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EMPLOYEE_PAYMENT Table   Tables and Data Elements   Salary Management Home   Data Warehouse Home

EMPLOYEE_PAYMENT Table - Data Element Index

Select a data element to view its definition and its indexed, format, and null values.



Data element Definition
ACCOUNTING_PERIOD

Indexed - yes
Format - char (6)
May be null? yes
The Accounting_Period for within which the Check_Date falls. It should be possible to recognize entries for a given fiscal year by doing a comparison on this date. For example, a check date of July 2, 1999 corresponds to the JUL-99 Accounting_Period, within fiscal year 2000. The Accounting Period is stated in MON-YY format. MON is the calendar month (stored in upper case), and YY is the calendar year. Note that the beginning and ending dates of an ACCOUNTING_PERIOD are not the same as the first and last day of the calendar month.

Example: JUL-99 (July 1999, which occurs in fiscal year 2000)

 

BATCH_ID

Indexed - yes
Format - char (30)
May be null? yes

The identifier for the BEN Financials batch job under which the paycheck was posted.

Example: PRLPAY 000 19960702

CHECK_DATE

Indexed - yes
Format - date (7)
May be null? no

Date on which the payment is available to the employee, or the effective date of an adjustment. The date printed on the check.

 

EARNINGS_TYPE

Indexed - no
Format - char (3)
May be null? yes

A 3-character code indicating the type of earnings. Currently, the Salary Management collection does include some Employee Benefits, and vacation and sick time data are only available for weekly paid employees. There is one Employee_Payment record for each unique combination of person, period, account combination and earnings type. (Benefits payments are summarized at the 26-digit account level in the BALANCES table in the General Ledger collection (using the appropriate object codes, such as 5190, EB Full Time).)

Examples: RMO (regular monthly pay); OT2 (overtime at double time)

Values:
Refer to the DWPAY.PAYROLL_EARNINGS table for values.
EMPLOYEE_TYPE

Indexed - no
Format - char (1)
May be null? yes
Code indicating the Payroll system employee type for the employee, for the job. This code can be used to distinguish whether the individual is a monthy, weekly, full-time, paid professional, support staff or student employee. Note: An employee with more than one job (for example, a faculty member who also has an administrative job) may have more than one value for Employee_Type.

Examples: 1 (monthly paid salaried; exempt from overtime); 3 (non-exempt hourly paid)

Values:
Refer to the DWCOMP.COMP_EMPLOYEE_TYPE_LIST table
for values.
FISCAL_MONTH_SEQ

Indexed - yes
Format - char (2)
May be null? yes
The month (or accounting period) of the fiscal year. This field is used for sorting.

Examples: 01 (July); 11 (May). See also FISCAL_YEAR


Values:

01 July

02 August

03 September

04 October

05 November

06 December

07 January

08 February

09 March

10 April

11 May

12 June

13 Adjustment period

FISCAL_YEAR

Indexed - yes
Format - char (4)
May be null? yes
The financial year within which the Accounting_Period falls. Penn's fiscal year begins July 1 of one calendar year and ends June 30 of the next calendar year.

Example: for a Check_Date of December 1, 1999, 2000 (fiscal year that began July 1, 1999, and ended June 30, 2000)

 

HOME_DEPT

Indexed - yes
Format - char (5)
May be null? yes
The 5-digit Payroll code identifying the department that owns the employee's record and is responsible for its maintenance. Department numbers in the Personnel/Payroll and related systems were converted to four-digit organization codes on July 16, 1999. All records after that date will have null values for Home_Dept; Home_Dept_Org should be used in its place.

Example: 17101 (Data Administration)


Values:

Refer to the DWADMIN.ORG_OLD_TO_NEW table for values.

HOME_DEPT_ORG

Indexed - yes
Format - char (4)
May be null? yes
The 4-digit number that represents the Organization that owns the employee's record and is responsible for its maintenance. An organization is a subdivision of the University created for management purposes. An Organization belongs to only one School or Responsibility Center, and its organization code is unique. (The code set is from the University's General Ledger, and has been in use since July 1, 1996.)

Examples: 0104 (CHEMISTRY); 0001 (GEN UNIVERSITY)


Values:

Refer to the DWADMIN.ORG_CODES table for values.

HOME_SCHOOL

Indexed - yes
Format - char (2)
May be null? yes
The 2-digit Payroll code used to identify the school or center that owns the employee's record and is responsible for its maintenance. Home_School codes in the Personnel/Payroll and related systems were converted to Home_School_Ctr codes on July 16, 1999. All records after that date will have null values for Home_School; Home_School_Ctr should be used in its place.

Example: 54 (School of Medicine)


Values:

Refer to the DWADMIN.ORG_OLD_TO_NEW table for values.

HOME_SCHOOL_CTR

Indexed - yes
Format - char (2)
May be null? yes
A 2-digit number used to identify the school or center that owns the employee's record and is responsible for its maintenance. The code set is from the University's General Ledger, and has been in use since July 1, 1996.

Example: 40 (School of Medicine)


Values:

Refer to the DWADMIN.ORG_CODES table, for values 
where Home_School_Ctr = Center_Code.

JOB_CLASS

Indexed - yes
Format - char (6)
May be null? yes
The 6-digit code indicating the job for which the payment was made. Key to the job classification table where the job attributes are listed. Refer to Job_Title in the JOB_CLASS or JOB_CLASS_GENERAL tables to find the title which currently corresponds to the Job_Class. As a result of the University's Classification Redesign Project, a new job classification system for staff positions was developed in 1998. Job classes in the online Payroll system and the Data Warehouse were converted to this new system over April 8 - 9, 1998. For jobs that were reclassified, records before this date will contain the old class, and records after this date will reflect the new scheme. Some classes were reused, however (and only the attributes now used for those classes are available). Faculty classes were unaffected by this conversion.

Example: 226010 (Associate Professor C-E)


Values:

Refer to the DWADMIN.JOB_CLASS table for values.

JOB_DEPT

Indexed - yes
Format - char (5)
May be null? yes
The 5-digit Payroll code identifying the department having primary responsibility for the job for which the payment was made. The value for Job_Dept is computed based on the EMPLOYEE_DISTRIBUTION table's records for the Distribution_COA_Account (or, if prior to fiscal year 1999, the Distribution_Account) for the Job_Class for the employee. If the employee has more than one job with the same Job_Class and the same Distribution_COA_Account (or Distribution_Account), Job_Dept is the department for the employee's primary appointment. Department numbers in the Personnel/Payroll and related systems were converted to four-digit organization codes on July 16, 1999. All records after that date will have null values for Job_Dept; Job_Dept_Org should be used in its place.

Example: 17101 (Data Administration)

Values:
Refer to the DWADMIN.ORG_OLD_TO_NEW table for values.
JOB_DEPT_ORG

Indexed - yes
Format - char (4)
May be null? yes
The 4-digit number identifying the Organization having primary responsibility for the job for which the payment was made. The value for Job_Dept_Org is computed based on the EMPLOYEE_DISTRIBUTION table's records for the Distribution_COA_Account (or, if prior to fiscal year 1999, the Distribution_Account) for the Job_Class for the employee. If the employee has more than one job with the same Job_Class and the same Distribution_COA_Account (or Distribution_Account), Job_Dept_Org is the organization for the employee's primary appointment. An organization is a subdivision of the University created for management purposes. An Organization belongs to only one School or Responsibility Center, and its organization code is unique. (The code set is from the University's General Ledger, and has been in use since July 1, 1996.)

Examples: 0104 (CHEMISTRY); 0001 (GEN UNIVERSITY)


Values:

Refer to the DWADMIN.ORG_CODES table for values.

JOB_LINK_ID

Indexed - yes
Format - number (9,0)
May be null? no

The unique sequence number that identifies the job (in the EMPLOYEE_JOB table) for which the payment was made. The proper job is determined as follows:
  1. If there is only one job, that job's Job Link ID appears on the payment row.
  2. If there is only one job with matching job class and appointment begin / end dates which fit the Pay Period End Date, that job's Job Link ID appears on the payment row.
  3. The first distribution (lowest job sequence / distribution sequence number) with (a) matching job class, (b) distribution start / stop dates and (c) matching distribution account which fit the Pay Period End Date.
  4. If there are no jobs that fit the payment using the above three criteria, the payment is assigned to the primary appointment.
JOB_SCHOOL

Indexed - yes
Format - char (2)
May be null? yes
The 2-digit Payroll code used to identify the school or center that having primary responsibility for the job for which the payment was made. The value for Job_School is computed based on the EMPLOYEE_DISTRIBUTION table's records for the Distribution_COA_Account (or, if prior to fiscal year 1999, the Distribution_Account) for the Job_Class for the employee. If the employee has more than one job with the same Job_Class and the same Distribution_COA_Account (or Distribution_Account), Job_School is the school for the employee's primary appointment. Job_School codes in the Personnel/Payroll and related systems were converted to Job_School_Ctr codes on July 16, 1999. All records after that date will have null values for Job_School; Job_School_Ctr should be used in its place.

Example: 54 (School of Medicine)


Values:

Refer to the DWADMIN.ORG_OLD_TO_NEW table for values.

JOB_SCHOOL_CTR

Indexed - yes
Format - char (2)
May be null? yes
A 2-digit number used to identify the school or center having primary responsibility for the job for which the payment was made. The value for Job_School_Ctr is computed based on the EMPLOYEE_DISTRIBUTION table's records for the Distribution_COA_Account (or, if prior to fiscal year 1999, the Distribution_Account) for the Job_Class for the employee. If the employee has more than one job with the same Job_Class and the same Distribution_COA_Account (or Distribution_Account), Job_School_Ctr is the center for the employee's primary appointment.The code set is from the University's General Ledger, and has been in use since July 1, 1996.

Example: 40 (School of Medicine)


Values:

Refer to the DWADMIN.ORG_CODES table, for values 
where Job_School_Ctr = Center_Code.

LAST_EXTRACT_DATE

Indexed - yes
Format - date (7)
May be null? no

The date the EMPLOYEE_PAYMENT record was extracted from the Payroll system and loaded into the Warehouse.

 

PAY_PERIOD_END_DATE

Indexed - no
Format - date (7)
May be null? yes

Date through which the payment was made to the employee.

Values:

For weekly employees:

     1)  The pay period end date is always a Sunday 

         date (payments are made for Monday through 

         the pay period end date).

     2)  The check date is the following Friday date.



For monthly employees:

     1)  The pay period end date is always the last 

         day of the month.

     2)  The check date is the last weekday of the month.

PAYMENT_AMOUNT

Indexed - no
Format - number (9,2)
May be null? yes
The amount of the Earnings_Type paid from the Posted_COA_Account (or, for fiscal year 1998 and earlier, from the Requested_Account) to the employee for the job on the Check_Date; or the amount of the reallocation. Credits to an account will appear as negative amounts. There may be more than one record per employee per account per period, depending upon Earnings_Type.

Values:

-9,999,999.99 - 9,999,999.99

PAYMENT_SEQUENCE_NUMBER

Indexed - yes
Format - char (3)
May be null? no
A two-digit number used to distinguish one payment or reallocation from another for the employee, Posted_COA_Account, and check date.
PENN_ID

Indexed - no
Format - char (8)
May be null? yes

The 8-digit identification number assigned to an individual by Penn Community system. For example: 77777777. No two persons have the same Penn ID. Note that Penn IDs created in and assigned by Penn Community begin at 10000000. Within the Data Warehouse, the numeric range from 00000000-00999999 is used for individuals who do not yet have a Penn ID in Penn Community, to allow for reliable joins between tables using the PENN_ID column. When a Penn ID appears for the individual appear in Penn Community, it will replace the assigned value throughout the Data Warehouse.

 

POSITION_NUMBER

Indexed - no
Format - char (3)
May be null? yes

A 3-digit suffix used to particularize the 9-digit Requested_Account in the financial system used before July 1, 1996. This Position_Number is not to be confused with Univ_Position_Number. Use of 9-digit account numbers was phased out at the end of June 1998, when the Payroll system became fully compliant with the present General Ledger accounting structure. This column should be null for all records from fiscal year 1999 onward.

 

POSTED_COA_ACCOUNT

Indexed - yes
Format - char (26)
May be null? no
The 26-digit account number from the present General Ledger accounting structure (in use at Penn since July 1, 1996) indicating the source of the payment to the employee. The Payroll system was rewritten to accept the 26-digit account code combination in place of legacy 9-digit account numbers for fiscal year 1999. Effective June 28, 1998, all Payroll transansactions that require an account are completed using the 26-digit account code combination. For records prior to fiscal year 1999, this data element contains the account number that was returned by the GL mapper utility, given the Requested_Account. In cases where the Requested_Account cannot be converted, Posted_COA_Account is a suspense account, using the CNAC and Org that do convert - or, if they do not convert, the CNAC and Org are based on the Home_Dept. Suspense Accounts have 9501 as the value for Posted_COA_Object. In cases where the subcode portion of the Requested_Account cannot be translated to an Object code, OBJT will be used as the Object code. Example: 01111011000000OBJT00000000, where OBJT indicates that there is not an object code mapping for the requested subcode portion of the Requested_Account.

The Posted_COA_Account consists of seven segments:

Posted_COA_CNAC
Posted_COA_Org
Posted_COA_BC
Posted_COA_Fund
Posted_COA_Object
Posted_COA_Program
Posted_COA_Center_Ref

See also the definitions for Posted_COA_CNAC, Posted_COA_Org, Posted_COA_BC, Posted_COA_Fund, Posted_COA_Object, Posted_COA_Program, and Posted_COA_Center_Ref.

POSTED_COA_BC

Indexed - no
Format - char (1)
May be null? yes
The budgetary control character that represents the level at which funds availability checking occurs for the salary expense. Posted_COA_BC is the third segment of the Posted_COA_Account.

Example: 1 (CNAC/ORG/FUND Year-To-Date)


Values:

0     Project-To-Date for capital projects

1     CNAC/ORG/FUND Year-To-Date

2     CNAC/ORG/FUND/CREF Year-To-Date

4     CNAC/ORG/FUND/CREF Project-to-Date

POSTED_COA_CENTER_REF

Indexed - yes
Format - char (4)
May be null? yes
The Center Reference Code. A 4-character identifier uniquely defined by each School or Center. Posted_COA_Center_Ref is used to record information that is important to a school or center but is inappropriate for any other segment of the Posted_COA_Account. The value of the Posted_COA_Center_Ref is unique within a school or center. Posted_COA_Center_Ref is the seventh and last segment of the Posted_COA_Account.

Examples (for center 02): 4045 (Graduate Programs); 4091 (SAS Newsletter)


Values:

Refer to the DWADMIN.CENTER_REF_CODES table for values.

POSTED_COA_CNAC

Indexed - yes
Format - char (3)
May be null? yes
The 3-character Center Net Asset Class. The first two positions of the Posted_COA_CNAC identify the school or center. The last position identifies the Net Asset Class: 0 (Unrestricted); 1 (Temporarily Restricted); 2 (Permanently Restricted). Posted_COA_CNAC is the first segment of the Posted_COA_Account.

Examples: 880 (Medical School, Unrestricted); 921 (Human Relations, Temporarily Restricted)


Values:

Refer to the DWADMIN.CNAC_CODES table for values.

POSTED_COA_FUND

Indexed - yes
Format - char (6)
May be null? yes
The 6-character fund code. A fund is the unique identifier for a specific set of financial resources that needs tracking or management. Posted_COA_Fund is the fourth segment of the Posted_COA_Account. If your organization is the Responsible_Org for the fund (even if it is not the Posted_COA_Org, the Home_Dept_Org, or the Job_Dept_Org) you will have access to the record.

Examples: 000000 (General Unrestricted Fund); 010201 (SAS: GEN FUND 1)


Values:

Refer to the DWADMIN.FUND_CODES table for values.

POSTED_COA_OBJECT

Indexed - yes
Format - char (4)
May be null? yes
The 4-character Object Code that identifies the asset, liability, revenue, or expense. Posted_COA_Object is the fifth segment of the Posted_COA_Account. The Payroll system was rewritten to accept that 26-digit account code combination in place of legacy 9-digit account numbers for fiscal year 1999. Effective June 28, 1998, all Payroll transactions that require an account are completed using the 26-digit account code combination. For records prior to fiscal year 1999, in cases where the Requested_Account could not be converted, Posted_COA_Account is a suspense account, and 9501 is the value for the Posted_COA_Object. In cases where the subcode section of the Requested_Account could not be translated to an Object_Code, OBJT will be the value for Posted_COA_Object.

Examples: 5220 EXTERNAL OFFICE SUPPLIES); 1149 (CASH SUSPENSE)


Values:

Refer to the DWADMIN.OBJECT_CODES table for values.

POSTED_COA_ORG

Indexed - yes
Format - char (4)
May be null? yes
The 4-character code identifying the Organization. This is a subdivision of the University created for management purposes. An Organization belongs to only one responsibility center, and its Organization code is unique. That is, no two Organizations will have the same values for Posted_COA_Org. Posted_COA_Org is the second segment of the Posted_COA_Account.

Examples: 0702 (Wharton Finance); 0705 (Wharton Legal Studies)


Values:

Refer to the DWADMIN.ORG_CODES table for values.

POSTED_COA_PROGRAM

Indexed - yes
Format - char (4)
May be null? yes
The 4-character code indicating the program. This is an activity or work process commonly defined across the University for tracking a program's activity across Schools and Centers (or across organizations within a school or center). Posted_COA_Program is the sixth segment of the Posted_COA_Account.

Examples: 7311 (ALUMNI RELATIONS); 0001 (DISCRETIONARY)


Values:

Refer to the DWADMIN.PROGRAM_CODES table for values.

REALLOCATION_CODE

Indexed - no
Format - char (2)
May be null? yes
A two-character code that specifies the reason an employee payment has been reallocated. The only valid reallocation codes are 01, 02, 03. In the Salary Management mainframe database the reallocation code data element is defined as a numeric field of 2 bytes. If the record does not contain a reallocation code, the value is null, and extracted to the Data Warehouse as 00. Although this field may be updated in the Payroll system, values for this column in the Data Warehouse are only imported when the payment record is initially loaded to the Warehouse. The Data Warehouse is not an appropriate source for investigating reallocations, as these values are not updated at any later date.

Example: 01 (No change in effort on project. Salary cost transferred to continuation year.)


Values:

01 -  No change in effort on project.  Salary cost

      transferred to continuation year.

02 -  Error correction; identified after review of

      detail with Principal Investigator.

03 -  Error correction; data entry error.

REALLOCATION_STATUS

Indexed - no
Format - char (1)
May be null? yes
The 1-character code that indicates the status of the payment or reallocation. Although this field may be updated in the Payroll system, values for this column in the Data Warehouse are only imported when the payment record is initially loaded to the Warehouse. The Data Warehouse is not an appropriate source for investigating reallocations, as these values are not updated at any later date.

Example: R (Payment has been reallocated.)


Values:

N - Never : An initial salary payment or 

    adjustment, or a payment record added as the 

    result of a reallocation transaction.

R - Reallocated : Payment has been reallocated.

P - Pending : A payment has a reallocation 

    entered, but the reallocation has not yet 

    been processed.

H - Hold : A reallocation has been entered, and 

    the account mapping has become invalid.  

    These records or the account mappings must 

    be corrected.

REQUESTED_ACCOUNT

Indexed - yes
Format - char (9)
May be null? yes

For fiscal year 1998 and earlier, the 9-digit account number (from the financial system used before July 1, 1996) indicating the source of the payment to the employee. The first digit indicates the ledger. Digits 1-6 are the account number. Digits 7-9 are the subcode. Use of 9-digit account numbers was phased out at the end of June 1998, when the Payroll system became fully compliant with the present General Ledger accounting structure. This column should be null for all records from fiscal year 1999 onward; refer to Posted_COA_Account to determine the source of the payment to the employee.

 

RESPONSIBLE_ORG

Indexed - yes
Format - char (4)
May be null? yes
The 4-character code for the organization responsible for managing the Posted_COA_Fund. Many organizations may use the same fund, but only one organization -- the Responsible_Org -- is accountable for managing the fund. Those who are authorized to access records for the Responsible_Org for the fund may access all records for the fund, regardless of the value of the Posted_COA_Org in the Posted_COA_Account for the record.

Values:

Refer to the DWADMIN.ORG_CODES table for values.

SSN

Indexed - yes
Format - char (9)
May be null? no

The 9-digit Social Security number of the employee. A Social Security number is a unique number assigned to an individual by the federal Social Security Administration.

Values in this column will only be displayed to individuals with access to employee SSN data; all other users will retrieve nulls in this column.

 

UNIV_POSITION_NUMBER

Indexed - yes
Format - number (7)
May be null? yes

The 7-digit number that identifies a position at the University of Pennsylvania. A position is an assignment of a person to perform a specific job in a specific organization that is supported by specific funding source(s). Over time, the person, job classification, organization, and funding sources associated with a position may change. As of this writing (August, 1999), faculty, temporary workers, and student workers do not have a number. In instances where no number is available, the element Univ_Position_Number will be zero.

 


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