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Important Note: This content will be available in CORE Payroll once the system is live. These transactions are not activated for end users at this time.
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Use this Determine an Employee’s Sub-Title Code job aid to accurately calculate the required two-digit employee sub-title code by utilizing the Subtitle Decoder tool. The resulting code dictates the appropriate deduction policy and pay policy applied to the employee's record, which is essential for accurate setup during new hires and transfers.
Important Information - Date Entry in CORE Payroll
Users will need to enter the sub-title on Employee Status Maintenance (ESMT) transactions in the Classification Attributes section. Job aids that reference the sub-title include Hire a New Employee, Transfer an Employee (Internal Transfer), and Transfer an Employee (External Transfer).
Subtitle Decoder Overview
The Subtitle Decoder is broken into 2 distinct sections:
Deduction Policy Questions (DPOL) – By selecting the appropriate dropdown answers for the Deduction Policy Questions, a four letter Deduction Policy code is generated that specifies the applicable deduction rules.
Pay Policy Questions (PPOL) – By selecting the appropriate dropdown answers for the Pay Policy Questions, a six letter Pay Policy code is generated that specifies pay-related policies.
Based upon the Deduction Policy Code & Pay Policy Code, the Decoder will generate a two-letter sub-title code. This two-letter sub-title code is what you will enter.
How to Use the Subtitle Decoder
Open the Subtitle Decoder.
2. For the Deduction Policy Questions (DPOL) (rows 2-6), select the appropriate options as they relate to the employee.
The Decoder will automatically generate the Deduction Policy code in row 7.
Row 2. PERA Retirement Plan Type
Row 3. Retired from PERA returning to work employee
Row 4. PERA Start Date Prior to 7/01/2019
Row 5. Benefits Plan
Row 6. Legal Colorado Address
3. For the Pay Policy Questions (PPOL) (rows 11-16), select the appropriate options as they relate to the employee.
The Decoder will automatically generate the Pay Policy code in row 17.
Row 11. A Daily Rate Employee
Row 12. Branch of Government
Row 13. FLSA Status
Row 14. Shift Pay Eligible
Row 15. Essential Worker
Row 16. Employment Type
Entering the Subtitle Code
The Decoder automatically generates the sub-title code in row 19 based on your answers to the Deduction Policy and Pay Policy questions. You will enter this code into Employee Status Maintenance (ESMT) transactions.
Standard 2-Digit Sub-Title Code
If the value displayed in row 19 is only 2 digits (as pictured below), this is a standard sub-title code. Enter this 2-digit code into the sub-title field. Do not enter any values in the Overrides section.
2-Digit Sub-Title Code + 4-Digit Override Code
When an override is encountered, you will see a 2-digit sub-title code +a 4-digit override code (as pictured below). Overrides are rare and reserved for specific exceptions, typically applying to a very small number of state employees, such as non-residents of Colorado or classifications without their own unique sub-title.
When this occurs:
Enter the 2-digit code into the Sub-Title field in ESMT transactions.
Enter the 4-digit code into the Benefits Policy field in the Overrides section on ESMT transactions.
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