7.16 - PPS - University of California, Santa Cruz
Contents
1. fund in the format MMDDYY Step The step within the salary range associated with the title code O A Code indicating that the employee s pay rate is off scale or above scale in relation to the step and or salary range for the title code of the appointment if applicable Press F1 Help to see valid codes Rate Amount The monthly hourly or by agreement amount associated with the distribution Code indicating the type of compensation associated with the distribution Press F1 Help to see valid codes Code indicating the type of perquisite provided unit to which a distribution for an appointment is assigned for collective bargaining purposes excluding range adjustments Not used for academics 4 Press Enter to invoke range value edits Code indicating a group within a bargaining 5 Press F11 Next Func to continue to the next function Payroll Personnel System July 2011 University of California Santa Cruz 7 16 4 Academic Recall PPS User Manual ACADEMIC ACTIONS BELI Status Primary Code indicating the primar Completing the EPER Function Qualifiers a that qualifies ihe een for THE EPER PERSONNEL MISCELLANEOUS FUNCTION health benefits when the assigned BELI and the derived BELI do not match Press Fl Help to see valid codes TN3270 uccmvsb to host uccmvsb ucop edu Session Edit Commands Settings Help PPEPERBME M943 SCT EDB Entry Update ARCL 18 17 95 14 52 26 18 15 95 17 26 43 P2. 46 4 18 15 95 17 26 43 Appointments Distributions Userid SCACPLJ ID 650000500 Name EMERITUS PROFESSOR DEMO SSN 65 5 Pri Pay MO PAF Gen No Pg 3 of 3 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept 38 3 59 670196 563699 _ Title Grade Full F V Ann Hr Rate At Sch Time Lv 1111 SENATE S MOS RECALLED VERIP _ lz 5133 Bo B MO I N Dist Actions L Acct CC Fund PC S FTE Dis z 31 Z 403068 19999 SOCSCI PS TEMP STAFF Pay Begin Pay End Step O A Rate Amount OOS PRQ DUC WSP 78196 863899 5133 6H BYA Dist Actions L Acct CE Fund PC S FTE Dis 7 Pay Begin Pay End Step O A Aate Amount DOS PRQ DUC WSP Next Func ID Name SSN USBH1 Input accepted F 1 Help 2 Cancel 4 Print 5 Update F Backuard 3 Jump 11 NextFunc IBM 3278 2 E 14 41 34 Notes and Tips e When processing a recall appointment for an academic employee in addition to the emeritus appointment and distribution always set up a new appointment and distribution Refer to Section 1 11 Appointment and Distribution Procedures in this manual If the employee has more than one appointment or more than two distributions these are stored on additional pages Use F8 Forward or F7 Backward to scroll through the pages Payroll Personnel System July 2011 University of California Santa Cruz Actions Action Code PGM Typ Appt Begin A code indicating the personnel action w
3. 8 Academic Recall PPS User Manual
4. ACADEMIC ACTIONS 7 16 ACADEMIC RECALL Overview Before You Start The procedures described in this section are for processing a recall 1 Obtain required approval to perform the payroll personnel appointment for an Academic Senate member who retired from the action a letter from the dean Executive Vice Chancellor or University of California Santa Cruz Chancellor approving the appointment 2 Have the employee complete the required forms Pol icy Su mmary e Federal and State Withholding Allowance W 4 Academic Senate members who have retired from the University e Benefits Eligibility Level Indicator BELI form of California may be recalled to active service on a year to year UPAY 726 basis or for periods less than one year e Opt Out or Loss of Other Group coverage form Any recall appointment for an academic Senate member whose UPAY 727 if applicable record is still in the EDB is considered additional employment 3 Advise the employee to contact the campus Benefits Office within 31 days to consult regarding the affect of recall on Any recall appointment for academic employees who are not annuitant health benefits members of the Academic Senate should be processed using the appropriate Rehire AREH or New Hire AHIR bundle 4 If employee records were still in the EDB advise them to cancel miscellaneous payroll deductions Tax deferred 403 b Refer to Campus Academic Personnel Policies and Procedures California Casual
5. ee Code indicating the employee Relations designation status for the purpose of Code collective bargaining Press F1 Help to see valid codes or refer to Appendix E Employee Relations Codes for assistance in determining the appropriate code Assigned Benefits Eligibility Level Indicator BELI BELI code indicating the employee s eligibility for health benefits Press F1 Help to see valid codes Derived System derived BELI code based on data BELI entered previously Normally the same as the assigned BELI code Date the assigned BELI takes effect Date Employee Code indicating collective bargaining unit of Relations an individual Press F1 Help to see valid Unit codes 7 16 5 Payroll Personnel System Academic Recall July 2011 University of California Santa Cruz PPS User Manual ACADEMIC ACTIONS Home Six digit home department Code Press F1 Department Help to see valid codes Primary Title System derived for employees with multiple Code titles Code indicating the primary title code that will be used for reporting purposes Employee System derived code indicating the collective Unit Code bargaining unit associated with the employee s job title Employee Code indicating the title special handling code Special of the predominate appointment of an Handling individual for collective bargaining purposes Code Job Group ID System derived code used for reporting Alternate Code indicating an al
6. ersonnel Miscellaneous Userid SCACPLJW ID 650000500 Name EMERITUS PROFESSOR DEMO SSN 65 0 5 8 Pri Pay MO Date Date on which the qualifying condition began in the format MMDDYY Secondary If applicable Code indicating an additional condition that qualifies the employee for health benefits when the assigned BELI and the derived BELI do not match Press Fl Help to see valid codes Assigned BELI 5 Derived BELI 2 Effective Date 78199 BELI Status Qualifiers Primary __ Date Secondary __ Date Date of Hire 678195 Original Hire Date Employee Relations Code oyee Relations Unit 99 Probationary Period End Date Next Salary Review Date Merit Rate Increase Percent Home Department ASAA TRAINING ON LINE UPDATE Primary Title Code r 1i PROFESSOR 9 MONTHS Employee Unit Code A7 Employee Representation Code LE Employee Special Handling Coge Employee Distribution Unit Code _ Job Group ID Alternate Department Code Academic Programmatic Unit Cd Next Salary Review Type Date Date on which the additional qualifying condition began in the format MMDDYY Next Func ID Name USBH1 Input accepted F 1 Help 2 Cancel 4 Print 5 Update F 3 Jump 1 PrevFunc 11 NextFunc IBM 3278 2 E 14 47 23 Date of Hire Date on which the most recent Recall appointment takes effect EPER Procedure Original Hire Leave blank Date Enter data in the following fields as applicable Employ
7. formation and instructions PAN Preparation After pressing F5 Update from a data entry screen if there are no consistency edits or an ECON screen you are automatically Payroll Personnel System July 2011 University of California Santa Cruz positioned at the PAN Comments Entry screen From here you can add comments and additional reviewers to the PAN 1 Add a description of the action and any significant details in the Comments Entry screen 2 Press F10 NotfPrep to display the Notification Preparation screen where you can add reviewers as desired 3 Press F11 Detail to display the Activity Review screen where you can review the notification before sending it 4 Press F5 Update to complete the update and send the notification If the update is successful the first function in the bundle appears and displays U0007 UPDATE PROCESS COMPLETE For more information about PANs and additional PAN features please refer to Section 1 8 Post Authorization Notification PAN Accessing IMSG 1 To access the Message Report Screen go to the Next Function field type IMSG and press Enter 2 When the IMSG screen is displayed review any remaining messages and take the appropriate action Disposition of Forms e Forward the appropriate approval document to the mandatory reviewer e Retain the data collection document in the Service Center employee file e Forward the completed BELI form to Payroll 7 16
8. hich affected the associated appointment System derived code identifying the personnel program under which the appointment is held Enter 5 academic The code indicates the appointment type associated with the appointment A code which indicating the service period on which an appointment is based Press F1 Help for valid codes A code indicating the number of months in the year over which the salary for the appointment will be paid Press F1 to see valid codes Enter the date on which the recall appointment is effective in the format MMDDYY Appt End Date on which the appointment is expected to end in format MMDDYY Dur Leave blank 7 16 2 Academic Recall PPS User Manual ACADEMIC ACTIONS Dept A system derived code indicating the Enter the leave accrual code that indicates the department or other administrative unit rate at which vacation and sick leave will be associated with the appointment accrued Title A code indicating the position or Refer to Appendix C Vacation Leave Accrual classification title for the appointment Press Codes and Rates to determine appropriate F1 to see valid codes leave code eo EAPP Distribution Level Procedure FULL Enter the percentage of time that the employee is expected to work 100 is 1 F9 Jump down to the command line entered as 1 00 2 On the command line type add d to add a distribution to int t F V Enter the code representing whether
9. ta must be entered directly in the EDB from the UCW 4 DE form completed by the employee e Ifan employee requests Earned Income Credit please contact the Payroll Office e You must send the IRS copies of the UCW 4 DE 4 form received from an employee who 1 claims more than 10 withholding allowances or 2 claims exemption from withholding and his or her wages would normally exceed 200 00 per week 7 16 Payroll Personnel System Academic Recall July 2011 University of California Santa Cruz PPS User Manual ACADEMIC ACTIONS Review Use F10 Prev Func and F11 Next Func to navigate through the Review bundle 1 Make sure you have completed all the required data elements in the bundle 2 Review all entered data for accuracy and consistency Updating the Employee Database Press F5 Update to invoke consistency edits and to display the PAN Subsystem Notification Preparation screen Consistency Edit Errors If there are consistency edits the Consistency Edit ECON screen is automatically displayed Review all error messages and make necessary corrections How to Correct Consistency Errors From the ECON screen you may e Correct errors directly on the ECON screen e F3 Return to the bundle make any corrections then do one of the following e Press F5 Update to invoke PAN e Press F2 Cancel twice to cancel the update See Consistency Edit Messages ECON in Section 1 6 System Messages in this manual for more in
10. ternate department code Dept Code Press F1 Help to see valid codes Acad Prog For future use Unit Code 1 Press Enter to invoke range value edits 2 Press F11 Next Func to continue to the next function 7 16 6 Payroll Personnel System Academic Recall July 2011 University of California Santa Cruz PPS User Manual ACADEMIC ACTIONS Completing the XTAX Function The XTAX Procedure THE XTAX TAX INFORMATION FUNCTION TN3270 scrnshts to host uccmvsb ucop edu Session Edit Commands Settings Help PPXTARB EBSH SCT EDE Entry Update 11 27 96 10 50 13 11 19 96 22 34 39 Tax Information Departments Userid SCPPSLAH ID 01000 22 Name CASUAL STAFF DEMO SSN 18 8 8220 Pri Pay MA See Section 4 5 W 4 Procedures for W 4 Procedures Retirement System Code Ml FICA Eligibility Code M Ret FICA Derive Y Federal Marital Status Personal Allowances California Marital Status Personal Allowances Itemized Deductions Additional Withholding Federal California This is the last function in the bundle Proceed to Review SSN 10000z220 Next Func ID Name gt F 1 Help 3 PrevMenu 4 Print 5 Update Fi 3 Jump 12 Exit Notes and Tips e IMPORTANT Service Centers should not advise employees on their tax withholding or allowances Refer employees with tax questions to their tax advisor e If the employee is claiming Exempt they cannot enter allowances on UCW 4 DE 4 form e Tax da
11. the A E ee amount of time worked in the appointment is 3 Enter data in the following fields as applicable fixed F or V Actions Code indicating the personnel action which appointment L Enter 7 for UCSC location number Enter the code that indicates whether the rate Enter organization FOAPAL number of pay is annual A hourly H or by agreement B CC Enter cost center Enter the code that indicates which pay Enter fund number schedule the appointment will be paid either PC Monthly Current MO or Monthly Arrears Annual Hr Enter the annual salary hourly or Action Code affected the associated distribution No entry by agreement amount associated with the is required Enter activity code optional not required Enter 0 or 2 as applicable Enter the code that represents the method or Leave blank for recalls reporting time for the appointment Enter T The percentage of the budgeted position for Exception Time Reporting or enter A for which the distribution represents if Positive Time Reporting W if without salary applicable Dist The anticipated percentage of time which is chargeable to the account fund Pay Beg Date on which the pay should be charged to the account fund in the format MMDDYY 7 16 3 Payroll Personnel System Academic Recall July 2011 University of California Santa Cruz PPS User Manual ACADEMIC ACTIONS Pay End Date on which pay is expected to end for the account
12. ty Credit Union etc CAPPM Section 500 200 for general policy and procedure information or to the appropriate VERIP I III reappointment guidelines for VERIP retirees 5 Prepare information for data entry Data Entry Enter data for the recall appointment via the ARCL Academic Recall bundle This bundle contains the following functions EAPP Appointments Distributions EPER Personnel Miscellaneous XTAX Tax Information 7 16 1 Payroll Personnel System Academic Recall July 2011 University of California Santa Cruz PPS User Manual ACADEMIC ACTIONS Accessing the ARCL Bundle 1 Log on the Payroll Personnel System 2 At the Next Func field type EEDB and press Enter 3 Type ARCL the employee ID and press Enter The EAPP function is displayed for the selected employee Completing the EAPP Function THE EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION TN3270 uccmvsb to host uccmvsb ucop edu a he e Refer to Appendix C Vacation Leave Accrual Codes and Rates to determine appropriate leave code for this appointment Appointment Level Procedure 1 F9 Jump to the Next Func field and then press F15 New Line to go to the command line 2 At the command line type add a to set up the first available appointment 3 Enter data in the following fields as applicable Session Edit Commands Settings Help PPEAPP REDS43 SCT EDB Entry Update ARCL 18 17 95 14
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