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| Field Name | Field Attributes and Procedures | Data Format |
| Campus | Enter a campus code from Institution/Campus Codes. | Alphabetic
4 characters Columns 1-4 |
| Employee Identifier | Enter the federally assigned Social Security Number (SSN) or institution-assigned identifier. | Alphanumeric
9 characters Columns 5-13 |
| Institution Assigned Identifier Switch | Enter Y if the identifier is assigned by the
institution, and is not a federally assigned SSN.
Enter N if the identifier is an SSN assigned by the federal government. |
Alphabetic
1 character Column 14 |
| Major Fund Group | Enter a code from Major Fund Group Codes. | Alphabetic
2 characters Columns 15-16 |
| Work Category | Enter a code from Work Category Codes. | Alphabetic
2 characters Columns 17-18 |
| Appointment Status | Enter a code from Appointment Status Codes. | Alphanumeric
2 characters Columns 19-20 |
| Pay Type | Enter a code from Pay Type Codes. | Alphabetic
1 character Column 21 |
| Salary/Wages | Enter salary or hourly wage. | Alphanumeric
9 characters Columns 22-30 |
| Annualized Base Salary
|
Enter annualized salary to the nearest dollar (no decimals) for salaried employees. | Alphanumeric
7 characters Columns 31-37 |
| Sex | Enter a code from Sex Codes. | Alphabetic
1 character Column 38 |
| Race/Ethnicity | Enter a code from Racial/Ethnic Codes. | Alphabetic
2 characters Columns 39-40 |
| Delete Switch | Enter Y if the record is to be deleted from the database. Otherwise, enter N. | Alphabetic
1 character Column 41 |
Employee Identifier: This nine-digit alphanumeric field can be either the employee's SSN or an institution-assigned identifier.
Institution Assigned Identifier Switch: Enter Y if the identifier is assigned by the institution, and is not a federally assigned SSN. Enter N if the identifier is an SSN assigned by the federal government.
Major Fund Group: Includes Instruction and General, Separately Budgeted Research (SB), Public Service (PS), Auxiliary (AU), and Hospital (HO) funds. Select the primary expenditure category from which the employee's salary or wages come. If an individual is paid from more than one fund group, select and report one primary fund group. If the major fund group is Instruction and General, select and report one primary component within the fund group.
Instruction and General: Includes Departmental Instruction (DI), Academic Support (AS), Student Services (SS), Plant Operation (PO), and Institutional Support (IS).
Departmental Instruction (DI): Includes all faculty compensation and other departmental compensation.Academic Support (AS): Includes compensation expended for activities, the primary mission of which is to provide support services for instruction, research, and public service (e.g., might include deans, assistant deans, and associate deans.) This category includes libraries, academic administration, educational media service, museums and galleries, course and curriculum development, and ancillary support.
Student Services (SS): This category includes funds expended for student services administration, social and cultural development, counseling, career guidance, financial aid administration, student admissions, student records, and developmental services. It does not include intercollegiate athletics.
Plant Operation (PO): This category includes all compensation for physical plant administration, building maintenance, custodial services, utilities, and landscaping and grounds maintenance.
Institutional Support (IS): This category contains expenditures for executive management, fiscal operations, general administration, logistical services, and community relations.
Separately Budgeted Research (SB): This category includes all expenditures (internal as well as external funds) for activities specifically organized to produce research outcomes, whether commissioned by an agency external to the institution (restricted) or the institution (unrestricted), and includes matching funds applicable to the conditions set forth by the grant or contract from an external agency. Separately Budgeted Research funds may include soft money from contracts or grants such as those from Tech Prep or NSF.
Public Service (PS): This category includes all funds expended for activities that are established primarily to provide noncredit designated course offerings and services beneficial to individuals and groups external to the institution.
Auxiliary (AU): This category includes expenditures of essentially self-supporting activities. The following are examples of auxiliary enterprises: residence and dining halls, student centers, food services, bookstores, parking facilities, airports athletic facilities, and intercollegiate athletics.
Hospital (HO): This category includes all expenditures and transfers associated with the patient care operations of the hospital.
Work Category: Select the one work category that indicates
the employee's primary responsibility.
Faculty (Instruction/Research/Public Service) (FA): Report all persons whose specific assignments customarily are made for the purpose of conducting instruction, research, or public service as a principal activity (or activities), and who hold academic-rank titles of professor, associate professor, assistant professor, instructor, lecturer, or the equivalent of any of these academic ranks. If their principal activity is instructional, report in this category deans, directors, or the equivalent, as well as associate deans, assistant deans, and executive officers of academic departments (chairpersons, heads, or the equivalent). Do not include student teachers or research assistants here, but report them in Instruction/Research Assistants.
Instruction/Research Assistants (IR): Report all students employed on a part-time basis for the primary purpose of assisting in classroom or laboratory instruction or in the conduct of research. These positions are typically held by graduate students having titles such as teaching assistant, teaching associate, teaching fellow, or research assistant. Exclude any student in the Federal Work-Study Program. Employees hired on a full-time basis (not students) are to be reported as "other professionals."
Other Professionals (Support/Service) (OP): Report all persons employed for the primary purpose of performing academic support, student service, and institutional support activities, whose assignments would require either college graduation or experience of such kind and amount as to provide a comparable background. Include employees such as librarians, accountants, systems analysts, computer programmers, and coaches.
Technical and Paraprofessionals (TP): Report all persons whose assignments require specialized knowledge or skills which may be acquired through experience or academic work, such as offered in many two-year technical institutes, junior colleges, or through equivalent on-the-job training. Include computer programmers (with less than a bachelor's degree) and operators, drafters, engineering aides, junior engineers, mathematical aides, licensed practical or vocational nurses, dietitians, photographers, radio operators, scientific assistants, technical illustrators, technicians (medical, dental, electronic, physical sciences), and similar occupational activity categories which are institutionally defined as technical assignments.
Clerical and Secretarial (CS): Report all persons whose assignments typically are associated with clerical activities or are specifically of a secretarial nature. Include personnel who are responsible for internal and external communications, recording and retrieval of data (other than computer programmers) and/or information and other paperwork required in an office, such as bookkeepers, stenographers, clerk-typists, office-machine operators, statistical clerks, payroll clerks, etc. Include also sales clerks such as those employed full time in the bookstore and library clerks who are not recognized as librarian.
Skilled Crafts (SC): Report all persons whose assignments typically require special manual skills and a thorough and comprehensive knowledge of the processes involved in the work, acquired through on-the-job training and experience or through apprenticeship or other formal training programs. Include mechanics and repairers, electricians, stationary engineers, skilled machinists, upholsterers, carpenters, compositors, and typesetters.
Service/Maintenance (SM): Report all persons whose assignments require limited degrees of previously acquired skills and knowledge and in which workers perform duties which result in or contribute to the comfort, convenience, and hygiene of personnel and the student body or which contribute to the upkeep and care of buildings, facilities, or grounds of the institutional property. Include chauffeurs, laundry and dry cleaning operatives, cafeteria and restaurant workers, truck drivers, bus drivers, garage laborers, custodial personnel, gardeners and groundskeepers, refuse collectors, construction laborers, and security personnel.
Pay Type: Enter S (salary) or W (wages).
Salary/Wages: The two right-most positions of this nine-character field are the two decimal positions (i.e., cents). For an hourly wage amount, please indicate amount to the nearest penny. For a salary amount, please use two zeroes for the cents. Fill with zeroes the unused positions to the left of the value entered. For example, a salary of $15,750 will be reported as 001575000. An hourly wage of $7.45 will be reported as 000000745. All nine characters of the field must contain a value. The decimal points are implied and not actually entered in the submission. The period covered by wages is the hour. Important note: When the Appointment Status for an individual is PT (Part-time) or GA (Graduate Assistant) and the Pay Type is S (Salary), enter NA.
Annualized Base Salary: Enter the annualized salary for the employee for employees reported as S in the Salary/Wages field. For employees reported as Full Time (9/10 month) (09), Full Time (11/12 month) in the Appointment Status field, enter the base salary as provided in the employee's contract. This amount should be exclusive of additional part-time, summer, and overload assignments. Salaries reported for 9-10 month employees should reflect service during two semesters, two trimesters or three quarters. Annualized salaries should include pay for one year, even if the individual worked for less than one year. If a person worked for less than a year, is reported as a Full Time (9/10 month) appointment status, use the 9/10 month contract salary; if a person worked for less than a year, is reported as a Full Time (11/12 month) appointment status, use the 11/12 month contract salary. In some cases the annualized salary will be identical to the total salary. Do not include cents, but annualize to the nearest dollar. For example, a salary of $15,750 should be reported as 0015750. If the employee is reported as W in the Pay Type field, enter NA.
For employees reported as Part Time (PT), or Graduate Assistant (GA) in the Appointment Status field, enter NA.
For more examples see the case law page.
Race/Ethnicity: Enter the two-character code according to the following IPEDS definitions:
American Indian or Alaskan Native (AI): A person having origins in any of the original peoples of North America or who maintains cultural identification through tribal affiliation or community recognition.
Asian or Pacific Islander (AS): A person having origins in any of the original peoples of the Far East, Southeast Asia, Indian Subcontinent, or Pacific Islands. This includes people from China, Japan, Korea, the Philippine Islands, American Samoa, India, and Vietnam.
Hispanic (HS): A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race.
White, non-Hispanic (WH): A person having origins in any of the original peoples of Europe, North Africa, or the Middle East (except those of Hispanic origin).
Nonresident Alien (NR): A person who is not a citizen or national of the United States and who is in this country on a visa or temporary basis and does not have the right to remain indefinitely. Resident aliens who are not citizens or nationals of the United States and who have been lawfully admitted for permanent residence are to be reported in the appropriate racial/ethnic categories described above.
Unknown (UK): This category is used only if the employee did not select a racial/ethnic designation, and the postsecondary institution finds it impossible to place the employee in one of the aforementioned racial/ethnic categories.
http://regents.ohio.gov/hei/datasubdoc/faculty/production/amfile.html
Last updated July 19, 2001