Public Employment & Payroll Forms

Attachment 3
March 30, 2012
[Contact’s Name]
[Contact’s Title]
[Contact’s Department]
[Address]
[Address
Dear [Contact’s Name]:
The U.S. Census Bureau is now collecting data for the 2012 Annual Survey of Public
Employment & Payroll 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, 2012.
A copy of our Form E-1 and the record layout for the data file are enclosed for your
reference. In 2011, [Prior Year Contact’s Name] submitted the data electronically in an
[Prior Year File format] file. If possible, please report data for 2012 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 XXXXXXXXXXXXXX

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, 2012. 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 Deirdre Baker, Lisa Miller 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 & Benefit Statistics Branch
Governments Division
U.S. Census Bureau
Enclosures
cc: [Other Contacts]

Attachment 3
EMPLOYMENT DATA RECORD LAYOUT

General Information:
The basic data requested for this survey includes 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
DEPTNO

Position
From
To

Length

Data Type

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 A$@ in the numeric data. Fields FTPAY and
PTPAY (payroll amounts), report in whole dollars, omit cents.

Attachment 3
Field Descriptions:
DEPTNO
DESC
PA

FTEMP
FTPAY
PTEMP
PTPAY
PTHRS
FTCODE

PTCODE

STDHRS

Numeric description of department.
Alpha description of department.
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.
Number of full-time employees.
Gross pay for full-time employees. Report in whole dollars (omit cents).
Number of part-time employees.
Gross pay for part-time employees. Report in whole dollars (omit cents).
Total paid part-time hours during the pay period.
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
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
Standard number of weekly hours of work for the majority of the agency=s
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
010 AGRIC COMM
035 MUSEUM OF ART
HIGHWAY PATROL 040 power of arrest
HIGHWAY PATROL 041 all other
060 CHIEF ADMIN OFF

PA

ft_emp ft_pay
pt_emp pt_pay
pt_hrs ft_code pt_code stdhrs
270 1082313
43
88542
7031
3
3
1
35
213638
7
25776
958
3
3
1
1 1,392

6034002

12

33650

1151

3

3

1

2

2426227
2612451

1
17

4799
37610

76
1663

3
3

3
3

1
1

444
365