PS0031 – Employee PIN Assignment
You can use the Employee PIN Assignment screen to add, change, or delete a Personal Identification
Number (PIN) for an individual employee.
See below for an illustration:
This screen consists of two columns
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The left column contains the Employee SID Information, which includes the System ID and SID
Notification Date. The System ID field displays the employee’s SID, and the SID Notification Date
field displays the date that a notification letter was generated.
The right column contains Employee PIN Information, which includes the Employee PIN, PIN
Status, and PIN Notification Date.
The Change (C) function on this screen allows you to change only the PIN Number or PIN Status (or
both). You cannot change the SID.
You can also assign PINs to groups of employees by running either of two batch processes:
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PG617R (Employee PIN Assignment)
PG617R-A (Employee PIN Assign/Delete)
User Functions and Key Fields
Func
A
C
I
Key1
Employee ID
Key2
Leave blank
Key3
Leave blank
Add
Change (PIN Number or PIN Status only)
Inquire
Data Field List
Employee ID (Key1)
Employee Name
System ID
SID Notification Date
Employee PIN
PIN Status
PIN Notification Date
Employee ID Key1 field
Definition
Entry required. A unique number that identifies an employee. This number is
usually the employee's Social Security number.
Length
9 digits
Values
College-entered on the Employee Status Screen (PS0001) or Student/Hourly
Screen (PS0012)
Edits
On screens where the employee ID field is open, the employee ID must have
been entered into the Employee database on the Employee Status Screen
(PS0001) or the Student/Hourly Screen (PS0012).
On the Employee Status Screen (PS0001) and the Student/Hourly Screen
(PS0012), the employee ID field must not contain spaces.
Data Sets
Employee (EMP) database:
DED-BAL-D (key)
EMP-A (key)
EMP-ADDR-D (key)
EMP-BENE-D (key)
EMP-BOND-D (key)
EMP-DED-D (key)
EMP-EDUC-D (key)
EMP-HIST-D (key)
EMP-JOB-D (one of 2 keys)
EMP-M (key)
EMP-NAME-D (one of 2 keys)
EMP-YRQ-D (key)
EMPLR-XREF-D (one of 2 keys)
FAC-PLACE-D (key)
LEAVE-DAY-D (key)
LEAVE-XREF-D (one of 2 keys)
Payroll (PAYR) database:
COH-TRNS-M
TIME-RPT-D
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Employee Name
Definition
Entry required. The full name of an employee.
Length
30 characters
Format
Last, First Middle; Suffix
A compound last name must have a hyphen between each part, for example
Smith-Jones. There must be a comma between the last and first name, for
example, Smith-Jones, Jane
If the name includes a suffix, the middle name must be followed by a semi-colon,
for example, Johnson, Robert Alan; Jr.
Values
Entered by college on the Employee Status Screen (PS0001).
Can be changed on the Personal Information Screen (PS0004).
Data Sets
EMP database: EMP-M
System ID
Definition
The SID (Student Identification) number for an employee.
Length
9 digits
SID Notification Date
Definition
The date on which an SID notification letter was generated for a student.
Length
8 digits
Format
MM/DD/YY
Employee PIN
Definition
A personal identification number assigned to each employee. PINs allow employees
to access information in web-enabled applications.
Length
6 characters, containing a minimum of four digits
PIN Status
Definition
A code indicating whether an employee’s PIN is active or deactivated. PINs can be
deactivated for any reason, for example, an employee who requests that access to
his or her records using the Web be disabled.
Length
1 character
Values
Defined by SBCTC-ITD as:
A
Active
D
Deactivated
1-9
Number of unsuccessful attempts made to log on to Web Earnings
History or Instructor Briefcase. Resets to A after successful logon
or D after 9 unsuccessful attempts. After it is set to D, you will need
to manually reset it to A.
PIN Notification Date
Definition
3
The date on which an employee's PIN was assigned by running either job group
PG617R (Employee PIN Assignment) or PG617-A (Employee PIN Assign/Delete).
Length
8 digits
Format
MM/DD/YY
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