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PPS Online Update Desk Reference

Produced by University of California, San Diego Business & Financial Services

Payroll Training Division

Version 6.3: July 2017

UCSD Business & Financial Services Payroll Training Division 9500 Gilman Drive Mail Stop 0952 La Jolla, Ca. 92093-0952

© 2017 by UCSD Business & Financial Services - Payroll Division

Changes are made periodically to this document. Changes, technical inaccuracies and typographic errors will be corrected in subsequent editions.

PPS Online Update Desk Reference

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

Module 1: Objectives & Curriculum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1

Module 2: System Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1

Module 3: Using the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

Module 4: Bundles/New Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1

Module 5: Error Correction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

Module 6: PAN & Web PAN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1

Module 7: Employee Document (IDOC) Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1

Module 8: Separation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-1

Module 9: Non-Citizen Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-1

Module 10: Rehire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-1

Module 11: Skills Confirmation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-1

Module 12: PPS Employee History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-1

Module 13: Supplemental PPS Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-1

Module 14: Retroactivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-1

Module 15: Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-1

Appendix A: Data Dictionary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1

Appendix B: Retroactivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B-1

Appendix C: Phone/Resource Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-1

Appendix D: Troubleshooting & Helpful Hints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . D-1

Appendix E: Acronym Quick Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E-1

Appendix F: Additional Material . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . F-1

PPS Online Update Desk Reference Page i

July 2017 Table of Contents

This page intentionally left blank.

PPS Online Update Desk Reference Page ii

Introduction

Welcome to the PPS Online Update Training!

If everything has gone as planned, you have already reviewed the PPS Online Update Class Information, completed the Course Registration, and are ready to start learning! In addition to a comprehensive training curriculum, we have developed extensive training materials to help you in class and when you get back to your office. This Desk Reference Manual will be your primary resource during training, and you will also receive other handouts during class from central payroll offices and course instructors.

About this Desk Reference

This Desk Reference is designed to help you to be a successful and productive user of PPS. It is not intended to be a substitute for your training or experience.

Following this introduction, you will find the PPS Fundamentals Participant Workbook. This workbook contains reference material, class overheads, and hands-on activities for each training module in the Fundamentals Class. For an overview of the Fundamentals training modules, please refer to the Table of Contents in this binder.

Following the workbook, you will find a variety of quick reference tools and resources including:

Data Dictionary - This reference tool contains definitions and descriptions of each data field that is used within PPS. It also tells you on which screens you will find a specific field.

Retroactivity Procedures - This resource contains reference material and procedures related to processing retroactive actions on PPS.

Phone/Resource Directory - Refer to Blink: http://blink.ucsd.edu/go/payroll

Troubleshooting/Helpful Hints - This reference section contains error message troubleshooting tools and helpful hints to keep in mind when you are processing actions on PPS.

PPS Online Update Desk Reference Page iii

July 2017 Introduction

Acronym Quick Reference - This section contains definitions of many of the acronyms that you will encounter while using PPS.

Additional Materials - This section is provided for you to put other helpful resources such as action code definitions, etc.

Legend

The following conventions apply throughout the PPS training materials:

Note statement: Be aware of this information, hints, notes, shortcuts.

Caution statement: Be advised of this information.

Warning statement: Be warned that if this advice is not taken, loss of data may occur or legal repercussions can result.

The following conventions apply to the activities in the Desk Reference and to the step-by-step procedures in the User’s Guide:

SSN field Field names and system prompts are displayed in bold typeface.

'CSNYAD' Text that you input is shown in single quotation marks.

[ENTER] Keys to be pressed are displayed within brackets [ ]. ECON Screen titles and function codes are shown as all

capital letters. add Special commands are indicated by italic text. "mmddyy" Date formats are shown in double quotation marks.

PPS Online Update Desk Reference Page iv

Module 1: Objectives & Curriculum

PPS Online Update Desk Reference Page 1-1

July 2017 Module 1: Objectives & Curriculum

(Module 1: Slides presented in class)


Module 2: System Overview


Julyy 2017 Module 2: System Overview

Module 2 Contents Payroll Work Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5 Types of EDB Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6

Employee Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6 Appointment Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6 Distribution Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7 Personal Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7

EEID Employee Identification Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 Employee ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 SSN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 Suffix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 Result . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9 Date of Birth . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9 Intercampus Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9

EPD1 Employee Personal Data 1 Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10 Sex . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10 Ethnic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10 Veteran Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 Vietnam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 War/Campaign . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 Disability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 Disabled Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 Citizenship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12 Student Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12 No of Reg Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12 Stu/Reg . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12

EPD2 Employee Personal Data 2 Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13 Oath Signature Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13 I-9 Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13

EADR Employee Address Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14 Permanent Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14 Foreign Addr Ind . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14 Campus Release Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15 Employee Organization Disclosures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15 Mail Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15 Campus Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15

ETAX Tax Information Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15 Federal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16

Marital Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16 Personal Allowances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16

California . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17 Marital Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17


July 2017 Module 2: System Overview

Personal Allowances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17 Itemized Deductions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17

Additional Withholding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17 EALN Alien Information Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18

Citizenship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18 Country of Residence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18 Visa Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-19 Visa/Work Permit End Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-19

EAPC Appointments/Distributions - Condensed Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20 Appointment Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20

Appt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20 Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20 Pgm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21 Typ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21 Bas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21 Pd Ovr . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22 Appt Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22 Appt End . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22 Dur . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22 Dept . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22 Title . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23 Grade . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23 %Full . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23 F/V . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23 Ann/Hr Rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23 Rt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-24 Sch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-24 Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-24 Lv . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-24

Distribution Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 Dist No . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 Index Fund Sub . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 FTE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 Dis % . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 PayBeg . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 PayEnd . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 St . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 OA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 Rate/Amount . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 DOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27 PRQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27 D . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27 W . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27

Command Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-28 EPER Personnel - Miscellaneous Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-29



Assigned BELI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-29 Derived BELI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-29 Effective Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30 Date of Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30 Original Date of Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30 Employee Relations Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30 Employee Relations Unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30 Probationary Period End Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-31 Next Salary Review Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-31 Next Salary Review Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-31 Home Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-32 Timekeeper Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-32 Alternate Department Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-32

ESEP Separation Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-33 Last Day on Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-33 Separation Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-34 Reason . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-34 Destination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-35 Future Institution Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-35 Intercampus Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-35 Terminal Trip Bonus Time Paid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3 Terminal Vacation Leave Paid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-35 Terminal Sick Leave Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-36 Check Disposition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-36

ELVE Leave of Absence Data Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-37 Leave of Absence Action Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-37 Leave of Absence Begin Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-37 Return . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Last Sabbatical Credit Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Sabbatical Credit Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Sabbatical Credit Accrued . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Sabbatical Credit Accrued Thru Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Sabbatical Credit Used . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Total Sabbatical Credit Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 TRIP Reduction Percentage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 TRIP Duration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-39 TRIP Begin Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-39



Payroll Work Cycle

New Employee Completes New Hire Documents On or Before Their First Day of Work

New Employee Begins Work at UCSD

Home Department Enters Employee Information On PPS Employee Database and Sends Appropriate Documents to Payroll

Dept Timekeeper Prints and Distributes Payroll Time Records (PTRs). Timekeeper Key Enters Time in Online Timekeeping *Supplemental Payroll Course Required

Home or Affiliated Department Enters and Updates Any Employee Record Changes Into PPS Employee Database

Payroll Compute Takes Place: PPS Verifies Information Submitted in Online Timekeeping Against PPS Employee Database

PAYDAY Figure 2-1. Payroll Work Cycle



Types of EDB Information

A.

Figure 2-2. Types of EDB Information

Employee Information Informational fields on the employee database providing the employee’s employment information and status with the University. The following are some of the fields that yield employee information:

* Employee ID * Date of Hire* Original Date of Hire * First, Middle, Last Name* Employee Relations Code * Home Department Code* Probationary Period End Date * Assigned BELI* Next Salary Review Date * Next Salary Review Type* Timekeeper Code * Alternate Department Code* Leave Status * Separation Status

B. Appointment Information Describes the relationship between an employee and the University. Defines the terms and conditions for employee service. An individual may hold one or more appointments. An “appointment” is generally synonymous with the employee’s “position” and is characterized by a unique set of variables including the following fields:

* Appointment Typ * %Full* Title * Rate* Sch * Dur* F/V * Lv* Begin Date * End Date* Dept (Appointment) * Time



C. Distribution Information A distribution defines the type of service for which payment is rendered (i.e., regular, sabbatical leave, perquisite, shift differential, stipend, etc.) and the associated parity or amount. The distribution identifies the fund source to be charged for the payment, the percent of time chargeable, the begin and end dates for which the fund source is active and the method or condition of payment. An appointment may have multiple distributions. The following fields contain distribution related information:

* Index * Rate/Amount* FTE * DOS* Dis % * St/OA* PRQ * W* Sub * Begin Date* End Date

D. Personal Information Informational fields that are specifically unique and not directly related to employment for an individual employee. The following fields are considered personal:

* Permanent Address * Campus Address* Home Phone * Campus Phone* Spouse Name * Mail Code* UC Directory Disclosures * Sex* Ethnic * Disability* Veteran * Citizenship* Student Status * Oath Signature Date* I-9 Date * Tax Information* Country of Residence * Visa Type



EEID Employee Identification Screen

The EEID Screen is used to enter all information uniquely associated with the employee.

PPEEID0-E0889 EDB Entry/Update 09/05/96 08:58:39 Employee Identification Userid: PAYSDD

Employee ID : 1

SSN : 2

First Name : Middle Name : 3Last Name : Suffix : 4Result : 5

6 Date of Birth : Intercampus Transfer: 7

Next Func: ID: Name: SSN:

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Figure 2-3. EEID Employee Identification

1. Employee IDEmployee Identification Number. This number is generated byPPS based upon the employee’s last name.

2. SSNSocial Security Number. Entered by the department upon initialhire. If employee does not have a Social Security Number, enterall 9's until their Social Security Number is issued.

3. First NameMiddle NameLast NameEntered by the department upon initial hire. Any name changesare processed by the Payroll Office.

4. SuffixJr., Sr., etc.


July 2017

5.

Module 2: System Overview

Result Name as it appears on the database. Derived by the system.

6. Date of BirthEmployee's date of birth (mm/dd/yy). Entered by the departmentupon initial hire. The employee must be between 16 and 70 yearsof age.

7. Intercampus TransferUsed when an employee transfers from another UC campus or UClab without a break in service.



EPD1 Employee Personal Data 1 Screen

The EPD1 screen is used to enter and update personal information about the employee including ethnicity, student status, and other demographic information.

Figure 2-4. EPD1 Employee Personal Data 1

1. SexEntered by the department.

Code Definition F Female M Male

2. Primary Ethnic/RaceEthnicity Code. Entered by the department.

Code DefinitionF Other White A Black/African-American 2 Chinese/Chinese-American B Japanese/Japanese-American L Filipino/Pilipino R Pakistani/East Indian X Other Asian C American Indian/Alaskan Native E Mexican/Mexican-American/Chicano



5 Latin-American/Latino W Other Spanish/Spanish-American U Unknown K Korean/Korean-American I Vietnamese/Vietnamese-American G European J Middle Eastern N North African H Two or More races

The below six codes are currently derived.

O Hispanic(Derived) P Black/African American (Derived) Q Amer Indian Alaska Native(Derived) S Asian(Derived) T Ntv Hawai Oth Pac Is(Derived) V White(Derived)

Veteran Status Codes -

3. VietnamCode indicating whether an individual is a Vietnam Era Veteran.

Code Definition Blank Not a Vietnam Era Veteran (default)N Not a Vietnam Era Veteran V Vietnam Era Veteran

4. War/CampaignCode indicating whether an individual who is a veteran has servedon active duty during a war or in a campaign or expedition forwhich a campaign badge has been authorized.

Code Definition Blank Not a War/Campaign/Expedition Veteran (default)N Not a War/Campaign/Expedition Veteran E War/Campaign/Expedition Veteran



5. Oth Veteran StatusCode indicating whether an individual is a Special DisabledVeteran.

Code Definition Blank Not a Special Disabled Veteran (default)N Not a Special Disabled Veteran S Special Disabled Veteran O I am Not a Protected Veteran P Protected Vet, No Self-Identify

6. Disabled StatusCode indicating whether an individual is disabled.

Code Definition Blank Not Disabled (default)N Not Disabled H Disabled D Don’t Wish to Ans R No Response



7. Citizenship

Citizenship Status Code. Entered by the department (except forCode E) upon initial hire.

Code Definition A Non-Resident Alien with no tax treaty, from Japan,

Korea, Canada or Mexico C US Citizen E Non-Resident Alien with tax treaty (only entered by

Payroll) N Non-Resident Alien with no tax treaty R Resident Alien X Non-Resident UC employee working outside the US

8. Student StatusEntered by the department upon initial hire or when anysubsequent change in the employee’s student status with theUniversity occurs.

Code Definition 1 Not Registered 2 Not being used by UCSD at this time 3 Undergraduate Student 4 Graduate Student 5 Not being used by UCSD at this time 6 Undergraduate student at another UC Campus 7 Graduate student at another UC Campus

9. No. of Reg. UnitsNumber of registered units derived by the system. Do not inputthis number as it will automatically be interfaced from ISIS.

10. Stu/RegSystem derived code indication if the student is marked asregistered for the current quarter in ISIS.

Code Definition Blank No match to ISISY ISIS record for SSN shows as registered N ISIS record for SSN does not show as registered



EPD2 Employee Personal Data 2 Screen

The EPD2 screen is used to enter and update an employee’s academic review date, Oath signature and I-9 dates. All other fields shown are not being used by UCSD at this time.

Figure 2-5. EPD2 Employee Personal Data 2

1. Oath Signature DateEntered by the department upon initial hire. The date a U.S.citizen employee signs the State Oath of Allegiance. This datemust be on or before the first day of employment or a damageclaim must be filed (see PPM 395-2).

2. I-9 DateThe date an employee signs the I-9 form. Entered by thedepartment upon initial hire for employment eligibility purposes.The U.S. Department of Justice requires that the I-9 be signed nolater than the first day of employment.



EADR Employee Address Data

The EADR screen is used to enter and update personal information about the employee including campus mail code, home address and telephone numbers, spouse name, and disclosure information.

PPEADR0-E1302 EDB Entry/Update 11/14/00 11:40:58 11/10/00 00:37:58 Employee Address Data Userid: PAYSDD ID: Name: Emp Stat: Pri Pay: Permanent Address Line 1:

Line 2: City: State: Zip:

Foreign Addr Ind: Prov: Country: Postal Code:

Home Phone: Spouse Name: Campus Release Codes - Perm Address: Home Phone: Spouse Name: Employee Organization Disclosures - Perm Address: Home Phone: Mail Code: Campus Address Line 1: UNIVERSITY OF CALIF, SAN DIEGO

Line 2: MAILDROP: City: LA JOLLA State: CA Zip: 92093

Campus Phone 1: Phone 2: Campus Room: Building:


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Figure 2-6. EADR Employee Address Data

1. Permanent AddressEntered by the department upon initial hire and when anysubsequent change of address occurs. The address designated bythe employee as their permanent address. Skip line 1 and enterstreet address on line 2.

2. Foreign Addr IndForeign Address Indicator.

Code DefinitionBlank US address (default)A US addressF Foreign address



3. Campus Release CodesCode indicating whether the individual has authorized theUniversity to release his or her information for normal campusbusiness purposes.

Code Definition Blank No, do not release information (default)Y Yes, release information N No, do not release information

4. Employee Organization DisclosuresCode indicating whether the individual has authorized theUniversity to release his or her information to employeeorganizations.

Code Definition Blank Yes, release information (default)Y Yes, release information N No, do not release information

5. Mail CodeThis is the employee’s campus mail address location at whichthey will receive their paycheck or SUREPAY statement.

6. Campus AddressThe system will automatically derive the standard UCSD addressformatted to USPS guidelines. The mail code entered will bepopulated as part of the standard campus address.



ETAX Tax Information Screen

The ETAX screen is used to enter and update federal, state, additional withholding tax, applicable exemptions and earned income credit amount for the employee.

PPETAX0-E0889 EDB Entry/Update 09/09/96 09:40:28 09/05/96 22:56:13 Tax Information Userid: PAYSDD ID: Name: Emp Sat: Pri Pay:

Federal Tax Processor ID : Marital Status : 1 W-4 Process Date :Personal Allowances : 2 DE4 Process Date :Maximum Withholding :

California Marital Status : 3

Personal Allowances : 4

Itemized Deductions : 5

Maximum Withholding : Addl Fed Tax Withholding : 6 Addl Fed Nonres Alien Tax : 7Addl CA Tax Withholding : 8

Other State Tax CA Res : Other State Name : Other State Gross Name 1 : Other State Gross Name 2: 3: Earned Income Credit Status:

SSN: Next Func: ID: Name: SSN:


Figure 2-7. ETAX Tax Information

Federal indicates the tax withholding information as required for the Internal Revenue Service. Entered upon initial hire or when any subsequent change in tax withholding occurs.

1. Marital Status

Code Definition S Single M Married

2. Personal AllowancesNumber of federal withholding allowances claimed by theemployee.



California indicates the tax withholding information as required for the California State Board of Equalization. Entered upon initial hire or when any subsequent change in tax withholding occurs.

3. Marital Status

Code Definition S Single M Married

4. Personal AllowancesNumber of California withholding allowances claimed by theemployee.

5. Itemized Deductions

6. Additional Federal Tax WithholdingIndicates a specific dollar amount in additional Federal tax to bewithheld. For citizenship code A, a non-resident alien (unless astudent from India) must complete the W-4 form requesting atleast $17.33 extra per month be withheld.

7. Additional Federal Nonresident Alien TaxLeave field blank. For citizenship code N, this field automaticallyupdates with $17.33 extra in federal tax withholding.

8. Additional California Tax WithholdingIndicates a specific dollar amount in additional California tax tobe withheld.

The information from the W-4 form should be entered by the department and the form must be forwarded to the

payroll office.



EALN Alien Information Screen

The EALN screen is used to enter and update the fields related to citizenship and other information applicable only to employees with non-resident status. A citizenship code is required for all employees and is entered on the EPD1 screen.

Figure 2-8. EALN Alien Information

1. CitizenshipSystem shows code that was entered on the EPD1 screen.

Code DefinitionA Noncitizen from Korea, Canada, or Mexico C US Citizen N Noncitizen who is not a student from India, nor a resident

of South Korea, Canada, or Mexico R Resident for tax purposes (only Payroll enters this code) S Student from India X Noncitizen living and working outside U.S. (consult

Payroll before entering this code) E & F Tax treaty codes (Only Payroll enters these codes)

2. Country of Residence See country code table on F1.



3. Visa TypeVisa Type Code. Entered by the department upon initial hire orwhen a change occurs.

Code DefinitionA2 Other Foreign Govt Official & family (requires special

INS authorization) F1 Student F2 Spouse, Child of Student G4 International Org officer & family H1 Distinguished Merit H3 Trainee J1 Exchange Visitor J2 Spouse or child of Exchange Visitor (requires special

INS authorization) PR Permanent Resident RF Refugee or Asylee

The Visa Type is left blank for U.S. citizens.

4. Visa/Work Permit End DateThe date on which an employee's work permit expires. Enteredupon initial hire or when any subsequent change in visa statusoccurs.

Please refer to the additional information regarding non-citizen employee coding located in Module Nine.



EAPC Appointments/Distributions - Condensed Screen

The EAPC screen is used to enter and update information for appointments and distributions. One screen displays one appointment and up to four distributions.

PPEAPC0-E0889 EDB Entry/Update 09/17/96 09:45:00 09/16/96 22:56:13 Appts./Distributions-Condense Userid: PAYSDD ID: Name: Emp Stat: Pri Pay:

PAF Gen No: Pg of Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept

1 2 3 4 5 6 7 8 9 10

Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv 11 12 13 14 15 16 17 18 19

Dist No Actions Index

20Fund Sub FTE

21 22Dis %

23PayBeg PayEnd St/OA Rate/Amount DOS PRQ

24 25 26 27 28 29 30D W 31 32

2


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Figure 2-9. EAPC Appointments/Distributions - Condensed

Appointment Fields 1. Appt

This is the Appointment Number identifying an employee'sappointment. Up to nine appointments may be utilized for anyemployee, as follows: 10, 20, 30, 40, 50, 60, 70, 80, 90. Whenadding additional appointments, be sure not to use an appointmentnumber already in effect or deleted within the same update. Theappointment number uniquely identifies each appointment and itsassociated data on the database.

2. ActionsAction Code. A two digit numeric code entered by thedepartment or derived by the system to record a specific action.



3. PgmPersonnel Program Code. Derived by the system based upon theTitle Code entered.

On or before 6/30/96: On or after 7/1/96:

Code Definition Code Definition E Executive 2 Management & M Map Senior Professional P A&PS 1 Professional & S Staff Support Staff A Academic A Academic

4. TypAppointment Type Code. Entered by the department.

Code Definition1 Contract 2 Regular/Career 3 Limited 4 Casual/Restricted 5 Academic 6 Per Diem 7 Partial year/career

5. BasAppointment Basis Code. Entered by the department foracademic appointees or partial year/career staff employees. TheBasis indicates the service period (months) associated with theappointment.

For academics:

Code Definition9 Academic year appointment 11 Fiscal year appointment

For staff:

Code Definition 9 9-month appointment 10 10-month appointment 11 11-month appointment

If the staff employee is set up for partial year/career employment, then their appointment type code must be a code 7.



6. Pd OvrPaid Over Code. Entered by the department for academic titlesonly. The Paid Over value represents the relationship between theappointee’s monthly and annual rates of pay.

Code Definition 09 Monthly pay is 1/9 of annual rate paid over

9 months. 12 Monthly pay is 1/12 of annual rate paid over

12 months.

7. Appt BeginAppointment Begin Date. Entered by the department using the“mmddyy” format. A begin date must always be entered and maynot be later than any Payment Begin Date on the distribution line.

8. Appt EndAppointment End Date. Entered by the department using the“mmddyy” format. An Appointment End Date is required by thesystem. Indefinite, Security of Employment, and Tenuredappointments are entered as 999999.

9. DurDuration of Appointment Code. Entered by the department or leftblank if none of the codes pertains to the employee.

Code Definition A Acting Executive I Indefinite T Tenure V For Visa purposes only E No specific end date Blank None of the aboveN Non-Tenure (not being used by UCSD at this time) S Security of employment (not being used by UCSD

at this time)

10. DeptAppointment Department Code. Entered by the department whenadding a new appointment. This six digit numeric code identifiesthe organization unit associated to the appointment. It allows foridentification of multiple departments with which the employeemay be affiliated.



11. TitleTitle Code. Entered by the department. See campus title and payplans. The Title Code is the four-digit payroll title code for theposition. The title name will be derived based on the Title Codeentered.

12. GradeSalary Grade. Entered by the department. Complete this field forall Senior Management Group (formerly Executive Program),Managers and Senior Professionals (formerly MAP), and certainProfessional and Support Staff (formerly A&PS and SPP)appointments. Please refer to the Staff Title and Pay Plan forgrade values.

13. %FullPercent Full Time. Percent of time an employee is expected towork in an appointment. Entered by the department upon initialemployment or when a change of percent occurs. Percent FullTime is carried out to two decimal places. 100% is entered as1.00; 67% time is entered as 0.67; 43.75% is entered as 0.44. Ifthe appointment is designated as “By-Agreement” a percentage oftime is required for DCP purposes. If the appointment isdesignated “Without Salary” press [TAB] to bypass the % Fullfield.

14. F/VFixed/Variable Indicator. Entered by the department for eachappointment for which a % Full Time is entered.

Code Definition F Fixed (Required for exempt employees. Indicates that

the time is a fixed percent and that the employee will work this amount of time.)

V Variable (Indicates that the % of Full Time is an estimate and that the time worked may vary from pay period to pay period.)

15. Ann/Hr RateAppointment Pay Rate. The employee's pay rate expressed in anannual, hourly, or By-Agreement amount. Entered by thedepartment. The rate entered is the full-time annual salary, By-Agreement amount, or hourly rate of pay for the appointment.



16. RtAppointment Rate Code. Entered by the department.

Code Definition A Annual H Hourly B By-Agreement

17. SchAppointment Pay Schedule Code. Entered by the department.

Code DefinitionBW Biweekly MO Monthly

18. TimeUse for timesheet generation and MTE..

Code Definition Z Suppress Payment –Separations A Timesheet Required –MTE N No Timesheet is required –not using MTE

19. LvLeave Accrual Code. Entered by the department. Indicates the rate at which vacation and sick leave are accrued by the employee for this appointment.

Code Definition Annual Vacation Annual Sick Leave

A 15 days 12 days B 18 days 12 days C 21 days 12 days D 24 days 12 days

F None

12 days

N None None G 15 days 12 days (pre-06/30/96H 18 days 12 days (pre-06/30/96J 21 days 12 days (pre-06/30/96

K 24 days 12 days (pre-06/30/96


Academic Title Codes (Table Based):

Code Definition Annual Vacation Annual Sick LeaveE 24 days NoneL Intern Residents (Health Sciences)M 24 days 12 daysN None None


Distribution Fields

20. Dist NoDistribution Number. Up to eight distributions are permitted foreach appointment. The first digit of the two-digit distributionnumber is the same as the first digit of the appointment number (1through 9). Thus, the first three distributions associated withAppointment 10 will be numbered 11, 12, 13; distributionsassociated with Appointment 20 will be 21, 22, 23...28. If anemployee has more than eight distributions for an appointment,the ninth distribution must be entered as the first distribution of anew appointment.

21. Index Fund SubThe Index is a seven-character field entered by the departmentand represents the fund source to be charged for time worked.

The Fund is a five-digit number associated with the fundingsource and is system-derived based on the Index.

The Subaccount is a one-digit number entered by the departmentbased on the employee’s appointment type as follows:

Code Definition 0 Academic Salary Roll 1 Staff Salary Roll 2 General Assistance (GA) 3 Fellowship By-Agreement Stipend

22. FTEFull Time Equivalent. Entered by the department for permanentlybudgeted academic and staff positions only (sub accounts 0 and 1,respectively). The FTE represents the percentage of a positionwhich is permanently budgeted. If the FTE is 100%, 1.00 isentered. If the FTE is 67%, 0.67 is entered. The total of alldistribution FTEs cannot be greater than 1.00.

23. Dis %Entered by the department for all distributions except By-Agreement or Without-Salary entries. This number represents thepercent of total salary to be charged to the funding source.



24. PayBegDistribution begin date. Entered by the department in “mmddyy”format. This date represents the beginning date of the distributionfor pay purposes.

25. PayEndDistribution end date. Entered by the department in “mmddyy”format. This date represents the ending date of the distributionfor pay purposes.

26. StStep. The level of an associated distribution pay rate within asalary range. Step values are numeric and are entered to thefollowing decimal places as follows:

S (Staff) 1.0, 1.5, 2.0, 2.5 ... 7.0 A (Academic) 1, 2, 3, 4, 5 ... 10

Entered by the department for all appropriate academic and staffappointments. See campus title and pay plans.

27. OAOff Above Scale Code. Use of this code identifies exceptions topay rates that are off or above scale. The department enters oneof the following alpha codes to indicate the relationship of thedistribution pay rate to the step and salary range for the title codeof the appointment.

Code Definition O Off Scale Academic A Above Scale Academic R Red Circle Non-Academic Staff

(only used for Staff) L Longevity (for certain nurse classes) Blank On Scale - No Exception P Off Scale Academic-Red Circle-Fixed Salary

(not being used by UCSD at this time) B Above Scale Academic-Red Circle-Fixed Salary

(not being used by UCSD at this time) T Trainee (not being used by UCSD at this time)

28. Rate/AmountDistribution Rate. Full time hourly rate, monthly rate, or By-Agreement amount associated with the distribution. Entered bythe department unless the appointment is Without Salary. TheRate/Amount is the employee’s hourly or salaried pay rate for thepay period, or an exact pay period amount. If the employee is



paid hourly (an appointment rate code of H), the rate/amount entered is the full-time hourly pay rate. If the employee is salaried (an appointment rate code of “A”) the rate/amount entered is the full-time salaried monthly pay rate. Salaried pay rates are entered to two decimal positions (e.g., $1200 is 1200.00). If the appointment’s rate code is B (By-Agreement) or the description of service is for an amount payment type (e.g., perquisite), then the rate/amount entered is a two decimal position exact amount for the pay period (e.g., $200 is 200.00).

29. DOSDescription of Service Code. Entered by the department. Athree-character code that defines the services or compensation tobe paid. Commonly used codes are REG (regular pay), BYA(By-Agreement), and SDF (shift differential). See DOS codetable.

30. PRQPerquisite Code. Indicates meals and/or room provided ascompensation for specific titles. Entered by the department if aperquisite description of service is being recorded.

Code Definition 1M One meal 2M Two meals 3M Three meals 1MR One meal plus room 2MR Two meals plus room 3MR Three meals plus room R Room, apartment house

31. DThis field is not being used by UCSD at this time.

32. WWork Study Program Code. Entered by the department for onlystudent employees that are approved for a Work Study Program.

Code Definition S State work study program F Federal work study program I Institutional work study program Blank No work study program



Command Line

===> The command line is used to add, copy or delete appointments and distributions. Use the [F1] key to determine the appropriate command.



EPER Personnel - Miscellaneous Screen

The EPER screen is used to enter and update employee information related to eligibility for University benefits, hire dates, salary review and merit increase, and collective bargaining status.

Figure 2-10. EPER Personnel - Miscellaneous

1. Assigned BELIBenefits Eligibility Level Indicator (Assigned). Entered by thedepartment based on eligibility and information from the BELIEligibility Form.

Code Definition1 Career Benefits 2 Limited Benefits, No Ret, 12+ mths appt (Academic

employees only) 3 Limited Benefits, No Ret, < 12 mths appt 4 Core Benefits Only 5 No Benefits: a. appointment percentage < 43.75

b. appointment indicates per diem statusc. appointment indicates by-agreement

2. Derived BELIBenefits Eligibility Level Indicator (Derived). Derived bythe system.



Derived BELI (continued)

Code Definition 1 Career Benefits 2 Limited Benefits, No Ret, 12+ mths appt 3 Limited Benefits, No Ret, < 12 mths appt 4 Core Benefits Only 5 No Benefits ? Separated employee U Average Hours = 0, with appointments X Average Hours = 0, no appointments

3. Effective DateBELI Effective Date. Entered by the department, the BELIEffective Date designates the effective begin date for benefits.

4. Date of HireThe employee's most recent date of hire. Entered by thedepartment upon initial hire or rehire to indicate the hire date ofthe current employment.

5. Original Date of HireThe date the employee originally started working at UCSD.Entered by the department upon original hire and will not change.

6. Employee Relations CodeEntered by the department. It is an indication of an employee’sstatus for purposes of collective bargaining.

Code Definition A Manager, not confidential B Manager, confidential C Supervisor, not confidential D Supervisor, confidential E All others, not confidential F All others, confidential G Not covered by HEERA (out of state)

7. Employee Relations UnitEmployee Relations Unit. Driven by the Employee Relationscode and Title code, and indicates the employee’s exclusiverepresentation.



Code Definition A6 Academic Senate at UC San Diego CX Clerical & Allied Services EX Patient Care Technical FX Non-Senate Academic Research Professionals GS Printing Trades (not being used by UCSD at this time) HX Residual Patient Care Professionals IX Non-Academic Senate Instructional (Unit 18) K6 San Diego Skilled Crafts (Local Unit) LX Professional Librarians NX Registered Nurses PA Police Officers RX Research Support Professionals SX Service Unit TX Systemwide Technical Z6 Readers and Tutors 99 Indeterminate. Employees who are excluded from

or not placed in a unit. ?? Indeterminate - Title Code indeterminate

8. Probationary Period End DateProbationary End Date. Optionally entered by the department in“mm/dd/yy” format.

9. Next Salary Review DateEntered by the department in “mmyy” format. Indicates theeligible date of the employee’s next salary review.

10. Next Salary Review TypeEntered by the department for staff employees (not for studentemployees). Indicates the type of salary increase the employee isnext eligible for.

Code Definition 1 Eligible for six-month increase 2 Eligible for Merit increase 3 Eligible for SPA (not being used by UCSD at this time) 4 Eligible for Trainee increase (not being used by UCSD

at this time) 5 No Salary review



11. Home DepartmentAn organizational or administrative unit with which an employeeis associated for employment purposes. The Home Departmentcode determines the department name, contact person, mail code,and information access. The home department has ultimatejurisdiction and responsibility of the employee's information. Asaccess to employee's records are based on home, appointment oralternate department affiliation, only the home department andappropriate central offices have the authority to change anemployee's home department code and/or add an alternatedepartment code in PPS.

12. Timekeeper CodeEntered by the Home Department. This eight-digit code indicatesemployee’s designated timekeeper.

13. Alternate Department CodeEntered by the Home Department, an Alternate Department gainsaccess to an employee record for additional employmentpurposes. Alternate Departments can update appointment anddistribution information only.



ESEP Separation Screen

The ESEP screen is used to enter and update information related to an employee's separation from the University including the terminal pay for eligible benefits such as vacation. The last day on pay and separation dates may differ due to special circumstances (i.e., an employee separates while on a leave of absence without pay).

PPESEP0-E0889 EDB Entry/Update 09/23/96 09:48:13 09/22/96 22:56:13 Separation Userid: PAYSDD ID: Name: Emp Stat: Pri Pay:

Last Day on Pay : 1 Separation Date : 2 Reason: 3 Destination: 4Future Institution Code: 5 Intercampus Transfer: 6

Terminal TRIP Bonus Time Paid: 7 Terminal Vacation Leave Paid: 8Terminal Sick Leave Balance : 9

Check Disposition:



Figure 2-11. ESEP Separation

1. Last Day on PayThe last day on pay status prior to a separation. Departmententers on ESEP screen when separation is processed. This date isentered in MMDDYY format, and is the last day for whichcompensation is received. This date may or may not be the sameas the date of separation. For example, if an injured employeebegan receiving disability pay on February 1, 1996 and wasmedically separated on January 31, 1997, the last day on paywould be January 31, 1996 and the separation date would beFebruary 1, 1997.

2. Separation DateDate an employee's employment affiliation with the Universityends. Department enters on ESEP screen when separation is



processed. This date is entered in “mmddyy” format, and is the date the employee ends his/her affiliation with the University. The separation date is not necessarily the last day worked; for example, an injured employee may receive disability pay from June 15, 2004, through June 14, 2005. In this event, the employee’s separation date is June 15, 2005 while his/her last day on pay is June 14, 2004.

3. ReasonEntered by the department.

Code DefinitionAA Resignation–To accept another job AB Resignation–To look for another job AC Resignation–Self-employment AD Resignation–Dissatisfied with job AE Resignation–Pregnancy--Did not desire leave AF Resignation–Family and/or child care AG Resignation–Health AH Resignation–To attend school AI Resignation–Military service AJ Resignation–Failed to return from leave AK Resignation–Other AL Resignation–Accept job at newly created health

corporation (same desk rule) AM Resignation–Moved out of area AN Resignation–No reason given BA Academic–Grant/contract expired BB Academic–Appointment/contract expired CA Indefinite layoff with rehire/recall rights CB Termination of limited employee CC Termination of other casual employee (on-call) CD Termination of casual restricted appointment CE Graduation/no longer enrolled as a student CF Per diem release CG Indefinite layoff with severance CH Indefinite layoff with reduced severance and

rehire/recall rights CI Indefinite layoff with no severance or rehire/recall

rights CL Layoff–Accept job at newly created health corporation

(same desk rule) DA Released–During probationary period EA Dismissal–Due to lack of performance EB Dismissal–Due to misconduct EC Dismissal–Due to quit without notice



ED Dismissal–Job abandonment EE Dismissal–Never started employment EF Dismissal–No longer certified or licensed EG Dismissal–Do not rehire–settlement (employee agrees

not to return) GA Medical separation IT Inter-Location Transfer with no break in service I4 Inactive for 4 consecutive months (system-derived) JA Change to Emeritus status KA Death LA Other (coaches, management program) or separation

(per diem, vocational nurses) RA Retirement–Regular RD Retirement–Compulsory for SMG and regents’ officers RF Retirement–Faculty

4. DestinationEntered by the department for non-student academics only.

Code Destination A Industry B Student C State of California D DOE Laboratories E Other government F Self-employed G Not employed H Stanford I California Institute of Technology J USC K State University/College L Other California College/University M Other College/University – Group I N Other College/University – Group II O Other College/University – Group III P Other College/University – all other US R Other College/University - Foreign

5. Future Institution CodeCode entered upon separation to indicate the employee istransferring from UCSD to another campus, system wide, or aUC- managed laboratory.

6. Intercampus TransferIf the employee is leaving this campus to work at another UCcampus, UC lab, or the Office of the President, and there is nobreak in service; this field is completed by the department with acode “21", “35", or “36" respectively.


7. Terminal Trip Bonus Time PaidDepartment enters the amount of accrued trip bonus hours to bepaid at termination.



8. Terminal Vacation Leave PaidAmount of accrued vacation leave hours paid or transferred attermination. Department enters upon separation or change to atitle code not eligible to accrue leave.

Please remember to prorate the number of vacation hours the separating employee is eligible to receive for the

month of separation.

9. Terminal Sick Leave BalanceAmount of sick leave hours accrued at time of termination. Forrecorded purposes only and will not be paid to employee.

Please be sure to consult the appropriate policy and procedure manual in regard to information related to terminal pay and sick balances.

10. Check DispositionCode indicating the paycheck distribution method.

Code Definition 8 Direct Deposit to financial institution 3 Paper Check to department (must be entered when

processing a separation)


0 Paper Check transitioning to Direct Deposit on next pay cycle.


ELVE Leave of Absence Data Screen

The ELVE screen is used to enter and update leave-of-absence and sabbatical-leave information for an employee.

Figure 2-12. ELVE Leave of Absence Data

1. Leave of Absence Action CodeEntered by the department.

Code Definition 07 Leave With Pay 08 Leave Without Pay (suppresses pay for all active

distributions for the individual during the leave period)

2. Leave of Absence Begin DateDepartment enters this date for a Leave of Absence withPay/Sabbatical (Action code 07) or a Leave of Absence withoutPay (Action code 08). This date is entered in MMDDYY format.

3. ReturnLeave of Absence Return Date. Entered by the department toindicate the date the employee is returning to work and regularpayment is to resume.



4. TypeLeave of Absence Type Code. Entered by the department.

Code Definition 01 Sabbatical at full salary 02 Sabbatical at partial salary 03 Sabbatical in residence/full salary 04 Childbearing 05 Extended Illness 06 Government/Public Service 07 Professional Development 08 Personal 09 Workers' Compensation 10 Furlough 11 Military 12 Special research 13 Administration 14 Sabbatical in residence/partial salary 15 Family Medical Leave without pay 16 Family Medical Leave with pay 99 Other (as specified in personnel file)

5. Last Sabbatical Credit BalanceThis field is not being used by UCSD at this time.

6. Sabbatical Credit DateThis field is not being used by UCSD at this time.

7. Sabbatical Credit AccruedThis field is not being used by UCSD at this time.

8. Sabbatical Credit Accrued Thru DateThis field is not being used by UCSD at this time.

9. Sabbatical Credit UsedThis field is not being used by UCSD at this time.

10.Total Sabbatical Credit BalanceThis field is not being used by UCSD at this time.

11.START/ERIT Reduction PercentageThe percent of time an employee's appointment was reduced underthe Employee Reduction Incentive Plan program.



12 .START/ERIT Begin DateThe date the START/ERIT period began in the MM/DD/YY format.

Please reference the appropriate personnel policies or bargaining agreements for leave of absences and/or contact the Employee Relations Specialist for your Vice Chancellor area. ERIT (Employee Reduction Incentive Plan) was offered to specific groups of employees as a budgetary savings strategy during the State’s budget crises years. START is no longer available.

13. START/ERIT End DateThe date the START/ERIT period ends in the MM/DD/YY format.


Module 3: Using the System


July 2017 Module 3: Using the System

Module 3 Contents

Logging On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3 Entering Your Userid and Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3 Selecting PPS Inquiry/Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4 Accessing the EDB Entry/Update Function Code Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6

Screen Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8 Header Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8 Body Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9 Footer Section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9

Hands-on Activity 3.1 - Basic Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-10 Hands-on Activity 3.2 - Using Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13 Hands-on Activity 3.3 - Address Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-14 Logging Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16


November 1, 2011 Module 3: Using the System

Logging On

Date:12/03/96 ..... UCSD AdCom Access Manager ....... System:WINSENV1 Time:13:01 Terminal:TCP00072

****** Welcome to the UCSD AdCom Network Access Facility ***** * Please Read the News Bulletins for the Latest Access Info **************** AdCom Help Desk - 41853 *******************

XXXX XXXX /XXXXXXXXXXXXXX /XXXXXXXXXXXXXX XXXXXXXXXXXXXX\ XXXX XXXX XXXX XXXX XXXX XXXXXXXX XXXX XXXX \XXXXXXXXXXXXX\ XXXX XXXXXXXX XXXX XXXX XXXX XXXX XXXX \XXXXXXXXXXXXX/ \XXXXXXXXXXXXXX XXXXXXXXXXXXXX/ XXXXXXXXXXXXXX/

ADMINISTRATIVE COMPUTING

USERID ==> PASSWORD ==>

PF1 FOR HELP . . . . . . . . . . . . . . . . . . . . . . . . . . . NOTICE: This is a private, secured computing system within the meaning of relevant statutes. Unauthorized access and unauthorized users will be prosecuted to the full extent of the law.

Figure 3-1. Logon Screen

Entering Your Userid and Password To enter your userid and password:

1. At the Logon Screen (Figure 3-1), place the cursor at theUSERID ==> prompt using the [TAB] key, if necessary.

2. Type your five- or six-character userid.

3. Position the cursor at the PASSWORD ==> prompt using [TAB].

4. Enter your four-character password and press [ENTER].

The Application Selection Menu Screen will be displayed (see Figure 3-2).



Date:12/03/96 APPLICATION SELECTION MENU Userid:SVCGAC Time:16:08 Terminal:TCP00039

****** Welcome to the UCSD AdCom Network Access Facility ***** * Please Read the News Bulletins for the Latest Access Info **************** AdCom Help Desk - 41853 *******************

....................................................................

. S ID PFK DESCRIPTION OF APPLICATION STATUS .

. .

. _ 1 IFIS Production IDMS31 ACTIVE .

. _ 2 ISIS Production IDMS33 ACTIVE .

. _ 3 PPS - Production (Inq/Update) CICSPRD2 ACTIVE .

. _ 4 Departmental Support Environment DSE ACTIVE .

. _ 5 TSO ISPF/PDF (Development) TSO ACTIVE .

.................................................................... Return to menu key: PAK02 Session switch key: PAK03

Command => ..............................................................................

F1=Help F2=News F3=End F4=Cancel F7=Up F8=Down F12=Sign-Off PA1=MENU

Figure 3-2. Application Selection Menu Screen

Selecting PPS Inquiry/Update

To select PPS Update, place the cursor at the Command => prompt, type in the number associated with the PPS - Production (Inq/ Update) option, and press [ENTER]. Or, using [TAB], position the cursor next to the PPS - Production (Inq/Update) field, type in the letter 's' for Select, and press [ENTER].

The number of applications on your Application Selection Menu Screen, as well as their order, may differ from Figure 3-2. When making a selection, please note the description of the application rather than the number.

The Online Applications Main Menu will now be displayed (see Figure 3-4) on the next page.



UCMMNU0-M0889 Online Applications 12/02/96 16:27:59 Main Menu Userid: SVCGAC

---- Employee Data Base ---- ------ PAN Subsystem ------- IEDB Central Inquiry PSRV PAN Services Menu IDDB Departmental Inquiry EEDB EDB Entry/Update IDOC Employee Documents


===> PF: 1-Help 4-Print PF: 12-Exit

Figure 3-4. PPS Online Applications Main Menu Screen

Accessing the EDB Entry/Update Function Code Menu The following steps describe how to access the EDB Entry/Update Function Code Menu (Figure 3-5).

1. At the Online Applications Main Menu (Figure 3-4), type ‘EEDB’at the Next Func prompt and press [ENTER].

2. Or, press [TAB] to advance the cursor to “EEDB EDBEntry/Update” and press [ENTER].

The EDB Entry/Update Function Code Menu screen will now be displayed (see Figure 3.5) on the next page.


PF: 1-Help 3-PrevMenu 4-PrintPF: 8-Forward 9-Jump


UCFMNU0-M0795 EDB Entry/Update 12/02/96 16:53:32 Function Code Menu Userid: SVCGAC

EEID Employee Identification EAPC Appts./Distributions-Condensed EPD1 Employee Personal Data 1 EAPP Appointments/Distributions EPD2 Employee Personal Data 2 EPER Personnel-Miscellaneous EALN Alien Information ELVE Leave of Absence Data ETAX Tax Information EBCC Background Check Data ECHK Check/Surepay Disposition ESEP Separation EDED Miscellaneous Deductions ELOF Layoff Data EACD Academic Service ERET Retirement Information ELIC License/Certificate Data EINS Insurance Enrollment EHON Honors Data EELI Executive Life Insurance EAWD Awards Data EDEP Dependent Data EBND US Savings Bonds EGTN Misc. Deductions - Central EWSP Work Study Program Limits EDEM Misc. Deductions - Mass Entry EMIS Miscellaneous Information BUND Bundle Menu WHO Employee Browse EDES Data Element Selection HIRE New Hire Bundle RHIR Rehire Bundle

Next Func: ID: Name: SSN: ===>

12-Exit

Figure 3-5. EDB Entry/Update Function Code Menu

The EDB Entry/Update Function Code Menu enables you to select any one of the many screens or bundles that are available for processing actions.

To select a screen or bundle, enter its four-character code in the Next Func prompt and press [ENTER]. The system will bring you to the screen or bundle you have selected.


PPEPD10-E0821 EDB Entry/Update 12/02/96 11:39:4212/01/96 14:52:08 Employee Personal Data 1 Userid: SVCGAC


Screen Layout

All screens in PPS Online Update have the same basic layout. In general, they contain three sections of information: header, body, and footer. See Figure 3-6.

Header Section »

Body Section »

Footer Section »

ID: 000000066 Name: MAIN, SAM A. Emp Stat: A Pri Pay: BW

Permanent Address Line 1: Line 2: 233 COAST ST City : LA JOLLA State: CA Zip: 92037

Foreign Addr Ind: Prov: Cntry: Postal Code: Campus Address - Room: Building: Campus Phone 1: Phone 2:

Date of Birth: 102554 Home Phone : Spouse Name: Mail Code : 0111

UC Directory Disclosures - Perm Addr: Home Phone: Spouse Name: Employee Organization Home Address Disclosure:

Sex: M Ethnic: F Disability: Veteran: Veteran Disability: Student Status: 3 Citizenship: C

Next Func: ID: Name: SSN: ===>

Figure 3-6. The header, body, and footer sections of a screen

Header Section The header section of each screen contains two types of information: "fixed" and "variable." The fixed information displayed in lines 1 and 2 identifies the screen. The variable information displayed in this area identifies the employee record that is being accessed. See Figure 3-7.

Header Section »

PPEPD10-E0821 EDB Entry/Update 12/02/96 09:32:36 12/01/96 22:56:13 Employee Personal Data 1 Userid: SVCGAC ID: 000123456 Name: PACHINA, JAKE B Emp Stat: A Pri Pay: BW

Figure 3-7 The header section



Body Section The body section of the screen displays the content of the particular screen. Depending on the type of screen, it will display either data entry fields, messages, a menu, or a list. See Figure 3-9 below.

PPEEID0-E0889 EDB Entry/Update 12/02/96 08:58:39 Employee Identification Userid: SVCGAC

Body Section »

Employee ID :

SSN :

First Name : Middle Name : Last Name : Suffix : Result :

Date of Birth : Intercampus Transfer:



Figure 3-9. On this data entry screen, the body area includes the data entry fields

Footer Section The footer section contains information which will assist you in navigating from one screen to another. See Figure 3-10.

Footer Section » Next Func: ID: Name: SSN:


Figure 3-10. The footer section



Hands-on Activity 3.1 - Basic Navigation

1. At the Online Applications Main Menu, if your cursor is notpositioned at the Next Func: prompt, press [TAB] until the cursoris positioned correctly.

2. Type IDDB and press [ENTER].

The EDB Inquiry Departmental Menu appears. The cursor ispositioned at the Next Func: prompt again. You need to type thethree or four digit code name of the screen that you want toaccess.

3. Type WHO and press [ENTER].

After a few moments, you are taken to the EDB Inquiry EmployeeBrowse screen. You want to move forward and examine the nextscreen of information. Notice that the cursor is automaticallypositioned to the left of the first employee listed on the screen.

4. Press the [F8] key (along the top of the keyboard) to move thecursor forward to the next screen.

5. Press the [F8] key again to move forward to the next screen pageof information.

6. Press [F7] to move back to the previous page.

7. Move the cursor up and down the selection field (to the left of theID field) using the arrow keys.

8. Press [F3].

You are returned to the EDB Inquiry Departmental Menu. The[F3] key will return you to the previous menu, no matter whereyour cursor is positioned on a screen.

9. If your cursor is not positioned at the Next Func: prompt, press[TAB] until the cursor is positioned correctly.

You will access another screen.

10. Type IGEN.

Since the text fills the entire field, the cursor moves automaticallyto the ID prompt.

11. Press [TAB] once to move the cursor to the Name: prompt.

12. Press [ENTER].



Since you did not type in a name, you are automatically taken to the first name in the Employee Browse Screen.

You only know the last name of the person you want to see. You don’t know which screen the name is on. You will type in the last name.

13. Press [F9].

The cursor “jumps” to the Next Func: prompt.

14. Press [TAB] twice to move the cursor to the Name: prompt.

15. Type REVELLE and press [ENTER].

Since you only specified the last name and gave no initials, youare taken to the start of the REVELLE last name list.

16. Move the cursor down to the MARIA REVELLE record andpress [ENTER].

The General Information 1 screen for this employee appears. Thecursor is positioned on the Next Func: prompt.

17. Press [TAB].

18. Type 123456789 and press [ENTER].

Notice the error message and the repositioning of the cursor.

19. Move the cursor to the ID field and then delete the numbers in thefield by pressing the [CONTROL]-[DELETE] combination. Type000000001.

You did not want this ID number. You will move the cursor back to the previous field to change the ID number.

20. Hold down [SHIFT] and press [TAB], then release both keys.

The cursor moves back one field. If you continued to press the[SHIFT]-[TAB] combination, the cursor would backup one fieldeach time.

21. Type 000757020 and press [ENTER].

You are taken to the IGEN screen for employee 757020.

22. Press [F3] to return to the EDB Inquiry Departmental Menu.

23. Practice the skills you have learned thus far:

Access the WHO Employee Browse screen.

Access the IGEN screen for an employee of your choice.

Display the IGEN information for employee 000600020 directly



from the IGEN screen.

Also practice typing in the navigation commands at the Command line ===> instead of pressing the function key. For example, use [TAB] to move to the Command Line, type 3 and press [ENTER].

When you finish practicing, return to the EDB Inquiry Departmental Menu.

Hands-on Activity 3.2 - Using Inquiry

Using the navigation skills you have learned thus far, find the answers to the questions for the following Inquiry screens. If you need help or have any questions, please ask an instructor.



IGEN For employee ID # 452520, what is the Hire Date?

IPER For the employee named Kim Smith, what is the Home Department # and Home Department Name?

IGEN For the same employee, what is the Citizen code and is this code for U.S. citizenship?

IAPP For employee ID # 907520, what is the Title Code and Title name for appointment #30?

IADR For employee ID # 000052, what is the Permanent Home Address?

IAPT For the same employee, what is the distribution % for distribution # 21?

IGEN For employee ID # 300675, what is the Oath and I-9 Signature Date?

IPER For the same employee, what is the Student Status?

IAPP For the same employee, how many total Appt/Dist are showing and how many are remaining?

When you finish the activity, please return to the EDB Inquiry Departmental Menu.



Hands-on Activity 3.3 - Address Change

You will now change the address for an existing employee, on the Employee Personal Data 1 screen.

1. Position the cursor on the Next Func: prompt and type EADR(Do not press [ENTER]).

The cursor automatically moves to the ID prompt.

You will be using different employees in the training database forthis and other activities. You need to know the ID of the employeefor this activity.

2. Examine your PPS UPDATE CLASS WORK LIST and find theEMPID for Set B1.

3. Type this employee number at the ID prompt and press [ENTER].

The Employee Personal Data 1 screen appears. The cursor ispositioned on Permanent Address Line 1 field.

4. Type in a revised address of your choice. Press [TAB] to movebetween fields. Change Line 1, Line 2, City, and Zip fields.

Note: Enter street address in Line 2

5. Press [F5].

The message "Update process complete" appears. Next, you willgo directly to a PPS Inquiry screen to check that the record hasbeen updated in the Employee Data Base.

6. If the cursor is not positioned the Next Func: prompt, press [TAB]until the cursor is positioned correctly.

7. Type IADR and press [ENTER].

Since you did not specify another employee, the record for thecurrent employee is displayed on the Inquiry Personal Datascreen.

8. Notice the changed address.

9. Press [F3] to return to the Update Function Code Menu.



Activities For Early Finishers 1. Change the address on the EADR screen for the employee in

Set B2.

2. Check that the address change was made to the EDB by accessingthe IADR screen in Inquiry.

3. Return to the Update at the Function Code Menu when you finish.



Logging Off

To exit from the PPS application, simply press [F12] from any screen.

Please return to the Application Selection Menu after exiting from PPS, by simply pressing the [ENTER] key.

If the system abnormally ends (abends) and you need to return to the Application Selection Menu, press enter.

For security reasons, the system will automatically terminate your session after 30 minutes of inactivity.



This page left blank intentially.


Module 4: Bundles/New Hire


July 2017 Module 4: Bundles & New Hire

Module 4 Contents New Hire Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3 Supplemental Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4 Hands-on Activity 4.1 - Case Study . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7 New Hire Data Collection Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-8 Hands-on Activity 4.2 - New Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-14 Hands-on Activity 4.3 - Another New Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-22

Human Resources (HR) Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-24 OGSR Graduate Student Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-32 Academic Personnel Office (APO) Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-40 Job Opportunities Program (JOP) Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-48 OGSR Postdoctoral Fellow Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-56



New Hire Documentation

When processing a new employee, have them complete the following new hire documents if applicable and return them to the Payroll Office in a timely manner. An employee may wish to update document information from time to time, such as the W-4. Enter the information into PPS and forward the new document to Payroll.

It is very important that you indicate your name, phone number and date on each document that you have entered into PPS. Also, please never use a high-lighter on any of the documents submitted to Payroll.

All of the forms are available for download from Blink (search for “payroll forms”). They are PDF files that require Adobe Acrobat to view and print.

NH1 Wage Disposition - Direct Deposit (as needed)

A wage disposition should only be submitted if one of the following apply:

1. Setting up a new bank account for direct deposit of a paycheck.

2. Changing existing direct deposit account information.

3. Canceling direct deposit, and will receive a paper check.

NH2 Non-Citizen Forms (as needed)

Specific forms are required for employment of non-citizens. Refer to information in Module Nine or call x43241 for assistance.

NH3 Oath / Patent Form (required)

All employees must sign and date both the Oath and Patent sections of this form either on or before their first day of work. The only exception is that non-citizen employees are not required to sign and date the Oath. The date the employee signed and indicated on the form is the date that must be entered into PPS on the EPD2 screen. The Oath/Patent form is valid for 365 days. Therefore, if an employee separates and is re-hired less than 365 days from their previous hire date, the employee is not required to complete a new form. If the form is signed and dated after the employee's first day of work, contact Payroll for instructions on completing a Damage Claim Waiver.



NH4 I-9 Employment Verification Form (required)

All employees must complete appropriate sections, sign, and date the I-9 Verification form. If an employee submits their social security card as one of the acceptable documents in list C, their name as it appears on the social security card is the name that must be entered on the EEID screen in PPS. The I-9 Verification form is valid for three years. If an employee separates and is re-hired less than three years from their previous hire date, only (Section 3) on the form must be completed. If there are any questions, contact the Payroll Office for assistance.

IMPORTANT: DO NOT attach or send copies of the verification documents with the I-9 form.

NH5 W-4 Form (required)

All employees must complete a W-4 form indicating their tax withholding information as required by Federal and State agencies. If employees have questions related to their tax status, please advise them to consult with their accountant or tax preparer. The Payroll Office is not able to assist them with this type of information. The information from the W-4 form should be entered on the ETAX screen in PPS.

NH6 Abuse Disclosure Form (as needed)

This form is used only for employees working at the UCSD School of Medicine and the UCSD Medical Centers. Please contact the appropriate Human Resources Office for more information.

NH7 Substance Abuse Form (as needed)

While the University has policy covering substance abuse, this form is used only for employees working at the UCSD School of Medicine, UCSD Medical Centers and Scripps Institute of Oceanography. Please contact the appropriate Human Resources Office for more information.

NH8 MSCCP Form (as needed)

The Medical School Clinical Compensation Plan form is used only for specified employees working at the UCSD School of Medicine. Please contact the SOM Human Resources Office for more information.

Supplemental Documents

The following documents are not required for new hire processing, however you may need to use them for specific purposes outlined



below.

S1 BELI Form

The Benefits Eligibility Level Indicator form is used to define what benefits an employee is eligible for, based on their employment status. It is highly suggested that you provide the employee a copy for certain actions such as new hire, change in appointment status, percent of time, etc. A current signed copy must be maintained in the employee’s department file. (Note: The BELI Form is not required for student employees.)

S2 Timekeeper Data Form (TDF)

This form should be submitted to the Payroll Office to correct any employee leave balances that have been reported erroneously on their Leave Activity Summary Report (LASR). Attach a copy of the LASR(s) where the error occurred. If the employee is not accruing at the correct rate, their LV code at the appointment level needs to be updated in PPS.

S3 Personal Data Form (PDF)

This form should only be submitted to the payroll office when processing a name change. All other changes should be key entered into PPS by the department.

S4 Affirmative Action Form

This form is voluntary for the employee to complete, which indicates his/her ethnic origin. If the form is completed, it must be destroyed after completing the new hire transaction.



Hands-on Activity 4.1 - Case Study

Read the description for the new employee below. Complete the Data Collection Worksheet on the following pages using the information provided in the case study.

____________________ (Choose a name of your choice) has accepted a staff position in your department as a (blank) Assistant I, title code (4724). He/she is to report to the TPC-South Bldg, Ste 465-E, beginning today’s date.

Upon reporting to the department, he/she signed the Oath and Patent, checked off on the Affirmative Action Data form that he/she is an Alaskan native (code C) with no handicap, veteran or disability status, that he/she is not a registered student (code 1), and that he/she is a citizen of the USA (code C). When asked for identification to complete the I-9 information, he/she produced his/her Alaskan driver license (BD: xx/xx/xx) and his/her Social Security card (showing the name of XXXXX X XXXXXX, 555-64-XXXX).

According to his/her W-4 form, he/she is single, claiming 1 personal allowance for Federal tax withholding and single, claiming 1 personal allowance for State (California) withholding with no additional itemized deductions. He/she prefers to receive Direct Deposit at mail code 0992.

His/her address is _________ (make up street address and phone number).

Employee is being hired at an hourly rate of 16.89. He/she is full time, fixed, with an indefinite end date. 100% of his/her funding will come from index XXX2222-19900A-1 with an FTE of 100%. His/her description of service is REG, timekeeper code is your department-01.

As a career employee, he/she is entitled to full benefits (code 1), effective on date of hire. Additionally, he/she will accrue 15 days vacation and 12 days sick leave per year. His/her salary review date is October after his/her probationary period, merit type code is 2, and his/her probationary end date is six months after hired date. His/her work location will be TPC-S, Rm 465-E, Home dept code ________ (copy from your worksheet), and his/her phone extension is x47135. Lastly, as a non-confidential employee represented by CUE (CX), his/her employee relations code will be “E.”



New Hire Data Collection Worksheets Note: The data elements that are especially important to consider when you are processing a

new hire are preceded by an asterisk (*) and printed in bold type on this worksheet.

1. Employee Identification Screen (EEID)

* Social Security Number: (as seen on social security card)

* First Name: (as seen on social security card) * Middle Name: (as seen on social security card)

* Last Name: (as seen on social security card) * Suffix: (Jr., Sr., etc.)

* Date of Birth: (mmddyy format) * Intercampus Transfer: (action code)

2. Employee Personal Data 1 Screen (EPD1)

Veteran Status Codes:

* Sex: “ M (male) “ F (female)

* Ethnic:

* Vietnam: “ blank (no) “ V (Vietnam Era Veteran)

(code)

* War/Campaign: “ blank (no) “ E (War/Campaign/Expedition Veteran)

* Oth Status: “ blank (no) “ S (Special Disabled Veteran)

* Disabled Status: “ blank (no) “ H (disabled)

* Citizenship: (code) * Student Status: (code)

No. Of Reg. Units: (derived by ISIS interface) Stu/Reg: (derived by ISIS interface)




Academic Review Date: (academics only, mmddyy format)

* Oath Signature Date: (mmddyy format) * I-9 Date: (mmddyy format)

Education Level Code: Education Level Year:

Non-UC Prior Service Code: Prior Service Months:

Prior University Service Institution Code: Employment Service Credit:

Employment Service Credit From Date: Current Specialty Code:

Highest Degree Specialty Code: Highest Degree Institution Code:

3. Employee Address Data (EADR)

Permanent Address - U.S. citizen:

* Line 1:

* Line 2:

* City:

* State:

* Zip:

(used only for three line addresses)

(start here for two line addresses)

Permanent Address - non-citizen:

* Line 1:

* Line 2:

* City:



* Foreign Addr Ind: “ A (U.S. address) “ F (foreign address) (may be left blank for U.S. address)

Prov:

Cntry: (code)



Campus Release Codes:

Postal Code:

Home Phone:

Spouse Name:

* Perm Address: “ blank or N (no) “ Y (yes)

* Home Phone: “ blank or N (no) “ Y (yes)

* Spouse Name: “ blank or N (no) “ Y (yes)

(area code and phone #)

* Employee Organization Disclosures:

* Perm Address: “ blank or Y (yes) “ N (no)

* Home Phone: “ blank or Y (yes) “ N (no)

*Mail Code:

Campus Address:

Phone 1:

Phone 2:

Room:

Building:

4. Tax Information Screen (ETAX)

Federal:

California:

* Marital Status: “ M (married) “ S (single)

* Personal Allowances:

Maximum Withholding:

* Marital Status: “ M (married) “ S (single) “ H (Head of household)


* Itemized Deductions:

Maximum Withholding: Earned Income Credit Status:

Additional Withholding:



* Federal:

* California:

5. Alien Information Screen (EALN)

* Country of Residence: (code)

*U.S. Date of Entry: (date)

* Visa Type: (code F1, J1, J2, H1, etc.) * Work Permit End Date: (mmddyy format)

6. Appts./Distributions-Condense Screen (EAPC)

* Appt:

Actions: (not entered for a new hire) * Typ: (code) * Bas: (for academic/partial yr. staff only)

* Pd Ovr: (for academics only) * Appt Begin: (mmddyy format)

* Appt End: (mmddyy format) * Dur:

* Dept: (code) * Title: (code)

* Grade: (for A&PS, MAP or Exec. only) * % Full:

* F/V: ( F or V) * Ann/Hr. Rate: (will be derived by the system)

* Rt: (code) * Sch: (code)

* Time: (code) * Lv: (code)



6. Appts./Distributions-Condense Screen (EAPC) continued

* Dist No:

* Index:

* Sub:

* FTE:

* Dis%:

* PayBeg: (mmddyy format) * PayEnd: (mmddyy format)

* St: (required for staff) * O/A:

* Rate/Amount:

* DOS: (code) * PRQ: (if applicable)

W: (for work study only)


* Assigned BELI:

* Effective Date: (mmddyy format)

tatus Qualifiers:

Primary: (code) Date: (mmddyy format)

Secondary: (code) Date: (mmddyy format)

* Date of Hire: (mmddyy format)

* Original Hire Date: (mmddyy format) * Employee Relations Code: (code)

Employee Relations Unit: (code) * Probationary Period End Date: (mmddyy format)

* Next Salary Review Date: (mmyy format) * Next Salary Review Type: (code)

* Home Department: (code) * Timekeeper Code:

* College Code: (required if applicable)


7. Personnel - Miscellaneous Screen (EPER)

BELI



Hands-on Activity 4.2 - New Hire

In this activity, you will add a new employee to the Employee DataBase (EDB) using the New Hire Bundle.

1. Your cursor should be positioned at the Next Func field, in theFunction Code Menu. If it is not, position the cursor in thecorrect place.

2. Type HIRE and press [ENTER].

The first screen in the bundle is the EEID (EmployeeIdentification) screen. The cursor is positioned at the start of theSSN field.

3. Type in a nine digit social security number of your choice. Forexample, 534123890 (do not input dashes).

The cursor jumps to the First Name field.

4. Type a first name of your choice, then press [TAB] to move tothe next field.

5. Type a middle name of your choice, then press [TAB] to moveto the next field.

6. Type a last name of your choice (use the same first letter asthe one of the last name on your class work list), then press[TAB] twice to move to the cursor to the Date of Birth field.

7. Type the date of birth of your choice (mmddyy format, withoutdashes).

The cursor will jump to the Intercampus Transfer field.

8. Press [ENTER] to perform a range in value edit.

If the system accepts the information, an assigned employeeidentification number appears in the Employee ID field. Themessage "Input accepted" will display and your cursor will bepositioned in the SSN field.

You need to know this employee number and name for lateractivities in the training. You will record the employee numberand name.

9. Write in the employee number, full name, and social securitynumber of the person you just created at the bottom of your classworksheet in the space for New Hire 1. You will need to refer tothis information in future activities.


July 2017

10.

Module 4: Bundles & New Hire

Press [F11] to finish with this screen and proceed with the next part of the New Hire.

This will take you to the EPD1 (Employee Personal Data 1) screen.

Notice that the system carried forward the date of birth from the previous screen.

11. Press [TAB] until the cursor is positioned in the Sex field.

12. Type in the sex: As appropriate

13. The cursor jumps to the Hispanic ethnic field.

Move cursor to the appropriate ethnic group and select it byentering a ‘Y”

14. Press [TAB] until the cursor is positioned in the PrimaryEthnic/Race field.

15. Press [F1].

The list of Ethnic Origin codes are displayed. You want to findthe code for Alaskan Native.

16. Press [F8] to see the next screen of help information.

The ethnic code is 'C'.

17. Position the cursor on the ethnic code 'C' then press [F4].

You are returned to the EPD1 screen, and the ethnic code iscopied into the field.

The Veteran Status Code and Disabled Status fields default to"No" if left blank.

18. Press [TAB] to bypass these fields and to move the cursor tothe Citizenship field.

19. Type C for citizen.

The cursor jumps to the Student Status field.

20. Type 1 to show that the employee is not registered.

The code '1' will always be used for any Staff Personnel position.


If you entered the information correctly, the system will displaythe message "Input accepted".

22. If you get an error message, fix the error and press [ENTER] toperform a range in value edit again If you need help, call overthe instructor.



23. Press [F11] key to proceed to the next screen, once errors havebeen fixed.

The EPD2 (Employee Personal Data 2) screen will appear.

24. Position the cursor at the Oath Signature Date field and typetoday's date ( mmddyy format).

25. Type today's date at the I-9 Date field (mmddyy format).

The remaining fields on this screen do not apply to thisemployee.

26. Press [ENTER].

If you entered the information correctly, the system will displaythe message "Input accepted"..

27. If you get an error message, fix the error and press [ENTER] toperform a range in value edit again. If you need help, call overthe instructor.


The EADR (Employee Address Data) screen will appear.

Complete the following fields, when required press [TAB] tomove to the next field:

Permanent Address Line: 6570 Lincoln Street

City: San Diego

State: CA

Postal Code: 92192 This employee has not given a foreign address so you will not complete the foreign address fields.

29. Press [TAB] until the cursor is positioned on the Home Phonefield. Enter a phone number of your choice.

'No' is the default on the Campus Release Codes fields. Leavethese fields blank so that they default to 'No'.

‘Yes’ is the default for the Employee Organization Disclosures


33. Press [F11] to proceed to the next screen, once errors have beenfixed.

The ETAX (Tax Information) screen will appear.

At any time (before updating the action) you may go back and fixa value entered on a previous screen using [F10]. Once youmake the change, you would then use [F11] to move forward tothe required screen.

34. Type S in the Federal Marital Status field (for single).

This employee is not claiming any allowances.

35. Press [TAB] two times to position the cursor in the CaliforniaMarital Status field and type S.

The remaining fields do not apply to this employee.

36. Press [ENTER].

37. Press [F11] to proceed to the next screen, once errors have beenfixed.

The EALN (Alien Information) screen will appear.

Since you indicated that this employee is a citizen in the EPD1screen, the information is carried forward and shown in theCitizenship field on this screen. Because this employee is acitizen, the remaining fields do not apply.

38. Press [F11] to proceed to the next screen.

The EAPC (Appts./Distributions-Condense) screen will appear.

When this screen appears, the cursor will be automatically



fields. Populate these fields with ‘No’ if the employee does not wish to release this information.

30. Press [TAB] until the cursor is positioned on the Mail Codefield. Enter a four character mail code of your choice.

31. Press [TAB] until the cursor is positioned on the Campus Phone1 field.

32. Complete the following fields, when required press [TAB] tomove to the next field:

Phone 1: 47135

Phone 2: Leave Blank

Room number: 265-B

Building: TPC-S


positioned in the Next Func: prompt. You need to add an appointment.

39. Press [F9] to move the cursor down to the Command Line(===>), type ADD A and press [ENTER].

The first available appointment (number 10) is created and theand the cursor jumps to the Actions field. Because this is theNew Hire bundle, the action code '01' will automatically beassigned to this employee record once the update is complete.

40. Move the cursor to the Typ field and type 2 (for career).

The Bas and Pd Ovr fields do not apply.

41. Complete the following fields, use [TAB] when required tobetween fields:

Appt Begin: Today's date (mmddyy format, without

dashes)

Appt End: 999999

Dur field: I (indefinite).

Dept Code: (Use the department code

from your class work list)

Title: 4724

Bypass the Grade field.

%Full: 1.00 (percent of time)

F/V field: F (fixed)

Ann/Hr Rate: 17.22 (hourly rate)

RT: H (hourly)

Sch: BW (biweekly)

Time: A (PTR required)

Lv: A (to accrue 15 days vacation and 12 days sick per year).

42. Press [ENTER] to perform a range-in-value edit on thisappointment. Correct any errors before proceeding to the nextstep.

Notice that when you receive the input accepted message, thesystem added the correct title to match the code.

Next, you will add a distribution.

43. Press [F9] to move the cursor down to the Command Line



(===>), type in ADD D and press [ENTER].

This will bring up the first available distribution (number 11), and the cursor will jump to the Actions field. An action code does not apply here.

44. Press [TAB] to move the cursor to the Index field.

45. Complete the following fields:

Index number: XXX0000

Sub: 1

FTE: 1.00

Dis %: 1.0000

PayBeg field: Today's date (without dashes)

PayEnd: 999999

ST: 2.0 (step 2)

Bypass the OA field (which doesn't apply to this position)

Rate/Amount: 17.22 (hourly rate)

DOS: REG (description of service)

The PRQ, D and W fields as they do not apply to this appointment

46. Press [ENTER] to perform a range-in-value edit.


This will take you to the EPER (Personnel-Miscellaneous)screen.

48. Complete the following fields:

Assigned BELI: 1 (full benefits)

Effective Date: Today's date

Bypass BELI Status Qualifiers fields, since BELI 1 does not have qualifiers.

Date of Hire: Today's date

Original Hire Date: Today's date

Employee Relations Code: E ( non-confidential)

This information is found on the job description and the requisition for the position. The corresponding code can



be found in the HELP screens.

Employee Relations Unit: CX

Probationary Period End: 6 months to the day from today's date (mmddyy format)

Next Salary Review Date: October of each year.

Next Salary Review Type: 2 (merit review)

Req/Job No: (entered if known or instructed

by HR)

Bypass the Merit Rate Increase Percent field since this field is not being used at this campus.

Home Department : (Use the department code from your class work list)

Primary Title Code: 4724

Employee Unit Code: CX

Timekeeper Code: (Use the department code from your class work list followed by two zeros)


If the information is accepted, you'll receive a "Input accepted"message and your cursor will be flashing in the Assigned BELIfield. Notice that when you receive the input accepted message,the system has added in the home department name.

You have completed all the required update screens in thisbundle. Notice that the [PF11] function key is no longeravailable to you.

You will now update the record.

50. Press [F5].

If there are any errors, the ECON screen will appear. If thereare no errors the PAN Preparation screen will appear.


51. If the ECON screen appears, fix any errors and then press [F5]again to update. However, if the PAN Preparation screen appearsproceed to the next step.

Next, you will add comments which describe this action.

52. Press [F10] to move the cursor to the ECOM (Comments Entry)screen.

It is mandatory that the requisition number for any position beentered in the comments section of this screen.

53. Type: New Hire, effective with (today’s date), and press [TAB].

54. Type: Req #60327

You will not make any changes to the PAN. This will be handledlater in the PAN section of the training

55. Press [F5] to update the record.

This new hire is now in the EDB.

Next, you will add a new hire, without the step by stepinstructions.



Hands-on Activity 4.3 - Another New Hire

1. Examine the five partially completed sets of Data CollectionWorksheets on the following pages:

Human Resources (HR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-23

Office of Graduate Studies & Research (OGSR) Graduate Students . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-31

Academic Personnel Office (APO) . . . . . . . . . . . . . . . . . . . . . 4-39

Job Opportunities Program (JOP) . . . . . . . . . . . . . . . . . . . . . . 4-47

2. Choose ONE set of worksheets for your next New Hire.

3. Use the information from the previous activity for the departmentcode, index numbers and timekeeper codes. You may make updata for any other fields which are not provided on the worksheets.

4. Input the new hire into the system.

5. Call over the instructor if you need help.

6. If you finish early, start to input another new hire of your choice.


Human Resources (HR) Worksheets


July 2017 Human Resources (HR) Worksheets




* Social Security Number: (as seen on social security card) * First Name: (as seen on social security card)

* Middle Name: (as seen on social security card) * Last Name: (as seen on social security card)

* Suffix: (Jr., Sr., etc.) * Date of Birth: 092754 (mmddyy format)

* Intercampus Transfer: (action code)




* Ethnic: Italian (code)





* Citizenship: U.S. Citizen (code)

* Student Status: Not Registered (code)

No. Of Reg. Units:

Stu/Reg:

(derived by ISIS interface)




* Oath Signature Date: Today’s date (mmddyy format)


July 2017

* I-9 Date: Today’s date

Human Resources (HR) Worksheets

(mmddyy format) Education Level Code: Education Level Year:







* Line 1: (used only for three line addresses)

* Line 2: 9720 Morning Glory (start here for two line addresses)

* City: Alpine

* State: CA


* Zip: 92001

* Line 1:

* Line 2:

* City:




Prov:


Cntry:

Postal Code:

Home Phone:

Spouse Name:

(code)










*Mail Code: 0332

Campus Address:

Phone 1: 43244

Phone 2:

Room: 427C

Building: TPCS

Federal:

California:










* Federal:

* California:


* Country of Residence: (code) * Visa Type: (code)

* Work Permit End Date: (mmddyy format)




* Appt:

Actions: (not entered for a new hire)

* Typ: Casual (3) (code)

* Bas:

* Pd Ovr:

(for academic/partial yr. staff only)

(for academics only)

* Appt Begin: Today’s date (mmddyy format)

* Appt End: 0630YY (Two Years from Today’s ) (mmddyy format)

* Dur:

* Dept: (See class worksheet) (code)

* Title: 7242 (code)

* Grade:

* % Full: 1.00

(for A&PS, MAP or Exec. only)

* F/V: F ( F or V)

* Ann/Hr. Rate: 50,722.00 (will be derived by the system)

* Rt: A (Annual) (code)

* Sch: MO (Monthly (code)

* Time: A (code)

* Lv: A (15 Days Vac/ 12 Days Sick ) (code)




* Dist No:

* Index: XXX2222

* Sub: 1

* FTE: No FTE

* Dis%: 1.0000

* PayBeg: Today’s date (mmddyy format)

* PayEnd: 0630yy (Two Years from Today’s) (mmddyy format)

* St: 0.00 (required for staff) * O/A:

* Rate/Amount: 4,226.83

* DOS: REG (code) * PRQ: (if applicable)

W: (for work study only)




* Assigned BELI: 3

* Effective Date: Today’s date (mmddyy format)

BELI Status Qualifiers:



* Date of Hire: Today’s date (mmddyy format)

* Original Hire Date: Today’s date (mmddyy format)

* Employee Relations Code: E (code)

Employee Relations Unit: 99 (code)

* Probationary Period End Date: Six months after today’s date (mmddyy format)

* Next Salary Review Date: (mmyy format)

* Next Salary Review Type: 5 (code)

* Home Department: (See class worksheet) (code)

* Timekeeper Code: (See class worksheet) & 00



OGSR Graduate Student Worksheets


July 2017 OGSR Graduate Student Worksheets







* Date of Birth: 011562 (mmddyy format)




* Ethnic: C (Native American) (code)




* Oth Status “ blank (no) “ S (Special Disabled Veteran)



* Student Status: Graduate Student (code)

No. Of Reg. Units:

Stu/Reg:






Academic Review Date:

* Oath Signature Date:

(academics only, mmddyy format)

Today’s date (mmddyy format)

* I-9 Date: Today’s date (mmddyy format)









* Line 2: 1205 Main Street (start here for two line addresses)

* City: San Diego

* State: CA

* Zip: 92109


* Line 1:

* Line 2:

* City:




Prov:




Cntry:

Postal Code:

Home Phone:

Spouse Name:




(code)





*Mail Code: 0628

Campus Address:

Phone 1: 48414

Phone 2:

Room: 395

Building: CSB


Federal:

California:








Earned Income Credit Status:




* Federal:

* California:



* Visa Type: (code) * Work Permit End Date: (mmddyy format)


* Appt:


* Typ: 5 (code)

* Bas: 11 (for academic/partial yr. staff only)

* Pd Ovr: 12 (for academics only)


* Appt End: 0630YY (Next Year) (mmddyy format)

* Dur:



* Grade: (for A&PS, MAP or Exec. only)

* % Full: 0.42

* F/V: F ( F or V)


* Rt: A (code)

* Sch: MO (code)

* Time: N (code)

* Lv: N (code)




* Dist No:

* Index: XXX3333

* Sub: 0

* FTE: No FTE

* Dis%: 0.4200


* PayEnd: 0630YY (Next Year) (mmddyy format)

* St: 1 (required for staff)

* O/A:

* Rate/Amount:

* DOS: REG (code)

* PRQ:

W:

(if applicable)

(for work study only)




* Assigned BELI: 5



Primary:

Date:

Secondary:

Date:

(code)

(mmddyy format)

(code)

(mmddyy format)




Employee Relations Unit: 99

* Probationary Period End Date:

* Next Salary Review Date:

* Next Salary Review Type:

(code)

(mmddyy format)

(mmyy format)

(code)



* College Code: 00 (required if applicable)


Academic Personnel Office (APO) Worksheets


July 2017 Academic Personnel Office (APO) Worksheets











* Ethnic: Caucasian (F) (code)







* Student Status: Not Registered (code)

No. Of Reg. Units:

Stu/Reg:







* Oath Signature Date: Today’s date (mmddyy format)










* Line 2: 8899 Parkdale Drive (start here for two line addresses)

* City: San Diego

* State: CA

* Zip: 92126


* Line 1:

* Line 2:

* City:




Prov:

Cntry: (code)




Postal Code:

Home Phone:

Spouse Name:








*Mail Code: 0109

Campus Address:

Phone 1: 42222

Phone 2:

Room: 3315

Building: HSS


Federal:

California:











* Federal:

* California:





* Appt:


* Typ: 5 (code)

* Bas: 09 (for academic/partial yr. staff only)

* Pd Ovr: 12 (for academics only)


* Appt End: 999999 (mmddyy format)

* Dur: T




* % Full: 1.00

* F/V: F ( F or V)


* Rt: A (code)

* Sch: MO (code)

* Time: N (code)

* Lv: N (code)




* Dist No:

* Index: XXX4444

* Sub: 0

* FTE: 1.00

* Dis%: 1.0000


* PayEnd: 999999 (mmddyy format)

* St: 1 (required for staff)

* O/A:

* Rate/Amount: 6,675.00

* DOS: REG (code)

* PRQ:

W:

(if applicable)

(for work study only)




* Assigned BELI: 1



Primary:

Date:

Secondary:

Date:

(code)

(mmddyy format)

(code)

(mmddyy format)




Employee Relations Unit: A6




(code)

(mmddyy format)

(mmyy format)

(code)





Job Opportunities Program (JOP) Worksheets


July 2017 Job Opportunities Program (JOP) Worksheets











* Ethnic: Other Asian (code)







* Student Status: Undergraduate Student (code)

No. Of Reg. Units:

Stu/Reg:






Academic Review Date:

* Oath Signature Date:

(academics only, mmddyy format)

Today’s date (mmddyy format)










* Line 2: 14 Shannon Circle (start here for two line addresses)

* City: Alameda

* State: CA

* Zip: 94502


* Line 1:

* Line 2:

* City:




Prov:

Cntry: (code)




Postal Code:

Home Phone:

Spouse Name:








*Mail Code: 0519

Campus Address:

Phone 1: 49595

Phone 2:

Room: 4414

Building: EBU2


Federal:

California:











* Federal:

* California:





* Appt:


* Typ: Casual Restricted (code)

* Bas:

* Pd Ovr:

(for academic/partial yr. staff only)

(for academics only)


* Appt End: 0614YY (Next Year) (mmddyy format)

* Dur:




* % Full: 0.25

* F/V: V ( F or V)

* Ann/Hr. Rate: 9.50 (will be derived by the system)

* Rt: H (Hourly) (code)

* Sch: BW (Biweekly) (code)

* Time: A (code)

* Lv: F (code)




* Dist No:

* Index: XXX1111

* Sub: 2

* FTE: No FTE

* Dis%: 0.2500


* PayEnd: 0614YY (Next Year) (mmddyy format)

* St:

* O/A:

(required for staff)

* Rate/Amount: 9.50

* DOS: REG (code)

* PRQ: (if applicable)

W: F (Federal) (for work study only)




* Assigned BELI: 5








Employee Relations Unit: 99




(code)

(mmddyy format)

(mmyy format)

(code)



* College Code: 43 (required if applicable)


Module 5: Error Correction


July 2017 Module 5: Error Correction

Module 5 Contents

Types of Error Correction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3 ECON Consistency Edit Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-4 Hands-on Activity 5.1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-6



Types of Error Correction

PPS Online Update has three basic methods of error correction:

1. Range-and-Value EditsPressing any [Fkey] or the [ENTER] key invokes range-and-valueedits, which check that data are within specific ranges equal tospecific values. If the system finds a range-and-value error, thecursor will be positioned on the incorrect field.

2. Consistency EditsWhen you press [F5] to update the record, the system compares andchecks specific data elements for consistency. If consistencyerrors are found, the error messages will be displayed on theECON Screen (see Figures 5-1 and 5-2 and Appendix D).

3. Post-Authorization Notifications (PANs)Before you update a record, you will have an opportunity to reviewthe PAN to ensure that the action was processed correctly. Thiswill be covered in detail in Module 6.



ECON Consistency Edit Screen

Figure 5-1. ECON Consistency Edit Screen



The ECON screen helps you to analyze and correct errors you may have made while entering data. For more information about the ECON screen refer to Figure 5-1 and the corresponding table below.

Ref # Field Name Field Description Comments

1 Consistency Edit Number

n/a Not used by departments. For ACT use only.

2 Msg # Error message number

Please refer to ECON Screen Error Message Troubleshooting Guide in Appendix D. If you are unable to resolve the error, please record this number, along with the message text, and contact the appropriate central office. (See Central Office Contact List in Appendix C.)

3 Severity Message severity level

Indicates the severity of the error. Please refer to Error Message Severity Levels in Appendix D.

4 Message Text Description of error Please refer to ECON Screen Error Message Troubleshooting Guide in Appendix D. If you are unable to resolve the error, please record this description, along with the message number, and contact the appropriate central office. (See C l Offi C Li i A di C )

5 DE Number Data element number

Not used by departments. For ACT use only.

6 Key n/a Not used by departments. For ACT use only.

7 Value Current value of a field that may or may not be related to the error

You may change the contents of this field on the ECON screen or you may return to the previous screen by pressing [F3].

8 Description Name of a field that may or may not be related to the error

The appointment or distribution number associated with this field is listed to the right of the field under “Description” (see #9 below).

9 <blank> Appointment or distribution number

Corresponds to the appointment or distribution which contains the error.



Hands-on Activity 5.1

In this activity, you will make and correct errors while making a funding change.

1. Your cursor should be positioned on the Next Func: prompt inthe Function Code Menu. If it is not, position the cursor in thecorrect place.

2. Type EAPC.

3. Examine the PPS EDB UPDATE CLASS WORK LIST andfind the EMPID for Set B3.

4. Type the employee number at the ID prompt and press [ENTER].

First, you will end the current distribution. However, you willmake a deliberate error in the PayEnd date to see how thesystem will react.

5. Using the [\] and [TAB] keys, move the cursor to the PayEndfield for Distribution Number 25.

6. Type 990101.

7. Press [ENTER] to invoke the range-in-value edits.

The incorrect field is highlighted in red, and an error message isshown at the bottom of the screen. This field was not entered inthe correct format (mmddyy).

8. Change the PayEnd date to the last day of the current month(mmddyy format) and press [ENTER] again to invoke the range-in-value edits.

The system now indicates that the date is valid. You will nowchange the PayEnd date for the next distribution. However, youwill make another deliberate error.

9. Move the cursor to the PayEnd date for Distribution Number 28.

10. Change the PayEnd date to “013104" which is the last day of themonth previous to the PayBeg date.

11. Press [ENTER] once again to perform a range-in-value edit.

Notice that this time the input was accepted. This is because therange-in-value edits only check the contents of fields againstacceptable values for those fields. Since the date is a valid date,it was accepted by the system.

This date will not be checked against the PayBeg date until theupdate is performed. This is called a consistency edit.



Now, you will add a new distribution.

12. Press [F9] to move the cursor down to the Command Line(===>).

13. Type ADD D and press [ENTER].

The system added the next available number which isDistribution 21.

14. Complete the following fields, when required press [TAB] tomove to the next field:

Action Code: 18

Index: XXX2222

Sub: 0

FTE: 1.00

Dis %: 1.0000

PayBeg: First day of next month

PayEnd: 999999

Skip the St and OA fields

Rate/Amount: 3575.00

DOS: REG

15. Press [ENTER] to perform range in value edits.

Notice that the fund is automatically added, and the input isaccepted.


The system is now performing the consistency edits bycomparing values in different fields against each other.

After a few moments, the Consistency Edit (ECON) screen isdisplayed. This screen will help you find and correct any errors.



PPECON0-E0943 EDB Entry/Update 09/27/96 12:14:48 01/05/95 11:34:36 Consistency Edit Userid: OUT055 ID: 000700520 Name: REVELLE

Consistency Edit Number 051

Msg # Severity Message Text 08113 A B Empl Rej C DISTRIBUTION END DATE IS BEFORE DISTRIBUTION BEGIN DATE.

DE Number Key Value Description 2271 18 DIST NO 182272 PROJECT CODE 282273 6 LOC CODE 282274 660501 ACCOUNT 282275 COST CENTER 282276 66025 FUND 282279 STEP 282280 OFF/ABOVE 282283 D 110100 E PAY BGN

DATE 28 F

U0005 Final edit errors found ===> F: 1-Help 2-Cancel 3-Return 4-Print 5-Update 6-NextMsg F: 8-Forward

Figure 5-2. Consistency Edit (ECON) Screen

Review the following items indicated on Figure 5-2: A. 08113

The error message number. (See the ECON Screen Error Message Troubleshooting Guide in Appendix D.)

B. Empl Rej The value of the Message Severity Level. This severity level indicates that the employee activity was rejected (See Message Severity Levels table in Appendix D for a more complete explanation).

C. Distribution End Date is before Distribution Begin Date The Message Text which provides a brief description of the error.

D. 020104 The value of the Pay Begin Date on Distribution 28. The system has positioned the cursor here indicating that this field is related to the error. Please note that this field is actually correct, even though it is related to the error.

E. PAY BGN DATE The description of the field that is related to the error.

F. 28 The number of the distribution that is related to the error.



For additional information on the ECON screen and message troubleshooting, refer to Appendix D - Troubleshooting/Helpful Hints.

17. Press [F6] to check for any additional error messages.The Consistency Edit Screen is displayed again. See Figure 5-3below.

PPECON0-E0943 EDB Entry/Update 09/27/96 12:15:50 01/05/95 11:34:36 Consistency Edit Userid: OUT055 ID: 000700520 Name: REVELLE

Consistency Edit Number 051

Msg # Severity Message Text 08113 Empl Rej DISTRIBUTION END DATE IS BEFORE DISTRIBUTION BEGIN DATE.

DE Number Key Value Description 2284 103100 PAY END DATE 28 2286 REG DOS 28

U0001 Input accepted ===> F: 1-Help 2-Cancel 3-Return 4-Print 5-Update 6-NextMsgF: 7-Backward

Figure 5-3. Consistency Edit (ECON) Screen

In this case, there are no additional errors (Note that the error message remains the same). However, the system does display the remaining fields from distribution 28 including the Pay End Date which is, in fact, the field in error.

You could fix the error here on the ECON screen and then press[F5] to update again. However, for most errors it is recommended that you return to the screen on which you made the error in order to correct it. This method gives you the advantage of being able to fix the error in the context of related fields.

18. Press [F3] to return to the EAPC screen.

19. Change the value in the Pay End Date field of distribution 28 tolast day of the current month (mmddyy format), since this is thedate that created the ECON error message.



20. Press [F5] to update again.

Once the errors are fixed, the system brings you to the first of thePAN preparation screens. You will not make any changes to thePAN screen at this time. This topic will be covered in a latermodule.

21. Press [F10] to bring up the PAN Comments Entry Screen. This iswhere you need to add comments to the PAN before you send it tothe reviewers. Type in an appropriate comment for this action andpress [F5] to update this employee’s record on the database andsend the PAN to reviewers.

Activities For Early Finishers 1. Return to EAPC screen for the same employee.

2. End the distribution you just created.

3. Add another distribution. Use the Index from Distribution 25, for100% of time.

You will need to press [F8] to scroll forward to view Distribution28 and then press [F7] to return to the previous page.

4. Update and fix any errors.

5. Update and add comments of your choice to complete the actionand send the PAN.


Module 6: PAN


July 2017 Module 6: PAN

Module 6 Contents

Mandatory Reviewers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3 Preparing a PAN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3 Reviewing Incoming PANs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-8 Hands-on Activity 6.1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-15 Hands-on Activity 6.2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-17



Mandatory Reviewers

Mandatory reviewers are individuals who are authorized to review changes and updates to the employee database. For quality and internal control purposes, each Post-Authorization Notification (PAN) must be reviewed by one or more mandatory reviewers.

Mandatory reviewers should not be subordinate to their preparers. In addition, preparers cannot be mandatory reviewers for their own work.

Mandatory reviewers must review their PANs within a reasonable amount of time. The specific rules regarding the timeliness of review are determined on a department-by- department basis.

Preparing a PAN

You will automatically be brought to the Notification Preparation Screen whenever you perform an update that generates a PAN (see Figure 6-1).

The top section of the Notification Preparation screen identifies the PAN to be sent, and the information about the preparer. The next section of the screen lists the Address, Type, and Name of each user who will receive the PAN.

The UserID field displays the recipient's userid or e-mail address.

The Type field displays the type of PAN. Five types are valid:

M Mandatory F Forwarded U User-defined R Reviewer (not mandatory)

In addition, a specific mandatory reviewer (M) can be assigned as the primary reviewer in the Primary field:

P Assigned Primary Reviewer

The Name field displays the recipient's name.



UCENPR0-E1415 PostAuth Notification 03/03/04 13:54:33 Notification Preparation Userid: OUT060

Page: 01 of 01 Employee: MITCH XUAN Preparer: FIRST MIDDLE LAST

ID: 000955290 Phone: (858) 534-1234 Action: 24-Leave Plan Code Chnge Email: [email protected]

-------------------------------- Reviewers ---------------------------------- C UserID Type Primary --------------Email--------------- ----------------Name----------------

OUT059 M [email protected] FIRST MIDDLE LAST OUT060 M P [email protected] FIRST MIDDLE LAST

Next Func:

===> F: 1-Help 3-Return 4-Print 6-Directry F: 9-Jump 10-Comments 11-Detail

Figure 6-1. The PostAuth Notification Preparation Screen

Viewing the List of Recipients

1. If there are more than four recipients listed, press [F8] to pageforward and [F7] to page backward.

Adding a Recipient

1. If there are more than four recipients listed, press [F8] to pageforward to the end of the list. The cursor will be positioned on thecommand field (C) for the next available line.

2. Press [TAB] and type the recipient's userid on the first line and theuser’s email address will automatically be populated from thedirectory. You may also enter just an e-mail address of a recipienton the second line (no userid will be populated). If you do notknow the recipient's userid, you may look it up by using theDirectory screen.

Using the Directory to Look Up an ID or Address 1. Press [F6] to access the Directory Screen. To access the Directory

directly from the function code menu, enter ‘IDIR’ at thecommand line. The Directory screen is displayed. (See Figure6-2).


mailto:[email protected]



UCIDIR0-I1415 PostAuth Notification 03/03/04 14:08:37 Directory Userid: OUT060


2. Type the name of the user at the Search for: Name: prompt. Youmust type the name in the following format:

Last name, First Middle

C Name Email Address UserID EmployeeID Phone Department Routing Code LAST, FIRST MIDDLE OUT060 999999999 8585341234 000999 ? ? LAST, FIRST MIDDLE OUT059 999999999 8585341234 000999 ? ? LAST, FIRST MIDDLE OUT058 999999999 8585341234 000999 ? ? LAST, FIRST MIDDLE OUT057 999999999 8585341234 000999 ? ? LAST, FIRST MIDDLE OUT056 999999999 8585341234 000999 ? ? LAST, FIRST MIDDLE OUT055 999999999 8585341234 000999 ? ?

Search: Last Name: Next Func:

===> F: 1-Help 3-Return 4-Print F: 9-Jump

Figure 6-2. The PostAuth Notification Directory (IDIR) Screen

The Directory screen will display the name you typed and the corresponding address for that user.

3. Press [F3] to return to the Notification Preparation Screen.

Adding Comments

1. At the Notification Preparation Screen, press [F10] todisplay the Comments Entry Screen. (See Figure 6-2a).

2. Type in the appropriate PAN comments.

3. You may also flag the PAN as urgent by changing the defaultPriority code from R - Regular to U -Urgent.

4. Press [F10] to return to the Notification Preparation Screen.Comments are mandatory.



UCECOM0-E1415 PostAuth Notification 03/03/04 14:10:00 Comments Entry Userid: OUT060

Employee: MITCH XUAN Preparer: FIRST MIDDLE LAST ID: 000955290 Phone: (858) 534-1234

Action: 24-Leave Plan Code Chnge Email:

Page 01 of 01

---------------------------------- Comments ----------------------------------- Priority: U OUT060

Next Func:

===> F: 1-Help 3-Return 4-Print 5-Update F: 9-Jump 10-NotfPrep 11-Detail

Figure 6-2a. The PostAuth Notification Comments Entry Screen

Viewing the PAN

1. From the Notification Preparation Screen, press [F11] todisplay the first page of the PAN.

2. To scroll forward through each page of the PAN, press [F8].To return to a previous page, press [F7].

Notice that information that has been updated will generallybe highlighted and preceded by one of the following symbols:

* next to a field indicates that the field has been changed. (Theold data is shown below the new data.)

+ next to a field indicates that this is a new item.

- next to a field indicates that this item has been deleted.

The Status column on the last page of the PAN will display a ‘Y’ to indicate that a recipient has viewed the PAN.

3. After you finish viewing the PAN, enter [F11] to return to theNotification Preparation screen.

Sending the PAN/Updating the EDB

1. Press [F5] to send the current PAN to the recipients listed on theNotification Preparation screen.



When the PAN has been sent, the message U00007 "Update Process Complete" will be displayed.

The PANs are sent to the recipients when the database is updated. To cancel your PANs you must cancel the update before you press [F5].

Canceling the Update/PAN

1. Press [F3] to return to the PPS Update Screen from which youinitiated the update process.

2. Press [F2] twice to cancel the update and the PAN.


F: 1-Help 3-PrevMenu 4-PrintF: 8-Forward 9-Jump


Reviewing Incoming PANs

You receive new PANs via the PAN inbox. You have a choice of reviewing PANs in the mainframe PPS application or using the PPS Web PAN application.

Viewing PANs in the mainframe PPS application

To view a summary list of incoming PANs that have not been read:

1. Enter 'INBX' at the Next Func: prompt field (on any screen) tosee the PAN inbox.

2. At the Incoming Notifications Screen, tab to the PAN you want toview.

3. Type 'S' to select the PAN line which corresponds to the PAN youwant to view (see Figure 6-4).

UCINBX0-I0925 PostAuth Notification 12/03/96 13:14:56 Incoming Notifications Userid: SVCLDJ

Page: 01 of 06

C Tran Prepared By Date Comments - ---- ------------------------------ -------- --------

EPER Xuan, Theodore 02/10/95 NO Summary: Personnel-Miscellaneous JACKIE E POLINSKI

EAPC PAYDPT 02/10/95 NO Summary: Appts./Distributions-Conden LINDSEY S FRENCH

EAPC Xuan, Theodore 01/30/95 NO Summary: Appts./Distributions-Conden MANUEL C IBARRA

S EAPC McDonald, Kim 01/25/95 NO Summary: Appts./Distributions-Conden JUAN P SMITH

EAPC Washington, Sam 01/25/95 NO Summary: Appts./Distributions-Conden DOROTHY L. CHANDRA

Next Func:

===>

12-Exit

Figure 6-4 . Using the PAN inbox feature. Type 'S' on the notification line

4. Press [Enter] to display the first page of the PAN.

5. To scroll forward through each page of the PAN, press [F8]. Toreturn to a previous page, press [F7].

Notice that information that has been updated will generally bepreceded by one of the following symbols:



* next to a field indicates that the field has been changed. (Theold data is shown below the new data.)

+ next to a field indicates that this is a new item.

- next to a field indicates that this item has been deleted.

The Status column on the last page of the PAN will display a ‘Y’ to indicate that a recipient has viewed the PAN.

6. When you finish reviewing the PAN, press [F3] to return to theIncoming Notifications screen.

After a PAN has been reviewed, an asterisk (*) will be displayed in the command field (C) that corresponds to the reviewed PAN on the Incoming Notifications screen.

Viewing PANs in the PPS Web PAN application (preferred)

The best way to review PANs is using the PPS Web PAN facility, which can be accessed from the portal page for EmployeeLink (http://employeelink.ucsd.edu):


http://employeelink.ucsd.edu/

July 2017

1.

Module 6: PAN

From the EmployeeLink page click on the link titled PPS Web Inquiry/PAN. Another browser window will open with the login screen for the Web PPS. You may also directly type https://a4.ucsd.edu/pp6webqa/auth into the browser address field.

2. Login using your ACT Single Sign-On userid (not email) andpassword.

ACT Single Sign-On is not persistent with the Web PAN application, even though you use your single sign-on userid

and password to login.

4. From the Web PAN Main Menu, choose the link for Inbox toproceed to the PAN inbox.



For each incoming PAN, the inbox screen lists the following summary information:

Item Description

Delete Check the appropriate checkbox to delete a specific Pan, and click the DELETE button. (Note: mandatory recipients cannot delete a PAN unless it has been reviewed)

Status ? Flag indicating unread (U) and urgent (!) PANs. The U will disappear after a PAN has been reviewed.

Type ? Reviewer type (M-Mandatory, U-User Defined, F- Forwarded, R-Non-Mandatory, P-Primary).

Employee Employee Name and primary title description. Click on the employee name link to open the PAN.

Action(s) Action code description.



Date Date the action was updated.

Preparer Name of the PPS preparer.

Comments Summary of the first part of the action comments.

5. To view an employee PAN click on the employee’s name, which isa hyperlink.

See the sample employee PAN screen below:

The PAN is detailed by four categories:

A. Comments

B. General Information



C. Appointments and Distributions

D. List of Reviewers

6. You can scroll through the detail of the entire PAN or click on theappropriate category link in the header to directly go to that sectionof the PAN detail.

7. The List of Reviewers will display the status of the PAN(read/unread)

8. Additional comments can be added to the PAN by any reviewer bytyping in the added comments box and clicking SAVE.

9. The PAN can be forwarded to another recipient by entering a validUCSD userid or email address in the forwarding box and clickingSEND. Click on the Directory icon to find a specific user.

Deleting PANs Once you have reviewed or forwarded your PANs, you can delete them from your inbox by performing the following steps:

Web PAN

1. Login to the Web PAN facility and select Inbox from the MainMenu.

2. From the Web PAN inbox, check the appropriate box of thePAN(s) you wish to delete and then click the DELETE button.

PPS Mainframe Application

1. Access the Incoming Notifications screen by entering 'INBX' in theNext Func: field.

2. On the Incoming Notifications screen, tab to the PAN you want todelete.

3. Type 'D' and press [ENTER] to delete the PAN from the list.

After the PAN has been deleted, the message “DELETED” willappear.

4. To return to the function code menu, press [F3]

Mandatory recipients cannot delete a PAN unless it has been reviewed and is displayed as read in the inbox.



Web PAN Notification Selection

The Web PAN facility also allows PAN recipients to search or sort PANs in the inbox based on specific criteria:

A. Date and Time

B. Employee Department

C. Action Type or Code(s)

D. Employee ID

E. Preparer ID

F. Reviewer ID

The Notification Selection can only search for PANs that are currently contained in the reviewer’s inbox. The PAN inbox

will be purged periodically, and will remove any PANs older than 60 days. EmployeeLink will retain historical PAN data idefinitely.




In this activity, you will perform an action that changes an employee’s pay schedule from monthly to biweekly. You will then add recipients and comments to the PAN and review the detail screens before updating the database.

1. Access the EAPC screen for employee B2. (Look on your ClassList to find out the employee id for the activity.)

First, you will end the current appointment and distribution.

2. Move the cursor to the ApptEnd date for appointment 10.

3. Change the end date from 043007 to the last day of the currentmonth (mmddyy format).

4. Move the cursor to the duration field and type an *.

This will remove existing data from the DUR field.

5. Move the cursor to the PayEnd date for distribution 11.

6. Change the end date from 043007 to the last day of the currentmonth (mmddyy format)

Next, you will copy the existing appointment to a newappointment.

7. Press [F9] to move the cursor down to the Command Line(===>).

8. Type: copy 10 to 20 and press [ENTER].

Appointment 10 is copied and the copy is renumbered 20.

9. Change the following fields on appointment 20:

Begin date: First day of the next month (mmddyy format)

End date: 043007

Duration: V

Annual/Hourly rate: 12.76 (2219.48 / 174)

Rate type: H

Payment schedule: BW

Next, you will copy the existing distribution to a new distribution.

10. Press [F9] to move cursor down to the Command Line(===>).



11. Type: copy 11 to 21 and press [ENTER].

12.

Distribution 11 is copied and the copy is renumbered 21.

Change the following details on distribution 21:

Begin date: First day of the next month (mmddyy format)

End date: 043007

Rate/Amount: Same as hourly amount for appointment

13. Press [F5] to update. Correct any errors and update again.

The PAN Preparation screen will appear.

14. [TAB] down to the userid column below the last userid..

15. Add the userid of the person sitting next to you and press[ENTER].

If you don't know a userid, you can use the directory to find theuserids of all employees who have been set up to receive PANs.

16. Press [F6] to display the directory.

Next, you will select a recipient from the directory.

17. Press [Home] to position the cursor into the C column.

18. Press [\]and position the cursor next to a userid of your choice,that is not already in the recipient list.

19. Type S and press [ENTER].

20. Press [F3] to return to Notification Preparation Screen

Notice that the id was automatically added to the list.

Now, you will enter comments to assist the reviewers who will bereviewing this PAN.

21. Press [F10] to move to the Comments Entry screen.

For certain actions, Central Offices require that specificcomments be added to the PAN before updating.

22. Type the following text: Per department approval, changingthe employee’s pay schedule from monthly to biweekly,effective mm/dd/yy.

Now, you will review the content of the PAN to ensure that thereare no errors.

23. Press [F11] to examine the detail screens.



24. Use [F8] to page forward and review the detail screens. Noticethe * and + signs in front of the appointments and distributionsthat have been changed and added.

25. When you have finished checking for errors, press [F5] toupdate the EDB and send the PANs to the mandatory reviewersand additional recipients.


In this activity, you will review the PANs in your inbox.

PPS Web PAN

1. Go to your web browser (Internet Explorer) and type the followinginto the address box:

https://a4.ucsd.edu/pp6webqa/auth

(Note: this web address is for Web PAN training only)

2. Login using your training userid and password from your classwork sheet.

3. From the Web PAN Main Menu, select and click Inbox.

4. Select and review a PAN in your inbox by clicking on theemployee name.

5. Add an additional comment to the PAN.

6. Return to the inbox. Try deleting a PAN if you wish.

7. Next, click on the Main Menu link at the top of the page.

8. At the Main Menu click and go to the Notification Selectionscreen.

9. Try searching for a PAN.

10. Return to the Main Menu and click logout.

Additional Practice Using the PPS Inbox

1. From the Online Applications Main Menu, type PSRV in the NextFunc: field to access the PAN Services Menu.

2. Use INBX to view incoming PANs.

3. Select and review a PAN in your inbox.



4. Return to the inbox by pressing [F3].

5. Return to the Online Applications Main Menu.


Module 7: Employee Documents & Printing


July 2017 Module 7: Employee Documents & Printing

Module 7 Contents

Employee Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3 Printing from PPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3

Printer Set-up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3 Printer Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4



Employee Documents

Employee Documents (a.k.a. IDOCs) serve as a printed summary of an employee’s change in status. You must print an IDOC and provide a copy to the employee whenever you process a new hire or a separation.

For a new hire, the employee does not need to sign the IDOC, as was previously required with PAFs. For a separation, the employee must receive a copy of the IDOC, along with a distribution kit, in order to receive any retirement benefits or monetary distributions.

To print an IDOC, access the Employee Documents Selection Menu by typing ‘IDOC’ at the Next Func: prompt followed by an employee ID, name, or SSN and press [ENTER]. Sample IDOCs for a new hire and a separation are included on the following pages.

Printing from PPS

In order to print Employee Documents (IDOCs) or use the [F4] key to print from PPS, you must complete the following procedures to set-up and select your departmental printer.

Printer Set-up Your departmental printer needs to be added to a master list on the enterprise server (mainframe). To accomplish this, the following steps must be completed: 1. Your Departmental Security Administrator (DSA) needs to contact

the ACT Help Desk and request a "Remote Printer Set-up Questionnaire." The DSA then needs to complete and return the questionnaire to ACT.

2. ACT will use this information to add your printer to the master listof printers that are connected to the enterprise server.



Printer Selection Once your printer has been added to the master list, you or your DSA needs to select your printer as the “current” printer. This only needs to be done once. Follow the instructions below: 1. At Next Func: type PRNT and press [ENTER]2. To select a printer, type an ‘S’ in the first column, next to printer

of your choice and press [ENTER].3. Press [F5] to save this printer as the “current” printer.

Please call the ACT Help Desk at x41853 or consult your Departmental Security Administrator (DSA) if you have any questions regarding printer set-up or selection.


Module 8: Separation


July 2017 Module 8: Separation

Module 8 Contents

Processing the Separation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3


November 1, 2004 Module 8: Separation

Processing the Separation

Requirements: The following procedures apply to all faculty, staff and student employees and must be put into place in order to avoid penalties under the law.

The final paycheck (including earnings to date, overtime, compensatory time, and vacation hours) must be paid at the employee's site of employment on the day of separation under any of these scenarios:

A. The employee is discharged.

B. The employee has a predetermined ending date.

C. The employee has given at least 72 hours’ notice of intention to quit.

When an employee gives no notice of separation, the University has 72 hours to issue the final paycheck. If the employee requests or agrees, the final paycheck may be mailed to an address designated by the employee. The check should be delivered by certified mail (or similar mailing method) to document the date of payment.

Note: Final payment must be made via issuance of check. Direct deposit is not allowed under the law (see link to FAQ for further information.

Procedures: In order to avoid noncompliance with the law, advanced planning in all departments will be needed each time a separation occurs. These payroll procedures must be followed closely.

Visit this link for a detailed overview of how to process final wages: (http://blink.ucsd.edu/finance/payroll/processes/final-wages/how-to.html)

Pay dates: Every department must prominently display the official University pay dates and the time and place for employees to receive payment.

Visit this link for the official pay dates: (http://www-bfs.ucsd.edu/pay/entrysch.htm)


http://blink/Blink/External/Topics/How_To/0

http://www-bfs.ucsd.edu/pay/entrysch.htm



July 2017 Module 8: Separation

Additional resources: For more background and detail on how the law should be applied, you can review the following content.

Visit this link for Frequently Asked Questions: (http://blink.ucsd.edu/finance/payroll/processes/final-wages/faq.html)

Visit this link for the applicable California Labor Code provisions: (http://blink.ucsd.edu/finance/payroll/processes/final-wages/labor-code.html)

Need more information? Please contact payroll, (858)534-3247.


http://blink/Blink/External/Topics/Policy/0




Module 9: Non-Citizen Information


July 2017 Module 9: Non-Citizen Information

(Module 9: Hand-outs to be distributed in class)


Module 10: Rehire

PPS Online Update Desk Reference Page 10 -1

July 2017 Module 10: Rehire

Module 10 Contents Processing the Rehire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-3



Processing the Rehire

What makes a rehire unique? First, the employee must have been previously employed at the UCSD campus. All other employees should be entered as a new hire. If the employee has been separated longer than four years and PPS generates a message "Employee does not exist on EDB," the employee will need to be entered as a new hire.

When processing a rehire, pay special attention to the ESEP screen in the RHIR bundle. All information appearing on this screen was entered when the employee was separated. To process the rehire, delete data from all fields except the separation date, this must remain so the system will properly derive retirement and FICA coding. You also need to leave the existing code “3" in the check disposition field.

Depending on how long the employee has been separated, you will choose one of the following options when completing the EAPC screen in the RHIR bundle.

1. The employee has been separated longer than four months andno previous employment history (appointments/distributions)exist on the EDB. Proceed with the rehire by building newappointment(s) and distribution(s).

2. The employee has been separated longer than 30 days and thereare existing appointment(s) and distribution(s). Build the newappointment(s) and distribution(s) as required and delete the oldemployment history or existing appointments/distributions.

For additional information about processing a rehire, please refer to Chapter 4 (pages 4-45 to 4-71) in the PPS Users Guide.


Module 11: Skills Confirmation


July 2017 Module 11: Skills Confirmation

Module 11 Contents

Hands-on Activity 11.1 - Capstone Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-3 Human Resources (HR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-4 Academic Personnel Office (APO) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-5 Job Opportunities Program (JOP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-6 OGSR Graduate Students . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-7 OGSR Postdoctoral Fellows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-8



Hands-on Activity 11.1 - Capstone Activity

1. Choose a new hire example from one of the following centraloffices which best matches your current job responsibilities:

• Human Resources (HR)

• Academic Personnel Office (APO)

• Job Opportunities Program (JOP)

• Office of Graduate Studies and Research (OGSR)Graduate Students

2. Input the new hire into the Payroll/Personnel System.

3. Use your class list to determine the department code, indexnumbers and timekeeper codes.

4. If you finish early, input a new hire from another central office ormake one up yourself.



Human Resources (HR)

Employee Personal Data

• New Hire (Career position), effective Today’s date• Permanent Resident/Citizen of Mexico• Married - would like to claim two exemptions• Probationary review date is 6 mos. from the date of hire• Next salary review date is 10/1/xx, Type 2• Employee Relations Code: E / Represented Unit: CX• Determine appropriate Citizenship and Tax coding

Appointment and Distribution Data

• Starting on Today’s date to end date?• Department Code and Timekeeper code + 00 (See your work

sheet)• Title Code: 4672, Step 2.0• Appointment is fixed at 100 percent, FTE is also 100 percent• Paid hourly on Sub 1, distribution at 100 percent• Hourly rate is $14.37• Index is XXX2222, DOS code is REG• Assigned BELI code is 1, effective Today’s date• Accrual rate per month: vacation 15 days; sick 12 days



Academic Personnel Office (APO)


• New hire as Professor, Step 1, effective Today’s date• U.S. Citizen• Appointee is not a registered student• Married - would like to claim three exemptions• Employee Relations Code: E• Department Code and Timekeeper code + 00 (See your work

sheet)• Assigned BELI code is 1• Determine appropriate Citizenship and Tax coding


• Academic year appointee paid over 12 months• Appointment is tenured beginning hire date• Title code is 1100; step is 3• Appointment is at 100%; Fixed• Annual salary is $127,596; monthly rate is $10, 633.00• Appointee is not eligible for sick leave nor vacation and no

timesheet is required• Index is XXX5555, sub 0• Appointment includes 1.00 FTE• DOS code is REG



Job Opportunities Program (JOP)


• New hire in a casual/restricted appointment, effective Today’s date• U.S. Citizen• Employee is a registered undergraduate student and has paid all• Single - claiming no exemptions• Assigned BELI code is 5• Employee Relations Code: E• Employee is a student in Earl Warren College (code 43)• Determine appropriate Citizenship and Tax coding


• Appointment end date is 6/30/xx(next year)• Title code is 4673 (Clerk)• Appointment is at 49%; variable• Hourly rate is $14.1200 and employee is paid bi-weekly• Appointee is eligible for 8 hr/month sick leave and no vacation• Department Code and Timekeeper code + 00 (See your work

sheet)• Index is XXX1111, sub 2• DOS code is REG• Employee is not eligible for perquisites and is not participating in

the Work Study Program



OGSR Graduate Students


• New hire as a Teaching Assistant, effective Today’s date• U.S. Citizen• Employee is a full-time registered graduate student (student status

4; registered units field should be blank) and has paid all fees• Single - claiming one exemption• Department Code and Timekeeper code + 00 (See your work

sheet)• Assigned BELI code is 5• Employee Relations Code: E• College code is 00• Determine appropriate Citizenship and Tax coding


• Academic appointment as Teaching Assistant (title code 2310)• Appointment basis is nine months and is paid in nine equal

installments• Appointment end date is 06/30/xx (next year)• Appointment is at 50%; fixed• Monthly rate is $2847.00 (annual rate will be derived from

monthly rate and paid over field)• Appointee is not eligible for sick leave nor vacation• Index is XXX4444, sub 0• DOS code is REG


Module 12: PPS Employee History


July 2017 Module 12: PPS Employee History

Module 12 Contents

PPS Employee History Facility - EmployeeLink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-3 Hands-on Activity 12.1 - Employee History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-4



PPS Employee History Facility - EmployeeLink

The PPS Employee History Facility is a Web-based application used to view an employee's history information. The facility includes online documentation and help screens. See the EmployeeLink screen sample below

To access the PPS Employee History Facility:

Open your Web browser application and start at the Blink portal page or the “Link Family” page. You can also type the following address in the address field:

https://act-trn.ucsd.edu/cgi-bin/employeelink.pl/1/

For training, you will use your assigned training userid and password. After your access has been approved, you will be authenticated by using your ACT Single Sign-On userid and password to view data for employees within your department.

Hands-on Activity 12.1 - Employee History



Answer the following questions based on the salary history for: Paul B. Jordan, ID# 1000982576:

1. On what dates were updates made to this employee’s record?

2. What action took place on 7/17/96?

What is the userid of the person who updated this record?

What is the employee’s title code name, appointment type code,and personnel program code?

3. On 10/11/96, do the comments correctly convey the result of theupdate?

Why?

4. On 9/6/96, what changes were made to this employee’s record?

How many changes were made and by how many people?

What is the employee's original date of hire?

5. What changes were made to this employee’s record on 10/15/96?

Do the comments correctly convey the result of the update?

Why?

How does the personnel program type code on 10/15/96,Appointment 10, differ from the one on 7/17/96?

Why are they different?

6. What is the employee's date of birth?


Module 13: Supplemental PPS Information


July 2017 Module 13: Supplemental PPS Information

Module 13 Contents

Name Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-3 Payroll Office Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-3 PPS-Users Mail List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-4 Entry/Update Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-5

Bi-Weekly Schedule for Updating EDB Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-5 Monthly Schedule for Updating EDB Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-6

Deadline Date Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-6 Additional Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-6



Name Changes

Use the following guidelines to assist you in completing an employee name change:

I. Name Changes Change First Name, Last Name, or Add/Change Initial

On the EEID screen the user types in complete new name in First, Middle, and Last Name Fields. Then press F5 to complete the update. The Results field(s) will show both the new and previous name. (Employee ID # remains the same)

Payroll Office Processes

Direct Deposit changes are processed by going to the At Your Service Online site. The link is at the BLINK front page under the Personal Tools section. Please inform the employee that it may take up to one payday for Direct Deposit to be activated due to bank account verification.

Miscellaneous deductions such as parking and RIMAC are processed by the Payroll Office.

Benefits forms are processed by the Payroll Office. Any questions regarding specific benefits should be directed to the Benefits Office.



PPS-Users Mail List

Periodically important PPS information will be sent to all users on the PPS Users Mail List. To insure that you receive this information please use the following instructions to subscribe yourself to the e-mail list:

Go to the following link to view the instructions.

http://blink.ucsd.edu/finance/payroll/timekeeping/processes/subscribe.html

You will receive notification from the automated listserv system that your subscription was successful.



Entry/Update Schedule

Payroll Timekeeping and PPS Deadline Schedule Find deadlines for making changes in PPS to the employee database (EDB) for both the biweekly and monthly pay schedules. The schedules include:

• Pay period

• Last day to update the EDB to affect an employee's paycheck

• Last day to call payroll to stop a direct deposit

• Pay day

Note: The dates on the schedule are subject to change, so please check it often.

The link to the deadlines is at :

http://www-bfs.ucsd.edu/PAY/ENTRYSCH.HTM



Deadline Date Definitions Last Day to Update the EDB to Affect the Paycheck This is the last day information may be entered to affect the employee's pay for the prescribed pay period. The entry may be considered retroactive if information is keyed after this date (Refer to Module Fifteen). If a general assistance (Sub 2) employee is being newly hired, please allow sufficient time to enter the action and process the PTR by the deadline to turn in PTRs. This should be coordinated with the departmental timekeeper.

Last Day to Call Payroll to Stop Direct Deposit (10:00a.m.) If an employee's direct deposit via surepay needs to be stopped for a specific payday, payroll must be contacted by this deadline. This should only be done if an employee is going to be incorrectly overpaid or they have separated and closed their bank account. All other direct deposit transactions should be submitted on a pay disposition form.

Additional Information

The most current PPS Entry/Update Schedule can be found at the following web address: http://www-bfs.ucsd.edu/PAY/ENTRYSCH.HTM

Special payrolls do not require an employee number to be submitted to the Payroll Office. Please enter the Social Security Number and date of birth under the employee's name and turn the special in by the PTR deadline. If the new hire information is entered in time to make

the EDB deadline but the Payroll office does not have the Special PTR, the employee will not receive a paycheck on payday.

Please do not wait until the last minute to update the EDB.


Module 14: Retroactivity


July 2017 Module 14: Retroactivity

Module 14 Contents

Retroactive Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-3 Clear Dated Retroactive Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-4 Stale Dated Retroactive Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-5 EAPC Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-6 Hands-on Activity 14.1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-7 Retroactivity Additional Practice Exercise 14.2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-9 Answer Key For Additional Practice Exercise 14.2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-10



Retroactive Actions

A retroactive change is defined as an action which is input after the "Last Day to Update the EDB to Affect the Paycheck" (refer to the Entry/Update Schedule) for the pay period to which it pertains. In other words, the employee will be (or has already been) paid on an incorrect index/fund, title code, percent of time, pay rate, etc.

For example, using the Monthly Entry/Update Schedule, you can see that 2/21 is the last day to update the EDB to affect a paycheck for the period 2/1/97-2/28/97. If you input an action on or before 2/21 for the month of February, you have made the deadline for inputting the action and the paycheck issued 2/28/97 will be correct. However, if you input an action for the month of February any day AFTER 2/21, you are too late to affect the 2/28 paycheck and this would be considered a retroactive change.

Mass database applications, such as range increases, bargaining unit contract ratifications, etc., are handled automatically. The department will only need to key these actions for a small number of employees who were missed during the mass application process.

There are two types of retroactive actions. Clear dated actions are ones in which the begin date is still contained within the existing appointment and/or distribution. Stale dated actions have begin dates which no longer exist on the employee database due to EDB maintenance.

To decide which type of retroactive action you need to key, you must first determine what needs to be changed (rate, funding, title code, etc.) and where that piece of information is located (appointment or distribution). Even though there is a rate on both the appointment and distribution, you will consider a retroactive rate change to be at the distribution level. Once you have linked the change to either the appointment or distribution and in some cases both, you will use the begin date of that level(s) to determine if the action is Clear or Stale dated.

Please refer to the examples of both on the following pages.



Clear Dated Retroactive Actions

As described previously, clear dated retroactive actions have a begin date that is still contained within the existing appointment and/or distribution. Review the sample screen below and answer the questions at the bottom of this page.

PPEAPC0-E1287 EDB Entry/Update 10/25/00 15:15:52 10/25/00 14:29:20 Appts./Distributions-Condense Userid: PAYSDD ID: 000728875 Name: SANDERS, CRAIG R. SSN: 225-77-4538 Pri Pay: MO

PAF Gen No: 1 Stu/Reg: Pg 01 of 01 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept FLSA 10 1 2 050198 999999 I 000001 1 Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv 5424 DIETITIAN, SR 4 1.00 F 48000.00 A MO N A

Dist No Actions Index Fund Sub FTE Dis % PayBeg PayEnd St/OA Rate/Amount DOS PRQ D W 11

BFSPRGF 19900A 1 1.00 1.0000 100100 999999 4000.00 REG



Figure 15-1. Sample EAPC Screen

Questions:

1. On the above screen, would a funding change effective 1/1/01 be aclear dated retroactive action?

2. On the above screen, would a rate change effective 5/1/00 be a cleardated retroactive action?



Stale Dated Retroactive Actions

As previously described, a stale dated retroactive action has a begin date which no longer exists on the employee database. To be more specific, when an appointment and/or distribution has ended and has no activity for four months, it is purged from the database during monthly EDB maintenance. Some mass database applications will also cause employees' appointment(s) and/or distribution(s) begin date(s) to change. Whatever the case, if the retroactivity occurs prior to the begin date appearing on the system, the action should be treated as stale dated.

All Stale Dated Retroactive Funding Changes that end before the existing distribution's begin date should not be entered into PPS.

Additionally, a stale dated retroactive action that affects an employee's pay (either the employee was underpaid or overpaid) is not automatically computed by PPS. Payroll staff make this pay adjustment manually per the comments accompanying the stale dated retroactive action. You will have examples of standard comments later in this module.

All Stale Dated Retroactive Changes affecting pay should be keyed a minimum of five working days prior to the "Last Day to Update the EDB to Affect the Paycheck" on the Entry/Update Schedule (refer to Module 13).

A stale dated retroactive action may extend up to, through or beyond the existing appointment/distribution.

Review the sample screen on the next page and see how a rate change effective 5/1/96 is a stale dated retroactive action.



PPEAPC0-E0943 EDB Entry/Update 09/20/96 13:43:33 09/20/96 13:43:13 Appts./Distributions-Condense Userid: OUT060 ID: 000021048 Name: ANDERSON, BRETT M. SSN: 622-70-8621 Pri Pay: MO

PAF Gen No: 4 Pg 01 of 01 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept 10 P 2 050198 999999 I 000620 Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv 7243 ANALYST, ADMINISTRATIVE 2 1.00 F 37422.00 A MO A C


ATX0004 63000A 1 1.0000 100100 999999 3118.50 REG



-------------------------------------------------------------------------------- 4-1 IBM 9000 132.239.30.2 PPIHRS0-

Figure 15-2. Sample EAPC Screen




Use employee B4 from your class worksheet. This employee is split-funded 50% on two different indexes. On one of the fund sources is incorrect and should have been funded from index (XXX2222) 19900A Sub 0 starting on 5/1/04 to 06/30/09.

What screen(s) or bundle will you use to find this information?

Is this a CLEAR dated or STALE dated retroactive action?

To complete this funding change, proceed with the following steps.

1. Move the cursor to the end date field of distribution 11.

The current distribution end date is 063009.

2. Change the end date to 043004.

3. Press [F9] to move the cursor down to the ===> command line.

You will now use the copy function to create a new distribution.

4. At the ===> command line, type C 11 to 12 and press [ENTER]

Distribution 11 is copied and the copy is renumbered 12.

5. Change the following fields on distribution 12:

Action Code: 18

Index: XXX2222.

Begin Date: 050104

End Date: 063009



Review the sample screen below and compare your results to see if they are correct.

PPEAPC0-E0943 EDB Entry/Update 09/20/02 13:54:57 09/20/02 13:54:31 Appts./Distributions-Condense Userid: OUT060 ID: 000393216 Name: GALLOWAY, RETA M. SSN: XXX-XX-XXXX Pri Pay: MO

PAF Gen No: 3 Pg 01 of 01 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept 10 A 5 11 12 050102 999999 I 000620 Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv 3210 ASSOC RES ---- - FISCAL YEAR 1.00 F 66000.00 A MO A D


XXX1111 19900A 0 0.5000 100102 043004 5500.00 REG 12

XXX2222 19900A 0 0.5000 050104 063009 5500.00 REG 17

XXX5555 69997A 0 0.5000 100102 063009 5500.00 REG



-------------------------------------------------------------------------------- 4-1 IBM 9000 132.239.30.2 PPEAPC0-

Figure 15-3. EAPC Screen

6. Press [F5] to update. Fix any errors that occur and updateagain.

The PAN preparation screen will appear.

7. Add any additional user-defined PAN recipients that you wishin the PAN addressing fields.

Next, you will add comments which describe this action.

8. Press [F10] to move to the ECOM (Comments Entry) screen.

9. Type: Retroactive Funding Change, Effective 5/1/04.


You will see the message UPDATE PROCESS COMPLETEindicating that the action has been accepted and the EDB changed.



Retroactivity Additional Practice Exercise 14.2

Using employee B5 from your class worksheet, complete the following retroactive action online.

The employee just received an upward reclass (Action Code 38) retroactively to be effective on 6/1/02 to indefinite. The new title code is 7243, the new monthly rate is 3785.16, the annual rate is 45422.00, and the grade is "2". This employee also received a merit effective 10/1/02 with a new monthly rate of 4000.00 and annual rate of 48000.00. They will continue to be paid from their current funding source. Do not forget to include the appropriate comments for this action.

Is this a CLEAR dated or STALE dated retroactive action?

Do you need to create new Appointment(s) and Distribution(s)?

Does this retroactive action affect the employee's pay?

See the answer key for this exercise on the following pages.



Answer Key For Additional Practice Exercise 14.2

PPEAPC0-E0943 EDB Entry/Update 09/23/02 12:15:31 09/21/99 11:38:49 Appts./Distributions-Condense Userid: OUT060 ID: 000021048 Name: ANDERSON, BRETT M. SSN: XXX-XX-XXXX Pri Pay: MO

PAF Gen No: 5 STU/REG: Pg 01 of 01 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept 80 38 1 2 060102 999999 I 000620 Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv 7243 ANALYST, ADMINISTRATIVE 2 1.00 F 48000.00 A MO A A


XXX1111 19900A 1 1.00 1.0000 060102 093002 3785.16 REG 82 04 XXX1111 19900A 1 1.00 1.0000 100102 999999 4000.00 REG

Next Func: ID: Name: SSN: U0001 Input accepted ===> DELETE 70 F: 1-Help 2-Cancel 4-Print 5-Update F: 7-Backward 9-Jump

-------------------------------------------------------------------------------- 4-1 IBM 9000 132.239.30.2 PPEAPC0-


Reviewing the above screen, you should have copied appointment 70 to 80 and distributions 81 and 82 from 77 (or you could have chosen your own appointment/distribution numbers). Then proceeded to change the appropriate information, such as begin and end date(s), title code, grade, rate(s) and step. You could have also added appointment 80 and distributions 81 and 82, then built them with the new information. Appointment 70 should have been deleted.



Answer Key For Exercise 14.2 (continued)

UCECOM0-E0863 PostAuth Notification 09/23/02 12:30:04 Comments Entry Userid: OUT060

Page 01 of 01 Empid: 000021048 Tran: EAPC Userid: OUT060 Date: ******** Time: ******** Appts./Distributions-Conden BRETT M. ANDERSON Description of Content:

---------------------------------- Comments ----------------------------------- OUT060 STALE DATED RETROACTIVE UPWARD RECLASS

AFFECTING PAY - SUB 1, OWE EMPLOYEE MONEY OLD- 6/1/02 - 9/30/02 4920,$2850.00 STEP 2.0 DELETE #70

Next Func:

===> F: 1-Help 3-Return 4-Print 5-Update F: 9-Jump 10-NotfPrep 11-Detail

-------------------------------------------------------------------------------- 4-1 IBM 9000 132.239.30.2 PPEAPC0-


Finally, the screen above shows the appropriate comments for this stale dated retroactive action.



This page left blank intentially.


Module 15: Summary


July 2017 Module 15: Summary

(Module 15: Slides presented in class)


Appendix A: Data Dictionary

PPS Online Update Desk Reference Page A-1

July 2017 Appendix A: Data Dictionary

Appendix A Contents

Data Dictionary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-3



Data Dictionary

FIELD NAME FIELD DEFINITION DATA VALUES/COMMENTS SCREEN

% Full Percent Full Time Percent of time an employee is expected to work in an appointment. Entered by the department upon initial employment or when a change of percent occurs. Percent Full Time is carried out to two decimal places. 100% is entered as 1.00; 67% time is entered as 0.67; 43.75% is entered as 0.44. Appointments reflecting “By- Agreement” or “Without Salary” (WOS) have no % Full Time indicated.

EAPP EAPC IAPS IAPT IAPP

1MO OLD RED AMT 1 Month Old Reduction Amount

Portion of the retirement gross exempt from employee retirement contributions for the pay period ending one month ago.

INBI

1MO OLD RTR GRS 1 Month Old Retirement Gross

Total gross earnings subject to employee retirement contributions for the pay period ending one month ago.

INBI

1MO OLD RTR RTE 1 Month Old Retirement Rate

Used to calculate employees' retirement contribution one month ago. INBI

1MTH DCP RATE 1 Month Old DCP Rate Used to calculate the Defined Contribution Plan (DCP) portion of an employee's retirement contribution one month ago.

INBI

2MO OLD RED AMT 2 Months Old Reduction Amount

Portion of the retirement gross exempt from employee retirement contributions for the pay period ending two months ago.

INBI

2MO OLD RTR GRS 2 Months Old Retirement Gross

Total gross earnings subject to employee retirement contributions for the pay period ending two months ago.

INBI

2MO OLD RTR RTE 2 Months Old Retirement Rate

Used to calculate employees' retirement contribution two months ago. INBI

2MTH DCP RATE 2 Months Old DCP Rate Used to calculate the DCP portion of an employee's retirement contribution two months ago.

INBI


Portion of the retirement gross exempt from employee retirement contributions for the pay period ending three months ago.

INBI


Total gross earnings subject to employee retirement contributions for the pay period ending three months ago.

INBI


Used to calculate employees retirement contribution three months ago. INBI

3MTH DCP RATE 3 Months Old DCP Rate Used to calculate the DCP portion of an employee's retirement contribution three months ago.

INBI


Portion of the retirement gross exempt from employee retirement contributions for the pay period ending four months ago.

INBI


Total gross earnings subject to employee retirement contributions for the pay period ending four months ago.

INBI


Used to calculate employees' retirement contribution four months ago. INBI

4MTH DCP RATE 4 Months Old DCP Rate Used to calculate the DCP portion of an employee's retirement contribution four months ago.

INBI

Academic Review Date Academic Review Date Entered by department to indicate the next file review date for academic appointees. This field is for departmental use only and is not monitored by a central office.

EPD2

Actions Appt Actions Dist Actions

Appointment Action Distribution Action

Action Code. A two digit numeric code entered by the department or derived by the system to record a specific action.

EAPP EAPC




AD&D Coverage Accidental Death & Dismemberment Coverage Code

S = Self Only F = Family coverage (Employee, spouse and eligible children) M = Modified Family (Employee and eligible children)

EINS IINS

AD&D Cov Eff Date AD&D Eff Date

Accidental Death & Dismemberment Coverage Effective Date

EINS IINS

AD&D Empl Cost N/A The employee's cost for AD&D insurance per month. IINS

AD&D Prin Sum AD&D Principal Sum Expressed in thousands of coverage EINS IINS

Address Addr Permanent Address Perm Addr

Address-Permanent-Line One Address-Permanent-Line Two Address-Permanent-City Address-Permanent- State Address-Permanent-Zip

Entered by department at initial hire and when any subsequent change of address occurs. The address designated by the employee as their permanent address.

EPD1 IALN IPER

Age 1/1 Age on January 1 Employee age as of January 1-used for age based premium calculations. IINS

Alt Tax Treaty Income Code

Alternate Tax Treaty Income Code

18 = Compensation for teaching 19 = Compensation for research

EALN IALN

Alt YTD Tax Treaty Grs YTD Alternate Tax Treaty Gross

Field is reserved for future use. IALN INBI

Alternate Department Code

Alternate Department Code

Entered by the Home Department. Allows up to three additional departments, aside from home/appointment department, access to employee records for business and employment purposes. Note: Alternate departments can only update appointment and distribution information on the EAPP or EAPC screens for appointments and distributions.

EPER

Amount/Value N/A Dollar or % amount of deduction as applicable; blank = dollar amount PCT = Percentage based deduction PREP = Prepayment dollar amount CALC = Calculation based on earnings PARM = Dollar amount taken from the parameter table

IDED IRET

Ann/Hr Rt Appointment Pay Rate The employee's pay rate expressed in an annual, hourly, or By-Agreement amount. Entered by department. The rate entered is the full-time annual salary, By- Agreement amount, or hourly rate of pay for the appointment.

EAPP EAPC IAPP IAPS IAPT

Appt Appointment Number This is the Appointment Number identifying an employee's appointment. Up to nine appointments may be utilized for any employee, as follows: 10, 20, 30, 40, 50, 60, 70, 80, 90. When adding additional appointments, be sure not to use an appointment number already in effect or deleted within the same update. The appointment number uniquely identifies each appointment and its associated data on the database.

EAPP EAPC IAPT IAPS IAPP

Appt Begin

Begin Dt

Appointment Begin Date Entered by department using the “mmddyy” format. A begin date must always be entered and may not be later than any Payment Begin Date on the distribution line.

EAPP EAPC IAPP IAPS IAPT




Appt End

End Dt

Appointment End Date Entered by department using the “mmddyy” format. An Appointment End Date is required by the system. Indefinite, Security of Employment, and Tenured appointments are entered as 999999.

EAPP EAPC IAPT IAPS IAPP

Assigned BELI Asgn BELI

Derived BELI

Effective Date

Benefits Eligibility Indicator (Assigned)

Benefits Eligibility Indicator (Derived)

BELI Effective Date

Entered by department based on eligibility and information from the BELI Eligibility Form. 1 = Career Benefits 2 = Limited Benefits, No Ret, 12+ mths appt (Academic employees only) 3 = Limited Benefits, No Ret, < 12 mths appt 4 = Core Benefits Only 5 = No Benefits

Derived by the system. 1 = Career Benefits 2 = Limited Benefits, No Ret, 12+ mths appt 3 = Limited Benefits, No Ret, < 12 mths appt 4 = Core Benefits Only 5 = No Benefits; student academic or casual/restricted ? = Separated employee U = Average Hours = 0, with appointments X = Average Hours = 0, no appointments

Entered by the department, the BELI Effective Date designates the effective begin date for benefits.

EINS EPER IINS IGEN

Auto/Homeowners Ded Ind

Auto/Homeowners Insurance Deduction Indicator

Y = Process deductions N = Do not process deductions blank = Process deductions

EMIS

Avg Hr/Wk Average Hours Week The number of average hours on pay status per week, excluding overtime and differentials.

IHRS INBI

Balance Type N/A Gross-to-Net Balance Type IDED

Basis Bas

Appointment Basis Code Entered by department for academic appointees or partial year/career staff employees. The Basis indicates the service period (months) associated with the appointment.

For academics, the Basis is as follows: 9 = Academic year appointment

11 = Fiscal year appointment

For staff, the Basis is as follows: 9 = 9-month appointment

10 = 10-month appointment 11 = 11-month appointment If the staff employee is set up for partial year/career employment, then their appointment type code must be a code 7.

EAPP EAPC IAPP IAPT

BELI Status Qualifiers: Primary

Date

Secondary

Date

Primary BELI Status Qualifier Code

Primary BELI Status Qualifier Date

Secondary BELI Status Qualifier Code

Secondary BELI Status Qualifier Date

Code and effective date of a condition which causes the value of an individual's Benefits Eligibility Level Indicator-Assigned (EDB 0360) to appear to be out of compliance. Primary Qualifier/Secondary Qualifier values: 10 - Appointment with ending date for funding purposes only 20 - Averaged appointment percent employee (academic) 30 - Extended sick leave recipient 40 - Employee rehabilitation (formally approved) 50 - Split student/non-student 60 - Seasonal Employee 70 - Phased Retiree 80 - "Grandfathered" employee 90 - Sabbatical/Leave for professional renewal Entered by department.

EPER EINS IINS




BRSC Benefit Rate Selection Code

Reserved for future use. EINS IINS

Building Campus Address Building

Address-Campus Building

Optional use by department. EPD1 IPER

Campus Mail Addr Address-Campus- Campus Name

Optional use by department. IPER

Campus Phone 1 Campus Phone 1 Optional use by department. EPD1 IPER

Check Disposition Pay Disp

Pay Disposition Code 8-Direct deposit to financial institution 3-Paper check to department

IGEN IGNL

Citizenship Citizen

Citizenship Status Code

Entered by department at initial hire. A = Non-Resident Alien with no tax treaty, from Japan, Korea, Canada or Mexico C = US Citizen E = Non-Resident Alien with tax treaty N = Non-Resident Alien with no tax treaty R = Resident Alien X = Non-Resident UC employee working outside the US

EALN EPD1 IALN IGEN

College Code College Code For academic and student employees only. Entered to indicate the employee's college or school affiliation. 00=All Graduate Students (Excluding Medical Students) 30=School of Medicine (SOM) 31=SOM/GC-Revelle 32=SOM/GC-Muir 33 =SOM/GC-Marshall 34 =SOM/GC-Warren 35=SOM/GC-Roosevelt 39=SOM/SIO 40=General Campus-No College Affiliation 43=General Campus-Warren College 46=General Campus-Muir College 49=General Campus-Revelle 52=General Campus-Marshall 53=General Campus-Roosevelt 54-Sixth College 60=Scripps Institution of Oceanography 61=SIO/GC-Revelle 62=SIO/GC-Muir 63 =SIO/GC-Marshall 64=SIO/GC-Warren 65 =SIO/GC-Roosevelt 69=SIO/SOM 85=Medical Student

EPER

Corp Credit Card Status Corporate Credit Card Status

Optional use by departments. EMIS IPER

Corp Credit Card Date Corporate Credit Card Date


Corp Credit Card Type Corporate Credit Card Type


Country of Residence Country of Residency See country code table. EALN IALN




CURR DCP RATE Current Month DCP Rate

Percentage rate that was used to calculate the DCP portion of an employee's retirement contribution in the current month.

INBI

CURR MO RTR GRS Current Month Retirement Gross

Total gross earnings for the current month's pay period which are subject to employee retirement contributions.

INBI

CURR MO RTR RTE Current Month Retirement Rate

Used to calculate employees' retirement contribution. INBI

CURR-MO-RED AMT Current Month Reduction Amount

Portion of the current month's pay period retirement gross which was exempted from employee retirement contributions.

INBI

---Current--- As of

Work Study Limit-Last Change Date

The date on which the associated Work Study Limit (EDB 615) was established. IFNW

Current Specialty Code Current Specialty Cd. 1 Current Specialty Cd. 2 Current Specialty Cd. 3

Current area of specialization. Not currently in use. EPD2

Date of Birth Date of Birth Employee's date of birth (mm/dd/yy). Entered by department at initial hire. EEID EPD1 IGEN

Date of Hire Date of Employment The employee's most recent date of hire. Entered by department at initial hire or rehire to indicate the date of the current employment.

EPER IGEN

DCP Plan Code Defined Contribution Plan Code

F = Fidelity S = Savings E = Equity G = Insurance Co Contract B = Bond M = Money Market A = Multi Asset

ERET IRET

Dental Cov Eff Date Dental Plan Coverage Effective Date

EINS IINS

Dental Empl Cost N/A Employee plan cost if applicable. IINS

Dental Opt Out Code Dental Plan Opt Out Code

X = Opted not to participate C = Canceled D = De-enrolled from coverage blank = No action to be taken

EINS IINS

Dental Plan Dental Plan Code D1 = Delta Dental D3 = PMI blank = no coverage

EINS IINS

Dental Plan Contr N/A UC Contribution amount if applicable IINS

Dental Plan Coverage Dental Plan Coverage Code

U = One party coverage = Employee only UU = Two Party = Employee + one dependent UUU = Family blank = no coverage

EINS IINS

Dental Plan Provider Dental Provider ID EINS

Dep Life Empl Cost N/A Employee plan cost IINS

Dep Number Dependent Number 051 = Spouse 052 + > = Child (numbered in sequence)

EDEP

Department Dept

Work Study Department Code

Department limits not imposed at UCSD - always blank EWSP IFNW




Dependent Birth Date Dependent Birth Date EDEP IMEM

Dependent Coverage Effective Dates Medical Dental Optical Legal

Dependent Coverage Effective Dates

EDEP IMEM

Dependent Dis Dependent Disabled Code

N = No Y = Yes

EDEP IMEM

Dependent Relation Dependent Relation to Employee

S = Spouse C = Child (natural or adopted) O = Other child (step-child, grandchild)

EDEP IMEM

Dependent Sex Dependent Sex Code F = Female M = Male

EDEP IMEM

Dependent SSN Dependent SSN EDEP IMEM

Dependent Life Cov Eff Date Dep Life Cov Eff Date

Dependent Life Coverage Effective Date

EINS IINS

Dependent Life Plan Dep Life Coverage

Dependent Life Insurance Plan

Y = Basic B = Both Spouse + children S = Spouse Only C = Children only blank = not enrolled

EINS IINS

Dept Dept Cd

Appointment Department Code

Entered by department when adding a new appointment. This six digit numeric code identifies the organization unit associated to the appointment. It allows for identification of multiple departments with which the employee may be affiliated.

EAPP EAPC IAPS IAPT IAPP

Description N/A Deduction Name from campus GTN Table IRET IDED

Disability Hdcp Status

Disabled Status Code Blank=Not disabled (default) N = Not disabled H = Disabled D = Don’t Wish to Answer R = No Response

EPD1 IGEN

Disability Coverage Effective Date UCDI/EMP PD DIS Eff Date

UC Disability Coverage Date and/or Employee Paid Disability Coverage Date

Dates are the same for employees who have Employee Paid Disability. EINS IINS

Disability Salary Base UCDI/EPD Sal Base

Employee Paid Disability Salary Base

The employee's monthly salary rate rounded up to the nearest dollar. EINS IINS

Disability Wait Per UCDI/EMP PD DIS Coverage

UC Disability Coverage Code/Employee Paid Disability Plan Waiting Period

A / 000 = UC Disability / no Employee Paid Disability (EPD) A / 007 = UC Disability / 7 day waiting period for EPD A / 030 = UC Disability / 30 day waiting period for EPD A / 180 = UC Disability / 180 day waiting period for EPD blank = not eligible for coverage/000

EINS IINS




Dist Dis

Distribution Number Up to eight distributions are permitted for each appointment. The first digit of the two-digit distribution number is the same as the first digit of the appointment number (1 through 9). Thus, the first three distributions associated with Appointment 10 will be numbered 11, 12, 13; distributions associated with Appointment 20 will be 21, 22, 23...28. If an employee has more than eight distributions for an appointment, the ninth distribution must be entered as the first distribution of a new appointment.

EAPP EAPC IAPP IAPT

Dis % Time-Distribution (Actual)

Entered by department for all distributions except By-Agreement or Without-Salary entries. This number represents the percent of total salary to be charged to the funding source..

EAPP EAPC IAPT IAPP

DOS Description of Service Code

Entered by department. A three-character code that defines the services or compensation to be paid. Commonly used codes are REG (regular pay), BYA (By- Agreement), and SDF (shift differential). See DOS code table.

EAPP EAPC IAPT IAPP

DUC D

Distribution Unit Code Not used at UCSD. Reserved for future use. EAPP EAPC IAPP IAPT

Dur Duration of Appointment Code

Entered by department or left blank if none of the codes pertains to the employee. A=Acting Executive I = Indefinite T = Tenure V = For Visa purposes only E = No specific end date Blank = None of the above N = Non-Tenure (not used at UCSD) S = Security of employment (not used at UCSD)

EAPP EAPC IAPP IAPT

Education Level Code Educ Level

Education Level Not used at UCSD. N = No academic credentials H = High School or equivalent T = Trade or craft certificate A = Associate degree B = Bachelor's degree M = Master's degree P = Professional degree D = Doctorate

EPD2 IPER

Education Level Year Educ Level Yr

Education Level - Year Not used at UCSD. EPD2 IPER

Effective Date Eff Dt

BELI Date Date the coverage described by the BELI Code is effective. EINS IINS

Emplmt Status Employment Status Code

Derived by the system from the last personnel action or future personnel action, data contained in the appointment segments, and various leave or separation dates, if applicable. A = Active N = Leave Without Pay P = Leave With Pay S = Separated I = Inactive

All Detail Screens

Employee Distribution Unit Code EDUC

Employee Distribution Unit Code

Reserved for future use. EPER IGEN




Employee ID ID

Employee Identification Number

The number is generated by PPS based upon the employee’s last name. EEID All Detail Screens

Employee Organization Home Address Disclosure Empl Org Hm Addr Discl

Employee Organization Home Address Disclosure Code

Blank = Do not release home address (default) N = Do not release home address Y = Employee authorizes release of home address

EPER IPER

Employee Paid Life Cov Eff Date Life Eff Date

Life Insurance Coverage Effective Date

EINS IINS

Employee Paid Life Plan Life Coverage

Life Insurance Plan Code

1 = 1 times annual salary base 2 = 2 times annual salary base 3 = 3 times annual salary base 4 = 4 times annual salary base Flat = Flat rated

EINS IINS

Employee Paid Life Salary Base Sal Base

Life Insurance Salary Base

Annual salary in thousands based on insurance regulations. EINS IINS

Employee Relations Code EREL

Employee Relations Code

Entered by department. It is an indication of an employee’s status for purposes of collective bargaining. A = Manager, not confidential B = Manager, confidential C = Supervisor, not confidential D = Supervisor, confidential E = All others, not confidential F = All others, confidential G = Not covered by HEERA (out of state)

EPER IGEN

Employee Relations Unit Employee Unit Code EUC

Employee Unit Code Employee Relations Unit. Driven by the Employee Relations code and Title code, and indicates the employee’s exclusive representation. A6 = Academic Senate at UC San Diego CX = Clerical & Allied Services EX = Patient Care Technical FX = Non-Senate Academic Research Professionals GS = Printing Trades HX = Residual Patient Care Professionals IX = Non-Academic Senate Instructional (Unit 18) K6 = San Diego Skilled Crafts (Local Unit) LX = Professional Librarians NX = Registered Nurses PA = Police Officers RX = Research Support Professionals SX = Service TX = Systemwide Technical Z6 = Readers and Tutors 99 = Indeterminate. Employees who are excluded from or not placed in a unit. ?? = Indeterminate - Title Code indeterminate

EPER IGEN

Employee Representation Code EREP

Employee Representation Code

Derived by the system based on employee relations code and title code. C = Covered U = Uncovered

EPER IGEN

Employee Service Credit From Date

Employee Service Credit From Date

Reserved for future use. EPD1

Employee Service Credit

Employee Service Credit Months

Reserved for future use. EPD1




Employee Special Handling Code

Employee Special Handling Code

Reserved for future use. ESH EPER IGEN

ETD Grs Tax Trty Employee to Date Tax Treaty Gross

The amount of tax exempt gross paid to an employee since the beginning of employment.

IALN INBI

Ethnic ID Ethnic Origin Code Entered by department. F = Other White A = Black/African-American 2 = Chinese/Chinese-American B = Japanese/Japanese-American L = Filipino/Pilipino R = Pakistani/East Indian X = Other Asian C = American Indian/Alaskan Native E = Mexican/Mexican-American/Chicano 5 = Latin-American/Latino W = Other Spanish/Spanish-American U = Unknown K = Korean/Korean-American I = Vietnamese/Vietnamese-American G = European J = Middle Eastern N = North African H = Two or More races

EPD1 IGEN

Eval Date Evaluation Date The department enters the date the employee signs his/her annual evaluation. (Optional use by department.)

ESEP

Executive Life Change Executive Life Change R = Reinstate participation X = Change to non-participation

EELI

Executive Life Change Date

Executive Life Change Date

Date change to Executive Life participation becomes effective. EELI

Executive Life Cov Dat Executive Life Coverage Effective Date

EELI IINS

Executive Life Indicator Executive Life Indicator

0 = Not eligible 2 = Eligible, 2 x annual salary, participating X = Eligible, not participating

EELI

Executive Life Salary Base

Executive Life Salary Annual salary rate rounded to the next highest thousand. EELI

Executive Severance Flag

Executive Severance Flag

Eligibility for and level of participation in the Executive severance pay plan. blank = Not eligible C = Eligible, Grade C A = Eligible, Grade A D = Eligible, Grade D B = Eligible, Grade B E = Eligible, Grade E

F/V Fixed/Variable Indicator

Entered by department for each appointment for which a % Full Time is entered. F=Fixed (Required for exempt employees. Indicates that the time is a fixed percent and that the employee will work this amount of time.) V=Variable (Indicates that the % of Full Time is an estimate and that the time worked may vary from pay period to pay period.)

EAPP EAPC IAPP IAPT

FCP TST TAX GRS Taxable Gross-Month to Date-CPS

The total gross earnings paid during the current month to date that are subject to federal taxation or reporting.

INBI

FCP TST TOT GRS Total Gross-Month to Date-CPS

The total gross earnings paid during the current month to date. INBI

---Federal Funds--- RA

Federal FYTD Gross- Research Asst

Fiscal year-to-date total of Graduate Student Researcher earnings paid under federal funds to an individual classified as a student for purposes of financial aid.

IFNA

---Federal Funds--- TA

Federal FYTD Gross- Teaching Asst

Fiscal year-to-date total of Teaching Assistant earnings paid under federal funds to an individual classified as a student for purposes of financial aid.

IFNA



---Federal Funds--- Other

Federal FYTD Gross- Other

Fiscal year-to-date total of earnings other than Work Study, Graduate Student Researcher, or Teaching Assistant paid under federal funds to an individual classified as a student for purposes of financial aid.

IFNA

Federal Tax Marital Status

Allowances Fed Tx Marit/Allw

Federal Tax-Marital Status Code

Federal Tax- Withholding Allowances

S = Single M = Married

Number of federal withholding allowances claimed by the employee.

ETAX EALN IALN IGEN

Federal Tax Maximum Withholding

Fed Tx Max

Federal Tax-Maximum Withholding Allowances

Maximum allowances an employee may claim as specified by the IRS. ETAX EALN IGEN IALN

FICA Eligibility Code FICA/Medcr

FICA/Medicare Eligibility Code

Entered by department at initial hire or change in status if applicable. This alpha code denotes eligibility for FICA (Social Security) coverage. E = Eligible for OASDI/Medicare M = Eligible for Medicare Only N = Not Eligible

ERET EALN IALN IGEN IRET

Fiscal Year FY

IFNW

Work Study Fiscal Year

The fiscal year to which the associated Work Study Limit entry applies. The format is YYZZ where: YY is the last two digits of the calendar year in which the fiscal year begins and ZZ is the last two digits of the calendar year in which the fiscal year ends. For example: "9293" equals fiscal year 1992-1993.

EWSP

Foreign Addr Foreign Address Postal Code Foreign Address Province Foreign Address Country

See Foreign Country table for country codes.

EPD1 IPER

Foreign Addr Ind Foreign Address Indicator

Blank=US address (default) A = US address F = Foreign address

EPD1 IPER IALN

FTE Full Time Equivalent Entered by department for permanently budgeted academic and staff positions only (sub accounts 0 and 1, respectively). The FTE represents the percentage of a position which is permanently budgeted. If the FTE is 100%, 1.00 is entered. If the FTE is 67%, 0.67 is entered. The total of all distribution FTEs cannot be greater than 1.00.

EAPP EAPC IAPT IAPP

Future Institution Code Future Service Institution Code

Code entered at separation to indicate the employee is transferring from UCSD to another campus, systemwide, or a UC-managed laboratory.

ESEP

FWT GROSS QTD Federal Withholding Tax Gross QTD

The total gross earnings paid during the current calendar quarter which are subject to federal taxation or reporting.

INBI

FWT Grs Federal Withholding Tax Gross YTD

The total gross earnings paid during the calendar year which are subject to federal taxation or reporting.

INBI

FY Financial Aid Fiscal Year

The fiscal year of the associated Financial Aid Earnings entry. The format is YYZZ where: YY is the last two digits of the calendar year in which the fiscal year begins and ZZ is the last two digits of the calendar year in which the fiscal year ends. For example: "9293" equals fiscal year 1992-1993.

IFNA

FYTD-RET-GROSS Fiscal Year to Date Retirement Gross

Total gross earnings subject to employee retirement contributions for the fiscal year to date.

INBI

FYTD WSP Gross Work Study FYTD Gross

Fiscal year-to-date total of Work Study earnings for the associated Work Study Limit key and Work Study Limit.

IFNW




Gen No Generation Number Derived by the system. Identifies the most recent update action for an employee. EAPP IAPT IAPP IGEN IAPS

Grade Salary Grade Entered by department. Complete this field for all Senior Management Group (formerly Executive Program), Managers and Senior Professionals (formerly MAP), and certain Professional and Support Staff (formerly A&PS and SPP) appointments. Please refer to the Staff Title and Pay Plan for grade values.

EAPP EAPC IAPS IAPP IAPT

GTN No N/A Gross-to-Net Deduction number (see GTN Table) plus the balance type: G = Deduction Amount Y = Year-to-Date Deduction S = Suspended Balance Q = Quarter-to-Date Deduction Amount D = Declining Balance F = Fiscal Year-to-Date Deduction Amount U = User Defined Balance

IRET IDED

Health Eff Date Medical Coverage Effective Date

EINS IINS

Health Opt Out Code Medical Opt Out Code X = Opted not to participate C = Canceled D = De-enrolled blank = No action to be taken

EINS IINS

Health Plan Contr N/A UC Contribution amount if applicable IINS

Health Plan Coverage Code

Medical Plan Coverage Code

1st character = Employee only 2nd character = Two Party = Employee + one dependent 3rd character = Family U = uninsured by Medicare M = insured by Medicare blank = no coverage

IINS

Health Plan Description Medical Plan Code CM = Core Medical HN = Health Net KS = Kaiser South PH = Prudential High Option UC = UC Care

EINS IINS

Health Plan Empl Cost N/A Employee plan cost if applicable IINS

Health Plan Provider ID Medical Provider ID EINS

Highest Degree Institution Code

Highest Degree Institution Code

Not used at UCSD. EPD2

Highest Degree Specialty Code

Highest Degree Specialty Code

Not used at UCSD. EPD2

Home Department Hm Dept

Home Department Code

A six-digit number entered by department upon initial hire or when a change in Home Department occurs. The Home Department determines the Department Name, Contact, and Mail Code. This field also determines who has global access to an employee’s record. You may only access records for employees working in your home department or employees coded with your home department code as an alternate department. See Campus Organizational Hierarchy table.

EPER All Detail Screens in IEDB & IDDB

Home Dept Addr N/A See Campus Home Department Table IPER




Home Phone Hm Phone

Home Phone Number Optional use by department. EPD1 IPER

HRS on Pay Stat:Curr Month

Current Month Hours on Pay Status

Includes all hours defined in the DOS code table as counting towards hours on pay status. This excludes overtime, differentials, etc.

IHRS INBI

HRS on Pay Stat:Jan Hours on Pay Status- January

IHRS INBI

HRS on Pay Stat:Feb Hours on Pay Status- February

IHRS INBI

HRS on Pay Stat:Mar Hours on Pay Status- March

IHRS INBI

HRS on Pay Stat:Apr Hours on Pay Status- April

IHRS INBI

HRS on Pay Stat:May Hours on Pay Status- May

IHRS INBI

HRS on Pay Stat:Jun Hours on Pay Status- June

IHRS INBI

HRS on Pay Stat:Jul Hours on Pay Status- July

IHRS INBI

HRS on Pay Stat:Aug Hours on Pay Status- August

IHRS INBI

HRS on Pay Stat:Sep Hours on Pay Status- September

IHRS INBI

HRS on Pay Stat:Oct Hours on Pay Status- October

IHRS INBI

HRS on Pay Stat:Nov Hours on Pay Status- November

IHRS INBI

HRS on Pay Stat:Dec Hours on Pay Status- December

IHRS INBI

I-9 Date I-9 Signature Date Date employee signs I-9 form. Entered by department upon initial hire for employment eligibility purposes. U.S. Department of Justice requires that I-9 be signed within three working days of appointment.

EPD2 IALN IGEN

Insurance Reduction Code Ins Red

Insurance Reduction Code

Y or blank = Full participation, taxable gross is reduced. N = No participation

EINS IINS

Job Group ID Job Group ID Not currently in use. EPER

Index/Fund/Sub Index Fund Number Subaccount Number

The Index is a seven-character field entered by the department and represents the fund source to be charged for time worked. The Fund Number is a five digit number associated with the funding source and is system-derived based on the Index. The Subaccount Number is a one-digit number entered by department based on the employee’s appt type as follows: 0 =Academic Salary Roll 1 =Staff Salary Roll 2 =General Assistance (GA) 3 =Fellowship By-Agreement Stipend

EAPP IAPT IAPP




Intercampus Transfer Intercampus Transfer Used when employee transfers to or from another UC campus or UC lab without a break in service. If employee is leaving this campus to work at another UC campus, UC lab, or the Office of the President, and there is no break in service; this field is completed by the department with a code “21", “35", or “36" respectively.

EEID ESEP

LAD Last Action Date - EDB

The effective date of the Last Action Taken Code-EDB. All Detail Screens

Last Day on Pay Last Day on Pay The last day on pay status prior to a separation. Entered by department on ESEP screen when separation is processed. This date is entered in MMDDYY format, and is the last day for which compensation is received. This date may or may not be the same as the date of separation. For example, if an injured employee began receiving disability pay on February 1, 1996 and was medically separated on January 31, 1997, the last day on pay would be January 31, 1996 and the separation date would be February 1, 1997.

ESEP

Last MN RTN 15 Month of Last GTN Routine 15

Code indicating the last payroll processing month in which Special Calculation Routine 15 was invoked for a payroll activity record.

INBI

Last Sabbatical Credit Balance

Last Sabbatical Credit Balance

Not used at UCSD. ELVE

Leave of Absence Action Code

Employee Action Entered by department. 07 = Leave With Pay 08 = Leave Without Pay (Suppresses pay for all active distributions for the individual on 1eave)

ELVE

Leave of Absence Begin Date LOA/Beg

Leave of Absence Begin Date

Department enters this date for a Leave of Absence with Pay/Sabbatical (Action code 07) or a Leave of Absence without Pay (Action code 08). This date is entered in MMDDYY format.

ELVE EUCI IGEN IAPP IAPS IAPT

Leave of Absence Return LOA Return

Leave of Absence Return Date

Entered by department. See Leave of Absence Begin Date. Indicates the date the employee is returning to work and regular payment is to resume.

ELVE EUCI IAPS IAPT IGEN IAPP

Leave of Absence Type LOA Type

Leave of Absence Type Code

Entered by department. 01 = Sabbatical at full salary 02 = Sabbatical at partial salary 03 = Sabbatical in residence/full salary 04 = Childbearing 05 = Extended Illness 06 = Government/Public Service 07 = Professional Development 08 = Personal 09 = Workers' Compensation 10 = Furlough 11 = Military 12 = Special research 13 = Administration 14 = Sabbatical in residence/partial salary 15 = Family Medical Leave without pay 16 = Family Medical Leave with pay 99 = Other (as specified in personnel file)

ELVE EUCI IAPS IGEN IAPP IAPT

Legal Contr N/A UC Contribution amount if applicable IINS

Legal Coverage Legal Plan Coverage Code

U = Single = Employee only UU = Family

EINS IINS




Legal Description Legal Plan Code J1 = Prudential Legal Services EINS IINS

Legal Cov Eff Date Legal Coverage Effective Date

EINS IINS

Legal Empl Cost N/A Employee plan cost IINS

Life Empl Cost N/A Employee plan cost IINS

Limit ---Current---

Limit

Work Study Limit Maximum gross pay which may be charged to the Work Study funds for the associated Work Study Limit key (EDB 615).

EWSP IFNW

Lv Leave Accrual Code Entered by department. Indicates the rate at which vacation and sick leave are accrued by the employee for this appointment.

EAPP EAPC IAPT

Annual Annual Vacation Sick Leave

A 15 days 12 days B 18 days 12 days C 21 days 12 days D 24 days 12 days E 24 days None F None 12 days N None None

Former A&PS and Executive program employees only, hired on or before 6/30/96:

Annual Annual Vacation Sick Leave

G 15 days 12 days H 18 days 12 days J 21 days 12 days K 24 days 12 days Refer to Personnel Policy 41/Vacation for vacation accrual eligibility.

IAPP

Lv Accr Hrs: Compensatory Balance

Compensatory Time Hours Balance

IHRS INBI

Lv Accr Hrs: Vacation Maximum

Vacation Leave Maximum Hours

Maximum number of vacation leave hours based on the employee's leave accrual code.

IHRS INBI

Lv Accr Hrs: Vacation Balance

Vacation Hours Balance

IHRS INBI

Lv Accr Hrs: Sick Leave Balance

Sick Leave Hours Balance

IHRS INBI

Mail Code Mail code of employee This is the employee’s campus mail address and the location at which they will receive their paycheck or SUREPAY statement.

EPD1 IPER

Medcr Ded Medicare Tax YTD Year-to-date Medicare deduction. INBI

Medcr Grs Medicare Gross YTD Total gross earnings paid in a calendar year subject to Medicare contributions. INBI

Medicr GRS QTD Medicare Gross-QTD Total gross earnings paid in the current calendar quarter subject to Medicare contributions.

INBI

Merit Rate Increase Percent

Merit Percent Derived by the system. EPER

Name Employee Name Entered by department at initial hire. Any name changes are processed by the Payroll Office.

EEID All Detail Screens

NDIP Gross YTD NDIP Gross-YTD Total gross earnings paid during the calendar year under the Non-Qualified Defined Income Plan.

INBI

Next Salary Review Date Nx Sal Rev

Next Salary Review Date

Entered by department in “mmyy” format. Indicates the eligible date of the employee’s next salary review.

EPER IGEN




Next Salary Review Type Nx Sal Rev Typ

Next Salary Review Type Code

Entered by departments for staff employees (not for student employees.) Indicates the type of salary increase the employee is next eligible for. 1 = Eligible for six-month increase 2 = Eligible for Merit increase 3 = Eligible for SPA (not used at UCSD) 4 = Eligible for Trainee increase (not used at UCSD) 5 = No Salary review See Nx Sal Rev Date.

EPER IGEN

---Non-Federal Funds--- RA

Non-Federal FYTD Gross-Research Asst

Fiscal year-to-date total of Graduate Student Researcher earnings paid under non- federal funds to an individual classified as a student for purposes of financial aid.

IFNA

---Non-Federal Funds--- TA

Non-Federal FYTD Gross-Teaching Asst

Fiscal year-to-date total of Teaching Assistant earnings paid under non-federal funds to an individual classified as a student for purposes of financial aid.

IFNA

---Non-Federal Funds--- Other

Non-Federal FYTD Gross-Other

Fiscal year-to-date total of earnings other than Work Study, Research Assistant, or Teaching Assistant paid under non-federal funds to an individual classified as a student for purposes of financial aid.

IFNA

Non-Resident Alien Tax Form Indicator Form 8233 Indicator

Form 8233 Indicator Y = Yes, Form 8233 Filed N or blank = No, Form 8233 not filed

EALN IALN

Non UC Hlth Exp Non-UC Health Ins Expiration Date

Date on which a non-resident alien employee's coverage under a non-UC health plan expires.

EALN IALN

Non-UC Prior Service Code

Prior Service Code Not currently in use. EPD2 IPER

No. of Reg. Units Number of Registered Units

Number of registered units derived by the system. Do not input this number as it will automatically be interfaced from ISIS.

EPD1

Normal PTO Max Paid Time Off Maximum Hours- Normal

Maximum number of paid time off hours available to an individual under normal personnel policy.

INBI

Normal SKL Max Sick Leave Maximum Hours-Normal

Maximum number of sick leave hours available to an individual under normal personnel policy.

INBI

NTX Grs Federal Non-Taxable Gross YTD

Total gross earnings paid in a calendar year not subject to federal withholding tax & reporting.

INBI

O/A Off/Above Scale Code Use of this code identifies exceptions to pay rates that are off or above scale. The department enters one of the following alpha codes to indicate the relationship of the distribution pay rate to the step and salary range for the title code of the appointment. O = Off Scale Academic A = Above Scale Academic R = Red Circle Non-Academic Staff (only used for Staff) L = Longevity (for certain nurse classes) Blank = On Scale - No Exception P = Off Scale Academic-Red Circle-Fixed Salary (not used at UCSD) B = Above Scale Academic-Red Circle-Fixed Salary (not used at UCSD) T = Trainee (not used at UCSD)

OASDI Gross QTD OASDI (Old Age Survivors Disability Insurance) Gross QTD

Total gross earnings paid in the current calendar quarter subject to employee and employer OASDI contributions.

INBI

OASDI Grs OASDI Gross YTD Total gross earnings paid during the calendar year subject to employee and employer OASDI contributions.

INBI




Oath Signature Date Oath Signature Date Entered by department upon initial hire. The date a U.S. citizen employee signs the State Oath of Allegience. This date must be on or before the first day of employment or a damage claim must be filed (see PPM 395-2).

EPD2 IGEN

Optical Coverage Vision Coverage

Optical Plan Coverage Code

U = Single = Employee only UU = Two Party = Employee + one dependent UUU = Family

EINS IINS

Optical Cov Eff Date Vision Eff Date

Optical Plan Coverage Effective Date

EINS IINS

Optical Plan Vision Description

Optical Plan VI = Vision Service Plan EINS IINS

Optical Opt Out Vision Opt Out Code

Optical Opt Out Code X = Opted out D = De-enrolled blank = no action to be taken

EINS IINS

Original Hire Date Original Hire Date Date the employee originally started working at UCSD. Entered by department at original hire and will not change.

EPER

Other Inc Other Income Any tax reportable non-wage income which is paid by Accounts Payable or the University's disability insurance carrier.

INBI

Other State Name State in which UC is registered to collect taxes if employee is resident of that state for tax purposes. Consult Payroll Office.

ETAX EALN

Other State Tax CA Res Other State CA Res See Out of State Withholding form. Consult Payroll Office. N = Non-resident of CA earning compensation in another state and subject to the other state withholding R = Resident of CA earning compensation in another state and subject to the other state withholding blank = Not subject to other state withholding

ETAX EALN

Paid Over Pd Ovr

Paid Over Code Entered by department for academic titles only. The Paid Over value represents the relationship between the appointee’s monthly and annual rates of pay. 09 = monthly pay is 1/9 of annual rate paid over 9 months 12 = monthly pay is 1/12 of annual rate paid over 12 months

EAPP EAPC IAPP IAPT

Pay Begin Pay Begin Date Distribution begin date. Entered by department in “mmddyy” format. This date represents the beginning date of the distribution for pay purposes.

EAPP EAPC IAPT IAPP

Pay End Pay End Date Distribution end date .Entered by department in “mmddyy” format. This date represents the ending date of the distribution for pay purposes.

EAPP EAPC IAPT IAPP

Pd Time Off Bal Paid Time Off Hours Balance-Current

Number of hours that an individual has available for use as PTO. INBI

Permanent Address Perm Addr

Address-Permanent- Line One Address-Permanent- Line Two Address-Permanent- City Address-Permanent- State Address-Permanent-Zip

Entered by department. Required by federal law. The address designated by the individual as the permanent address.

EPD1 IALN IPER




Pgm Personnel Program Code

Derived by the system based upon the Title Code entered. On or before 6/30/96: On or after 7/1/96: E = Executive 2 = Management & Senior Professional M= MAP 1 = Professional & Support Staff P = A&PS A=Academic S = Staff A = Academic

EAPP EAPC IAPP IAPT

Pr ID Previous Identification Number

Indicates the previous ID # for the employee under a different name. IGEN

Pr Name Name-Employee-Prior Indicates the employee’s previous name. IGEN

Prim Pay Sched Deduction Pay Schedule Code

MO = Monthly Current BW = Biweekly

IGEN IAPS

Primary Title Code Primary Title Derived by the system. The primary title for reporting purposes if an employee has more than one title.

EPER

---Prior--- As of

Work Study Limit- Prior-Last Change Date

The value of Work Study Limit-Last Change Date immediately prior to the current value.

IFNW

---Prior--- Limit

Work Study Limit- Prior

The value of Work Study Limit immediately preceding the current value. IFNW

Prior Service Months Pr Serv Mnths

Prior Service Months Not currently in use. EPER IPER

Prior University Service Institution Code

Prior Service Institution

Not currently in use. EPD2

Probationary Period End Date

Probationary End Date Optionally entered by department. EPER

PRQ Perquisite Type Code Indicates meals and/or room provided as compensation for specific titles. Entered by department if a perquisite description of service is being recorded. 1M = one meal 1MR = one meal plus room R = room, apartment house 2M = two meals 2MR = two meals plus room 3M = three meals 3MR = three meals plus room

EAPP EAPC IAPT IAPP

Quarters/Semesters as Teaching Assistant

Units

Q/S as TA

TA Time Type

The number of quarters or semesters of service accrued as a Teaching Assistant, Teaching Associate and Teaching Fellow toward the services limit established by policy for students.

Q = Quarters S = Semesters

EACD

Rate/Amt Distribution Rate Full time hourly rate, monthly rate, or By-Agreement amount associated with the distribution. Entered by department unless the appointment is Without Salary. The Rate/Amount is the employee’s hourly or salaried pay rate for the pay period, or an exact pay period amount. If the employee is paid hourly (an appointment rate code of H), the rate/amount entered is the full-time hourly pay rate. If the employee is salaried (an appointment rate code of “A”) the rate/amount entered is the full-time salaried monthly pay rate. Salaried pay rates are entered to two decimal positions (e.g., $1200 is 1200.00). If the appointment’s rate code is B (By-Agreement) or the description of service is for an amount payment type (e.g., perquisite), then the rate/amount entered is a two decimal position exact amount for the pay period (e.g., $200 is 200.00).

EAPP EAPC IAPP IAPT

Remaining Appt/Dis N/A Remaining Appointment/Distributions for employee IAPP IAPS IAPT




Result Result Name as it appears on database. Derived by system. EEID

Retir Grs Retirement Gross YTD Total gross earnings for the current year subject to retirement contributions under one of the University's retirement plans.

INBI

Retirement System Code Retirement

Retirement System Code

Entered by department at initial hire or change in status, if applicable. N = Not Eligible H = DCP - Safe Harbor B = UCRP - No deduction U = UCRP 1 = UCRP - No deduction due to FY limit P = PERS 2 = PERS - No deduction due to FY limit F = FCSRS 3 = FCSRS - No deduction due to FY limit S = SCERA 4 = SCERA - No deduction due to FY limit O = OCERS 5 = OCERS - No deduction due to FY limit

ERET EALN IGEN IALN IRET IINS

Room Campus Address Room

Address-Campus- Room

Optional use by department. EPD1 IPER

Rt Appointment Rate Code

Entered by department. A = Annual H = Hourly B = By-Agreement

EAPP EAPC IAPP IAPT

Sabbatical Credit Accrued

Sabbatical Credit Accrued


Sabbatical Credit Accrued Through Date

Sabbatical Credit Through Date

Not used at UCSD.

Sabbatical Credit Date Sabbatical Credit Date Not used at UCSD. ELVE

Sabbatical Credit Used Sabbatical Credit Used Not used at UCSD. ELVE

Sch Sched

Appointment Pay Schedule Code

Entered by department. BW = Biweekly MO = Monthly

EAPP EAPC IAPP IAPT

Separation Date Separation Date Date an employee's employment affiliation with the University ends. Department enters on ESEP screen when separation is processed. This date is entered in “mmddyy” format, and is the date the employee ends his/her affiliation with the University. The separation date is not necessarily the last day worked; for example, an injured employee may receive disability pay from June 15, 1996, through June 14, 1997. In this event, the employee’s separation date is June 15, 1997 while his/her last day on pay is June 14, 1996.

ESEP IGEN

Separation Destination Sep Dest

Separation Destination Code

Entered by department for non-student academics only. A = Industry B = Student C = State of California D = LLL, LBL, LASL (UC-managed laboratories) E = Other government F = Self-employed G = Not employed H = College or University (including all UC campuses) U = Unknown

ESEP IGEN




Separation Reason Sep Rsn

Separation Reason Code

Entered by department. AA Resignation--To accept another job AB Resignation–To look for another job AC Resignation–Self-employment AD Resignation–Dissatisfied with job AE Resignation–Pregnancy--Did not desire leave AF Resignation–Family and/or child care AG Resignation–Health AH Resignation–To attend school AI Resignation–Military service AJ Resignation–Failed to return from leave AK Resignation–Other AL Resignation–Accept job at newly created health corporation (same desk rule) AM Resignation–Moved out of area AN Resignation–No reason given BA Academic–Grant/contract expired BB Academic–Appointment/contract expired CA Indefinite layoff with rehire/recall rights CB Termination of limited employee CC Termination of other casual employee (on-call) CD Termination of casual restricted appointment CE Graduation/no longer enrolled as a student CF Per diem release CG Indefinite layoff with severance CH Indefinite layoff with reduced severance and rehire/recall rights CI Indefinite layoff with no severance or rehire/recall rights CL Layoff–Accept job at newly created health corporation (same desk rule) DA Released–During probationary period EA Dismissal–Due to lack of performance EB Dismissal–Due to misconduct EC Dismissal–Due to quit without notice ED Dismissal–Job abandonment EE Dismissal–Never started employment EF Dismissal–No longer certified or licensed EG Dismissal–Do not rehire–settlement (employee agrees not to return) GA Medical separation I4 Inactive for 4 consecutive months (system-derived) JA Change to Emeritus status KA Death LA Other (coaches, management program) or separation (per diem, vocational

nurses) RA Retirement–Regular RD Retirement–Compulsory for SMG and regents’ officers RF Retirement–Faculty

ESEP IGEN

Sex Sex Code Entered by department. F = Female M = Male

EPD1 IGEN

Spouse Name Name-Spouse Optional use by department with employee’s permission. EPD1 IPER

SSN Social Security Number Entered by department at initial hire or if change occurs. If employee does not have a Social Security Number, enter all 9's until their Social Security Number is issued.

EEID All Detail Screens

Staff Eval Code Evaluation Rating Code

The department enters the rating code given on an employee’s annual evaluation. (Optional use by department.)

EPER

State Tax Max State Tax-Max Withholding Allowances

The maximum allowances an employee may claim as specified by the State Franchise Tax Board.

ETAX EALN IALN IGEN




State Tx Item State Tax-Itemized Deduction Withholding Allowances

The additional exemptions claimed for state withholding tax which represents the value of itemized deductions.

ETAX EALN IGEN IALN

State Tx Marit/Pers State Tax-Marital Status Code

State Tax-Withholding Allowances

S = Single M = Married H = Head of Household

Number of state withholding allowances claimed by the employee.

ETAX EALN IGEN IALN

Step St

Step The level of an associated distribution pay rate within a salary range. Step values are numeric and are entered to one decimal place as follows: S (Staff) 1.0, 1.5, 2.0, 2.5 ... 7.0 A (Academic) 1, 2, 3, 4, 5 ... 10 Entered by department for all appropriate academic and staff appointments. See campus title and pay plans.

EAPP EAPC IAPP IAPT

Student Status UC Student Status Code

Entered by department at initial hire or when any subsequent change in the employee’s student status with the University occurs.. 1 = Not Registered 2 = Not being used by UCSD at this time 3 = Undergraduate Student 4 = Graduate Student 5 = Not being used by UCSD at this time 6 = Undergraduate student at another UC Campus 7 = Graduate student at another UC Campus

EPD1 IGEN IPER

Suffix Suffix Jr., Sr., etc. EEID

SWT State Withholding Tax YTD

The total calendar year to date state withholding tax. INBI

SWT Grs State Withholding Gross YTD

Total gross earnings paid during the calendar year subject to State of California taxation and reporting.

INBI

Tax Treaty Article No Tax Treaty Article No The number of the article that exempts an employee who is claiming exemption per a tax treaty. (See tax treaty chart.)

EALN IALN

Tax Treaty End Date Tax Treaty End Date EALN IALN

Tax Treaty Income Code

Tax Treaty Income Code

18 = Compensation for teaching 19 = Compensation for research

EALN IALN

Tax Treaty Income Limit

The maximum amount of earnings exempt from federal tax that an employee may receive under the provisions of a tax treaty.

EALN IALN

Terminal Sick Leave Balance

Terminal Sick Leave Balance

Amount of sick leave hours accrued at time of termination. For recorded purposes only and will not be paid to employee.

ESEP

Terminal Trip Bonus Time Paid

Terminal Trip Bonus Time Paid

Department enters the amount of accrued trip bonus hours to be paid at termination. ESEP

Terminal Vacation Leave Paid

Terminal Vacation Leave Paid

Amount of accrued vacation leave hours paid or transferred at termination. Department enters upon separation or change to a title code not eligible to accrue leave. Prorate the number of vacation hours the separating employee is eligible to receive for the month of separation.

ESEP

Time Time Reporting Code Entered by department. A = Generate Timesheet N = No Timesheet

EAPP EAPC IAPT IAPP




Timekeeper Code Timekeeper Code Entered by Home Department. This eight-digit code indicates employee’s designated timekeeper.

EPER

Title Title Code TC

Title Code Entered by department. See campus title and pay plans. The Title Code is the four- digit payroll title code for the position. The title name will be derived based on the Title Code entered.

EAPP EAPC IAPS IAPP IAPT

Tot Grs Total Gross YTD The total gross earnings paid during the calendar year. INBI

Total Appt/Dis N/A Total Appointment/Distributions for an employee IAPT IAPP

Total Sabbatical Credit Balance

Total Sabbatical Credit Balance


TRIP Reduction Percentage

TRIP Duration

TRIP Begin Date

Time Reduction Incent- ive Plan Percentage.

Time Reduction Incent- ive Plan Duration

Time Reduction Incent- ive Plan Begin Date

The percent of time an employee's appointment was reduced under the Time Reduction Incentive Plan (TRIP) program.

The number of months an employee elected to reduce their percentage of time under TRIP. Values are 12 or 18 months.

The date the TRIP period began in the MM/DD/YY format.

ELVE IAPT

TUC/AREP/ASHC Title Unit Code

Appointment Representation Code

Title Special Handling Code

Indicates to which Bargaining Unit a Title Code belongs. See Employee Unit Code for list of values. Derived by the system.

C = Covered U = Uncovered

Indicates special handling required for collective bargaining.

IAPT IAPP

Typ Appointment Type Code

Entered by department. 1 = Contract 2 = Regular/Career 3 = Casual 4 = Casual/Restricted 5 = Academic 6 = Per Diem 7 = Partial year/career

EAPP EAPC IAPT IAPP

Type N/A RED = Reduction, pre-tax deduction DED = Deduction, post-tax deduction CON = Contribution

IRET IDED

UC Directory Disclosure Hm Phone

Directory Disclosure Indicator 2

Blank = Do not list home phone number (default) N = Do not list home phone number Y = Employee authorizes listing of home phone number

EPD1 IPER

UC Directory Disclosure Perm Addr


Blank = Do not list home address (default) N = Do not list home address Y = Employee authorizes listing of home address

EPD1 IPER

UC Directory Disclosure Spouse Name


Blank = Do not list spouse’s name (default) N = Do not list spouse’s name Y = Employee authorizes listing of spouse’s name

EPD1 IPER




UC Paid Life Ins Cov Dat

UC Paid Life Insurance Coverage Effective Date

EINS IINS

UC Paid Life Sal Base Life Insurance Coverage-UC Paid

Annual salary in thousands for retirement plan members, max = 50 EINS IINS

UCDI/EPD Empl Cost N/A The employee's cost for Employee Paid Disability per month. IINS

UI Code Unemployment Insurance Coverage Code

C = Covered N = Not Covered

IGEN

UI Gross QTD Unemployment Insurance Gross QTD

Total gross earnings subject to Unemployment Insurance benefits contributions for the current quarter.

INBI

UI Grs Unemployment Tax Gross YTD

Total gross earnings subject to Unemployment Insurance benefit contributions and reporting for the calendar year.

INBI

Other Status Code Veteran Disability Other Status Code

N = Not a Special Disabled Veteran S = Special Disabled Veteran O = I am Not a Protected Veteran P = Protected Veteran, No Self-Identify

EPD1 IGEN

Veteran Veteran Status

Veteran Status Code N = Not Veteran V = Veteran

EPD1 IGEN

Visa Type Visa Type Code Entered by department at initial hire or when a change occurs. A2 = Other Foreign Govt Official & family F1 = Student H1 = Distinguished Merit H3 = Trainee J1 = Exchange Visitor J2 = Spouse or child of Exchange Visitor PR = Permanent Resident RF = Refugee The Visa Type is left blank for U.S. citizens.

EALN IGEN IALN

Visa/Work Permit End Date

Visa/Work Permit End Date

The date on which an employee's visa or work permit expires. Entered at initial hire or when any subsequent change in visa status occurs.

EALN IALN IGEN

Vision Contr N/A UC Contribution amount if applicable IINS

Vision Empl Cost N/A Employee cost if applicable IINS

WSP W

Work Study Program Code

Entered by department for only student employees that are approved for a Work Study Program. S = State work study program F = Federal work study program I = Institutional work study program Blank = No work study program

EAPP EAPC IAPP IAPT IFNW

YTD NonWk Hrs Non-Worked Hours YTD

The number of paid time hours considered non-worked for the calendar year-to- date. See Description of Service table.

IHRS INBI

YTD OT Hrs Overtime Hours Worked YTD

Number of hours worked which are reported as overtime for the calendar year-to- date.

IHRS INBI

YTD Reg Hrs Regular Hours Worked YTD

Number of regular hours worked for the calendar year-to-date excluding overtime, differentials, or leave time.

IHRS INBI

YTD Safe Harbor Gross Safe Harbor Gross YTD

Total gross earnings subject to Safe Harbor reduction for the calendar year. INBI

YTD Tax Treaty Grs Tax Treaty Gross YTD Total amount of tax exempt gross paid to employee under the provisions of a tax treaty for the calendar year.

IALN INBI




YTD TLP ADJ Non-Cash Fringe Benefits YTD

Sum of the tax reportable non-cash fringe benefits. INBI

YTD Tot Hrs Total Hours on Pay Status YTD

Total number of hours reported on pay status, excluding overtime and differentials, for the calendar year to date.

IHRS INBI

.


Appendix B: Retroactivity

PPS Online Update Desk Reference Page B-1

July 2017 Appendix B: Retroactivity

(Appendix B: Hand-outs to be distributed in class)

PPS Online Update Desk Reference Page B-2

Appendix C: Phone/Resource Directory

PPS Online Update Desk Reference Page C-1

July 2017 Appendix C: Phone/Resource Directory

Appendix C Contents

PPS Trainer/Central Office Contact List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-3 Who to Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-3 PPS Website List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . C-5



PPS Trainer/Central Office Contact List

Information Central Office Contact Phone E-mail Address

General update and payroll related questions

Payroll Office Main Number 43247 [email protected]

Staff personnel policy and procedures

Human Resources

43847 40985

Academic personnel policy and procedures

Academic Personnel

43654

Postdoctoral Fellow policy and procedures

OGSR Jennifer Oh 46632 [email protected]

Graduate student employee policy and procedures

OGSR (M-Z) (A-L)

43727 46562

Undergraduate student employee policy and procedures

Career Services, Job Opportunities Program

46489 40153

Technical and system assistance

ACT ACT Help Desk 41853 [email protected]

Who to Call

• If you are unable to logon successfully, please contact yourDepartmental Security Administrator (DSA) for assistance.

• If you are unable to logoff successfully, please contact the ACTHelp Desk at 41853.

• If you are unable to access a screen or employee for which youhave authorization, please contact the ACT Help Desk at 41853.

• If any information concerning an employee is incorrect, pleasecontact the appropriate Central Office, the Payroll Division at

43247, or the Benefits Department at 42816.





July 2017

•

Appendix C: Phone/Resource Directory

If any information concerning a student employee’s financial aid is incorrect, please contact the Student Financial Services Department at the appropriate number listed below.

Thurgood Marshall College SFS . . . . . . . . . . . . . . . . . . . . . 43805 Muir College SFS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43808 Revelle College SFS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43806 Eleanor Roosevelt College SFS . . . . . . . . . . . . . . . . . . . . . . 42550 Warren College SFS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44686 Graduate SFS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43807 School of Medicine SFS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44664

• If you have questions about the following topics, please contactthe appropriate number listed below.

Non-Citizen (Alien) Information . . . . . . . . . . . . . . . . . . . . . 43241 Emp Verification/Number Assignment . . . . . . . . . . . . . . . . 43247 Expense Transfer (PET) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43244 Health/Life Insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43246 Intercampus Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42272 Retire Refunds/CalCasualty/CredUnion/Parking . . . . . . . . . 42271 Retire/Soc Security/Tax Shelters . . . . . . . . . . . . . . . . . . . . . 43229 Salary Roll-Checks/Empl Forms:

Academic (Sub 0) General Campus . . . . . . . . . . . . . . . . 43244 Academic (Sub 0) School of Medicine . . . . . . . . . . . . . 43248 Staff (Sub 1) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42784 Sea Pay Allots/LOA Insur Payments . . . . . . . . . . . . . . . 42270 Time Reported (Sub 2) Checks/Empl/Forms/Payrolls A-K . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42269 L-Z . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43245 Withholding Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43247 Workers' Comp Salary Adjustments . . . . . . . . . . . . . . . 42272 W-2 Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43247



PPS Website List

Central Office

Type of Information URL

Payroll Office Entry/Update Schedule. http://www-bfs.ucsd.edu/pay/entrysch.htm

Payroll Home Page and PPS-related information.

http://blink.ucsd.edu/finance

Human Resources

Home Page. http://www-hr.ucsd.edu

Policy Development. http://www-hr.ucsd.edu/~qwl/

Department Divisions. http://www-hr.ucsd.edu/dept.html

Staff Title & Pay Plan, Merit Pay Plans, Merit Guidelines, Reclassification Process & Procedures, and Electronic Job Description Procedures.

http://www-hr.ucsd.edu/~classification/

Academic Personnel

Academic Personnel Manual (APM), the primary resource for academic personnel policy. Defines all academic series and titles. Includes guidelines on recruitment, compensation, and leaves of absence.

http://www.ucop.edu/acadadv/acadpers/apm/

Section 230 of the UCSD Policy and Procedures Manual (PPM), the primary resource for academic personnel procedures specific to this campus. Includes information on file assembly, the file review process, salary scales, and more.

http://hyundai.ucsd.edu/ppm/online/home.html

OGSR Graduate Students

Policy and procedures for graduate students, medical students, and non-student tutors/readers.

http://www-ogsr.ucsd.edu/pps/ppsman00.htm

OGSR Postdoctoral Fellows

Policy, procedures, benefits, services, and postdoctoral fellowship opportunities.

http://www-ogsr.ucsd.edu/postdocinfo.html



http://blink.ucsd.edu/finance

http://www-hr.ucsd.edu/%7Eqwl/

http://www-hr.ucsd.edu/dept.html

http://www-hr.ucsd.edu/%7Eclassification/

http://www.ucop.edu/acadadv/acadpers/apm/

http://hyundai.ucsd.edu/ppm/online/home.html

http://www-ogsr.ucsd.edu/pps/ppsman00.htm

http://www-ogsr.ucsd.edu/postdocinfo.html


Central Office

Type of Information URL

ACT Online Course Registration. http://

Employee History Facility. http://employeelink.ucsd.edu

Home Page. http://


http://employeelink.ucsd.edu/

Appendix D: Troubleshooting & Helpful Hints

PPS Online Update Desk Reference Page D-1

July 2017 Appendix D: Troubleshooting & Helpful Hints

Appendix D Contents

Do’s & Don’ts for Online PPS Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3 ECON Screen Error Message Troubleshooting Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5 ECON Screen Error Message Severity Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-9



Do’s & Don’ts for Online PPS Entries

Listed below are some helpful hints to remember when processing online PPS entries. Where appropriate, the possible consequences of each error are also noted.

• Do refer to the PPS User’s Guide for step by step instructions onentering an action prior to calling a central office for assistance.While the PPS User’s Guide does not have instructions for everyscenario, it does include instructions for the most commonpersonnel actions.

• Do not enter actions without pre-approval/authorization. Whensuch a violation of pre-approval requirements occurs, the user isreprimanded and instructed to immediately delete the action fromPPS. This causes extra work for the user and PAN reviewers andmay, in a worst case scenario, make the University liable for anaction that was not approved.

• Do not write over active distributions to impose a future action(i.e. entering a merit in May that is effective 7/1 by changing thecurrent/active distribution to begin 7/1 with the new pay rate).This may result in loss of pay if the mistake is not corrected. Inaddition, the online history entry will be incorrect.

• Do not add unnecessary appointments to accomplish an action(i.e. adding a new appointment and distribution for amerit/reappointment instead of extending the end date on thecurrent appointment and adding a new distribution). This causesthe preparer unnecessary work and may result in the appointmentbeing improperly reflected in the online history.

• Do end appropriate appointments and distributions when a changein status occurs. For example, if the original distribution is notended when a new distribution is added for a merit, the employeecould get overpaid.

• Do use standard PAN comments. Proper comments allow for moreefficient PAN review. If the comments are not clear, a reviewermay have to spend more time reviewing a PAN to determine theaction or even call the user for an explanation. In addition, thePAN comments will appear in online history.


July 2017

•

Appendix D: Troubleshooting & Helpful Hints

Do use appropriate action codes. Action codes are critical to the integrity of the online history as well as being a useful tool for PAN review. Many offices, including Office of the President, use action codes to query for particular data sets (i.e. all 7/1/96 merits- code 04).

• Do follow established retroactivity procedures and use properretroactivity comments. Not following established retroactivityprocedures could lead to errors in the online history,overpayments, and central office record keeping. For example, if astale-dated retroactive distribution was re-entered into the systemfor a fund change only, the employee could get paid again for thatperiod. Following the retroactivity guidelines in the PPS manualand using the standard comments will ensure the action is properlydealt with and understood by central offices.

• Do immediately e-mail PAN comments to mandatory reviewers ifyou failed to enter them during the update. You should NEVERcomplete an update without adding comments, but if you do,immediately e-mail the mandatory reviewers so they can makesense of the PAN.



ECON Screen Error Message Troubleshooting Guide

This chart lists the most common ECON screen error messages encountered in PPS. If the corrective action suggested does not resolve the problem, please call the appropriate central office for assistance.

Error # Error Message Problem Corrective Action

08008 ATTEMPTING TO CHANGE OR DELETE APPT OR DISTR NOT ON FILE

Same appointment number is used for old and new appointment on the same date

Add new appointment number. Add new and delete old one in this order.

08011 LEVE OF ABSENCE BEGINS AFTER RETURN DATE

Incorrect leave begin date or return date entered

Correct leave dates on ELVE screen

08019 SALARIED APPOINTMENT MUST HAVE FIXED/VARIABLE CODE

The F/V (fixed/variable) field is blank on the appointment line

Enter either an F (fixed) or V (variable) in the F/V field on the EAPC screen

08021 SALARIED APPOINTMENT MUST HAVE RATE CODE

The Rt (rate code) field is blank on the appointment line

Enter either an A (annual), B (by-agreement), or H (hourly) in the Rt field on the EAPC screen

08026 SALARIED APPOINTMENT MUST HAVE PAY SCHEDULE CODE

The Sch (schedule) field is blank on the appointment line

Enter either MO (monthly) or BW (bi-weekly) in the Sch field on the EAPC screen

08027 SALARIED APPOINTMENT MUST HAVE A TIME CODE

The Time field is blank on the appointment line

Enter either an A (generate timesheet) or N (no timesheet) in the Time field on the EAPC screen

08028 SALARIED APPOINTMENT MUST HAVE A LEAVE ACCRUAL CODE

The Lv (leave accrual) field is blank on the appointment line

Enter the appropriate leave accrual code (see data element screen reference) in the Lv field on the EAPC screen

08039 A DESC OF SERVICE IS REQUIRED

The DOS (description of service) code is blank on the distribution line

Enter the appropriate DOS code (see data element screen reference) in the DOS field on the EAPC screen




08053 ACADEMIC BASIS CODE EXCEEDS ACADEMIC PAID OVER CODE

The Bas and Pd Ovr fields are invalid

Enter the appropriate basis/paid over codes (see data element screen reference) in the Bas and Pd Ovr fields on the EAPC screen

08062 DUR OF EMPL IS T, I, OR E; APPT END DATE MUST BE INDEF

Dur (duration) code is inappropriate for length of appointment or Appointment end date should be indefinite

Delete Dur (duration) code on the EAPC screen

Correct appointment end date on the EAPC screen

08069 DUR OF EMPL VALUE REQUIRES DEFINITE APPT END DATE

Appointment end date is indefinite, but Dur (duration) code field is blank

Enter a T (tenure) or I (indefinite) in the Dur code field on the EAPC screen

08077 NON-ACADEMIC TITLE’S DURATION OF EMPLOY. CANNOT BE ‘T’ OR ‘N’

Indefinite staff appointments cannot have a duration of T (tenure) or N (non-tenure) in the Dur (duration) field

Enter an I (indefinite) in the Dur field on the EAPC screen

08085 UNABLE TO DERIVE FLSA – NO TCT DATA FOR TITLE AND REP CODE

Wrong employee relations code used for Exempt or Non-exempt title codes

Enter the correct employee relations code in the EPET screen. Might need to delete old appointment.

08099 EMPLOYEE’S AGE IS OVER SEVENTY YEARS

Hire Date field is blank or Employee is over 70 years old or Employee is under 16 years old

Complete Hire Date field on EPER screen

Call Payroll

Call Payroll

08106 DIST % REQUIRED FOR THIS DISTRIBUTION

Dis % (distribution %) field is blank on the distribution

Enter the appropriate distribution percent in the Dis % field on the EAPC screen

08113 DISTRIBUTION END DATE IS BEFORE DISTRIBUTION BEGIN DATE

Distribution PayEnd date is prior to the PayBeg date

Correct either the PayEnd date or PayBeg date, whichever is incorrect, on the appropriate distribution




08114 DISTRIBUTION END DATE FOLLOWS APPOINTMENT END DATE

Distribution ends later than corresponding appointment end date

Extend corresponding appointment, if appropriate, on the EAPC screen or Correct distribution end date on the EAPC screen

08126 CITIZENSHIP CODE IS REQUIRED

Citizenship field is incomplete

Complete Citizenship field on EPD1 screen

08129 STUDENT STATUS CODE IS REQUIRED

Student Status field is incomplete

Complete Student Status field on EPD1 screen

08130 FICA ELIGIBILITY CODE IS REQUIRED

FICA Eligibility Code field is incomplete

Complete FICA Eligibility Code field on the ERET screen

08197 PRI STAT QUAL CODE REQUIRED WHEN PRI STAT QUAL DATE IS PRESENT

BELI Primary Status Qualifying Date field was completed without a corresponding Primary Status Qualifying Code

Delete Primary Status Qualifying Date on the EPER screen if it was entered in error or Enter corresponding Primary Status Qualifying Code on EPER screen (reference BELI form for codes).

08236 DISTRIBUTION BEGIN DATE IS PRIOR TO APPOINTMENT BEGIN DATE

Distribution begins prior to begin date of corresponding appointment

Correct begin date of appropriate distribution or appointment on the EAPC screen

08255 INVALID COMBINATION OF PERSNL PROG CODE AND APPOINTMENT TYPE COD

Typ (appointment type code) value isn’t consistent with the Title (title code) value

Correct the Typ (appointment type code) value or Correct the Title (title code) field on the EAPC screen

08375 COV COMP LIMIT CODE WILL BE SET TO ‘N’ FOR RETR CODE ‘H’ OR ‘N’

Implied maintenance message indicating the system will derive the values

Proceed with update.




08455 OATH SIGNATURE DATE REQUIRED FOR CITIZEN

Oath Signature Date field is incomplete

Complete Oath Signature Date field on EPD2 screen

08511 UCI NOT ALLOWED WITH THIS LOA TYPE

Benefits date were not changed

Contact Payroll Department

08586 INVALID ATTEMPT TO UPDATE BOTH E-VERIFY DATE AND STATUS FIELDS

E-Verify fields left blank. Systems requires dates if fields are edited

On Bundle enter a date, finish bundle. Come back to EPD2 and use asterisk to delete date

08718 GRADE SHOULD BE BLANK FOR STAFF OR ACAD PERSONNEL PROGRAM CODE

Grade value is inconsistent with entered Pgm (personnel program code) value.

Delete the value from the Grade field on the EAPC screen.

08790 SUB 3 ONLY ALLOWED WITH DOS FEL/FES/FEN

Inappropriate Sub entered. Sub 3 is only valid with DOS codes FEL, FES or FEN

Correct Sub field on the EAPC screen or Correct DOS code field on the EAPC screen

08791 SUB 1 ONLY ALLOWED FOR STAFF TITLES

Inappropriate Sub entered. Sub 1 is only valid for staff titles

Correct Sub field on the EAPC screen

08792 SUB 0 ONLY ALLOWED FOR ACADEMIC TITLES

Inappropriate Sub entered. Sub 0 is only allowed for academic titles

Correct Sub field on the EAPC screen



ECON Screen Error Message Severity Levels Each message displayed on the ECON screen has an associated "severity level." Severity levels range from 0 to 9 with 9 being the most serious. The table below shows the message severity levels that are used in the PPS Online Update process.

No. Name Abbreviation Description

9 See Systems SEE SYST This severity indicates a serious technical problem that will require systems assistance. It will not often be issued in PPS Online.

8 See Operations SEE OPER This severity indicates a serious problem that will require assistance from operations. It will not often be issued in PPS Online.

7 Employee Activity Reject

EMPL REJ This severity indicates that the employee record will not be updated with the entered changes. The identified error must be corrected or the update must be canceled.

6 Functional Action Reject

N/A Not used in PPS Online Update process

5 Transaction Reject N/A Not used in PPS Online Update process. Used in the batch process for set transaction processing.

4 Data Override DATA OVR Entered data will be replaced with a derived value, or a missing required field will be derived by the system.

3 Warning WARNING There is a possible error or inconsistency in the entered data. The change will be accepted as entered.

2 Implied Maintenance

IMPLD MT The system will derive or re-derive one or more data element values based on other changes made.

1 Informational INFORMTL The system has detected a condition that is not an error but which may be helpful for the user to recognize.

0 No Display N/A This severity indicates that the message will not be issued on the online screen and will not be written to the error report. Typically, this severity would be assigned as a local option when a campus decides that a message as issued in base does not need to be reviewed.


Appendix E: Acronym Quick Reference

PPS Online Update Desk Reference Page E-1

July 2017 Appendix E: Acronym Quick Reference

Appendix E Contents

Acronym Quick Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . E-3


July 2017 Appendix E: Acronym Quick Reference

Acronym Quick Reference

ACT Administrative Computing and Telecommunications

AD&D Accidental Death and Dismemberment ALAS Academic Leave of Absence/Sabbatical Form AMT Amount APO Academic Personnel Office AREP Appointment Representation ASHC Appointment Special Handling Code B/C Beneficiary/Co-owner BELI Benefits Eligibility Level Indicator BFS Business and Financial Services BRSC Benefit Rate Selection Code BUND Bundle Screen BW Bi-Weekly CHR Campus Human Resources CTO Compensatory Time Off CTOC Casual To Career Bundle CURR Current DARWIN Data Repository and Windows to Information DCP Defined Contribution Plan DDS Doctor of Dental Science DIS Disability DOH Date of Hire DOS Description of Service DSA Departmental Security Administrator DSE Departmental Support Environment DUC Distribution Unit Code EACD Academic Service Entry/Update Screen EALN Alien Information Entry/Update Screen EAPC Appointments/Distributions Condensed

Entry/Update Screen EAPP Appointments/Distributions Entry/Update Screen EAPX Status Change Bundle EAWD Awards Date Entry/Update Screen EBCC Background Check Data Update Screen EBND US Savings Bonds Entry/Update Screen ECHK Check/SUREPAY Disposition Entry/Update Screen EDB Employee Data Base EDED Miscellaneous Deductions Entry/Update Screen EDEM Miscellaneous Deductions Mass Entry

Entry/Update Screen EDEP Dependent Date Entry/Update Screen EDES Data Element Selection Entry/Update Screen


July 2017 Acronym Quick Reference

EDUC Employee Distribution Unit Code EEDB EDB Entry/Update EEID Employee Identification Entry/Update Screen EELI Executive Life Insurance Entry/Update Screen EGTN Miscellaneous Deductions Central Entry/Update

Screen EHON Honors Data Entry/Update Screen EINS Insurance Enrollment Entry/Update Screen ELIC License/Certificate Data Entry/Update Screen ELOF Layoff Data Entry/Update Screen ELVE Leave of Absence Data Entry/Update Screen EMIS Miscellaneous Information Entry/Update Screen EMP Employee EPD Employee Paid Disability EPD1 Employee Personal Data 1 Entry/Update Screen EPD2 Employee Personal Data 2 Entry/Update Screen EPER Personnel Miscellaneous Entry/Update Screen EREL Employee Relations EREP Employee Representation ERET Retirement Information Entry/Update Screen ESEP Separation Entry/Update Screen ETAX Tax Information Entry/Update Screen ETD Employee To Date EUC Employee Unit Code EWSP Work Study Program Limits Entry/Update Screen F/V Fixed/Variable FICA Federal Insurance Contribution Act FTE Full Time Equivalent FWT Federal Withholding Tax FY Fiscal Year FYTD Fiscal Year To Date GC General Campus GRS Gross GTN Gross To Net HIRE New Hire Bundle HR Human Resources HRS Hours IAPP Appointment/Distribution Inquiry Screen IAPS Appointment Summary Inquiry Screen IAPT Appointment/Distribution Compact Inquiry Screen ID Identification Number IDDB EDB Departmental Inquiry IDOC Employee Document IEDB EDB Central Inquiry IFIS Integrated Financial Information System



IFNA Financial Aid Data (Student Employment Data) Inquiry Screen

IFNW Work Study Information Inquiry Screen IGEN General Information 1 Inquiry Screen IGNL General Information 2 Inquiry Screen IHRS Hours on Pay Status/Leave Balances Inquiry Screen IINS Insurance Departmental Inquiry Screen INBI Summary of Current EDB Balances Inquiry Screen IPER Personal Data Information Inquiry Screen IRET Retirement and Savings Departmental Inquiry Screen IRPS International Relations and Pacific Studies ISIS Integrated Student Information System JOP Job Opportunities Program LAD Last Action Date LASR Leave Activity Summary Report LOA Leave of Absence LVE Leave Bundle MO Month or Monthly MSCCP Medical School Clinical Compensation Plan N/A Not Applicable NDIP Non-qualified Defined Income Plan NTX Non-Taxable O/A Off/Above Scale OASDI Old Age Survivors Disability Insurance OGSR Office of Graduate Studies and Research OP Office of the President OT Overtime PAF Personnel Action Form PAN Post-Authorization Notification PD Paid PDF Personal Data Form PET Payroll Expense Transfer PPS Payroll Personnel System PRQ Perquisite PSRV PAN Services PTO Paid Time Off Q/S Quarters/Semesters Q/S/M Quarters/Semesters/Months QTD Quarter-To-Date RA Research Assistant RED Reduction RHIR Rehire Bundle RTE Rate SEPR Separation Bundle SIO Scripps Institution of Oceanography



SKL Sick Leave SOM School of Medicine SSN Social Security Number SWT State Withholding Tax TA Teaching Assistant TC Title Code TDF Timekeeper Data Form TPCN

Torrey Pines Center North TPCS Torrey Pines Center South TRIP Time Reduction Incentive Plan TUC Title Unit Code UCOP University of California Office of the President UCDI University of California Disability Insurance UI Unemployment Insurance WHO Employee Browse Screen WSP Work Study Program YTD Year-To-Date
