UWBA Batch Load File Record Layout (Draft)
Starting Position
|
Ending Position
|
Length
|
Format
|
Field Name
|
Description
|
| 1 |
1 |
1 |
char |
Record Type |
Always ‘0’ (zero) for header record. |
| 2 |
9 |
8 |
|
Deduction ID |
The unique identifier for a Deduction. Example:
00001234.
[The actual value for your Deduction will be supplied by the UWPC
Batch Load Coordinator.]
|
| 10 |
16 |
7 |
numeric, unsigned, zero-filled |
Record Count |
The number of DETAIL records in the batch. |
| 17 |
80 |
64 |
|
filler |
|
Note: Additional information may be required in the Header Record to
initiate processing upon receipt of the batch file.
Detail Record (one record for each
deduction service enrollment to be created)
Starting Position
|
Ending Position
|
Length
|
Format
|
Field Name
|
Description
|
| 1 |
1 |
1 |
char |
Record Type |
Always ‘1’ (one) for detail record. |
| 2 |
9 |
8 |
numeric, unsigned, zero-filled |
Deduction ID |
The unique identifier for a Deduction. Example:
00001234.
[The actual value for your Deduction will be supplied by the UWPC
Batch Load Coordinator.]
|
| 10 |
10 |
1 |
char |
Deduction Option Code |
Each load file will consist of records to
be loaded to a single deduction. However, records for different options
of that single deduction may be included on the same load file.
‘0’=All
‘1’=Classified
‘2’=Unclassified - Academic
‘3’=Unclassified - Annual
If the specified option does not exist for this Deduction, the
enrollment cannot be created. (If this field is left blank, the
ALL option is assumed.)
|
Starting Position
|
Ending Position
|
Length
|
Format
|
Field Name
|
Description
|
| 11 |
19 |
9 |
char |
Social Security Number |
The Social Security Number of a university
employee.
NOTE: A value must be supplied in ONE of the two employee identifier
fields -- EITHER Social Security Number or Person ID. (Leave the
unused field blank.)
|
| 20 |
21 |
2 |
|
filler |
[reserved for possible expansion of Person
ID to 10 characters] |
| 22 |
29 |
8 |
char |
Person ID |
The Person ID of a university employee.
NOTE: A value must be supplied in ONE of the two employee identifier
fields -- EITHER Social Security Number or Person ID. (Leave the
unused field blank.)
|
| 30 |
37 |
8 |
YYYYMMDD
char |
Enrollment Effective Date |
This is the pay date of the earliest payroll
on which a deduction may be taken. May be no earlier than the pay
date of the next payroll not yet calculated.
NOTE: For "limited" deductions, the field can be left
blank. In that case, the Effective and End dates will be derived
by the load program.
|
| 38 |
45 |
8 |
YYYYMMDD
char |
Enrollment End Date |
This is the pay date of the last payroll
on which a deduction may be taken. May be blank.
NOTE: For "limited" deductions, the field can be left
blank. In that case, the Effective and End dates will be derived
by the load program.
|
| 46 |
49 |
4 |
YYYY
char |
Enrollment Year |
The calendar year associated with an enrollment.
This field is REQUIRED for enrollments in "limited" deductions
-- i.e., deductions whose Deduction Enrollment Termination Indicator
is ‘Y’. (These deductions typically include parking, United
Way, deferred tuition, and athletic tickets, among others.) The field
is ignored for other deductions.
When the deduction option period spans a calendar year end (e.g.,
September - May), the year associated with the option period start
month is used to designate the enrollment year.
Examples:
Option Period defined as September - May.
09/1998 - 05/1999 --- enrollment year: 1998
Option Period defined as February - May
02/1998 - 05/1998 --- enrollment year: 1998
For limited deductions, the effective and end dates (above) may
be left blank; if so, they will be derived by the load program using
the same rules in effect for the Add Enrollment transaction.
|
| 50 |
56 |
7 |
9(5)v99 numeric, unsigned, zero-filled |
Deduction Amount |
The dollar amount to be deducted from an
employee. Required for Deductions whose Deduction Method is Variable
Amount (VA); default is zero. |
| 57 |
63 |
7 |
99v9(5) numeric, unsigned, zero-filled |
Deduction Percent |
The percentage of gross pay an employee will
have deducted. Required for Deductions whose Deduction Method is Variable
Percent (VP); default is zero. |
| 64 |
72 |
9 |
9(7)v99 numeric, unsigned, zero-filled |
Enrollment Target Amount |
The total amount to be deducted from an employee
for this enrollment over a series of one or more deductions. Each
deduction will attempt to take the specified deduction amount or deduction
percent (above). The final deduction may be less than the specified
amount/percent if it would cause the target amount to be exceeded.
Once the target has been reached, the enrollment is terminated. |
| 73 |
80 |
8 |
|
filler |
|
- The 8-digit Deduction ID must be supplied. The value must exist on the
Deduction Service Submitter table. (All records on a given batch file must
have the same value.)
The Deduction ID may be obtained from the UWPC batch load coordinator.
- A deduction option code (if present) must correspond to a valid option
for the Deduction in question. If the code is absent, the "ALL"
option will be assumed.
| "0"=All |
| "1"=Classified |
| "2"=Unclassified - Academic |
| "3"=Unclassified - Annual |
- An employee identifier is required for each record; either Person ID or
SSN may be supplied. The value is checked against the DB2 Appointment Person
or Person Alias using the same validation routine as the on-line "Add
Enrollment" transaction.
- Dates.
There are three date-related items possible on each input row. Their behavior
in the batch load resembles the operation of the "Add Enrollment"
transaction.
- Enrollments in a "limited" deduction--i.e., deductions whose
Deduction Enrollment Termination Indicator is ‘Y’. (These deductions
typically include parking, United Way, deferred tuition, and athletic
tickets, among others.
- Enrollment Year is REQUIRED for enrollments in "limited"
deductions.
When the deduction option period spans
a calendar year end (e.g., September - May), the year associated
with the option period start month is used to designate the
enrollment year.
| Option Period defined as September
- May (09-05). |
| |
09/1998 - 05/1999 --- enrollment
year: 1998 |
| Option Period defined as February
- May (02-05). |
| |
02/1998 - 05/1998 --- enrollment
year: 1998 |
|
|
| For limited deductions, the effective
and end dates may be left blank; if so, they will be derived
by the load program using the same rules in effect for the
Add Enrollment transaction. If effective and end dates are
supplied, they must fall within the period based on the enrollment
year, the option start and stop months, and the payroll calendar. |
|
- Enrollments in other deductions (Deduction Enrollment Termination Indicator
is ‘N’)
- Enrollment effective date is REQUIRED. It must be a valid
date; it cannot be earlier than the pay date of the next payroll to
be calculated; it cannot be more than one year in the future from
the current date.
- Enrollment end date is OPTIONAL. If present, it cannot be
earlier than the Enrollment effective date.
- Deduction Amount is REQUIRED for enrollments in deductions whose
deduction method is "Variable Amount" or "Variable Amount and
Percent".
- Deduction Percent is REQUIRED for enrollments in deductions whose
deduction method is "Variable Percent" or "Variable Amount
and Percent".
- Target Amount is OPTIONAL. If a target amount is supplied, payroll
deductions will be taken until the enrollment’s target amount has been
reached (or until the end date is passed). If no target amount is supplied,
payroll deductions will be taken until the end date (if any) is passed.
In the previous system, DDEN, certain deductions (such as parking or
deferred tuition) were entered in terms of a monthly deduction amount and a
number of payments. For example--
| Parking |
Deduction Amount= |
46.11 |
|
Number of Payments= |
9 |
| Deferred Tuition |
Deduction Amount= |
781.98 |
|
Number of Payments= |
3 |
In the new system, UWBA,the number of payments is not entered. Instead,
enter a "target amount" -- the total amount to be deducted over the
lifetime of the enrollment.
In the new system, these two cases would be entered as--
| Parking |
Deduction Amount= |
46.11 |
|
Target Amount= |
414.99 |
| Deferred Tuition |
Deduction Amount= |
781.98 |
|
Target Amount= |
2345.94 |
When an enrollment includes a target amount, deductions may be taken for the
enrollment until the target amount has been attained. (The payroll calculation
process compares the target amount with the sum of regular deductions and
adjustments already taken, using the payroll history database.)
- A deduction (regular or adjustment) may be taken up to the amount remaining
toward the target amount, but never to exceed the target.
- A regular deduction or an adjustment deduction may be taken in part if
taking the whole deduction would put the accumulated total over the target
amount.
| Example: |
|
|
An employee asks that $10 be deducted each month until a total of $88 has
been taken. The last deduction will take only $8, since that is all that is
required to meet the target amount. |
If there is no target amount (Enrollment Target Amount is zero on the batch
load record), the deduction amount will be taken until the Enrollment End Date
has been reached.
|
