Sample Request: Tracking Hours For CSUEU Employees

The sample report below identifies intermittent employees in bargaining units 2, 5, 7 and 9 who have a total of 1920 or more hours in the last 3 years.  This report could be used to identify employees who are eligible for an SSI.  For additional information, refer to Technical Letter HR/Salary 2005-19 on the Systemwide HR website.   

The report can be generated monthly using either the Payment History Summary (PHS) or the Payment History Extract (PY) file.  Both methods are discussed below; choose the one that is best suited to your proficiency at writing ad hoc reports.  With either approach, a define is needed to increase the Hours Paid field from a P6.2 format to a P12.2 format, and the regular and overtime hours paid to each employee must be summed and placed in a hold file in order to evaluate whether or not an employee reached or exceeded 1920 hours. The general outline of the request is as follows:

EX XX

DEFINE FILE XX ADD

HOURSPAID/P12.2 = XX:HOURSPAID;

END

table file xx

sum houspaid

by xx:ssa by xx:wname by xx:class

if xx:cbid eq r02 or r05 or r07 or r09

if xx:paymetyp eq 0 or 1

If xx:rollcode eq 3

if xx:payperiod ge xxxx/xx   

on table hold as permrpt

end

table file permrpt

print hourspaid

by xx:wname

by xx:ssa

by xx:class

if hourspaid ge 1920

end

Method 1

This option uses the PHS file, which is convenient for this report request because it contains payment data for the current and 5 prior fiscal years.  The report request is available in the CIRS common library as FOC5010.  

The PHS file is only updated once a month, and intermittent employees are paid on a positive basis, so this means there is a lag between when an employee actually reaches 1920 hours and when they  appear on the report. For example:  Say an employee reached 1920 hours in the November 2005 pay period.  The payment would issue sometime in December 2005.  However, the payment won't be available in the PHS file until it's updated on January 3, 2006.  Additional items to note:

• If using this report, you may want to modify the selection criteria for hours paid to a lower threshold to identify employees who are approaching 1920 hours.  

• The PHS file is only available under batch execution.  

• The resulting report will contain both active or separated employees.

Method 2

This option uses the PY file, which can be created after your positive payroll has issued in the current business month, allowing you to identify employees who have reached 1920 hours sooner than waiting for the payments to appear in the PHS.  This method of generating the report will require a 3-step process. The report requests are available in the CIRS common library as FOC5011A and FOC5011B.

To begin, use the Active Current Status (AC) file to identify intermittent CSUEU employees who are active/onleave and populate your PERMSML file with their social security numbers (FOC5011A).   Next, build a PY extract file for the current and prior 36 months. After your PY file is created, you can produce your report using the PY file (FOC5011B).  Additional items to note:  

• Be sure to check your PY file for employees with data overflow.

• This report will contain only employees who are active or on-leave as of the AC file data as of date.

Refer to the report request for additional comments.  The reports can be used as is, or copied to your library and modified.  If you have any questions, please call the CIRS Hotline.

Last Updated: December 2, 2005