One pay record exists for each employee containing the necessary information for facilitating payments to that individual: state and federal tax information, home address, check address, surepay information, citizenship codes, and tax treaty information - if applicable. The data originates from the Employee Data Base (EDB).
Record is a snapshot of the data at Office of the President and is updated daily. Separated employees' records are retained through the end of the year for W2 purposes.
| Field Name | Business Name | Data Type | Description |
|---|---|---|---|
| ADDRESS_CITY | HOME ADDRESS, CITY | VARCHAR2(21) | The city in which the individuals permanent address is located. |
| ADDRESS_LINE1 | HOME ADDRESS, STREET LINE 1 | VARCHAR2(30) | The first line of the street address designated by the individual as his or her permanent residence. |
| ADDRESS_LINE2 | HOME ADDRESS, STREET LINE 2 | VARCHAR2(30) | The second line of the street address designated by the individual as his or her permanent residence. |
| ADDRESS_STATE | HOME ADDRESS, STATE | VARCHAR2(2) | The standard US postal service abbreviation for the state in which the individuals permanent address is located. |
| ADDRESS_ZIP | HOME ADDRESS, ZIP CODE | VARCHAR2(9) | The postal code assigned to the area in which the individuals permanent address is located. |
| ALT_TT_CODE | ALTERNATE TAX TREATY CODE | VARCHAR2(2) | The code indicating an additional type of income the employee is receiving and claiming as exempt from federal tax under the provisions of a tax treaty. (values are 18=compensation for teaching, 19=compensation during training, or 20=earnings as an artist or athlete) |
| BANK_ACCTNUM | BANK ACCOUNT NUMBER | VARCHAR2(13) | OBSOLETE. The number of the bank account into which an individuals pay is to be deposited. See SURE_ACCTNUM. |
| BANK_TBL_KEY | BANK CODE | VARCHAR2(5) | OBSOLETE. The key used to access the bank table to obtain the bank address to which an employees pay is to be sent. See SURE_BANK_KEY. |
| CHK_CITY | CHECK ADDRESS, CITY | VARCHAR2(21) | The city in which an individuals check address is located. |
| CHK_STATE | CHECK ADDRESS, STATE | VARCHAR2(2) | The standard US postal service abbreviation for the state in which an individuals check address is located. |
| CHK_STREET1 | CHECK ADDRESS, STREET LINE 1 | VARCHAR2(30) | The first line of the street address to which an individuals pay is to be sent. |
| CHK_STREET2 | CHECK ADDRESS, STREET LINE 2 | VARCHAR2(30) | The second line of the street address to which an individuals pay is to be sent. |
| CHK_ZIP | CHECK ADDRESS, ZIP | VARCHAR2(9) | The postal code assigned to the area in which an individuals check address is located. |
| CITIZEN_CODE | CITIZENSHIP CODE | VARCHAR2(1) | The code indicating an individuals citizenship status with respect to the United States. (translation in DVTCTZ table) |
| COUNTRY_ORIGIN | COUNTRY OF ORIGIN CODE | VARCHAR2(2) | The code indicating the country of residency of a visa holder. (translation in CTLFCT table) |
| EMPLOYEE_ID | EMPLOYEE ID NUMBER | VARCHAR2(9) | The unique employee identification number. (key) |
| FEDTAX_EXEMPT | FEDERAL TAX EXEMPTIONS | NUMBER(5) | The number of withholding allowances claimed by an individual. (values are 000-150=number of allowances, 998=no liability, or 999=income is not subject to federal tax) |
| FEDTAX_MARITAL | FEDERAL TAX MARTIAL STATUS | VARCHAR2(1) | The code indicating an individuals marital status for federal income tax withholding calculations. (values are S=single or M=married) |
| FICA_ELIG_CODE | FICA ELIGIBILITY CODE | VARCHAR2(1) | The code indicating whether the individual is eligible for the OASDI and/or Medicare portion of FICA deduction. (values are E=eligible for OASDI and Medicare deductions, M=eligible for Medicare deductions, and N=not eligible for either OASDI or Medicare deductions) |
| FOREIGN_ADDR_IND | FOREIGN ADDRESS INDICATOR | VARCHAR2(1) | The code indicating whether or not the individuals permanent address is outside the United States (values are F=foreign address, A=US address, or BLANK=US address) |
| FORM_8233_IND | FORM 8233 INDICATOR | VARCHAR2(1) | The code indicating whether the individual has filed a non-resident alien tax form 8233. (values are Y=yes, N=no or BLANK) |
| I_9_DATE | FORM I9 DATE | DATE | The date the employee signed the employment eligibility verification form (federal form I-9 is required under the Immigration Reform and Control Act of 1986). |
| MAXFED_EXEMPT | MAXIMUM FEDERAL TAX EXEMPTIONS | NUMBER(5) | The maximum number of withholding allowances permitted for an individual by the internal revenue service. |
| NONUC_HLTH_EXPDATE | NON-UC HEALTH EXPIRATION DATE | DATE | The date on which a non-resident alien employees coverage under a NON-UC sponsored health plan expires. |
| OTHER_STATE_CA_RES | OTHER STATE RESIDENT FLAG | VARCHAR2(1) | The code indicating whether an employee who is subject to state tax withholding in another state is a resident of California. (values are N=non-resident of California earning compensation in another state and subject to other state withholding, R=resident of California earning compensation in another state and subject to other state withholding, or BLANK=not subject to other state withholding) |
| OTHER_STATE_NAME | OTHER STATE RESIDENT CODE | VARCHAR2(2) | The code indicating the state other than California in which an employee currently is earning compensation. |
| PRIOR_EMP_ID | PRIOR EMPLOYEE ID NUMBER | VARCHAR2(9) | The previous identification number - employee for an individual |
| PRIOR_YR_FWT_GROSS | PRIOR YEAR GROSS AMOUNT | NUMBER(9,2) | The accumulated gross earnings paid during the prior calendar year that are subject to federal taxation or reporting |
| RET_FICA_DERIVE | DERIVED RETIREMENT/FICA CODE | VARCHAR2(1) | The code indicating whether the retirement system code (EDB 0122) and the FICA eligibility code (EDB 0120) should be automatically derived by the system (N=Do not derive automatically, or Y=Derive automatically) |
| SOC_SEC_NUM | SOCIAL SECURITY NUMBER | VARCHAR2(9) | The number assigned to an individual by the Social Security Administration. |
| STATE_TAX_ITMDED | STATE TAX ITEMIZED DEDUCTIONS | NUMBER(5) | The number of withholding allowances for itemized deductions claimed by an individual. |
| STATE_TAX_MARITAL | STATE TAX MARITAL STATUS | VARCHAR2(1) | The code indicating an individuals marital status for California state income tax withholding calculations. (values are S=single, M=married, or H=head of household) |
| STATE_TAX_MAXEXMPT | MAXIMUM STATE TAX EXEMPTS | NUMBER(5) | The maximum number of withholding allowances permitted for an individual by the California Franchise Tax Board. |
| STATE_TAX_PERDED | STATE TAX PERSONAL DEDUCTIONS | NUMBER(5) | The number of personal withholding allowances claimed by an individual. (values are 000-150=number of allowances, 997=non-resident, income not subject to California taxes, or 998=resident, no liability) |
| SURE_ACCTNUM | SUREPAY ACCOUNT NUMBER | VARCHAR2(17) | The number of the bank account in which an individuals net pay is to be deposited via automatic deposit (called SUREPAY). (restricted access) |
| SURE_ACTIVATE_CNT | SUREPAY ACTIVATE COUNT | NUMBER(5) | NOT USED |
| SURE_BANK_KEY | SUREPAY BANK CODE | VARCHAR2(5) | The key that identifies the bank to which an individuals net pay is to be deposited. Indicates the transit routing number and bank account number format. (translation in CTLSPB table) (restricted access) |
| SURE_CYCLEDATE | SUREPAY PAY CYCLE DATE | DATE | The date of the pay cycle in which a prenote was generated for an individual enrolled in SUREPAY or when an employee was changed to active SUREPAY status. |
| SURE_PRENOTE_CYCLE | SUREPAY PRENOTE CYCLE | VARCHAR2(2) | The code indicating the pay cycle in which a prenote was generated for an individual enrolled in SUREPAY or when an employee record was changed to active SUREPAY status. (values are B1=first biweekly, B2=second biweekly, SM=semi-monthly, MO=monthly current, MA=monthly arrears, or XX=special) |
| SURE_PRENOTE_STAT | SUREPAY PRENOTE STATUS CODE | VARCHAR2(1) | The code indicating whether SUREPAY prenotification processing for an individual has been performed and whether the campus-specified waiting period after prenotification has passed. (values are 0=prenote test has been sent but waiting period has not passed - employee paid by check, 1=prenote test has not been sent - employee paid by check, 2=prenote test has been sent and waiting period has passed - employee paid via Surepay, BLANK = employee not enrolled in SUREPAY) |
| SURE_TYPEIND | SAVINGS/CHECKING ACCOUNT TYPE | VARCHAR2(1) | The code indicating whether the individual's account at the financial institution is a checking or savings account. (values are C=checking or S=savings) |
| TT_ARTICLE_NO | TAX TREATY ARTICLE NUMBER | VARCHAR2(3) | The number of the article in a tax treaty that exempts an employees income from federal tax. |
| TT_DOLLAR_LIMIT | TAX TREATY DOLLAR LIMIT | NUMBER(7,2) | The maximum amount of earnings exempt from federal tax that an employee may receive under the provisions of a tax treaty. (a value of 0 indicates no limit) |
| TT_END_DATE | TAX TREATY END DATE | DATE | The expiration date of the employees exemption from federal tax under the provisions of a tax treaty. |
| TT_INCOME_CODE | TAX TREATY INCOME CODE | VARCHAR2(2) | The code indicating a type of income the employee is receiving and claiming as exempt from federal tax under the provisions of a tax treaty. (values are 18=compensation for teaching, 19=compensation during training, or 20=earnings as an artist or athlete) |
| UI_ELIG_CODE | UNEMPLOYMENT INSURANCE ELIGIBILITY CODE | VARCHAR2(1) | The code indicating whether an individual is covered by unemployment insurance. (values are C=covered, or N=not covered) |
| VISA_TYPE | VISA TYPE | VARCHAR2(2) | The code indicating the type of visa held by an individual. (translation in DVTVSA table) |
| W4_RECEIVED | W4 RECEIVED FLAG | VARCHAR2(1) | The code indicating whether a W-4 form has been processed for an individual during the current calendar year. (values are 1=yes, or BLANK) |
| Top of this page | Data Dictionary | PPS Main Menu |
Sent Comment to: PPS Data
Warehouse Support
Last Updated: Feb 12, 2002