HCM: WFA Codes & Values

Several types of codes and values are required in order to perform Workforce Administration tasks in HCM. In this section, users will find the following codes and values:

Appointment Duration Codes

CodeAppointment DurationDescription
B-Indf Bgt Indefinite w/Budget End Date Indicates that the appointment is indefinite, but there is an end date for budgetary reasons only.
C-Continue Continuing Used only for members of Unit 18 who have successfully passed their Excellence Review and have been granted Continuing status.
I-Indefini Indefinite Appointment is for an indefinite period.
S-Security Security of Employment Used only for Lecturer or Senior Lecturer with Security of Employment.
T-Tenure Tenure Used only for tenured Professors or Associate Professors.
V-Visa For Visa Purposes Only Indicates that the appointment is indefinite, but there is an end date for visa purposes only.
W-End Date With End Date Appointment has a specific end date.

Appointment Types

CodeAppointment TypeDescription
1 Contract Appointment for a definite period; terms and conditions specified in an employment written contract
2 Career Appointed at 50% or more of full time for 1 year or longer or when a limited position has exceeded 1000 hours on pay status in a 12-month period
3 Limited Expected to be on pay status for less than 1,000 hours in a 12-month period
4 Casual/Restricted Position reserved for UC students regardless of percentage of full time or duration
6 Per Diem Adds to or substitutes for career and limited employees on a day-to-day basis
7 Partial Year Career Contains regularly scheduled periods not to exceed 3 months per year when the employee remains an employee but is not at work (furlough)
X Faculty Used for faculty and related teaching job titles
Y Academic Non-Faculty Used for research job titles
Z Academic Student Used for academic student titles such as Graduate Student Researcher (GSR) and Graduate Student Instructor (GSI)

Refer to Personnel Policies for Staff Members for definitions of staff appointment types.

Compensation Rate Codes

Rate CodeDescriptionUsage
DEC Decoupled Increment - 1/12th Difference between the published step and the total Pay Rate/Amount (spread over 12 months). Use as additional line in conjunction with Rate Codes "11/12" and "9/12" and O/A Scale "Decoupled."

Example: Pay Rate for a Professor (Job Code 1100) is $11775.00

Line 1: Rate Code: 9/12 O/A Scale: Decoupled Pay Rate: 10691.47

Line 2: Rate Code: DEC O/A Scale: (blank) Pay Rate: 1083.33

DEC9 Decoupled Increment - 1/9th Difference between the published step and the total Pay Rate/Amount (spread over 9 months). Use as additional line in conjunction with Rate Code "9/9" O/A Scale "Decoupled." See example above.
HBY Health Science by Agreement Use as additional line for approved Health Science Compensation.
HOURLY Hourly For hourly (defaults from the Job Code)
HRLYNR Hourly Used with Clinical Nurse II/III Job Codes to allow for a comp rate of 0.0 at the Compensation Pay Component level and with standalone SDF (Shift Differential) and CNX (Clinical Nurse II/III Differential) earnings distributions.
HRLYPR Hourly - Print Trade For hourly Print Trade Job Codes in the 8803C to 8877C range (defaults from the Job Code) excluding "Bookbinder, Library" series and uncovered positions
MONTH Monthly For monthly (defaults from the Job Code)
PY10MO Partial Year - 10 Month For Partial Year employees who work 10 months per year. Requires Appointment Type 7.
PY11MO Partial Year - 11 Month For Partial Year employees who work 11 months per year. Requires Appointment Type 7.

PY9MO

Partial Year - 9 Month For Partial Year employees who work 9 months per year. Requires Appointment Type 7.
SEMI Semi-Monthly For semi-monthly
WOS Without Salary For use with "without salary" appointments; Earnings Code must also be "WOS."
11/11 11/11 Annual Rate Calculation For limited use by fiscal year faculty who receive 1 month of additional compensation. Basis: 11 Paid Over: 11
Use with Earnings Codes "OLN" and "ACA" only.
11/12 11/12 Annual Rate Calculation For all fiscal year appointees. Basis: 11 Paid Over: 12
9/10 9/10 Annual Rate Calculation For academic-year appointees paid for one semester at a time or for GSIs (Graduate Student Instructors). Pay dates are usually 8/1 through 12/31 or 1/1 through 5/31. Basis: 9 Paid Over: 10
Monthly rate is calculated by dividing the annual rate by 10.
9/9 9/9 Annual Rate Calculation For academic appointees paid on a 1/9th basis. Primarily used for additional compensation. Basis: 9 Paid Over : 9
Monthly rate is calculated by dividing the annual rate by 9.
9/12 9/12 Annual Rate Calculation For academic appointees paid over the entire year (July 1 through June 30). Basis: 9 Paid Over: 12
Monthly rate is calculated by dividing the annual rate by 12.

Contingent Worker Job Codes

  • N2314 - CWR_Unpaid Student Facilitator
  • N3255 - CWR_LBL/DOE Postdoc
  • N3265 - CWR_Visiting Student Researcher
  • N3298- CWR_Visiting Scholar
  • N329H - CWR_HHMI Scholar/Researcher
  • N3997 - CWR_Committee Member
  • N99AF - CWR_Staff UC/OP/Affiliated Org
  • N99CN - CWR_Consultant
  • N99IN - CWR_Independent Contractor
  • N99LB - CWR_Employee of LBL
  • N99TM - CWR_Temporary Agency Staff
  • N99VO - CWR_Volunteer
  • NEE - Non Employee Title (no longer in use - since April 2009)

Earnings Codes

ACA (Academic)
MSP (Senior Management Group/Management Senior Professionals)
PDF (Post Doc)
PSE(Professional and Support Staff-Exempt)
PSN (Professional and Support Staff-Non-Exempt)
STD (Student)

Earnings Code

Description

ACA

MSP

PDF

PSE

PSN

STD

AAC

Eff. 5/1/2010 Add'l Comp --Supplement for Agency Capped Summer 1/9; Note: Requires Rate Code of MONTH; new code to be used with NIH or other capped funds. Use with Title code 3998.

X

         

ACA

Additional Compensation-Admin. Sum Sr.
Note: Requires Rate Codes of 9/9 or 11/11

X

         

ACF

Addl. Comp at Flat Rate for Misc. Services during summer. Eligible for DCP.

X

         

ACM

Misc. Additional Summer Comp: AY appointees Elig. For DCP Contribution. Percent based. New code used for Curriculum Development. Consult with APO prior to use.

X

         

ACR

Eff. 5/1/2010 Add'l Comp --Summer research 1/9 Note: Requires Rate Codes of 9/9; replaces OLN

X

         

ACX

Additional Comp for UNEX teaching: Flat Amount. Replaces ADL.

X

         

ADL

Additional Compensation

X

         

AFN

Eff. 5/1/2010. Addl. Comp at Flat Rate for Misc. Services during summer. Not eligible for DCP.

X

         
AFR

Add'l pay - 1/11 for Research During Vacation (FY appointees). Use with Fiscal Year Research Job Code. Use with either 1/11th or 1/12th.

X

         
AHA

Academic Housing Allowance
Note: Use with Job Code 3993 only

X

         
AMN

Eff. 5/1/2010. Misc. Additional Summer Comp: AY appointees NOT Elig. For DCP Contribution. Percent based. New code used for Curriculum Development. Consult with APO prior to use.

X

         
APA

Eff. 5/1/2010. Summer Administrative 1/9ths -Flat Amount; replaces STS.

X

         
ARC

Eff. 5/1/2010 Add'l Comp --Agency Capped Summer 1/9; Note: Requires Rate Code of 9/9; new code to be used with NIH or other capped funds

X

         

BHA

By Agreement - Housing Allowance

 

X

       

BYA

By Agreement
Note: Not for GSI, GSR, Reader or Tutor titles

X

X

 

X

X

X

BYN

By Agreement - No Retirement
Note: Not for GSI, GSR, Reader or Tutor titles

X

X

 

X

X

X

CAP

Above Agency Cap -- Covered Comp. Used to supplement agency capped salaries during AY or FY. Administered as Flat amount. Replaces BYA.

X

 

 

 

 

 

CNX

Clinical Nurse II/III Differential

       

X

 

CPC

Certification Pay Police

       

X

 

DIF

AY/FY Split Admin. Differential (Summer Differential Stipend). Summer differential to bring AY salary rate up to FY salary. Replaces SMR. Note: Job Code 1098; use for individuals who have two appointments - one academic year and one fiscal year; must add concurrent job.

X

         

EAA

Exec Auto Allowance

 

X

       

ESL

Extended Sick Leave Gross
Note: Not used for Academic year appointees - 9/12, 9/10, 9/9

X

X

 

X

X

 

FEL

Post Doc Fellow-- NON Resident Alien or Citizen
Note: Use with Job Code 3253C/U only

   

X

     

FEN

Post Doc Fellow-- Resident Alien or Citizen
Note: Use with Job Code 3253C/U only

   

X

     

FEP

Furlough Exchange program for faculty. See http://apo.chance.berkeley.edu/comp.html for details.

X

         

HBY

Health Science Comp
Note: Only used by Optometry

X

         

HON

Honorarium -- Used to pay for service outside of a faculty member's regular duties per APM 666.

X

         

HOS

Housing Operating Support.

X

         

HSA

Housing Allowance

 

X

       
NPY

No Pay-Leave from non budgeted Appointment

X

X

X

X

X

 

OTP

Overtime Premium

       

X

 

OTH

Overtime Half

       

X

 

OTS

Overtime Straight

       

X

 

OT2

Overtime Double

       

X

 

OT3

Overtime Triple

       

X

 

PRM

Perq Memo-Meals

     

X

X

 

PRQ

Perq Deduction-Meals/House

     

X

X

 

PRT

PRT Hold

X

X

 

X

X

 

REG

Regular Pay

X

X

X

X

X

X

RG1

Regular Pay-Asst Prof - Staffing
Note: For Assistant Professors only with Budgeted positions

X

         

RMR

Regular Multi Rated

 

 

 

X

X

 

SAS

As of 10/1/07 use for Staff Stipends.
Note: Action/Reason remains Pay Rate Change- STP

 

X

 

X

X

 

SDF

Shift Differential

       

X

 

SDH

Shift Diff-Health/Welfare

       

X

 

SDN

Shift Diff-No Retirement/Yes Fica

       

X

 

SDS

Shift Diff-Salary Roll

       

X

 

SLN

Sabbatical Leave
Note: Use with Leave actions

X

         

SLR

Sabbatical Leave - In Residence
Note: Use with Leave actions

X

         

SPC

Specialty Pay - Police

     

X

X

 

SRB

Salary reduction (Furlough)

X

X

 

X

X

 

SRS

Reduction Stipend Staff (Furlough)

X

X

 

 

   

SSC

Summer Sessions AY appointees Elig. For DCP contribution--percent. Replaces Summer Sessions OLT.

X

   

 

   

SST

Summer Session: Not eligible for DCP contribution--Flat amount. Replaces Summer Sessions SUM. Example: Visiting faculty or Graduate Student TA's for summer sessions.

X

         

STP

Stipend, for academics only.
Note: use with job codes 1096 and 1099

X

X

 

 

 

 

TAP

Temp Asst Pool-No Retirement

 

X

 

X

X

 

TFR

Bu Agreement "Short Term" Teaching. Paid at Flat rate. Example: Non UNEX Continuing Educators appointed on By Agreement Appointments.

X

         

THA

Temp Housing Allowance

 

X

       

TOC

Time on Call

     

X

X

 

UNX

UNEX Payment-Amount
Note: For use by University Extension only

X

         

WOS

Without Salary
Note: Do not use for GSI's; cannot be used on Job Earnings Distribution with any other type of distribution

X

X

 

X

X

X

Employee Relations Codes

ERC Values
A - Manager, not confidential
B - Manager, confidential
C - Supervisor, not confidential
D - Supervisor, confidential
E - All Others, not confidential
F - All Others, confidential
G - Not covered by HEERA (out of state)
H - Student in Academic Title covered by HEERA (GSIs, Readers, Tutors, and other titles covered by the UAW agreement)
I - Student in Academic Title not covered by HEERA (GSRs)
Supervisor - ERC "C" if not confidential or ERC "D" if confidential
Exercises independent judgment in determining the distribution of work to subordinate(s) AND performs at least 3 of the following:
  • Independently selects subordinate(s), OR participates in the interview and recommends who should be hired.
  • Independently determines performance ratings of subordinate(s), OR initially decides on the ratings, and submits them to a higher level manager.
  • Independently decides within budgetary limitations the amount of subordinate merit increases, determines who will be selected for promotional opportunity, and decides which positions to recommend for reclassification, OR makes recommendations to a higher level manager.
  • Has independent authority to issue written warnings and suspensions, OR independently determines what discipline (including dismissal) should be imposed on a subordinate, and recommends the same for review and approval to a higher-level manager.
  • Has independent authority to resolve grievances or complaints OR independently formulates a resolution to a grievance or complaint and submits the proposed resolution to a higher-level manager.
Generally, supervisors have the full responsibility as described above for at least 1 FTE (full time equivalent) subordinates. Note: whenever "recommendations" are cited, they are customarily given substantial weight and are typically accepted. FACulTY should be designated as supervisors ONLY when they supervise OTHER FACulTY. Work Leaders, who usually spend a substantial portion of their time performing work identical to that assigned to their subordinates, are not supervisors.
Manager - ERC "A" if not confidential or ERC "B" if confidential
Meets the criteria for the Supervisory designation, as described above, PLUS:
  • Has significant responsibilities for formulating and administering policies and programs.
  • Identifies objectives, directs programs, manages human, financial, and physical resources, and functions with a high degree of autonomy
Confidential - ERC "B" if manager, ERC "D" if supervisor, ERC "F" if not a manager or supervisor
  1. Any employee who develops or presents management positions with respect to collective bargaining with unions, OR
  2. Any employee whose duties normally require access to confidential information which contributes significantly to the development of management positions with respect to collective bargaining.
"Confidential" designation for the ERC does not include dealing with other types of confidential materials. Access to personnel files does not, in and of itself, mean that an employee's ERC is confidential, unless that access is used to develop management positions with respect to collective bargaining. Note: Except for employees in the Office of Human Resources, in the Chancellor's Office, and those who directly support the Vice Chancellors, the use of the "Confidential" designation should occur only rarely.
Not Covered by HEERA - ERC "G"
Employees who work out of state are not covered by HEERA (Higher Education Employer-Employee Relations Act).
Student in Academic Titles covered by HEERA - ERC "H"
Student titles covered by HEERA include the following Job Codes (GSIs, Readers, Tutors, and other titles covered by the UAW agreement):
  • Graduate Student Instructor (GSI) - 2310C, 2311C, 1506C, 1507C
  • Acting Instructor-Graduate Student - 2550C, 2551C
  • Reader - 2850C, 2851C, 2500C
  • Tutor - 2860C, 2861C, 2500C, 2851C, 2500C
  • Community Teaching Fellow - 2305C, 2306C
  • Nursery School Assistant - 2286C, 2287C
Student in Academic Titles not covered by HEERA - ERC "I"
Student titles not covered by HEERA include the following Job Codes (GSRs):
  • Graduate Student Researcher (GSR) - 3266, 3273, 3274, 3276, 3282, 3283, 3284
Note: Student employees in non-academic Assistant I, II, III, IV titles (Job Codes 4922, 4921, 4920, 4919) have ERC "E."
None of the Above - ERC "E"

Leave Codes

CodeAnnual VacationAnnual Sick LeaveUsage
Academic
D 24 Days (16 hrs/month) 12 Days (8 hrs/month) Rate Code 11/12; primarily Appointment Type "Y"
E 24 Days (16 hrs/month) None Fiscal Year Faculty (Appointment Type "X" and Rate Code of 11/12)
F None 9 days (8 hours/month) during the Academic Service Period Only (leave does not accrue in Summer) Academic Year Appointees (9/12) in the Academic Coordinator Series only. No other Academic Year (9/12) title is currently eligible for Sick Leave.
N None None Academic year appointees (9/12, 9/10, 9/9), Postdocs

 

CodeAnnual VacationAnnual Sick LeaveUsage
Regular Staff MSP Staff
A 15 Days (10 hrs/month) 12 Days (8 hrs/month) 0 to 10 years  
B 18 Days (12 hrs/month) 12 Days (8 hrs/month) 10 to 15 years 0 to 5 years
C 21 Days (14 hrs/month) 12 Days (8 hrs/month) 15 to 20 years 5 to 10 years
D 24 Days (16 hrs/month) 12 Days (8 hrs/month) 20 years or more 10 years or more
F None 12 Days (8 hrs/month) Refer to policy and labor contract provisions.
N None None Academic year appointees and non-qualifying employees

The following codes are used only for former A&PS employees grandfathered with pre-07/01/96 accrual rates.

CodeAnnual VacationAnnual Sick LeaveUsage
G 15 Days (10 hrs/month) 12 Days (8 hrs/month) 0 to 5 years
H 18 Days (12 hrs/month) 12 Days (8 hrs/month) 5 to 10 years
J 21 Days (14 hrs/month) 12 Days (8 hrs/month) 10 to 15 years
K 24 Days (16 hrs/month) 12 Days (8 hrs/month) 15 years or more

Off/Above Scales

Sometimes departments pay an employee extra money that is outside of the pay range for the job code. On academic appointments, this is usually done for recruitment or retention purposes. For staff positions, this may happen because the market rate for the position is higher than UC Berkeley's salary range for the position.

When this happens, you can use an O/A Scale (Off or Above Scale) value on the Compensation tab in HCM, to add a component of pay outside the range. Each O/A Scale value has different programming that allows you to go outside the set range for the job code. Each one can only be used with certain job codes. The employee usually receives this extra pay until a merit or equity increase places the employee at the next step in the range.

For backup and in case of audit, always retain any documentation that authorizes you to enter pay that is outside the range for the job code.

O/A ScaleAcademic/StaffUsage
Above Scale Academic Use when the salary is above the top of the published scale for the job series and when there is no designated step. Note: Primarily used for ladder rank faculty. It is an approved status for Full Professors only and the salary MUST exceed Step IX (9); requires a step, so use Step "9."
DOE Lab Academic Use when salary is based on a DOE Lab salary. Note: This is used in conjunction with titles that normally have an established rate for the step (for example, Assistant Research), but policy requires that we pay at the same rate as the Labs.
Decoupled Academic Use when salary is at least one step higher than the published scale. When O/A Scale is "Decoupled," the Pay Rate should be the published amount for step. A second line is added with a Rate Code of "DEC" or "DEC9," a blank O/A Scale, and an amount that is the difference between the published amount for the step and the total Pay Rate. Example: Pay Rate for a Professor (Job Code 1100) is $11775.00 Line 1: Rate Code: 9/12 O/A Scale: Decoupled Pay Rate: 10691.47 Line 2: Rate Code: DEC O/A Scale: (blank) Pay Rate: 1083.33
Longevity Staff Use with TX employees in a shadow step above Step 5 and SX employees above the top of the range.
Market Staff Use when salary is above scale because market salaries for the same position are higher than the published scale.
NIH Salary Cap Academic Use when approved salary is higher than the allowable NIH Salary Cap. Note: NIH limits the amount that can be earned. Using this code opens the salary rate box, and it enables tracking of those who have this limit.
Off Scale Academic Use when salary is higher than the salary for the step, but lower than the next step or increment.
Off Scale
< $100
Academic Use when salary is higher than the salary for the step, but $100 less than the next step. Inactive as of 10/01/07.
Off Scale Mid Academic Use when salary is higher than the salary for the step, but midway between steps. Note: For faculty, the annual salary is always rounded to the nearest $100. Inactive as of 10/01/07.
Red Circle Staff Use when an employee has been downgraded but the salary is above the top of the new range. Employee remains at his/her salary until range catches up.
BYA Academic For use by exception to override the step-based amount for Lecturers (Job Codes 1630-1650) and to enter the By Agreement Amount. Note: Use Step "1" for the appropriate job code, and then insert the monthly By Agreement amount. Earnings Code must also be either "BYA" or BYN".

Status Qualifiers

The Status Qualifier codes can be found in the Benefits section of HR Web, under Benefits Eligibility.