HR - Officer Code Listing - Job Aid

The Officer Code field is used to identify employees eligible for federal, executive teacher or protective retirement. In addition to using this field for specific retirement determination, the field contains information on employees with Veterans Administration Affiliation that receive benefits through UW employment even though on leave while at the VA, Craftworker Supervisors that must pay the total cost of their health insurance. This field is also used to identify academic staff jobs that have faculty status and UW Madison employees that are USDA federal employees.

Procedure At-a-Glance

Category: Unique Identifier for Benefits Eligibility
Audience: Used by HR professional when hiring employee in this unique category
Overarching Process: Hire, transfer, rehire employee
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General Description

The UW has a requirement to identify employees that are eligible for federal, protective and Faculty/Academic Staff/Limited Appointment (FA/AS/LI) (unclassified) teacher retirement.  There is also a need to identify Craftsworker Supervisors who are required to pay the full cost of their health insurance premiums, even though these employees are non-represented.

Employees that are on a partial leave of absence from UW Madison while working at the VA Hospital (VA Affiliation) must be identified in order to provide the appropriate employer contribution for health insurance benefits.  In the legacy system the federal employees and those with a VA affiliation are identified in IADS by a special code.  Employees eligible for protective and executive teacher retirement are identified by a specific retirement code and to ensure that craftworker supervisors are enrolled in the appropriate retirement plan, it required hard coding job codes into the retirement processor.

The Officer Code field must be managed by UW Extension and UW Madison for employees with federal retirement and the UW Madison/SMPH for employees with a relevant VA Hospital Affiliation.  Those eligible for Executive Teacher or Protective Retirement must be identified by the Institution at which employed to ensure that they are enrolled in the appropriate retirement plan.  Institutions that have Craftworker Supervisors must manage this indicator for these employees to ensure that the correct health insurance premium is charged.  The USDA indicator used for a small group of UW Madison College of Agriculture and Life Sciences faculty and the Faculty Status indicator have no benefits impact.

Job Aid

Value Long Name Short Name Description
1 Federal Retirement Fed Ret Federal Employees located only at UW Extension and UW Madison   These employees are eligible for the Federal Retirement Plan and some federal life insurance plans.
2 VA Hospital Employee VA Hosp Veterans Hospital Employees employed only by the UW Madison/SMPH.  These are UW Madison employees that are on a partial leave of absence to work at the VA Hospital and while on this leave are eligible for full employer contribution toward their health insurance premiums.  They are also offered the State Group Life Insurance plan for a coverage amount equal only to their UW Madison earnings.
3 Executive Unclass Retirement ExecUn Ret Executive Teacher Retirement.  Employees eligible for this retirement are generally the Chancellors and Provost at each Institution.  This retirement group has a normal retirement age of 62 which is different than other groups and a different WRS contribution rate.
4 Protective Retirement Protec Ret Protective FA/AS/LI (Unclassified) Employees.  Generally the employee identified by this indicator is the Police Chief at each Institution.  These employees are identified as FA/AS/LI (Unclassified) employees but are not covered by the WRS Teacher retirement plan as are other FA/AS/LI (unclassified) employees.  In order to enroll these FA/AS/LI (unclassified) employees in the appropriate retirement plan which is Protective Retirement, this indicator is required.  Protective Retirement employees have a normal retirement age of 53 and also have a higher WRS contribution rate.
5 USDA USDA This indicator has No impact on benefits.  Employees with this indicator are faculty at UW Madison College of Agriculture and Life Sciences and are federal employees although they are not eligible for federal retirement.
6 Faculty Status Fac Status Used for academic staff who have been granted faculty status.
7 Craftworker Supervisor Crftwkrspv Craftworker Supervisors by definition are non-represented employees, however, for health insurance purposes are treated as employees represented by the Building and Trades bargaining agreement which specifies that the employees will pay the total cost of their health insurance. These employees do not receive employer share toward their premiums and in order to ensure that they are mapped to the appropriate health insurance rate tables, this indicator is required.
N None None Default value is equal to "None"

Processing Rules:

  1. For all new hires, the value in this field defaults to “none.”
  2. When an employee is hired, if the value in this field should be changed to one of those indicated above, a Human Resources Administrator will be required to manually change the indicator to the appropriate value.
  3. Whenever an employee changes jobs or the affiliation, if the change affects their retirement plan or in the case of the craftworker supervisor, their health insurance premium, a Human Resources Administrator will have to change the values appropriately.
    Note:  There are no reports generated that will identify employees that should or should not be in specific retirement plans or to identify a craftworker supervisor that has changed jobs, therefore, it is the responsibility of a Human Resources Administrator to ensure that the value is set correctly.

Related Policies

Related Jobaids

Keywords:Federal Retirement VA Hospital Employee Executive Unclassified Retirement Protective Retirement USDA Faculty Status Craftworker Supervisor   Doc ID:16914
Owner:Tami E.Group:Human Resource System (HRS)
Created:2011-02-15 19:00 CDTUpdated:2016-06-24 09:32 CDT
Sites:Human Resource System (HRS)
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