Government Employment Forms

Attachment 2

DRAFT

[Date}

[Contact Name]

[Contact Title]

[Address 1]

[Address 2]

[Address 3]

Dear Mr/Ms. [contact]:

The U.S. Census Bureau is now collecting data for the 2010 Annual Survey of Government Employment and appreciates your willingness to provide this information. This survey requests employment and payroll data by agency for full-time and part-time employees to include corresponding gross payroll figures and total part-time hours paid for the pay period that includes March 12, 2010.

[This part is specific to the unit but an example is as follows: A copy of our Form E-1 and the record layout for the data file are enclosed for your reference. In 2007, Ms. Cathy Mason submitted the data electronically in an Excel file. If possible, please report data for 2009 in the same manner.]

Please upload the completed data file(s) directly to our website.

• Please visit http://harvester.census.gov/sgenet to upload the completed file(s)

• Your User ID is [User ID]

Please do not provide any employee names, social security numbers, or other personally identifiable information. If it is not possible to submit a data file without including personally identifiable information, please contact us for further information.

Please reply by July 31, 2010. A pre-addressed, postage-paid mailing label has been provided for your convenience in returning any materials to us if necessary. If you have any questions, contact [Central Collection Project Lead] or any member of the Employment & Benefits Statistics Branch staff at 1-800-642-4901, or at govs.employcc@census.gov.

Thank you for your continued assistance.

Sincerely,

Kenneth L. Long Jr.

Section Chief, Employment & Benefits Statistics Branch

Governments Division

U.S. Census Bureau

Enclosures

cc: [CC Contact]

EMPLOYMENT DATA RECORD LAYOUT

2010 U.S. Census Bureau Director’s Letter

General Information:

The basic data requested for this survey include number of full-time employees, gross pay for full-time employees, part-time employees, gross pay for part-time employees, and hours paid for part-time employees.

Record Layout:

Field	Position From To	Length	Data Type
DEPTNO	1 15	15	Character
DESC	16 40	25	Character
PA	41 41	1	Character
FTEMP	42 51	10	Numeric
FTPAY	52 63	12	Numeric
PTEMP	64 73	10	Numeric
PTPAY	74 85	12	Numeric
PTHRS	86 95	10	Numeric
FTCODE	96 96	1	Character
PTCODE	97 97	1	Character
STDHRS	98 98	1	Character

Numeric data - No commas or dollar signs “$” in the numeric data. Fields FTPAY and PTPAY (payroll amounts), report in whole dollars, omit cents.

Field Descriptions:

DEPTNO Numeric description of department.

DESC Alpha description of department.

PA Used for state police and like functions only (ie investigative units, highway patrol), designates employees with power-of-arrest = 1, and those without power-of-arrest = 2. PA field will remain blank for all other departments/agencies.

FTEMP Number of full-time employees.

FTPAY Gross pay for full-time employees. Report in whole dollars (omit cents).

PTEMP Number of part-time employees.

PTPAY Gross pay for part-time employees. Report in whole dollars (omit cents).

PTHRS Total paid part-time hours during the pay period.

FTCODE Full-time pay code. FTCODE = 1, 2, 3 or 4.

1 = Paid monthly

2 = Paid twice a month

3 = Paid each 2 weeks (Bi-weekly)

4 = Paid weekly

PTCODE Part-time pay code. PTCODE = 1, 2, 3 or 4.

1 = Paid monthly

2 = Paid twice a month

3 = Paid each 2 weeks (Bi-weekly)

4 = Paid weekly

STDHRS Standard number of weekly hours of work for the majority of the agencys full-time employees. STDHRS = 1, 2 or 3.

1 = 40 hours per week

2 = 37.5 hours per week

3 = 35 hours per week

EXAMPLE:

dept	description	PA	ft_emp	ft_pay	pt_emp	pt_pay	pt_hrs	ft_code	pt_code	stdhrs
010	AGRIC COMM		270	1082313	43	88542	7031	3	3	1
035	MUSEUM OF ART		35	213638	7	25776	958	3	3	1
040	HIGHWAY PATROL - power of arrest	1	1,392	6034002	12	33650	1151	3	3	1
041	HIGHWAY PATROL - all other	2	444	2426227	1	4799	76	3	3	1
060	CHIEF ADMIN OFF		365	2612451	17	37610	1663	3	3	1