Effective Dating Infotypes
Procedure Updated:
08/09/2022
An infotype is an information unit that is used to maintain master data in the Human Resource Management System (HRMS). Each infotype is assigned a name and a four-digit code, and is capable of maintaining employee data with one or more records within the infotype. Below is a list of infotypes with recommended start and end dates for each.
| Infotype Number | Infotype Name | Record Start Date | Record End Date (Separation) | Record End Date (Appointment Change) |
|---|---|---|---|---|
| IT0001 | Organizational Assignment | Actual effective date of change | PA40 action end dates current Infotype; creates new record in default 99999999 position to 12/31/9999 | PA40 transfer action end dates current Infotype; creates new record that will be populated by HR in new position with end date to 12/31/9999 |
| IT0006 | Addresses | Actual effective date of change - Must be dated prior to Payroll Day 3 cutoff to take effect for the paycheck | Do not end date the Permanent residence record | Do not end date the Permanent residence record |
| IT0007 | Planned Working Time | Actual effective date of change - For Rehires with a change to or from 24/7 work schedule, 1st day of pay period | Do not end date | PA40 transfer action will end date current Infotype and create new record populated by HR with new record and end date to 12/31/9999 UNLESS no change is needed then Infotype can be skipped |
| IT0008 | Basic Pay | Actual effective date of change | Do not end date | PA40 transfer action will end date current Infotype and create new record populated by HR with new record and end date to 12/31/9999 UNLESS no change is needed then Infotype can be skipped |
| IT0009 | Bank Details | Actual effective date of change - ACH must be dated a minimum of 10 days prior to Payroll Day 3 for Pre-Note to take effect for the paycheck. Record active on Payroll Day 3 will run with payroll period | Do not end date | Do not end date |
| IT0014 | Recurring Payments/Deductions | First day of the Pay Period | Last Day of Pay Period (15th or last day of month) | Day of Transfer - Unless it is an agency specific deduction (ex. Parking) if so then manually adjust and end date based on agency policy for deduction. |
| IT0015 | Additional Payments | Last Day of Pay Period (15th or last day of month) | Not Applicable | Not Applicable |
| IT0016 | Contract Elements | Actual effective date of change | Do not end date | Do not end date |
| IT0019 | Monitoring of Tasks | Actual effective date of task | Not applicable | Not applicable |
| IT0021 | Family Member/Dependents | As requested by Employee | As requested by Employee | As requested by Employee |
| IT0022 | Education | Start Date of Education Level selected | End Date should remain last day of education level selected | End Date should remain last day of education level selected |
| IT0027 | Cost Distribution | First day of the Pay Period | Last Day of Pay Period (15th or last day of month) | Last Day of Employment with losing agency |
| IT0031 | Reference Personnel Numbers | Start Date of Concurrent Appointment | Do not end date | Do not end date |
| IT0040 | Objects on Loan | Start Date of Object Loan | End Date of Object Loan | End Date of Object Loan |
| IT0041 | Date Specifications | Actual effective date of change | Do not end date | PA40 transfer action will end date current Infotype and creates new record that will be populated by HR with new dates and end date to 12/31/9999. For other Appointment Change actions the Infotype can be skipped if there are no changes |
| IT0077 | Additional Personal Data | Start Date of Appointment or actual effective date of change | Do not end date | Do not end date |
| IT0081 | Military Service | Start Date of Military Service - Start Date should match employee's DD214 | Do not end date during Separation - End Date should match the Discharge Date on DD214 | Do not end date during Separation - End Date should match the Discharge Date on DD214 |
| IT0094 | Residence Status | Residence Start Date | Residence End Date | Residence End Date |
| IT0105 | Communication | Effective Date of Appointment or Actual Effective Date of change | Last Day of Employment | PA40 transfer action will end date current Infotype and creates new record that will be populated by HR with new dates and end date to 12/31/9999. For other Appointment Change actions the Infotype can be skipped if there are no changes |
| IT0167 | Health Plans | First day of the Pay Period Benefits Eligibility Begins - GAP record | Last Day of Eligible Month (action completed in Pay1 - GAP record) |
Do not manually end date unless Day 3 - End last day of eligible month (action required in Pay1 - GAP record) Refer to Manual Adjustments for Healthcare Premiums - Transfer Different Agency procedures |
| IT0169 | Savings Plans | First day of the Pay Period Benefits Eligibility Begins - GAP record | Last Day of Pay Period (15th or last day of month) | Do not end date |
| IT0171 | General Benefits Information | Actual effective date of change | Check Date of Employees Final Paycheck | New Record: Effective Date of Appointment or Actual Effective Date of change End Date (appointment change): Do not end date |
| IT0194 | Garnishment Document | Check Date in which Garnishment is to begin deducting | Check Date (generally 10th or 25th) Note: end date Order before Document |
Agency Specific Garnishment: Manually calculate prorated amount to take SOW Garnishment: Must communicate with Gaining Agency that Garnishment exists Note: action should happen on Order before Document |
| IT0195 | Garnishment Order | Check Date in which Garnishment is to begin deducting | Check Date (generally 10th or 25th) Note: end date Order before Document |
Agency Specific Garnishment: Manually calculate prorated amount to take SOW Garnishment: Must communicate with Gaining Agency that Garnishment exists Note: action should happen on Order before Document |
| IT0207 | Residence Tax Area | Employment Start Date | Do not end date | Do not end date |
| IT0209 | Unemployment State | Effective Date of Appointment or Actual Effective Date of change | Do not end date | Do not end date Washington state does not pay employment tax - just claims. If there is a need to update the worksite, record should be dated for the first day EE is with the agency. |
| IT0210 | Withholding Info W4/W5 US | First Day of New Hire or Update with Check Date for period taking effect | Do not end date | Do not end date when updating record as requested by employee, record should be dated for the day after the last pay date. |
| IT0216 | Garnish. Adjustment | Check Date in which Garnishment is to adjust | Check Date in which Garnishment is to adjust | Check Date in which Garnishment is to adjust |
| IT0234 | Add. Withh. Info. US | Employment Start Date or First Check Date with Gaining Agency | Do not end date | Day prior to first check date with Gaining Agency. For other Appointment Change actions the Infotype can be skipped if there are no changes |
| IT0376 | Benefits Medical Information | First day of the Pay Period Benefits Eligibility Begins - GAP record | Last Day of Eligible Month (action completed in Pay1 - GAP record) |
Do not manually end date unless Day 3 - End last day of eligible month (action required in Pay1 - GAP record) Refer to Manual Adjustments for Healthcare Premiums - Transfer Different Agency procedures |
| IT0377 | Miscellaneous Plans | First day of the Pay Period for new attestation for manual entry- GAP Record | Last Day of Pay Period (15th or last day of month) | Do not end date |
| IT0416 | Time Quota Comp. | Actual effective date of compensation/adjustment | Not applicable | Not applicable |
| IT0554 | Hourly Rate Per Assignment | Actual effective date of assignment | Last Day of employment | Last Date of Assignment or Last Day with losing agency |
| IT0613 | Absence Donation Admin US | Date of actual donation or withdrawal | Not applicable | Not applicable |
| IT0696 | Absence Pools | First day of initial eligibility | Last Day of eligibility | Last Day of eligibility |
| IT2003 | Substitutions | Actual effective date of substitution | Not applicable | Not applicable |
| IT2013 | Quota Corrections | Start Date of Correction - Cannot duplicate Start Date of same Leave Type for multiple Quota Corrections | Not applicable | Not applicable |
| IT9102 | Labor Relations | Contact Labor.Relations@ofm.wa.gov | Contact Labor.Relations@ofm.wa.gov | Contact Labor.Relations@ofm.wa.gov |
| IT9105 | Duty Station Address | Actual effective date of change | Last Day of Employment | PA40 transfer action will end date current Infotype and creates new record that will be populated by HR with new dates and end date to 12/31/9999. For other Appointment Change actions the Infotype can be skipped if there are no changes |
| IT9106 | Telework/Flex Work (Employee) | Actual effective date of change | Last Day of Employment | PA40 transfer action will end date current Infotype and creates new record that will be populated by HR with new dates and end date to 12/31/9999. For other Appointment Change actions the Infotype can be skipped if there are no changes |