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7.5

1. BELI 1 Effective Date M7195 BELI Status Qualifiers Primary __ Date Secondary __ Date i i BELT Statue E r Derived System derived BELI code based on data Employee He lations Lode rE Employee Relations Unit AZ BELI entered previously Normally the same as the Probationary Period End Date Next Salary Review Date Next Salary Review Type _ assigned BELI code Merit Rate Increase Percent k Home Department AAASAA TRAINING ON LINE UPDATE Primary Title Code 1388 ASSISTANT PROFESSOR S MONTHS Effective Date the assigned BELI takes effect Employee Unit Code 98 Employee Representation Code si Employee Special Handling Code Employee Distribution Unit Code Date Job Group ID OO Alternate Department Code Academic Programmatic Unit Cd Original Hire Leave blank Next Func ID Name SSN Date F 1 Help 2 Cancel 4 Print 5 Update i j j Fa Ome ee e Employee Code indicating the employee IBM 3278 2 E 09 30 31 Notes and Tips Relations Code designation status for the purpose of collective bargaining Press F1 Help to see valid codes or refer to Appendix E Employee Relations Codes for assistance in determining the appropriate code e Leave Original Date of Hire field blank 2 Press Enter to invoke range value edits 3 Press F11 Next Func to continue to the next function 7 5 5 Academic Change PPS User Manual Payroll Personnel System July 1997 Universi
2. Code 2 Press Enter to invoke range value edits 3 This is the last function in the APRO bundle Proceed to Review Payroll Personnel System March 2003 University of California Santa Cruz 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 the 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 last data entry function you were at when you updated the action to make the appropriate 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 information and instructions 7 5 8 Academic Change PPS User Manual ACADEMIC ACTIONS PAN Preparation After pressing F5 Update from a data entry screen if there are no consistency edits or an ECON screen you are automatically positioned at the PAN Comme
3. 1 Next Func to continue to the next function Address university mail may be sent e g benefits statement tax information Maximum 30 characters Line 2 Automatic continuation of address Line 1 if the first line of the address is exceptionally long e g use for apartment numbers building names etc Maximum 30 characters 7 5 7 Payroll Personnel System Academic Change March 2003 University of California Santa Cruz PPS User Manual ACADEMIC ACTIONS Completing the EPD1 Function THE EPD1 EMPLOYEE PERSONAL DATA 1 FUNCTION ucemysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection Session Edit View Commands Script Help Dislalel le B le o all 2 PPEPD10 E1302 SCT EDB Entry Update APRO 11 15 00 12 03 41 10 26 00 14 22 07 Employee Personal Data 1 Userid SCPPSJL ID 700000900 Name PROFESSOR ASSISTANT DEMO SSN 700 900 0900 Pri Pay MO Date of Birth 942462 Sex F Ethnic F Veteran Status Codes Vietnam N War Campaign _ Disability N Disabled Status N Citizenship C Student Status 1 No of Reg Units Pay Disposition Code 000462 Next Func ID Name SSN gt F 1 Help 3 PrevMenu 4 Print 5 Update F 9 Jump 10 PrevFunc 12 Exit Line 6 Column 17 IBM 3278 2 E LU LIOTAAAF NUM EPD1 Procedure 1 Enter data in the following fields as applicable Pay Enter Mail Code See Appendix J Mail Codes Disposition Used to deliver checks and surepay stubs
4. ACADEMIC ACTIONS 7 5 ACADEMIC CHANGE PROMOTION APRO Overview The procedures described in this section are for an academic employee transferring from an existing appointment to an appointment in a different academic series for example e Change from a Visiting Postdoctoral to a Postgraduate Research e Change from an Assistant Researcher to an Assistant Professor The procedures described in this section are also for an academic employee moving from one rank to another rank within an academic series including e Change from Acting Assistant Professor to Assistant Professor regularization e Change from Assistant Professor to Associate Professor promotion e Change from Associate Professor to Professor promotion Before You Start 1 Obtain required approval to perform the payroll personnel action 2 Prepare information for data entry Payroll Personnel System July 2011 University of California Santa Cruz Data Entry Enter data for reclassifying an employee in an academic position via the APRO bundle This bundle contains the following functions EAPP Appointments Distributions EPER Personnel Miscellaneous EACD Academic Service EADD Employee Address EPD1 Employee Personal Data 1 Accessing the APRO Bundle 1 Log on to the Payroll Personnel System 2 At the Next Func field type EEDB and press Enter 3 Type BUND and press Enter 4 Type APRO and the employee ID number then press
5. Enter The EAPP function is displayed for the selected employee 7 9 1 Academic Change PPS User Manual ACADEMIC ACTIONS Completing the EAPP Function THE EAPP FUNCTION APPOINTMENT LEVEL TN3270 uccmvsb to host uccmvsb ucop edu Sd a Session Edit Commands Settings Help PPEAPPH EB943 SCT EDB Entry Update APRO 18 18 95 9 33 46 18 12 95 18 38 25 Appointments Distributions Userid SCACPLJ ID 7 A A9SAA Name PROFESSOR ASSISTANT DEMO SSN 7MB BB B9HB Pri Pay MO PAF Gen No 6 Pg 5 of A5 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept 4a A 5 Bg 1z E0100 999999 I 1333 Title Grade Full F U Ann Hr Rate Rt Sch Time Lv 1208 ASSOCIATE PROFESSOR S MONTHS _ 1 88 FE _46408 A A M I N Dist Actions L Acct CC Fund PC 5 FTE Dis Z 41 Z 462788 19968 HUM AMER ST POSPILIL 1 08 1 0000 Pay Begin Pay End Step O A Rate Amount DOS PRQ DUC WSP 70108 399993 1 af 3866 67 REG Dist Actions L Acct CC Fund PC 5 FTE Dis 7 Pay Begin Pay End Step O A Rate Amount OOS PRQ DUC WSP Next Func ID Name SSN F 1 Help 3 PrevMenu 4 Print 5 Update F 7 Backward 3 Jump 1i NextFunc 12 Exit IBM 3278 2 E 09 29 01 Notes and Tips e When processing a change for an academic employee always end the current appointment and distribution if their end dates are later than the action you are entering and set up a new appointment and distribution Refer to Section 1 12 End Begi
6. SSOR ASSISTANT DEMO SSN 700 900 0900 Pri Pay MO Zip Zip code associated with the address United States addresses only Permanent Address Line 1 33480 21ST STREET Line 2 City SANTA CRUZ State CA Zip 95061 reretgn Paar aoe c Provi COU Foreign Ind Enter F if this is a foreign address Cone Ruloace Cader Perm Aadress Menag Phone _ Spouse Name _ Address P F 1 dd P Employee Organization Disclosures Perm Address _ Home Phone _ rov oreign a resses on y rovince Campus Address Line 1 associated with the address if applicable Line 2 City State Zip Maximum 30 characters Campus Phone 1 Phone 2 C R 000462 Buildi PE ee Cntry Foreign address only Two digit Next Fi ID N SSN eet a7 country code associated with the address aay es F I Help 3 PrevMenu 4 Print 5 Update Press F1 Help from this field to see valid F3 9 Jump 10 PrevFunc 11 NextFunc 12 Exit NUM Line 5 Column 28 codes IBM 3278 2 E LU LIOTAAAF 7 Postal Code Foreign addresses only Postal Notes and Tips code associated with the address if applicable Review data and change only those fields that need to be updated Campus Office telephone number s at which the EADD Procedure Phone s employee can be reached 1 Enter data in the following fields as applicable 2 Press Enter to invoke range value edits Permanent Line 1 First line of the address to which all 3 Press F1
7. Units _ Quarters Semesters as Teaching Assistant __ Units _ as of Quarters The number of quarters or semesters for fice Funes i Nares are Semesters academic year based appointments or the _ Months on number of months for fiscal year based F 1 Hel 2 C 1 4 Print 5 Updat i i 4 i E ae ia preur une tieN satrune 19900 Funds appointments of service accrued in a title or in the titles Professor in Residence Adjunct Professor and or Professor of Clinical Series and supported on 19900 State Funds for more than 50 percent time The number of quarters or semesters of service accrued in the titles designated under Unit 18 for collective bargaining purposes The number of quarters or semesters of service accrued in the titles teaching assistant Associate and Teaching Fellow toward the service limitation established by policy for students 2 Press F11 Next Func to continue to the next function 7 5 6 Academic Change PPS User Manual ACADEMIC ACTIONS Permanent City City portion of the address United Completing the EADD Function Address States and foreign addresses Maximum 21 THE EADD EMPLOYEE ADDRESS FUNCTION characters O BEE Session Edit View Commands Script Help State State portion of the address United stale e s e ee Of mm ale el PPEADDO E1302 SCT EDB Entry Update APRO 11 15 00 11 39 42 States addresses only 10 26 00 14 22 07 Employee Address Data Userid SCPPSJL ID 700000900 Name PROFE
8. and Rates for a list of valid codes Distribution Level Procedure 1 End the current distribution if its pay end date is later than the action you are entering Actions Action Code L CC PC Dist F9 Jump to the command line At the command line type add d to set up the first available distribution Enter data in the following fields as applicable A system derived code indicating the personnel action which affected the associated distribution No entry is required Enter 7 for UCSC location number Enter organization FOAPAL number Enter cost center Enter fund number Enter activity code optional not required Enter 0 or 2 as applicable The percentage of the budgeted position which the distribution represents if applicable Full time is represented as 1 00 The anticipated percentage of time which is chargeable to the account fund Full time is represented as 1 0000 7 5 3 Academic Change PPS User Manual ACADEMIC ACTIONS Pay Beg Date on which the pay should be charged to the account fund in the format MMDDYY Pay End Date on which pay is expected to end for the account fund in the format MMDDYY If indefinite or tenured enter 999999 Step The step within the salary range associated with the title code Enter as one digit for academics O Code indicating that the employee s pay rate is off scale or above scale in relation to the step and or sa
9. lary 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 e g REG Code indicating the type of perquisite provided A OS UC A system derived code indicating a group within a bargaining unit to which a distribution for an appointment is assigned for collective bargaining purposes excluding range adjustments SP Not used for academics 5 Press Enter to invoke range value edits 6 Press F11 Next Func to continue to the next function 7 5 4 Payroll Personnel System Academic Change July 1997 University of California Santa Cruz PPS User Manual ACADEMIC ACTIONS EPER Procedure 1 Enter data in the following fields as applicable Completing the EPER Function THE EPER PERSONNEL MISCELLANEOUS FUNCTION TN3270 uccmvsb to host uccmvsb ucop edu A Seton Edit Commands Settings Help Assigned Benefits Eligibility Level Indicator BELD PPEPERB EB943 SCT EDB Entry Update APRO 18 18 95 9 34 55 i i i 4 1o1ib1li 18 12 95 18 38 25 Personnel Hiscel aneous Userid SCACPLJW BELI code indicating the employee S eligibility for ID 7 A A9SAA Name PROFESSOR ASSISTANT DEMO SSN 7MB BB B9BB Pri Pay MO health benefits Assigned BELI 1 Derived
10. n Procedures e If the employee has more than one appointment or more than two distributions these are stored on additional pages functions Use F8 Forward or F7 Backward to scroll through the pages e Always enter a decimal point in the percentage and rate fields The decimal point on the keypad may not work e Do not enter commas or dollar signs in the rate fields Payroll Personnel System July 1997 University of California Santa Cruz Appointment Level Procedure 1 End the current appointment if end date is later than the action you are entering Use the F9 Jump key or F15 Newline key to go to the command line At the command line type add a to set up the first available appointment Enter data in the following fields as applicable Actions Enter 14 for Academic Status Change Action Code or 10 for Promotion as appropriate 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 Code indicating the service period on which an appointment is based Press F1 Help to see valid codes Code indicating the number of months in the year over which the salary for the appointment will be paid Press F1 Help to see valid codes Appt Begin Enter the date on which the employee s appointment is effective in the format MMDDYY Date on which the appointment i
11. nts Entry screen From here you can add comments and additional reviewers to the PAN e Retain the data collection document in the Service Center employee file Disposition of Forms e Forward the appropriate approval document to the mandatory reviewer 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 7 5 9 Payroll Personnel System Academic Change March 2003 University of California Santa Cruz PPS User Manual
12. s expected to end in the format MMDDYY If appointment is indefinite or tenured enter 999999 7 5 2 Academic Change PPS User Manual ACADEMIC ACTIONS D If indefinite enter I If tenured enter T If appointment has a definite end date leave blank Dept A system derived code indicating the department or other administrative unit associated with the appointment Title A code indicating the position or classification title for the appointment Press F1 to see valid codes Leave blank for academics ur FULL The percentage of time the employee is expected to work in the appointment Enter 1 00 for full time F V Enter F for Fixed Enter the code representing whether the amount of time worked in the appointment is fixed F or variable V Annual Hr The annual salary or hourly rate associated with the appointment t h Ri Code indicating whether the rate of pay is annual A hourly H or by agreement B Press F1 Help to see valid codes Sc Enter MO for monthly current or MA for monthly arrears Time Enter the code that represents the method or reporting time for the appointment Enter T for Exception Time Reporting or enter A for Positive Time Reporting W if without salary Payroll Personnel System July 1997 University of California Santa Cruz Enter the leave accrual code that indicates the rate at which vacation and sick leave will be accrued See Appendix C Vacation Leave Accrual Codes
13. ty of California Santa Cruz ACADEMIC ACTIONS EACD Procedure 1 Entry not required The following is for your information Completing the EACD Function THE EACD ACADEMIC SERVICE FUNCTION IBM 3278 2 E 09 31 13 Notes and Tips e Divisions have discretion for use of this function for academic employees No entry required at this time Payroll Personnel System July 1997 University of California Santa Cruz at Greater than 50 Percent Quarters Semesters in Unit 18 Titles Quarters Semesters as Teaching Assistant TN3270 uccmvsb to host uccmvsb ucop edu A only Session Edit Commands Settings Help PPEACDB EM949 SCT EDB Entry Update APRO 18 18 95 69 36 82 10 12 95 18 38 25 Academic Service Userid SCACPLJU Quarters The number of quarters semesters Or months ID 7 SAA Name PROFESSOR ASSISTANT DEMO SSN 7 9 A Pri Pay MO Semesters of service accrued in the titles Instructor Months in 8 Assistant Professor and equivalent titles Year Rule toward the 8 year service limitation Quarters Semesters Months in 8 Year Rule __ Units _ l 7 a Extension to The number of quarters semesters or months xtension to 8 Year Rule _ Units _ ms i Quarters Semesters Months on 19985 8 Year Rule of additional time added to the 8 year service Funds At Greater Than 5 Percent Units _ limitation Quarters Semesters in Unit 18 Titles _

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