have an additional record number or numbers.
Recertification Date
The date on which a employee's certification ends and needs to be recertified.
Refresh the Name Button
This button can be used to refresh the name field.
Regular/Temporary
Regular/Temporary refers to position type: Regular, Temporary or Seasonal.
Regulatory Region
This field will always be USA.
Renew Contract Automatically?
Not used in the Payroll System.
Request
This pushbutton is used once the transaction is ready to be sent.
Resulted in Injury or Illness
This checkbox is used if the incident resulted in an injury or illness. A warning message will appear if not checked.
Salary
The salary field displays the employee's full salary and is used for all pay basis codes. It is populated from an approved agency job request.
Salary Administration Plan
Refers to the bargaining unit and the salary schedule in effect for each bargaining unit.
Salary Grade
Salary Grade indicates the grade level of the position.
Sep Chk #
A system generated number that defaults for certain additional pay earnings codes which have been identified as having to be paid in a separate check.
Sequence
The Sequence is used to distinguish multiple rows of data recorded with the same effective date for a specific employee. The first row of data for an employee has a sequence of "0". The second row of data with the same effective date would have a sequence of "1".
Standard Hours
The Standard Hours field displays the number of hours worked for an exception hourly employee. The field is only visible if the Employee Type is 'E'.
State
The state where the address is located.
Statewide Accumulator
An optional three-character field used by agencies for internal purposes.
Status
The status of the job request transaction (either initiated or requested). After OSC audits the transaction the status will become Approved or Denied.
Status Dt
The Status Date is the date that the request is saved. The date will change to the date of each subsequent action, requested, approved or denied.
Status Reason
The field used by agency to communicate additional information to OSC.
Suffix
The employee's name suffix. (Junior, Senior, Second, Third, Fourth, Medical Doctor, Professor Holding Doctorate)
Tax Location Code
The Tax Location is the location of the position. The Tax Location is where the employee works.
Telephone
Not used in the Payroll System.
Temp Assgn
A Temporary Assignment occurs when an employee is temporarily assigned to another department, but is still being paid from his or her original department.
Termination Date
Not used in the Payroll System.
Time Reported
The time the injury was reported. Not required.
Union Code
Indicates the union the employee belongs to.
Update/View Address
Update/View Address is a hyperlink to the Edit Address page to update an existing address.
View Address Detail
View Address Detail is a hyperlink to the Address History page.
View Name
View Name is a hyperlink to the View Name page.
Waive Data Protection
Not used in the Payroll System.
Work Period
The work period defaults to weekly for all employees.
Work Schedule
The Work Schedule indicates an employee’s workdays. It is used in the system to calculate or prorate an employee's pay.
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Bureau of State Payroll Services
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