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5.7

1. 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 You may now start another separation action Disposition of Forms e Forward the appropriate approval document to the mandatory reviewer e Ifthe student requests give him her a UCRS Distribution Kit for Non Exempt Student Employees or the telephone number to explore her retirement investment options 1 800 888 8267 e Separation payment AB2410 form http financial ucsc edu Financial_Affairs_Forms Separation Payment_AB2410 pdf fax form to the Payroll Office X93702 5 6 Ending Appointments or Separating Student Employees PPS User Manual
2. Exit Line 6 Column 54 C NUM P 5 7 2 Ending Appointments or Separating Student Employees PPS User Manual STUDENT EMPLOYEE ACTIONS Appointment Level Procedure Accessing the SEPR Bundle Appt End On the Appt End field enter the appropriate 1 Log on to the Payroll Personnel System end date Delete all future appointments Do 2 At Next Function type EEDB and press ENTER 3 Type SEPR and the employee ID number and press ENTER not affect any other unit s appointments Pet pUTonbevelinrocoauls The ESEP function will be displayed for the selected employee On all distributions enter the appropriate end date in the Pay End distribution field Completing the ESEP Function Delete all future distributions ESEP SEPARATION FUNCTION UCCMYSB UCOP EDU TN3270 TN5250 Connection Lols Session Edit View Tools Commands Help oemet e H ae A PPESEPO E1144 SCT EDB Entry Update SEPR 05 18 98 16 50 20 04 20 98 10 03 26 Separation Userid SCPPSLAH ID 010000909 Name DIGSALOT DAISY D SSN 010 00 0909 Pri Pay MA Data Entry for Separating Student Employees Last Day on Pay 063099 Separation Date 063099 Reason AK Destination _ Future Institution Code Intercampus Transfer __ Note Do not proceed with separation action if the student has or will return to active appointments with other service centers A separation action is for student employees who have
3. graduated who are leaving the university or who did not return to UC employment by end of October Next Func ID Name SSN UoooOlL Input accepted Fi l Help 2 Cancel 4 Print 5 Update 9 Jump 11 NextFune Enter the data for an employee separation via the SEPR bundle This bundle contains the following functions ESEP Separation EAPP Appointments Distributions ELVE Leave of Absence EADD Employee Address EPD1 Employee Personal Data 1 Line 5 Column 27 NUM A 5 7 3 Payroll Personnel System Ending Appointments or Separating Student Employees October 2008 University of California Santa Cruz PPS User Manual STUDENT EMPLOYEE ACTIONS Appointment Level Procedure Appt End On the Appt End field enter the appropriate end date Delete all future appointments Distribution Level Procedure 1 Enter data in the following fields as applicable Last Day on The last day the employee was on pay status Pay in the format MMDDYY On all active distributions enter the same end date in the Pay End distribution field as you Separation The date upon which the separation is Date effective in the format MMDDYY Reason Enter the Code indicating the reason for separation 2 Press Enter to invoke range value edits input for the appointment Delete all future distributions 1 Press Enter to invoke range value edits i 2 Press F11 Next Function to continue to the next fun
4. STUDENT EMPLOYEE ACTIONS 5 7 ENDING APPOINTMENTS OR SEPARATING STUDENT EMPLOYEES Overview The procedures described in this section are for ending student appointments or separating student employees Policy Summary Student appointments are typically set up with an ending date of 10 31 xx so that they remain active on the EDB through summer SHR Teams have the period from April through October to determine whether to extend a student s appointment end the appointment s or separate the student altogether The Year Long Process Chart in Section 5 1 2 General Workflow for Student Actions illustrates the timing for determining the most appropriate action to be taken The following guidelines are an aid in deciding whether to end or separate student employees Refer to Section 5 6 Student Extension of Appointment for guidelines about extending student employees When to End Appointments If a student s appointment s with your unit is ending but they have an active appointment in other units end your unit s appointment s and distribution s and change the student s Home Department Service Center as appropriate When to Separate Students Steps to be considered during the separation process e separation action should be processed at first Open opportunity Payroll Personnel System October 2008 University of California Santa Cruz e future address should be updated with the end of the year W 2 f
5. TUDENT EMPLOYEE ACTIONS Completing the EAPP Function EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION Completing the EPD1 Function EPD1 EMPLOYEE PERSONAL DATA 1 FUNCTION ot ucomvsb ucop eduuccmyrb ucop edu TN3270 TN5250 Connection Sman Edt Yew Commands Scat Helo uccmysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection MEE ime Session Edt View Commands Script Help Diemel 2 e Of ae e oelalsls e ee CO ae el PPEADDO C1302 SCT EDB Entry Update SEPR 11 14 00 10 52 58 11 14 60 68 46 13 Employee fiddress Data Userid SCPPSIL PPEPD10 E1302 SCT EDB Entry Update SEPR 11 14 00 11 04 07 ID 616000909 Name DIGSALOT DAISY D SSN 0186 080 0909 Pri Pay MA 11 14 00 08 46 13 Employee Personal Data 1 Userid SCPPSJL ID 010000909 Name DIGSALOT DAISY D SSN 10 00 0909 Pri Pay MA Permanent Address Line 1 1266 WESTERN DR Line 2 City SANTA CRUZ State CA Zip 95066 Date of Birth 051876 Foreign Addr Ind Prov Country Sex F Postal Code Ethnic F Home Phone 4684751223 Spouse Name Veteran Status Codes Vietnam N War Campaign _ Disability N Campus Release Codes Perm Address Home Phone Spouse Name Disabled Status N Employee Organization Disclosures Perm Address Y Home Phone _ Citizenship C Student Status 3 No of Reg Units 10 0 Campus Address Line 1 Pay Disposition Code 000462 Line 2 City State Zip Campus Phone 1 Phone 2 Campus Room 990462 Bu
6. appointment end date of 10 31 xx unless the Staff Human Resource Team knows the student is not returning to the University in fall If you are not sure whether s he will return in fall extend through fall no separation final pay Students who are separating in June their separation date is their appointment end date Fall Guidelines By end of October students with no other active appointments not returning to your unit should be separated In November those students who did not return to the University and were left on the database without an extended appointment will become inactive on the database At this time the Career Center will distribute an Inactive Student Employee Report to the HR Service Teams so that they can make a final determination as to whether to extend or separate those students In early December those few remaining inactive students who have not been manually separated will be mass separated in a batch transaction unless they have sick leave or vacation balances Students with sick leave or vacation balances must be manually separated When a student is separated they are entitled to a UCRS Distribution Kit for Non Exempt Student Employees provided to HR Service Teams by the Benefits Office Separated students requesting a refund of DCP accumulations will need to be made aware that UCOP will not process the disposition should the student become an active UCSC employee prior to the disposition being proces
7. ction 3 Press F11 Next Function to continue to the next function ELVE Function Notes amp Tips Completing the EAPP Function There is nothing to enter on the ELVE Leave of Absence EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION function for student employees uccmysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection ol x Seeon EA Mer comment Sopi dep E Press F11 Next Function to continue to the EADD Employee osjalelle e e o ml ale ae PPEADDO E1302 SCT EDB Entry Update SEPR 11 14 00 10 52 58 Address function in the SEPR bundle 11 14 00 08 46 13 Employee Address Data Userid SCPPSJL ID 010000909 Name DIGSALOT DAISY D SSN 010 00 0909 Pri Pay MA Permanent Address Line 1 1260 WESTERN DR Line 2 City SANTA CRUZ State CA Zip 95060 Foreign Addr Ind _ Prov Country Postal Code Home Phone 4084751223 Spouse Name Campus Release Codes Perm Address _ Home Phone _ Spouse Name Employee Organization Disclosures Perm Address Y Home Phone _ Campus Address Line 1 Line 2 City State Zip Campus Phone 1 Phone 2 Campus Room 900462 Building Next Func ID Name SSN F 1 Help 3 PrevMenu 4 Print 5 Update F 9 Jump 10 PrevFunc 11 NextFunc 12 Exit Line 20 Column 13 IBM 3278 2 E LU LIOTABAY NUM A 5 4 Ending Appointments or Separating Student Employees PPS User Manual Payroll Personnel System October 2008 University of California Santa Cruz S
8. essages and make necessary corrections How to Correct Consistency Errors From the ECON function you may e Correct errors directly on the ECON function e F3 Return to the last data entry function 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 and leave the EDB unchanged See Consistency Edit Messages ECON in Section 1 6 System Messages for more information 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 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 Payroll Personnel System October 2008 University of California Santa Cruz 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 ESEP function 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
9. ilding Next Func Ip Name SSN Next Func ID Name SSN gt F 1 Help 3 PrevMenu 4 Print 5 Update F 3 Jump 10 PrevFunc 11 NextFunc 12 Exit F 1 Help 3 PrevMenu 4 Print 5 Update Fe 9 Jump 10 PrevFunc 12 Exit Line 26 Column 13 WOM 2270 2 LU LIOTABAY NN Line 6 Column 17 1BM 3278 2E LU LIOTABAY C NM Z The EPD1 function allows you to change the check disposition 1 Correct the Permanent Address and Home Phone as address If there are no changes proceed to Review appropriate Pay Enter Mail Code See Appendix J Mail Codes 2 Press Enter to invoke range value edits Disposition Used to deliver checks and surepay stubs Code 3 Press F11 Next Function to continue to the EPD1 Employee Personal Data 1 function in the SEPR bundle Review Use F10 Prev Func and F11 Next Func to navigate through the functions in the bundle 1 Make sure that you have completed all the required data elements in the bundle 2 Review all entered data for accuracy and consistency 5 7 5 Payroll Personnel System Ending Appointments or Separating Student Employees October 2008 University of California Santa Cruz PPS User Manual STUDENT EMPLOYEE ACTIONS Updating the Employee Database Press F5 Update to display the PAN Subsystem Notification Preparation screen Consistency Edits If there are consistency edits the Consistency Edit ECON function is automatically displayed Review all error m
10. orms mailing address e contact the Payroll Office for separations during a Leave of Absence e separation date should be the appointment end date e when the separation date falls on a pay date follow the Separation from Employment Guide payment process procedure Throughout the academic year the SHR Team who is the sole employer may separate a student employee who is no longer registered and whose service ends An actual break in service between jobs constitutes a valid reason for separation if a student is no longer registered There are obvious advantages in separating an unregistered student e aclean more accurate EDB e student is able to access DCP accumulations e provides an opportunity to update address and W 4 information e cessation of sure pay direct deposit e student will not continue to appear on unit s timesheets e reports will be more accurate and effective e g FICA Zero Unit Report for tracking student FICA situations e student must be separated before any future re hire action can take place 5 7 1 Ending Appointments or Separating Student Employees PPS User Manual STUDENT EMPLOYEE ACTIONS Summer Guidelines In June and July it is advisable not to separate students whose employment is ending because of on going Summer and Fall recruitments and a break in service may conflict with concurrent hire in another unit Student appointments should be left as is in summer with the
11. sed Payroll Personnel System October 2008 University of California Santa Cruz Data Entry for Ending Appointments Enter the data for ending appointments via the EAPP function only Accessing the EAPP Function 1 Log on to the Payroll Personnel System 2 At Next Function type EEDB and press Enter 3 Type EAPP and the employee ID number and press Enter The EAPP function will be displayed for the selected employee Completing the EAPP Function EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION UCCMYSB UCOP EDU TN3270 TN5250 Connection ol x Session Edit View Tools Commands Help Cc tales Of 4 Sle PPEAPPO E1136 SCT EDB Entry Update 05 18 98 16 52 26 04 20 98 10 03 28 Appointments Distributions Userid SCPPSLAH ID 010000909 Name DIGSALOT DAISY D SSN O010 00 0909 Pri Pay MA PAF Gen No 2 Pg 02 of 03 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept 10 l 4 060597 063099 003565 Title an Grade Full F V Ann Hr Rate Rt Sch Time Lv 4920 ASSISTANT III _ 030 V 6 1400 H MA Z F Dist Actions L Acct cc Fund PC s5 FTE Dis 4 13 7 761340 70490 2 CR MERR II H5G STUDENT 0 3000 Pay Begin Pay End Step O A Rate Amount DOS PRQ DUC WSP 051698 063099 6 1400 REG Dist Actions L Acct cc Fund PC s FTE Dis Pay Begin Pay End Step O A Rate Amount DOS PRQ DUC WSP Next Func ID Name SSN F l Help 3 PrevMenu 4 Print 5 Update P 7 Backward 8 Forward 9 Jump 12

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