- - HRS VITAL ERROR USER DOCUMENTATION - -
K:\FIN\DOC\GENERAL\vitalerrors.doc
THE UNIVERSITY OF NEW MEXICO
HUMAN RESOURCE SYSTEM
VITAL ERRORS USER DOCUMENTATION
Revised November 17, 2003
This document has been designed to assist in the correction of vital errors by the Source Data Stations. The following layout illustrates how each vital error number, message, description, and rectification information has been grouped within this document:
E-MSG## Vital Error Message as Displayed on Vital Error Report
This paragraph will explain the Vital Error Message and describe possible scenarios which may have prompted this message.
HOW TO CORRECT: This paragraph will contain instructions on how to rectify the problem indicated by the above message.
DISTRIBUTION: Indicates who this Vital Error is distributed to: either Payroll or Source Data Station (SDS).
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E-MSG01 SEX CODE MISSING
Sex code of (M)ale or (F)emale was not specified.
HOW TO CORRECT: Proceed to screen 011 and enter one of the sex codes specified above.
DISTRIBUTION: SDS
E-MSG02 ETHNIC CODE MISSING
Ethnic code of (A)sian, (B)lack, (H)ispanic, American (I)ndian / Alaskan Native, (W)hite, or (X) Information Refused was not specified.
HOW TO CORRECT: Proceed to screen 011 and enter one of the ethnic code specified above.
DISTRIBUTION: SDS
E-MSG03 MAILING ADDRESS INCOMPLETE
The three (3) components which comprise the mailing address (street address, city/state, and zip code) were not completely specified.
HOW TO CORRECT: Proceed to screen 011 and enter the mailing address components which have been left blank.
DISTRIBUTION: SDS
E-MSG04 BIRTH DATE IS BLANK
Birth date (MM/DD/YY) was not specified.
HOW TO CORRECT: Proceed to screen 011 and enter the birth date.
DISTRIBUTION: SDS, Payroll (Retirees Only)
E-MSG05 BIRTH DATE - AGE IS LESS THAN 16
Age was calculated by subtracting the birth date from the current date and this value was found to be less than sixteen (16).
HOW TO CORRECT: Proceed to screen 011 and verify that the birth date was entered correctly. If the birth date was entered incorrectly, re-enter the correct birth date. However, if the birth date was entered correctly, verify that this message reflects an actual age of either less than sixteen (16) years or between one hundred (100) and one hundred sixteen (116) years.
DISTRIBUTION: SDS
E-MSG06 I-9 DATA IS INCOMPLETE
(I) Work eligibility was not specified; or
(II) Date of I-9 completion (MM/DD/YY) was not specified; or
(III) I-9 location was not specified.
HOW TO CORRECT: Proceed to screen 021 and enter the work eligibility and/or required I-9 information which was not previously specified.
DISTRIBUTION: SDS
E-MSG07 SERVICE DATE MISSING
Service date (MM/DD/YY) was not specified for an employee assigned to one of the following job groups:
A, B, C, J, L, M, N, P, or Y
HOW TO CORRECT: Proceed to screen 012 and enter the service date.
DISTRIBUTION: SDS
E-MSG08 RETIREMENT CODE MISSING
Retirement code was not specified.
HOW TO CORRECT: Proceed to screen 012 and enter a retirement code.
DISTRIBUTION: SDS, Payroll
E-MSG09 START EVENT CODE MISSING
Start event code for an active assignment was not specified.
HOW TO CORRECT: Proceed to screen 016 and enter the assignment's start event code. All active assignments are checked, therefore, the assignment in error may not be the first assignment.
DISTRIBUTION: SDS
E-MSG10 UPA FLAG INCONSISTENT WITH DEDUCTION CODE
A University Physician Associates insurance deduction is active; however, the associated UPA flag is not equal to 'Y'.
HOW TO CORRECT: Proceed to screen 012 and activate the UPA flag by indicating a 'Y'. However, if the UPA flag is accurate, instruct the Insurance Office to change the medical deduction to a non-UPA insurance.
DISTRIBUTION: SDS, Payroll
E-MSG11 HIRE DATE MISSING FOR FACULTY/STAFF
Date of Hire (MM/DD/YY) was not specified for a faculty or staff member.
HOW TO CORRECT: Proceed to screen 012 and enter the faculty/staff hire date.
DISTRIBUTION: SDS
E-MSG12 STUDENT HIRE DATE MISSING FOR STUDENT EMPLOYEE
Date of hire (MM/DD/YY) was not specified for a student employee.
HOW TO CORRECT: Proceed to screen 012 and enter the student hire date.
DISTRIBUTION: SDS
E-MSG13 GRAD HIRE DATE MISSING FOR GRAD STUDENT/INTERN
Date of hire (MM/DD/YY) was not specified for a graduate student or intern.
HOW TO CORRECT: Proceed to screen 012 and enter the grad hire date.
DISTRIBUTION: SDS
E-MSG14 SEPARATION DATE AND SEPARATION CODE ARE INCONSISTENT
The separation from employment information (separation date and separation code) was incorrectly specified. Either the separation date was entered without the corresponding separation code, or vice-versa.
HOW TO CORRECT: Proceed to either screen 012 (source data stations) or 049 (Payroll office) and enter the separation from employment information which was not previously specified.
DISTRIBUTION: SDS, Payroll
E-MSG15 FORMAT OF EMPLOYEE NAME INCORRECT
An employee name was entered which either does not contain a comma separating the last name from the first name, or a space was found after the comma.
HOW TO CORRECT: Proceed to screen 011 and edit the name field such that a comma, and only a comma, separates the last name and the first name.
DISTRIBUTION: SDS
E-MSG18 SECURITY VALUE NOT RESET TO SDS
The security value has not been set back to the SDS code for the source data station responsible for this employee.
HOW TO CORRECT: Verify that the special processing to this employee has been completed, then proceed to screen 011 and enter the SDS code for the source data station responsible for the employee in the security value field.
DISTRIBUTION: Payroll
E-MSG19 INVALID COMBINATION OF DIVISION/DEPT CODE ON CORP ROOT RECORD
The division and department code combination was not found in the Organization Master Table.
HOW TO CORRECT: Proceed to screen 012 and enter a valid division and department code combination within the campus mailing division and department fields.
DISTRIBUTION: SDS
E-MSG20 RETIREMENT CODE INCONSISTENT W/JOB CLASS FLAG FOR ARP OR JOB GROUP
The retirement code was incorrectly specified based on the employee's primary job group. The primary job group is determined to be the job group which contains the employee's active primary assignment. Retirement code 8, which refers to ARP, is only valid for job groups A, Y or C and those job classes that have "E" for ARP or department code 60052, Maui High Perf Comp Ctr.
HOW TO CORRECT: Proceed to screen 012 and enter the retirement code which best reflects the type of primary assignment held.
DISTRIBUTION: Payroll
E-MSG21 STUDENT RETIREMENT CODE INCONSISTENT WITH PRIMARY JOB GROUP
A retirement code equal to five (5) was entered for an employee whose primary active assignment is not considered a 'student' assignment. A 'student' has either a primary job group equal to F, G, H, R, or S, or a primary job class equal to 0890 or A042.
HOW TO CORRECT: Proceed to screen 012 and enter the correct retirement code.
DISTRIBUTION: Payroll
E-MSG22 INVALID COMBINATION OF JOB GROUP AND EARNINGS CODE
The earnings code specified for an active assignment is considered invalid for the job group in which the assignment resides. Valid job group and earnings code combinations are:
JOB GROUP EARNINGS CODE
A 010, 300, 390, 391, 420, 422
B, C, J, L, M, N, P 010, 300, 420, 422
D 012, 202, 420
E 010, 012, 420, 425, 432, 440, 450,
460
F 035, 037, 038
G 024, 035, 037
H 020, 021, 420
I, K 012, 420
Q 012, 200, 201, 202, 203, 204, 420, 433
S 024, 028, 029, 035
Y 010, 300, 390, 391, 392, 420, 422, 430
R 024, 029, 035, 037
Job Class = 0890, A042 022
HOW TO CORRECT: Proceed to screen 016 and verify that the specified earnings code is considered valid for the assignment's job group. Repeat this task until the invalid earnings code and job group combination has been found, then enter the earnings code which is considered valid.
DISTRIBUTION: SDS
E-MSG23 FICA CODE AND PRIMARY JOB GROUP ARE INCONSISTENT
The FICA code was incorrectly specified based on the employee's primary job group. The primary job group is determined to be the job group which contains the employee's active primary assignment. Valid primary job group and FICA code combinations are:
JOB GROUP FICA CODE
F, G, H, R, S Y
A, Y Y, F, M
B, C, J, L, M, N, P, D, K Y, L, M
I Y, L, M, X
Q Y, F, M, X
HOW TO CORRECT: Proceed to screen 012 and enter the FICA code which best reflects the type of FICA taxation the employee is subject to based on the primary assignment held.
DISTRIBUTION: Payroll
E-MSG24 INVALID COMBINATION OF DIVISION/DEPT CODE ON ASSIGNMENT RECORD
The division and department code combination was not found in the Organization Master Table.
HOW TO CORRECT: Proceed to screen 016 and search the active assignments until the invalid division and department code combination has been found. Once found, enter the valid division and department code combination within the assignment division and department fields.
DISTRIBUTION: SDS
E-MSG26 BARGAINING UNIT AND JOB GROUP ARE INCONSISTENT
The bargaining unit associated with the employee's job title is invalid for the job group which contains the assignment. Valid job group and bargaining unit combinations are:
JOB GROUP BARGAINING UNIT
I, J, K, L, N 1, 3, 4, 5
I, K, P 2
HOW TO CORRECT: If the employee belongs to a bargaining unit, then the assignment needs to be moved to a job group in which bargaining units are valid. Otherwise, change the job title to one which does not have a bargaining unit.
DISTRIBUTION: SDS
E-MSG27 PAID ASSIGNMENTS ACTIVE WHILE PRIMARY JOB GROUP EQUAL TO "E"
An active paying assignment has been set up for a retired employee or a Letter of Academic Title or one hundred percent (100%) VA funding.
HOW TO CORRECT: The active paying assignment must become the primary assignment. Furthermore, the retiree assignment or the Letter of Academic Title or one hundred percent (100%) VA funding must be changed to a secondary assignment.
DISTRIBUTION: SDS
E-MSG28 PRIMARY ASSIGNMENT MISSING OR MULTIPLE PRIMARY ASSIGNMENTS
No active assignment, or more than one active assignment, has been designated as the primary assignment.
HOW TO CORRECT: Proceed to screen 016. Determine which assignment is to be designated as the primary active assignment. After the primary active assignment has been determined, set its primary assignment flag to P. Furthermore, if more than one active assignment has been designated as primary, change these to secondary assignments by entering an S within the primary assignment flag.
DISTRIBUTION: SDS
E-MSG29 ASSIGNMENT LABOR OBJECT CODE MISSING
The assignment labor object code was not specified.
HOW TO CORRECT: Proceed to screen 016. Find the active assignment which does not have a labor object code specified, then enter the correct labor object code based on the type of assignment.
DISTRIBUTION: SDS
E-MSG30 INVALID JOB CLASS CODE
The job class, or job title, specified on an active assignment was not found within the Job Class Table.
HOW TO CORRECT: Proceed to screen 016. Find the assignment which contains the invalid job class, then enter a valid job class.
DISTRIBUTION: SDS
E-MSG31 MULTIPLE ASSIGNMENTS WITHIN A POSITION WITH DIFFERENT OBJECT CODES
Multiple assignments exist within the same job group with the same position number but have different labor object codes.
HOW TO CORRECT: Proceed to screen 016. Search the active assignments until the incorrect labor object code has been found, then change it such that it matches the correct labor object code for that job group and position number.
DISTRIBUTION: SDS
E-MSG32 EARNINGS CODE AND START EVENT CODE INCONSISTENT
The specified earnings code is invalid for leave without pay or leave without pay extension assignments.
HOW TO CORRECT: Proceed to screen 016. Find the leave without pay or leave without pay extension assignment, and enter an earnings code which is valid based on the type of assignment.
DISTRIBUTION: SDS
E-MSG33 FICA AND/OR MEDICARE RECORDS NOT ACTIVE
Either the FICA tax record (010) and/or the Medicare tax record (011) is not activated.
HOW TO CORRECT: Proceed to screen 031 and activate either the FICA tax record (010) or Medicare tax record (011) by indicating a percent of time equal to one hundred (100).
DISTRIBUTION: Payroll
E-MSG34 FEDERAL TAX RECORD IS NOT ACTIVE
The Federal tax record (020) is not activated.
HOW TO CORRECT: Proceed to screen 031 and specify a percent of time equal to one hundred (100) for the Federal tax record. If no W4 has been filed for the employee, use the defaults of single and zero exemptions.
DISTRIBUTION: Payroll
E-MSG35 STATE TAX RECORD IS NOT ACTIVE
The state tax record (162) is not activated.
HOW TO CORRECT: Proceed to screen 031 and specify a percent of time equal to one hundred (100) for the state tax record. If no W4 has been filed for the employee, use the defaults of single and zero exemptions.
DISTRIBUTION: Payroll
E-MSG36 UNION ELIGIBILITY AND UNION DEDUCTION INCONSISTENT
Union deduction (640 = service, 645 = clerical, 913 = USUNM or 915 = police) is active; however, the assignment's job class is not (in bargaining unit 1, 3, 4 or 5) or (in job group J, L or N) or FTE is less than 50%.
HOW TO CORRECT: Determine if the assignment should be set up as a union or non-union assignment. If determined to be a union assignment, correct the job class such that it reflects a union position within the correct union (clerical, service, USUNM or police). Otherwise, turn off the union deduction on screen 032.
DISTRIBUTION: Payroll
E-MSG37 CONFIDENTIAL EMPLOYEE SET UP WITH A UNION DEDUCTION
One or more union deductions have been activated for an employee within a confidential job title. An assignment with confidential status is indicated by an X in the bargaining status override field (screen 016).
HOW TO CORRECT: Determine if employee should be confidential. If so, turn off the union deduction on screen 032. If employee is not confidential, proceed to screen 016 and blank out the confidential code X.
DISTRIBUTION: Payroll
E-MSG39 DEDUCTION/BENEFIT RECORD INCONSISTENT WITH RETIREMENT CODE
Either no retirement deduction and/or benefit record has been activated for an employee eligible for retirement, or a retirement deduction and/or benefit record has been activated for an employee not eligible for retirement.