Sage HRMS Code Table Descriptions

Use this code table to categorize and monitor the various types of attachments, such as resumés, social security cards, and so on. Also, attachments can be designated as "Required" or "Not Required."

Benefit type codes define the type of benefit. For example, you could use M to define a medical-type plan or D to define a dental-type plan. The Benefit Type code table should contain codes and descriptions for each type of benefit plan your employer offers.

Use this code table to define your own sort and selection for running reports. For example, you can use these codes to select specific employees or to include selected groups of employees in a report.

For each criteria code, you define an associated expression. Sage HRMS uses this expression when you enter a criteria code in a field. Because this information is unique to each employer, this code table does not contain sample codes.

Define the Criteria code table on an as-needed basis. If you use an expression frequently, you can use the Expression Builder to define a code and save it for future use. Then you can reference the entire expression by selecting the code.

For example, you might want to add a code that includes only out-of-state employees. From the Criteria Table, click the Add button. The Criteria Table Detail page appears. Add the Description for Out-of-state employees. There are two methods to fill in the Criteria Expression. You can type in the expression yourself if you are familiar with the expression terms as detailed in Expressions and Functions. In addition, to aid you in creating expressions Sage HRMS offers an Expression Builder which is activated by clicking the Expression Builder button.

The following steps show you how to create an expression for employees outside the state of Florida.

To Use the Expression Builder

For more information about the Expression Builder, see Expressions and Functions.

1. In the From table drop-down list, select the database alias that contains the field you want in your expression. In this case, select PE to access the fields within the Employee Personnel database. (See Appendix A, "Data Dictionary," for a complete list of alias definitions.)
2. In the Fields drop-down list, select "p_hstate" as your state code field.
3. From the Logical drop-down list, select < and > to indicate "not equal to."
4. Type ""FL to complete the expression.

According to this expression, the system will include all employees whose home state is not Florida.

As another example, you might want to add a criteria code to include all line supervisors in the organization.

1. In the From table drop-down list, select Jh for Job History. (See Data Dictionary, for a complete list of alias definitions.)
2. In the Fields drop-down list, select "j_jobtitle."
3. Select = from the Logical list.
4. Type ""LINESUP to complete the expression. In this example LINESUP is the job title for Line Supervisor (in the Job Code table).

According to this expression, the system will include all line supervisors.

You can track the type and number of the employee's dependents and beneficiaries by using the codes in this table. Each code corresponds to a brief description. For example, CHILD could represent a child living at home as a dependent, while LIVEIN could represent a domestic partner as a beneficiary for life insurance.

You select a Relationship code when you enter information on the Dependents and Beneficiaries page.

These codes help you track and report on employees with disabilities.

Use this code table to define EEO Classifications for your employer. Even if you do not currently have to report this information, consider collecting this data in case you must produce the information later.

EEO-1 Classification Codes

All employers covered by Title VII who employ 100 or more employees and all government contractors covered by Executive Order 11246 who employ 50 or more employees and engage in contracts of $50,000 and over must file annual EEO-1 reports to the Equal Employment Opportunity Commission (EEOC).

Sage HRMS provides the following EEO-1 Classification codes.

EEO-4 Classification Codes

All state and local governmental jurisdictions with 100 or more employees must file annual EEO-4 reports to the EEOC.

To produce EEO-4 reports instead of EEO-1 reports, first remove EEO-1 codes 1.1, 1.2, and 9. Then, refer to the table below to add code 1 (Officials/Administrators) and change the remaining codes to their EEO-4 classifications.

When you complete the Current Job page during the Add New Hire task, you only need to fill in the job code. Sage HRMS automatically selects the correct EEO classification.

EEO job groups, represented by letters rather than numbers, are narrower job categories within EEO classifications. ENGR, for example, represents engineers. SECY represents secretaries. These codes are found in the EEO Job Group Codes page.

Inclusion of EEO-4 function codes is optional. You turn this option on (or off) when setting up an employer.

The EEO-4 Job Function code table contains numeric codes with corresponding job descriptions performed by state and local government jurisdictions. For example, 01 corresponds to Financial Administration and 08 corresponds to Health. The Job Function code table contains all the required codes for filing EEO-4 reports.

Sage HRMS incorporates the EEO-4 Job Function codes in EEO-4 headcount reports. State and local government jurisdictions can submit these reports rather than use EEOC Form 164, State and Local Government Information (EEO-4).

When you add an employee note, use this code table to identify the author of the note. If you are using Sage ESS select the AWCMANAGER note author code if you need to add a note that will be available to the employee's manager.

When you add an employee note, use this code table to specify the note type. Examples of note type codes you might use include COMMEND for commendation and DISC for disciplinary.

Each employee has an employee type. To help you quickly record that information, this table provides descriptions and codes for the employee type. The standard codes shipped with the program are: LOA for Leave of Absence, RFT for Regular Full-Time, RPT for Regular Part-Time, TMP for Temporary Employee, and a blank code for None Specified. You can add, edit, or delete any other recommended codes.

The following code tables are used to produce Federal Employment Equity Reports. These groups are defined by the Employment Equity Act. We strongly recommend you do not change or delete any codes from these tables. If you change the codes, Sage HRMS cannot run the Employment Equity Reports correctly.

• Aboriginal Codes
• Census Metro Area Codes
• Employment Category Codes
• Occupation Group Codes
• Visible Minority Codes
• Industrial Sector Codes
• NOC Occupational Group Codes

Ethnic ID codes provide ethnic identification for each employee. Sage HRMS requires these codes to generate certain government reports. You provide an ethnic ID for each employee when you fill out the Demographics page during the Add New Hire task. The standard codes shipped with Sage HRMS are: A for Asian, B for Black or African American, H for Hispanic or Latino, I for American Indian or Alaska Native, N for Native Hawaiian or Other Pacific Islander, T for Two or More Races, and W for White.

Use this code table to record events such as pay bonuses (BONUS), certifications (CERTIF), memberships in professional organizations (MEMBERSHIP), or stock purchases (STOCKPUR). The Event code table contains recommended values you can change as necessary.

Sage HRMS allows you to track different types of leaves of absence for your employees, including leave covered by the Family Medical Leave Act. When you place an employee on FMLA leave, you assign a reason code for the FMLA event from the FMLA Event Reason code table.

For example, you can track absences due to maternity leave (BIRTH), the adoption of a child or foster child (ADOPTION and FOSTER), and medical leave for the illness of the employee or the employee’s child, spouse, or parent (ILL-EMP, ILL-CHILD, ILL-SPOUSE, or ILL-PARENT).

This code table provides codes for tracking an employee's I-9 work authorization type and the types of documents required to complete an I-9. They are system-defined and comply with current legislation. You assign these codes on the Employment Eligibility tab on the HR Status page.

This code table allows you to establish> job codes for your employer and the rules that govern those codes. Validation of the Job codes table is optional. You turn this option on (or off) when setting up an employer.

From the Job codes page, click Add to add a new job code or select a job code and click More… to edit it. The Job Codes Detail page opens. Refer to Job Codes Detail page for field definitions.

Direct / Indirect Codes

Use Direct / Indirect Codes to indicate if the job is a line (direct) or staff (indirect) job. Click Add to add a new direct or indirect code or select a code and click More… to edit it. In addition to the Code and Description fields, the page contains the Direct / Indirect field to indicate if the code is direct or indirect.

Job Family codes group positions that are part of the same job family and require similar skills.                

Job Status codes indicate if the Job code is ready to be applied to a requisition in eRecruiter. The available selections are: Active, Inactive, or Pending Approval.

Use this table to define languages that are spoken by the employees in the organization. You select the employee's language on the Personal tab of the Demographics page.

When you set up the enterprise in Sage HRMS, you set up titles for your Organization levels. The levels you enter during setup represent the Code Types for an employer or your enterprise. When you select Organization Codes, the Organization Codes page opens, displaying the list of code tables you have established for each code and type.

The Division code list, for example, contains codes and descriptions for each division in your company. The Department code list contains codes and descriptions for each department in your company.

In the Code Type field, select the level you want. Then select Enterprise or an employer from the Employer field. With Division selected in the Code Type field, all the division codes and descriptions for the selected employer appear.

Add codes to your Organization Codes table using the same method you use with other code tables: Select the Employer for which you want to add an organization code; select a code type, or organizational level; and click Add. A codes detail page opens, into which you can enter a Code and Description. Click OK when you are finished.

When you enter accident and injury information on the OSHA pages, you can indicate the injured body part from the OSHA Body Part code table. This table contains recommended values, but you can add or edit these codes as necessary. For example, you could enter UARM for Upper Arm or BSPINE for Back - Spine.

When you enter accident and injury information on the OSHA pages, you can indicate the type of injury that occurred. This table contains recommended values, but you can add or edit these codes as necessary. For example, CONCUS represents Concussion and FRACTU represents Fracture.

When you enter accident and injury information on the OSHA Incident pages, you can indicate the location where the injury occurred from the OSHA Injury Location code table. A few examples are SHIP for Shipping, CAFE for Cafeteria, and OFF P for Off Premises Location.

Use this table to define Pay Equity Job Group Codes to use in Pay Equity Reporting.

Rating Codes

On the Pay and Performance tab in the Current Pay page, you must enter a Rating code to describe the employee’s performance. Use this table to provide performance Rating codes for employee performance evaluations.

This table includes sample codes such as: 1 for Outstanding, 2 for Exceeds Requirements, 3 for Meets Requirements, 4 for Below Requirements, and 5 for Unsatisfactory.

The Pay and Performance tab in the Current Pay page contains a Reason field to indicate the reason an employee received a pay change. Use the Reason code table to define explanations for job or salary changes. These codes also define why a dependent receives COBRA benefits directly. This code table contains codes such as PROMO for Promotion, MERIT for Merit Increase, and RETIRE for Retirement.

Validation of the Salary Grade code table is optional. You turn this option on (or off) when you set up your employer. The Salary Grade Range is useful for determining which employees are above and which employees are below the salary range.

Click Add to add a new code or select a code and click More… to edit it. The Salary Grades Detail page opens. Refer to Salary Grades and Step Rates for field definitions.

Step rates are used in conjunction with Salary Grades. You can define steps within a salary grade range; each step indicating job service (number of months) and the pay rate for an employee when they reach a step in the salary grade range. Step rates are often used in union organizations and government entities. Click Add to add a new code or select a code and click More… to edit it. The Step Rates Detail page opens. Refer to Salary Grades and Step Rates for field definitions.

The Shift Differential code table provides a list of codes for each shift employees work. The table also includes the factors used to determine the incremental pay employees receive in addition to their regular pay for working on shifts other than the first shift. The first shift might be a code of 01, while the second shift might be a code of 02. The Shift Differential can be either a flat amount of money or a percentage.

Click Add to add a new shift code or select a shift code and click More… to edit it. The Shift Differential Codes Detail page opens.

In addition to the Code and Description fields, the page contains the additional fields described in the following table.

The Skill code table provides a list of skills from which you can choose to enter information on the Skills page. A few examples are: MBA for Masters in Business, SPANISH for Spanish Language proficiency, TYPE 50 for Types 50 WPM, and WELDING/M for Welding/Master.

Use the State/Province code table to define the states, provinces, or territories that relate to the location of the employer and employees. This code table contains sample codes for the United States and Canada.

If you have version 8.1 of the system and you want your State/Province codes to exist at the employer level, you must copy the code table from the enterprise level to the employer level.

Use the Union code table to define the labor unions associated with each employee (if applicable). For example, TEAM represents the Teamsters Union, MACH represents the Machinist Union, and AFL-CIO represents the American Federation of Labor and the Congress of Industrial Organizations. This information appears in the Union Affiliation field in the Military and Union Tab on the HR Status page.

You can create up to 35 user-defined code tables to use in conjunction with the custom pages you create. After you define the code table titles for the enterprise, you can add, edit, and delete codes for them, much the same way you add, edit, and delete codes for standard Sage HRMS code tables. Sage HRMS references the user-defined code tables when you add custom fields to your custom pages.