All Employee (AM) File, Revised August 20, 2012

File Description

The All Employee (AM) file contains one record for each person who was employed on November 1. There will be more than one record for employees who are employed by more than one campus. This format is for reporting in FY2012 and beyond.

Who to include in this report:

  • Staff who are on sabbatical leave and staff who are on leave, but remain on the payroll.
  • Staff whose primary responsibility is instruction, research, and/or public service and who are hired to temporarily replace staff whose primary responsibility is also instruction, research, and/or public service AND who are also on sabbatical leave or on leave without pay.
  • "Visiting" staff whose primary responsibility is instruction, research, and/or public service and who are paid by your institution.
  • Adjunct staff whose primary responsibility is instruction, research, and/or public service and who are employed on a full-time or on a part-time basis in the primary function/occupation activity for which they were hired.
  • Staff in Workforce Development training programs and Adult Basic Education (ABE) programs.
  • Staff at off-campus centers associated with the campus covered by this report. (Do not include staff who work at branch campuses located in a foreign country.)

Who NOT to include in this report:

  • Staff on leave without pay.
  • Staff in the military or religious orders who are not paid by your institution.
  • Staff whose services are contracted by or donated to the institution.
  • Casual staff (hired on an ad-hoc or occasional basis to meet short-term needs).
  • Undergraduate students.
  • Students in the College Work-Study Program.
  • Staff who work strictly in hospitals associated with medical schools.

Submission Schedule

The All Employee (AM) file is an annual submission reflecting activity on November 1st during the current calendar year. The header year should reflect the calendar date of the file. For example, if a file is submitted in December 2000 that reflects activity on November 1, 2000, the header record and submission year must indicate 2000. The window for this file is December 1 through February 3.

Capture Date

The capture date is November 1.

Relationship to Other File Submissions

Submission of this file is not dependent upon the prior submission of other files.

Data Fields

Field Names

Field Attributes and Procedures

Data Format

Campus

Enter a campus code from Institution/Campus Codes. This four-character Regents-assigned abbreviation uniquely identifies the campus (or branch) within an institution

Alphabetic 
4 characters 
Columns 1-4

Employee Identifier

Enter the federally assigned Social Security Number (SSN) or institution-assigned identifier. This nine-digit alphanumeric field can be either the employee's SSN or an 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. The length of employment indicated in the faculty contract or formal agreement as opposed to the schedule according to which salary checks might be issued. Use the two-character code to indicate Full Time (9/10 month) - (09), Full Time (11/12 month) - (11), Part Time - (PT), or Graduate Assistant - (GA).

Alphanumeric 
2 characters 
Columns 19-20

Pay Type

Enter (S) for salary or (W) for wages.

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 one of the following: 
M - Male 
F- Female
N - Not Reported

Alphabetic 
1 character 
Column 38

Hispanic/Latino Ethnicity

Enter Y if the employee is a person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. Otherwise, enter N

Alphabetic 
1 character
Column 39

American Indian or Alaska Native Race

Enter Y if the employee is a person having origins in any of the original peoples of North and South America (including Central America), and who maintains a tribal affiliation or community attachment. Otherwise, enter N

Alphabetic 
1 character
Column 40

Asian Race

Enter Y if the employee is a person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. Otherwise, enter N

Alphabetic 
1 character
Column 41

Black or African American Race

Enter Y if the employee is a person having origins in any of the Black racial groups of Africa. Otherwise, enter N

Alphabetic 
1 character
Column 42

Native Hawaiian or Other Pacific Islander Race

Enter Y if the employee is a person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. Otherwise, enter N

Alphabetic 
1 character
Column 43

White Race

Enter Y if the employee is a person having origins in any of the original peoples of Europe, the Middle East, or North Africa. Otherwise, enter N

Alphabetic 
1 character
Column 44

Unknown Race

Enter Y if the employee’s race and ethnicity is unknown. Otherwise, enter N. 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.

Alphabetic 
1 character
Column 45

Nonresident Alien

Enter Y if the employee is a nonresident alien. Otherwise, enter N

Alphabetic 
1 character
Column 46

Country of Origin

For all employees reported as Nonresident Aliens, enter the employee's country of origin or citizenship (not the employee's birth country) as reported on their passport. Use the SEVIS codes. If country is unknown use 99. If the student is not a nonresident alien, use 98.

Alphabetic 
2 characters 
Columns 47-48

Delete Switch

Enter Y if the record is to be deleted from the database. Otherwise, enter N

Alphabetic 
1 character 
Column 49

Definitions and Descriptions of Data Fields

Institution Assigned Identifier Switch: Identifiers assigned by other federal agencies such as the Internal Revenue Service are not SSNs. When the SE file is submitted the relationship between the Identifier and the Institution Assigned Identifier Switch will be tested. On June 25, 2011, the Social Security Administration changed the way SSNs were issued. The full details can be found here. For the purposes of HEI reporting, these SSNs cannot begin with 000, 666 and 900-999. In addition, an institutionally assigned identifier cannot match a federally assigned SSN at this institution. Each identifier must be unique.

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.

HEI Code

Name

Description

DI

Departmental Instruction

Includes all faculty compensation and other departmental compensation

AS

Academic Support

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.

SS

Student Services

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.

PO

Plant Operation

This category includes all compensation for physical plant administration, building maintenance, custodial services, utilities, and landscaping and grounds maintenance.

IS

Institutional Support

This category contains expenditures for executive management, fiscal operations, general administration, logistical services, and community relations

SB

Separately Budgeted Research

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.

PS

Public Service

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.

AU

Auxiliary

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.

HO

Hospital

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.

HEI Code

IPEDS Category

SOC Major/Minor Group Elements and Detailed Occupations

MA

Management Occupations

11-0000 Management Occupations

BF

Business and Financial Operations Occupations

13-0000 Business and Financial Operations Occupations

CE

Computer, Engineering, and Science Occupations

15-0000 Computer and Mathematical Occupations
17-0000 Architecture and Engineering Occupations
19-0000 Life, Physical, and Social Science Occupations

CL

Community Service, Legal, Arts, and Media Occupations

21-0000 Community and Social Service Occupations
23-0000 Legal Occupations
27-0000 Arts, Design, Entertainment, Sports, and Media Occupations

PI

Primarily Instruction

25-1000 Postsecondary Teachers

RI

Instruction combined with research and/or public service (I/R/PS)

PR

Primarily Research

PS

Primarily Public Service

GT

Graduate assistants - teaching

25-1191 Graduate teaching assistants

GR

Graduate assistants - research(I/R/PS)

GA

Graduate assistants - other

AT

Archivists, Curators, and Museum Technicians

25-4010 Archivists, Curators, and Museum Technicians

LI

Librarians

25-4020 Librarians

LT

Library Technicians

25-4030 Library Technicians

NT

Other Teaching and Instructional Support Occupations

25-2000 Pre-school, Primary, Secondary, and Special Education School Teachers
25-3000 Other Teachers and Instructors
25-9000 Other Education, Training, and Library Occupations

HO

Healthcare Practitioners and Technical Occupations

29-0000 Healthcare Practitioners and Technical Occupations

SO

Service Occupations

31-0000 Healthcare Support Occupations
33-0000 Protective Service Occupations
35-0000 Food Prep and Serving Related Occupations
37-0000 Building and Grounds Cleaning and Maintenance Occupations
39-0000 Personal Care and Service Occupations

SA

Sales and Related Occupations

41-0000 Sales and Related Occupations

OS

Office and Administrative Support Occupations

43-0000 Office and Administrative Support Occupations

NM

Natural Resources, Construction, and Maintenance Occupations

45-0000 Farming, Fishing, and Forestry Occupations
47-0000 Construction and Extraction Occupations
49-0000 Installation, Maintenance, and Repair Occupations

PT

Production, Transportation, and Material Moving Occupations

51-0000 Production Occupations
53-0000 Transportation and Material Moving Occupations

MS

Not applicable in IPEDS because IPEDS collects data on civilian staff only

55-0000 Military Specific Occupations

Racial/Ethnic Code: Colleges and universities are strongly encouraged to collect these data. However, in the event that the student chooses not to disclose his or her race or this datum is not otherwise available, unknown is an acceptable entry. These definitions and categories are prescribed by the U.S. Department of Education. View the crosswalk between the new and old racial/ethnic codes at race_ethnicity_crosswalk.pdf

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 notes: When the Appointment Status for an individual is PT (Part-time) or GA (Graduate Assistant) and the Pay Type is S (Salary), enter NA.
  • When work category field is PI, PR, RI, or PS and appointment status is PT, enter NA.  (Prior to November 1, 2011 if the salary was entered, it was excluded from the database and Faculty salary data was obtained from the FD file, otherwise the Salary information was not collected in the AM file.)

Annualized Base Salary: Enter the annualized salary 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.
  • For employees 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 employees reported as PI, PR, RI or PS in the Work Category field, and an Appointment Status of PT, report NA.  (Prior to November 1, 2011 if the salary was entered it was excluded from the database and Faculty salary data was obtained from the FD file, otherwise the Salary information was not collected in the AM file.)

Edit and Load Specifications

Revised December 19, 2007

Error Code

Edit Message Text

(Text that appears in primary edit results)

Programming Logic
(Detailed and technical explanation of the conditions that triggered the error)

001

The Campus code is not in the Institution/Campus Codes table

If the Campus code is not in the Campus Code Column of the Institution/Campus Codes table, or the Campus code is SSCC or CYCC

011

Blank records not allowed

If the record is blank, do not run edit checks for this file on this record, and

013

The Delete Switch is not Y or N

If the Delete Switch is not Y and not N

018

Invalid Social Security Number

If the Institution Assigned Identifier Switch is N and the Delete Switch is N and the Identifier is numeric in each character position and the first three digits, or the fourth and fifth, or the sixth through ninth digits of the Identifier are zeros, OR if the Institution Assigned Identifier Switch is N and the Delete Switch is N and the Identifier is numeric in each character position and the first three digits are 666 or 900 or above

021

The Social Security Number is not numeric

If Institution Assigned Identifier Switch is N and Employee Identifier is not numeric

022

The Institution Assigned Identifier Switch is not Y or N

If Institution Assigned Identifier Switch is not Y and not N

026

The Racial/Ethnic code is not in the Racial/Ethnic Codes table.

If Racial/Ethnic code, submission year, and spring term do not match a Racial/Ethnic code, year, and term in the Race/Ethnicity table

035

There are non-blank characters beyond the allotted record length for this file

If there are non-blank characters beyond the allotted record length for this file

040

The Campus code in the input record does not correspond to the login Institution code

If Campus code does not correspond to login Institution code

301

This Institution Assigned Identifier is the same as a SSN in the Institution SSN table

If Institution Assigned Identifier Switch is Y and the Employee Identifier is in the Institution SSN table for this institution and the table row has the Institution Assigned Switch as N

302

This SSN is the same as an Institution Assigned Identifier in the Institution SSN table

If Institution Assigned Identifier Switch is N and the Employee Identifier is in the Institution SSN table for this institution and the table row has the Institution Assigned Switch as Y

303

An Employee Identifier cannot have Institution Assigned Identifier switch values of both Y and N

If the submission file contains more than one record with the same Employee Identifier and the Institution Assigned Identifier Switch is not the same (Y or N) for those Employee Identifiers

310

The Sex code is blank or not in the Sex Code table

If Sex Code is not in Sex Codes table

311

The Appointment Status is not in the Appointment Status table

If Appointment Status and submission year do not match an Appointment Status code and Year in the Appointment Status table or the Appointment Status code and submission year for this submission do not match an Appointment Status code, year, and submission code in the Appointment Status Exceptions table

379

The Employee Identifier is blank or not left justified

If Employee Identifier is blank in first character position

381

The Major Fund Group code is not in the Major Fund Group table

If Major Fund Group code is not in the Major Fund Group table for the year indicated in the header record

386

The Work Category code is not in the Work Category table

If Work Category code is not in the Work Category table for the year indicated in the header record

390

The Pay Type is not in the Pay Type Codes table

If Pay Type is not in the Pay Type Codes table for the year indicated in the header record

391

The Contract Salary or Wage amount is blank or not numeric

If Salary/Wages is blank OR is not NA or is not numeric

394

There is not a row for the individual in the All Employee table

If the Delete Switch is Y and there is not a row in the All Employee table with the same Employee Identifier (Regents ID), Year, and Campus

395

There is not a row with the same values for the individual in the All Employee table

If Error 394 did not occur, and if the Delete Switch is Y and there is not a row in the All Employee table with the same Campus Code, Employee Identifier (Regents ID), Institution Assigned Switch, Major Fund Group, Work Category, Appointment Status, Pay Type, Salary/Wages, Sex, Race/Ethnicity, and Year

396

There is a row for this individual in the All Employee table with the same campus although the Delete Switch is N

If the Delete Switch is N and there is a row in the All Employee table with the same Employee Identifier (Regents ID), Campus Code, and All Employee Year, and if there is not a record in this submission file for the same Employee Identifier with the Delete Switch set to Y

398

The Identifier and Delete Switch setting occur in more than one record in the All Employee submission file

If the same Employee Identifier, Campus Code, and value in the Delete Switch occur in more than one record in the All Employee submission file

914

Annualized Salary is required when Salary/Wages field is reported as S

If Annualized Salary is NA and Pay Type is S and Appointment Status is not GA or PT and Work Category is not FA

915

Annualized Salary is either not NA or is not numeric

If Annualized Salary is not NA or not numeric

916

Salary/Wages is required when Pay Type is S

If Salary/Wages is NA AND Pay Type is S

918

NA is not a valid entry for salary/wages when employee is entered with Pay Type W and is not Work Category PT or GA

If Pay Type is W and Salary/Wages is NA and Appointment Status is not GA or PT

A06

The reported wage is more than $75 per hour

If Salary/Wages is numeric and is more than 7500 and Pay Type is W

A07

The reported contract salary is less than $1000

If Salary/Wages is numeric and is less than 100000 and the Appointment Status is 09 or 11 and Pay Type is S

B88

Warning- Pay Type is S, Appointment Status is GA/PT, but salary is numeric instead of NA.

If Pay Type is S and Appointment Status is GA or PT and Salary/Wages is numeric or Annualized Base Salary is numeric

B90

000000 was entered in salary/wages for an employee with Pay Type W. Please enter Wages if employee was paid.

If Salary/Wages is 000000 and Pay Type is W

1BI

The combination of Work Category and Appointment Status is invalid.

If Error 311 and Error 386 did not occur, and the combination of Work Category and Appointment Status is not in the Appointment Status Work Category table

1BW

Hispanic/Latino Ethnicity is invalid

If Hispanic/Latino Ethnicity is not Y or N

1BX

American Indian or Alaska Native Race is invalid

If American Indian or Alaska Native Race is not Y or N

1BY

Asian Race is invalid

If Asian Race is not Y or N

1BZ

Black or African American Race is invalid

If Black or African American Race is not Y or N

1CB

Native Hawaiian or Other Pacific Islander Race is invalid

If Native Hawaiian or Other Pacific Islander Race is not Y or N

1CD

White Race is invalid

If White Race is not Y or N

1CE

Unknown Race is invalid

If Unknown Race is not Y or N

1CF

Nonresident Alien is invalid

If Nonresident Alien is not Y or N

1CG

The country code is invalid or is not ‘99’ (unknown) or is not '98' (not applicable for students who are not nonresident aliens)

If country code is not in the country code verification table or is not 99 (for unknown code) or 98 (for country code not required for students who are not nonresident aliens)

1CI

At least one race/ethnicity selection must be chosen

If all race/ethnicity selections are N

1CJ

Individual cannot have a known and unknown race/ethnicity

If a known and unknown race/ethnicity code are selected

1CW

Combination of appointment code and work category is invalid

If the combination of appointment code and work category code is not in the appointment work category table.