Legacy HCM: WFA Codes & Values

Several types of codes and values were used in Legacy HCM Workforce Administration. In this section you will find the legacy values used in HCM between 2002 and 2019. These values may differ from current UCPath WFA values. Some are not in UCPath at all.

This information may be helpful in reviewing Legacy HCM data from Cal Answers(link is external)

Action/Reason Chart

expand all

Appointment Duration Codes

Code	Appointment Duration	Description
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	The 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	The appointment has a specific end date.

Appointment Types

Code	Appointment Type	Description
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)

Compensation Rate Codes

Rate Code	Description	Usage
DEC	Decoupled Increment - 1/12th	Difference between the published step and the total Pay Rate/Amount (spread over 12 months). Use an 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 an additional line in conjunction with Rate Code "9/9" O/A Scale "Decoupled." See example above.
HBY	Health Science by Agreement	Use an 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

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(link is external) 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) *B, D, and F designations require prior approval by Central Human Resources (Labor Relations). Email labrel@berkeley.edu(link sends e-mail) for consultation and approval. See Compensation Compliance web page for additional information.
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 full responsibility as described above for at least 2 FTE's (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
Any employee who develops or presents management positions with respect to collective bargaining with unions, OR 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"
Systemwide HR has agreed to go forward with the plan of treating out-of-state employees who would be represented if they were in California as covered by HEERA (and therefore represented) unless (1) they are out of the country; or (2) they are at an out of state UC location, like UCDC.
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

Code	Annual Vacation	Annual Sick Leave	Usage
			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

Code	Annual Vacation	Annual Sick Leave	Usage	Usage
			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.	Refer to policy and labor contract provisions.
N	None	None	Academic year appointees and non-qualifying employees	Academic year appointees and non-qualifying employees

Code	Annual Vacation	Annual Sick Leave	Usage
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 Scale	Academic/Staff	Usage
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 their 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".