Sage HRMS code table descriptions

Use these codes to categorize the various types of attachments, such as resumés and social security cards. Attachments can be designated as Required or Not Required.

Use these codes to categorize the type of benefit. For example, the codes can include M for a medical plan and D for a dental plan. Include benefit type codes for each type of benefit plan your employer offers.

Use these codes to indicate the type of consent received for PIPEDA. The default codes are EMAIL for email consent received, PEND for Pending, VERBAL for Verbal only, follow up, and WRITTEN for Written consent received.

Use these codes to store the selection criteria you use most frequently, such as to select employees or groups of employees for inclusion in a report or for participation in a benefit plan, course, or program.

For each criteria code, you specify an associated expression that the system will use when you enter a criteria code in a field. Because this information is unique to each employer, this code table does not initially contain sample codes.

Add codes to the Criteria code table on an as-needed basis. If you use an expression frequently, create a code associated with that expression and save it for future use. In the Criteria Table, click the Add button to open the Criteria Table Detail page. For the Criteria Expression, either type in the expression yourself or use the Expression Builder by clicking the Expression Builder button. See Using the Expression Builder for more information.

Use these codes to track the type and number of the employee's dependents and beneficiaries. Each code corresponds to a brief description. For example, the codes can include CHILD for a child living at home as a dependent and LIVEIN for a domestic partner as a beneficiary for life insurance.

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

Use these codes to track and report on employees with disabilities.

Use these codes to track EEO Classifications for your employer. Even if you do not currently have to report this information, consider collecting this data in case you need to 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.

• 1.1 = Executive/Senior Level Officials and Managers
• 1.2 = First/Mid Level Officials and Managers
• 2 = Professionals
• 3 = Technicians
• 4 = Sales Workers
• 5 = Administrative Support  Workers
• 6 = Craft Workers
• 7 = Operatives
• 8 = Laborers and Helpers
• 9 = Service Workers

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:

1. Remove EEO-1 codes 1.1, 1.2, and 9.

2. Add code 1 (Officials/Administrators) and change the remaining codes to their EEO-4 classifications as shown in the following list.

   • 1 = Officials/Administrators
   • 2 = Professionals
   • 3 = Technicians
   • 4 = Protective Service
   • 5 = Para-Professionals
   • 6 = Administrative Support
   • 7 = Skilled Craft
   • 8 = Service/Maintenance

When you add a new hire and enter the employee's information on the Current Job page, you only need to select the job code; Sage HRMS automatically selects the correct EEO classification.

Inclusion of EEO-4 job function codes is optional. You turn this option on (or off) on the HR setup page when you set up your employer.

This code table contains numeric codes and their corresponding job descriptions performed by state and local government jurisdictions. For example, the codes can include 01 for Financial Administration and 08 for Health. This 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).

Use these codes to specify the ethnic identification for each employee. Sage HRMS uses these codes to generate certain government reports. When you add a new hire, you select the employee's ethnic origin on the Personal tab of the Demographics page.

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.

EEO job groups, represented by letters rather than numbers, are narrower job categories within EEO classifications. For example, the codes can include ENGR for engineers and SECY for secretaries.

Use these codes to identify the author of the note that is added for an employee. If you are using Sage ESS select the AWCMANAGER note author code if the note will be available to the employee's manager.

Use these codes to specify the employee note type . For example, the codes can include COMMEND for a commendation and DISC for a disciplinary note.

Use these codes to assign a type to each employee. 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.

Use the following code tables 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
• Industrial Sector Codes
• NOC Occupation Group Codes
• Occupation Group Codes
• Visibility Minority Codes

Use these codes 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 events, but you can change them as necessary.

Use these codes 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 this code table.

For example, the codes can include BIRTH for maternity leave, ADOPTION for adoption of a child, FOSTER for a foster child, ILL-EMP for employee illness, ILL-CHILD for illness of the employee's child, ILL-SPOUSE for illness of the employee's spouse, and ILL-PARENT for illness of the employee's parent.

Use these codes to track an employee's I-9 work authorization type and the types of documents required to complete an I-9. Sage HRMS includes the codes needed to comply with current legislation. You select one of these codes for Work Authorization on the Employment Eligibility tab of the HR Status page.

Use these codes to establish job codes for your employer along with the rules that govern those codes. You can specify whether the job is a line (direct) or staff (indirect) job. See Job codes for detailed information.

Validation of the Job codes table is optional; you turn job validation option on (or off) on the HR setup page when you set up your employer.

Use these codes to indicate the employee's job classification, such as Hourly, Salary, Union Hourly, or Union Salary.

Use these codes to group positions that are part of the same job family and require similar skills.                

Use these codes to indicate if the job code is ready to be applied to a requisition . The available selections include Active, Inactive, and Pending Approval.

Use these codes to specify the languages that are spoken by employees in the organization. You select the employee's languagev on the Personal tab of the Demographics page.

When you set up the enterprise in Sage HRMS, you specified the titles for the organization levels (such as Division, Department, and Location) on the Organization Titles tab. To view the codes for one of these levels:

1. For Code Type, select the level of the organization whose codes you want to view, such as Division.

2. For Employer, select Enterprise or an employer.

   The table shows the codes set up for that organization for that employer. For example, the Division code table contains codes and descriptions for each division in your company.

   You can then add a new code or edit an existing code.

Use these codes to indicate the injured body part when accident and injury information is entered on the OSHA pages. Sage HRMS includes the recommended codes, but you can add or edit these codes as necessary. For example, the codes can include UARM for Upper Limbs - Arm and BSPINE for Back - Spine.

Use these codes to indicate the type of injury that occurred when accident and injury information is entered on the OSHA pages. Sage HRMS includes the recommended codes, but you can add or edit these codes as necessary. For example, the codes can include CONCUS for Concussion and FRACTU for Fracture.

Use these codes to indicate the location where the injury occurred when accident and injury information is entered on the OSHA Incident pages. For example, the codes can include SHIP for Shipping, CAFE for Cafeteria, and OFF P for Off Premises Location.

Use these codes for Pay Equity Reporting.

Use these codes to indicate employees' performance on their performance evaluations. The code is selected for Rating on an employee's Pay and Performance tab on the Current Pay page. For example, the codes can include 1 for Outstanding, 2 for Exceeds Requirements, 3 for Meets Requirements, 4 for Below Requirements, and 5 for Unsatisfactory.

Use these codes to indicate the reason an employee received a job or pay change. The code is selected for Reason on the employee's Pay and Performance tab on the Current Pay page. These codes also indicate why a dependent receives COBRA benefits directly. For example, the codes can include PROMO for Promotion, MERIT for Merit Increase, and RETIRE for Retirement.

Use these codes to specify salary grades for employee pay. Each salary grade can be a range (with a minimum and maximum) or have steps. See Salary Grades and Step Rates for more information.

Validation of the Salary Grade code table is optional. You turn validation on (or off) on the HR setup page when you set up your employer.

Use these codes in conjunction with salary grades. You can set up steps (such as for the number of months of job service) within a salary grade range along with the pay rate for an employee in that step in the salary grade range. Step rates are often used in union organizations and government entities. See Salary Grades and Step Rates for more information.

Use these codes to specify the shifts that 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. For example, the first shift could have code 01, while the second shift could have code 02.

In addition to specifying the Code and Description, the Shift Differential Codes Detail page contains the following items.

Use these codes to provide a list of skills for an employee's Skills page. For example, the codes can include MBA for Masters in Business, SPANISH for Spanish Language proficiency, TYPE 50 for Types 50 WPM, and WELDING/M for Welding/Master.

Use these codes to provide a list of states, provinces, and territories for the addresses of the employer and employees.

This code table contains sample codes for the United States, the District of Columbia, Canada, and Puerto Rico. You can add additional codes to reference foreign territories.

Use these codes to provide a list of labor unions that can be associated with each employee (if applicable). For example, the codes can include TEAM for the Teamsters Union, MACH for the Machinist Union, and AFL-CIO for the American Federation of Labor and the Congress of Industrial Organizations. This information appears for Union Affiliation on the Military and Union tab on the HR Status page.

You can create up to 35 user-defined code tables that can be referenced when custom fields are added to your custom pages.

Before you can set up the code tables, the code table titles must be defined on the User Defined Code Table Titles tab of the Enterprise Setup page (by selecting Setup > System > Enterprise Setup).