Effective Dating Infotypes
Procedure Updated:
09/11/2024
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, first 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 such as parking. If so, then manually adjust the 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 employee's 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 garnishment order before garnishment 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 garnishment order before document. |
| IT0195 | Garnishment Order | Check date in which garnishment is to begin deducting | Check date (generally 10th or 25th) Note: End date garnishment order before garnishment 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 garnishment order before document. |
| IT0207 | Residence Tax Area | Employment start date or update with check date for period taking effect. For out-of-state record, refer to Additional Steps for Out-of-State Employees – Set Up Out-of-State Employee to ensure employee is set up appropriately. | Do not end date. For out-of-state record, refer to Additional Steps for Out-of-State Employees – End Out-of-State Employee to ensure employee is returned to Washington as appropriate. | Do not end date. For out-of-state record, refer to Additional Steps for Out-of-State Employees – End Out-of-State Employee to ensure employee is returned to Washington as appropriate. |
| IT0208 | Work Tax Area | Record optional for WA, employment start date or actual effective date of change. For out-of-state record, refer to Additional Steps for Out-of-State Employees – Set Up Out-of-State Employee to ensure employee is set up appropriately. | End out-of-state record. Refer to Additional Steps for Out-of-State Employees – End Out-of-State Employee to ensure record is ended as appropriate. | End out-of-state record. Refer to Additional Steps for Out-of-State Employees – End Out-of-State Employee to ensure record is ended as appropriate. |
| IT0209 | Unemployment State | Effective date of appointment or actual effective date of change. For out-of-state record, refer to Additional Steps for Out-of-State Employees – Set Up Out-of-State Employee to ensure employee is set up appropriately. | Do not end date. For out-of-state record, refer to Additional Steps for Out-of-State Employees – End Out-of-State Employee to ensure employee is returned to Washington as appropriate. | Do not end date. For out-of-state record, refer to Additional Steps for Out-of-State Employees – End Out-of-State Employee to ensure employee is returned to Washington as appropriate. |
| 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. |