Personnel - User Defined Codes
Use the User Defined Table page to define and maintain lookup codes required for Minnesota state compliance reporting. This page allows users to create, update, and delete table codes that are referenced by employee records and used during data extraction for TRA, PERA, STAR Staff, New Hire, and Quarterly Wage reports. The codes entered on this page provide valid values for drop-down lists on employee data entry pages and are validated during report generation.
The following table lists the Table Codes, uses, descriptions, whether setup or maintenance is required, and the reports that reference them.
Table Code | Used for | Description | Setup/Maintenance required? | Referencing Reports |
|---|---|---|---|---|
CL | Position Class Codes | PERA position classification codes | Required | |
EL | TRA Eligibility Codes | Valid TRA eligibility classification codes | Required | |
ES | Employment Status Crosswalk | This table code contains the crosswalk between internal status codes and the TRA/PERA status codes. Default values are installed that map to standard TRA status codes (01, 02, etc.) and PERA status codes (N, T, etc.). Users may need to add custom mappings if using non-standard termination codes. | Updated upon installation. Maintenance required for custom codes. | |
EX | PERA Exclusion Codes | Exclusion reason codes as defined by PERA | Required | |
GL | Grade Levels | Grade level codes for STAR Staff reporting | Required | |
IS | Inactive Status Codes | Separation/inactive status codes for STAR Staff reporting | Required | |
PC | PERA Position Codes | Valid PERA position codes | Required | |
SS | New Staff Status Codes | New staff status indicator codes | Required | |
TL | TRA Position Codes | Valid TRA position codes | Required |
Maintain data
On the start page, select Human Resources.
Select Reference Tables.
From the Personnel menu, select User Defined Codes.
Enter the Search Criteria to find the required records, and then select Search.
Refer to Search for records for more information.To add a record, select Add new. Refer to the Field descriptions, enter valid information, and select Accept.
To edit a record, select the record and select Accept. Update the information and select Accept.
To delete, select the record and select Delete. Select Yes.
To generate a report, select Print, and then select a Destination:
Select File to create the report in .rpt format. The default file name is userdef.rpt. You can change the default file name.
Select Screen to download the report in .pdf format. The default file name is userdef_<#####>.pdf.
Select Excel to download the report in .xlsx format. Select the required Excel Options. The default file name is userdefrpt<####_#####>.xlsx.
Select OK.
Download the .rpt file from the View Files page.
Save the .pdf or .xls file.
For more information about the Print option, refer to Print Reports.
Field descriptions
The following table describes the fields on the User Defined Table page.
Field | Description |
|---|---|
Table Code | The two-character prefix identifying the category of codes. For example, SS, EX, GL. When setting up a user-defined table:
|
Code | The specific code value within the user-defined table. This value is used to populate drop-down lists alongside the Title field value and is reported to state agencies. For a list of valid codes, refer to the current manuals and documentation on the relevant Minnesota website. |
Title | A brief descriptive label for the code. This value is displayed in drop-down lists alongside the Code field value and also in reports. |