This is the unique University Identification Number (UIN) assigned to every individual affiliated with the University and recorded in Banner.

Position Number

Position numbers are roughly sequential as new positions are created; they should always begin with the appropriate letter for the campus (C,S,U) where the position is located, followed by five numeric digits.

UIC and UIUC Position numbers are selected by Central Campus HR for CS staff, and by the unit for Academic staff and Faculty. UIS Provost's office sets up Faculty and Grad Assistants, Financial Aid sets up student employees, and Central Campus HR sets up all others (including AP).


Suffix is a two-character identification that distinguishes jobs. Unless otherwise specified, the first job associated with a position has a suffix of '00', the second job would be a suffix of '01, and so on. Exceptions include the following:

  • T* : Used for Civil Service temporary upgrade. The first job would be T1, the second would be T2, and so on.
  • SS : Indicates 'sabbatical supplemental' job for employees who have a PZAELOA code of 'SB' (sabbatical).
  • SM : This is used for summer jobs for grad employees.
  • S* : At UIC this is used for summer jobs for employees that will be hired in the fall; at UIUC and UIS this is used for any academic summer job. The first job would be S0, the second would be S1, and so on.
  • DP : Used for 9/12 to 9/9 conversions and 10/12 to 10/10 conversions that occur after the first payroll calc in the new academic year (8/16/xx-9/15/xx dates).
  • VA : Used for vacation payout when the employee requires a pay-out and the job(s) were not accruing vacation hours.
  • LV : This is used for designating retroactive Leave for a job.

Base Job

Begin Date

This is the date the employee first starts the specific job. It cannot be prior to current hire date or to the begin date of the position. For newly hired academics, begin date should equal the start date in the offer letter.

End Date

This is the date on which this specific job ended for this employee. It is system generated based on the related job detail record with a status of 'Terminated'.

Job Type

Indicates whether job is a 'Primary', 'Secondary', or 'Overload' job for the employee (these are the only three values, available from a drop-down selection). An employee must have a Primary job. If there is a current primary job, all other active jobs must be 'Secondary' or 'Overload'. Jobs with an E-class of MM or LP or jobs with a suffix beginning with T must have a type of 'Overload'. If the employee has a benefits-eligible job, of any percentage time, any job with an E-class of SA, HA, HG, GA, GB, PC, EH, ES, or WT should be coded as 'Overload'. In other instances of multiple jobs, the Primary job is often the one with the greatest percentage appointment, though not always; if multiple departments are involved, the Primary job may be the one in the department which "owns" the employee.


This is the campus or entity where the position is budgeted (technically, the Chart Of Accounts); this defaults based on the Position Code above, and is not editable on this form. The valid values are 1 (Urbana), 2 (Chicago), 4 (Springfield), 7 (Global Campus), or 9 (University Administration).

Acrrue Leave

This is a checkbox which indicates whether the job accrues leave. This is automatically checked on the form for all primary jobs. For secondary jobs, or for changes to Primary jobs, this should be manually set as applicable. Jobs with an E-class of 'GB', 'PC', 'HA', 'HG', 'LP', 'MM', 'SA', 'UA', or 'WT' should not accrue leave and should also be coded with an ineligible leave category (see Leave Category below).

There have been problems noted wherein a 0% Appointment job that is a secondary job type can cause problems with correct accrual of leave (too much accrues). This can be solved by setting this field to 'unchecked', or by setting the Leave Category to 'IN', or by setting the default earnings hours to '0' for this job.

Increase MM and DD

This indicates the date to be used for automatic step increases; this is used when creating a new job and it is desired that the employee go through the automatic wage increase; it is used by the NTRJINC automated process. Only related to Civil Service (C* and D* E-Classes).

Eligible Date

This is the date on which the probationary Civil Service employee would be eligible for automatic step increases. This can be set for a newly-added job if they are to be excluded from the next upcoming automatic increase. Only related to Civil Service (C* and D* E-Classes).

Probationary Period

This is the number of months an employee hired into the job must be on probation. This defaults from the Position, but is editable. Only related to Civil Service (C* and D* E-Classes).

Probationary Begin Date

This is the date the probationary period begins for the job. It defaults from the Job Begin date, but is editable. Only related to Civil Service (C* and D* E-Classes).

Probationary End Date

This is the date the probationary period ends for the job. It defaults based on the Probationary Begin Date and Probationary Period, but it may be adjusted. Only related to Civil Service (C* and D* E-Classes).

Job Detail

Effective Date

The date the job change is effective for payroll purposes. This cannot be in a prior pay period, except in the case of a new job, which defaults to the job begin date - which may be in prior pay period. This date cannot be prior to the last paid date; if it is the same as the last paid date the record must be terminated.

Personnel Date

The date the job change occurred; this can be a date in a prior pay period.


This refers to the status of the person in this job. Civil Service employees that are not eligible for benefits (benefit category M3, B3, M4, B4, M5, B5) should not have a status of Leave with benefits; if they are on a type of leave that still accrues seniority, they are allowed to have Leave with Benefits, but if they are on a type of leave that does not accrue seniority, they should be in Leave w/o Pay, w/o Benefits. Academic employees only use Leave w/o Pay w/Benefits. For positive time entry e-classes (incl. EH, ES, SA, HA, or HG), leave is irrelevant and the only statuses would be Active or Terminated; these remain Active year-round and just turn in hours for actual hours worked. Leave with partial pay is not used at the University of Illinois; employees who would otherwise fit this description are left as Active.

Valid values: Active, Leave w/o Pay w/Ben; Leave w/o Pay w/o Ben; Leave w/Pay w/Ben; Leave w/Part Pay w/Ben; Terminated.


Job titles are generally the same as the related position titles, as this value defaults in. However, they may be changed to better reflect the job or for clarity. If the P-Class title contains a modifier such as Visiting, Interim, or Acting, it should remain a part of the job title. UIC Civil Service leaves the Position title that defaults; UIUC Civil Service modifies for clarity and adds additional modifiers such as Learner, Apprentice, etc..


This is the Full-Time Equivalent value for the specific job. Job FTE should be between 0 and 1 inclusive, with 1 representing a full-time job. The total FTE of all active jobs for an employee should not be greater than 1 (not including summer jobs with E-class of 'MM'). Jobs with E-classes of LP, WT, UA, EH, ES, SA, GB, PC, HA, and HG should all have 0 FTE. Overload jobs and jobs with suffixes of T*, DP, SS, or VA should also have 0 FTE. Fractional FTE's should not have more than 2 decimal places.

Job Appt %

The Job Appointment percent should be 100 except when an Academic employee is on leave with partial pay (then the value should be the 'partial pay' percentage); for Civil Service this value remains 100 (the actual Status code is not changed in either case).

'Status' is not changed on this form to 'Leave w/Partial Pay' even when this percentage is changed.(see Status description)

Hours per Day

This defaults to full-time hours based upon E-class (7.5 or 8.0); if less than full-time, this can be modified to reflect the FTE for consistency (e.g. this value for a 0.5 FTE job that is in an E-Class which is 7.5 hours per day when full-time would be 3.75), but does not appear to affect any other fields.

Employee Class(Description)

The Job E-class and Position E-class should generally be the same, although there are a few notable exception situations, a primary one being foreign nationals hired for benefits-eligible positions (reflected in Position E-Class) that, due to non-resident alien status, must be at least temporarily put in a Job E-Class that reflects ineligibility for benefits. With such exceptions in mind, if an employee is benefits-eligible and is in a benefits-eligible position, their job should have a benefits-eligible E-Class. There must never be a Job E-class of TR.

Leave Category(Description)

Leave category defaults based upon job E-Class. Jobs that have an eligible leave category (i.e. not equal to 'IN') should have 'Accrued Leave' indicator checked. Jobs with e-class of 'GB', 'PC', 'HA', 'HG', 'LP', 'MM', 'SA', 'UA', or 'WT' should not accrue leave and should have an ineligible ('IN') leave category. Leave Category may sometimes need to be changed from the default.

A problem sometimes occurs wherein a 0% appointment job that is a 'secondary' Job Type can cause incorrect accrual of leave (too much accrues). This can be solved by setting the Accrue Leave field to 'unchecked', or by setting this field (Leave Category) to 'IN', or by setting the default earnings hours to '0' for this job. Accrue Leave should be checked for E* jobs so that the 900-hour accumulation may be tracked properly. The possible values and their meanings are found at the following URL:

Change Reason(Description)

All jobs entered or changed should have a job change reason code which indicates the primary reason for the creation or modification of the job. The possible values and their meanings are found at the following URL:

Pay Plan


This code changes yearly through a mass change process. Additional changes to this code may be necessary, due primarily to contract negotiations, and as other needs arise. No individual changes are usually needed for non-Civil Service positions. Civil Service will change this after contract negotiations, primarily if a change is done for a small number that does not warrant an automated update. Non-Civil Service HR may update for Graduate employees (GA, GB, PC, RA, and RB) if new jobs are added after the May mass update, which sets next fiscal year end dates.


For Civil Service, Salary Tables determine rate type (Open Range, Negotiated, Established, Prevailing, Extra Help). For all groups except Civil Service, Salary Tables remain static. For Civil Service, changes may occur due to rate type changes or P-Class changes.


Grade should not be changed at the job level (i.e., on this form), except by Civil Service for UIC Nurses, and UIUC Open Range, AFSCME 3700, reclassifications, and reallocations.


Step indicates, where applicable (i.e. many Civil Service jobs), where within an established range the current wage rate for the job lies. It will be 0 unless the salary table contains steps. Apprentices, learners, trainees, and personal rates are always Step 0.



This is the hourly rate for the job. Jobs with designated steps will be automatically populated. If this value is entered or modified, and Hours per Pay exists, the system will calculate the value for Assign Salary as a product of Hours per Pay and the Rate.

Hours Per Pay

This represents the number of hours in the pay period. It defaults to full-time and must be changed for part-time. It impacts life insurance assessment, for example, if it is a primary or secondary job. If you modify this Hours per Pay value, the system will re-calculate the Rate by dividing Assign Salary by Hours per Pay.

Assign Salary

The amount of salary per pay period (rate * hours per pay); for monthly salaried employees, if this value is entered along with the Hours per Pay, the system will 'back-calculate' the rate and be multiplied by Factor to compute Annual salary.

For those who are coded with a Factor (below) of 9 but who will not work 9 months, entering a Contract Parameter of SDIN on the NZADTCP form will cause the NOA to not show an erroneous annualized amount.


Number of pays per calendar year (usually 9, 10, 12, or 26, but could be 1 for lump sum or summer, or 2 or 3 also for summer). Jobs with an MN (monthly) pay ID should not have a pay factor greater than 12. BW (bi-weekly) Pay ID should always have a pay factor of 26.

Current discussion across campuses could result in a new policy: set to 9 for all " less than 9 month" and "9/9" appointments, or to 12 for "9/12", "10/12", or "12/12" appointments; job end dates would indicate length of appointment vs. number of pays.


This is the number of pays per year. Typical values are 9, 10, 12, or 26. Intended for deferred pay calculation, it is not used by the University of Illinois, so the value should always be the same as the value for Factor.

Annual Salary

This is the annual salary for the job. Annual salary will populate based on rate or 'Assign Salary'; this is not meaningful for true hourly-only employees.

Payroll Default

Effective Date

Not editable on this form; displays the effective date of the last change to this information.

Timesheet Defaults

Timesheet COA

This is the single-digit code for the 'chart' (campus or UA) of the org for which the employee in this job will complete a timesheet; it defaults from PEAEMPL but can be overridden.

Valid values: 1 (Urbana), 2 (Chicago), 4 (Springfield), 9 (University Administration)

Timesheet Org/Descr.

Code for the organization (Org) for which the employee in this job will complete a timesheet; defaults from PEAEMPL but can be overridden. For MN (monthly) Payroll ID, it is the organization that "owns" the job (where the job is budgeted in almost all cases). This field also governs access security to the job record.

Payroll ID

Job E-classes of A*, B*, G*, P*, LP, MM, and R* should have a payroll ID of MN (monthly). Job E-class of UA should have a payroll ID of NO. All other E-classes should have a payroll ID of BW (bi-weekly). This normally defaults when job is created and does not need to be changed.

Valid values are: BW, MN, NO

Default Shift

Must always be '1'.

Time Entry Method

This refers to the method used for entering the employee's work time each pay period associated with this job. 'Payroll Time Entry' should be used for E-classes of A*, B*, D* (feeder), LP, MM, G*, P*, UA, and RA., and is valid for E* and SA. 'Web Time Entry' and 'Department Time Entry' are valid for E-classes of C*, E*, H*, and SA; these default to 'Web Time Entry', and may be changed depending upon the department's choice. An E-class change will cause this to "re-default" and the department may have to change it again. 'Third Party Time Entry' is not used.

Valid values: Payroll Time Entry, Employee Time Entry via Web, Dept Time Entry with Approvals, Third Party with Approvals.

Time Entry Type

Non-exempt Civil Service and other hourly jobs would use a type of 'Pay Period Timesheet'. Exempt Civil Service would use a type of 'Pay Period Exception Only'. All other jobs would have a type of 'None'. This field value defaults in based on E-class.

Valid values: Pay Period Timesheet, Pay Period Exception Only, None.

Leave Report Method

Jobs that have E-Classes that are eligible for leave but do not use time entry would have a value here of 'Departmental Leave Report'. All other jobs would have a Leave Report Method of 'None (Payroll)'. 'Leave Report on the Web' and 'Third Party Report' are not used. This field value defaults in based on E-class.

Valid values: 'Leave Report on the Web', 'Departmental Leave Report', 'Third Party Report', 'None (Payroll)'.

Premium Pay Methods

Premium Pay

If non-feeder Civil Service and on permanent shift, then the hourly shift differential rate is entered here.

Default Earnings

General Note: Jobs that have a positive time entry (HA, SA, EH, and non-exempt C*) or feeder (D*) E-class, or a job suffix of 'T*', cannot have default earnings. Jobs with an E-class that starts with 'A', 'B', 'G', 'L', 'M', 'R', 'P', or exempt C* must have default earnings.

Effective Date

The date on which the default earnings begin; or it could be the date that any value for Default earnings changes (i.e. effective date of the change).

Earnings Code/Description

All jobs eligible for default earnings should have a 'regular pay' Earnings Code such as REG, RGE, RGG. All jobs with an E-class of A* or B* should have an RGE Earn code; the earn code that comes in by default is based on the E-class of the position. Additional ones can be entered. If the position was set up incorrectly before the job was created, and the job's E-Class has to be changed, the default values that come in can be wrong; HR must wait for the unit to make changes on NBAPOSN. This has occurred in the past when moving from non-salaried to salaried positions.

Hours or Units

This is the number of hours in a pay period that will be used to determine pay. This number should be the same as the number on the Job Detail form (Hours per Pay); if not, vacation and sick leave will not accrue correctly. For DLC or MIN earnings codes, this value is 1. If FTE is 0, this should be 0 as well.

Special Rate

This controls how much pay is generated by a MIN or DLC (earnings code) allowance. It represents the actual amount per pay that is paid.

MIN = Insurance stipend (primarily used for International), DLC = Dislocation earnings.


Must always be '1'.

End as of Date

This is the date to end the default earnings. It must be no earlier than the first day following the Last Paid Date. If you want to end as of a certain future date, you must enter the day after that desired date.

Work Schedules

General Note: Jobs that have E-classes of EH, D* ('feeder'), C* (and which are also exempt), or have job suffix of 'T', can not have a work schedule.

Effective Date

This defaults from the effective date of the job and is not editable.

Schedule Begin Day

(Relevant only to those required to fill out timesheets.) This is the day of the pay period that the effective date occurs (1-14); defaults to 1. This field determines how hours will populate on employee's timesheet. If the Effective Date is anything other than the first day of the schedule it must be changed from the default so that the correct weekdays will be populated with hours.

If the employee started on 08/28/06, then that is the first Monday of the pay period and it is schedule begin day 2; if they started on 09/05/06, it is schedule begin day 10). If this is not changed to the correct corresponding day in the pay period, the employee's hours will not default to the correct days of the week.

Schedule End Date

The date this schedule ends. It is blank unless work schedule data is being changed.

Base Earnings Code

Defaults to 'REG'; not editable.

Anyone with a work schedule will have hours default as REG hours on their timesheet.

Day (1-14)

This represents the days of the pay period by sequence number.

Shift (1-14)

Must always be '1'.

Hours (1-14)

Number of hours scheduled for that day.

Job Labor Distribution

Effective Date

This is the effective date of this labor distribution. There must be one record that matches the job begin date. This is done through EPAF (Electronic Personnel Action Form) for any changes after the initial hire.


This single-digit code represents the campus where the job is budgeted; it defaults from Position and is not editable here.


This is a shortcut for the FOAPAL code; set up with OBFS, primarily for those with multiple accounts; not used by all, and not required.


This indicates the fund from which the job is paid. It must be a value validated by the Finance office.


This code represents the organization from which the job is paid. It must be a value validated by the Finance office.


This is the account from which the job is paid. It must be a value validated by the Finance office.


This is the program from which the job is paid. It must be a value validated by the Finance office.


Optional; custom codes to assist with tracking expenses below the Program level, may be chosen from a drop-down window.


Optional; custom codes to assist with tracking expenses below the Program level, may be chosen from a drop-down window.


Optional; custom codes to assist with tracking expenses below the Program level, may be chosen from a drop-down window.


Optional; numeric value may be entered if desired.


This should indicate the percentage of total job that this FOAPAL is paying. Total of all lines must equal 100 and each line must have a value greater than "0".

Fields Not Used in NBAJOBS

      Base Job

    • IPEDS Reporting Indicator
    • Civil Service
    • Deferred Balance
      • Encumbrance Data
      • Total Encumbrance Hours
      • Contract Start
      • Contract End
      • Total Contract Hours

      Job detail

    • Encumbrance Hours

      Payroll Default

        Timesheet Defaults
      • Time In and Out
      • Leave Report Payroll ID
        Premium Pay Methods
      • Longevity

      Deferred Pay

    • Effective Date
    • Deferred Pay
    • Pay Period Salary
    • Factor
    • Pays
    • Deferred Amount


    • Effective Data
      • Supervisor
      • Name
      • Position / Suffix
      • Title
        Additional Information
      • Worker's Compensation
      • Job Location
      • Contract Number
      • EEO Location / Description
      • School / Description
        California Pension
      • STRS Assignment Code
      • California STRS Pay Code
      • California PEERS Code

      Excluded Deduction

    • Code / Description

      Default Earnings

    • Deemed

      Work Schedule

    • Deemed Hours