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1. mm dd yy mm dd yy EPD1 Employee Personal Data 1 Have the employee complete this section only if any of the following information is changing CAMPUS ADDRESS BLDG CAMPUS PHONE 1 2 E MAIL Not entered in system WHERE DO YOU WANT YOUR PAYCHECK SENT This must be a campus address To have your check direct deposited to your bank account request a Surepay form from your Personnel Rep To be completed by Personnel Rep if paycheck disposition is changing Ma L CoDE 000 Enter as Room under Campus Address in system NOTE Payroll Office will enter all Surepay information into the system PRIVACY NOTIFICATION STATE The State of California Information Practices Act of 1977 effective July 1 1978 requires the University to provide the following information to individuals who are asked to supply information The principal purpose for requesting the information on this form is for payment of earnings and for miscellaneous payroll and personnel matters such as but not limited to benefits administration and changes in title and pay status University policy and State and Federal statutes authorize the maintenance of this information Furnishing all information requested on this form is mandatory failure to provide such information will delay or may even prevent completion of the action for which the form is being filled out Information furnished on this form may be used by various University departments for payroll and p2. Employee Is Employee A e Graduates 5 0 units Appointed As A Non Resident Alien With Visiting Academic an F 1 or J 1 Visa No No Is Employee Appointed Into A Safety Title Is Employee A Non Resident Alien With an F 1 or J 1 Visa Yes Yes Yes Is Employee A NTT UTN_ Non Resident Alien With No an F 1 or J 1 Visa DPD UM See Safety Titles p 4 9 5 4 9 4 Payroll Personnel System Retirement amp FICA Derivation May 2000 University of California Santa Cruz PPS User Manual UNIVERSAL ACTIONS Safety Titles Title Code Translation 0478 Chief of Police 0479 Asst Chief of Police Police Captain 5312 Police Lieutenant 5313 Police Sergeant 5323 Police Officer 0797 Fire Chief 9803 Fire Captain 9805 Fire Fighter 9804 Fire Specialist 4 9 5 Payroll Personnel System Retirement amp FICA Derivation May 2000 University of California Santa Cruz PPS User Manual UNIVERSAL ACTIONS 4 14 BUDGETARY END DATES Overview This section addresses appointments with budgetary end dates with respect to retirement eligibility and benefits eligibility Background Budgetary end dates refer to appointments that are career but have end dates for budgetary purposes only FBPO Examples of FBPO appointments are e continued employment is dependent upon availability of funds e academic appointments NOT considered contractual but should be coordinated with retirement FIC
3. pay This is the description of payment Leave Blank Leave Blank Leave Blank 6 13 4 Staff Reclassification SCLS or STEM PPS User Manual UCSC Data Collection Document CASUAL TO CAREER CASU Use this document for Changing a staff employee from casual to career status when a casual employee at 50 time or more holds the same position in the same unit for 13 consecutive months or more OR a unit head designates a casual position as career NOTE Casual to Career via open recruitment shall be processed by SHR employment EMPLOYEE NAME ID EAPP Appointments Distributions 1 End appropriate casual appointment effective mm dd yy 2 End appropriate casual distribution line s effective mm dd yy 3 For units opting to use this document as a notification to the employee of the change in terms and conditions of employment complete the new appointment and distribution information in this section have the employee sign below and provide them a copy if requested NEW APPOINTMENT INFORMATION CAREER TITLE PERSONNEL PROGRAM Not entered system derived Not entered system derived ACTION CODE 52 Casual to Career APPOINTMENT TYPE 2 L_ Career 7 _ Partial Year 1 L_ Contract BASIS __ Partial Year Career Employees Only APPT BEGIN DATE APPT END DATE mm dd yy mm dd yy DUR yH Indefinite B O Career O Other TITLE CODE GRADE if applicable Budgetary Leave Blank end date System will der
4. A and eligible for career benefits The budgetary end date code allows for automatic derivation of retirement FICA and BELI codes The appointment that is designated FBPO must be 50 or greater Payroll Personnel System May 2000 University of California Santa Cruz Duration of Appointment Code B Indefinite with an appointment end date for budgetary purposes only FBPO Coded at the appointment level in the duration field Literal translation BUDGET appears on the APT or IAPP function when B is coded THE IAPP APPOINTMENT DISTRIBUTIONS FUNCTION PF AFPO 7 1038 SCT EDE equi ry Oa Le Lh Be oe DATIS DY IA SH 1 Appaiet eent H stri beti ga Userid SCTRHFG TO MINTIT Name BUDGETARY ERO DATE ey et tit th Hm Depi DIM TRALAD MG HALT Epl mt Statae A Fri Poy Mo Total Appt Doe OL OL Renmdinieg Appt ie DH DE LEA Estur r LA Type 1 Tu Sma AGO ART l ir ade Pam lyp Lit Bagia Dt G O1 87 innr Ae zb fe Loo Fir F LEI Ei bi 30 00 Basy Pd dvr dafa0 ichat PE Lr A Dir B BUDGET Bapt Cd TOC ME PI ASHE Care Thm LLL ACyRyPRS F engana Late 2 Begin OFfO1f99 Ms 1 0080 Bate doe 456 3 Sin Di Bos REG End Os S000 FTE J F Dept ca FRG Tut we lie Lape eeyprys Begin Hr Este Ami St py W nd PT Dept J ui wR Heck fore E ii Har iik mams F L Help 2 Br opie P eitu d T ia F B Hal eee az Eabt Line 20 Calemn 1i 4 14 1 Budgetary End Dates PPS User Manual UNIVERSAL ACT
5. Codes The Retirement and FICA Codes can be viewed on the Inquiry Function IGEN General Information Payroll Personnel System May 2000 University of California Santa Cruz Retirement Codes N Not eligible for retirement system membership U Eligible and participating in the UCRS retirement system H Participating in the Safe Harbor retirement system B retirement system not currently in use Eligible but not participating in the UCRS University Of California Retirement System Membership A non student employee appointed 50 or more for one year or more is mandatorily eligible for UCRS retirement system membership One year or more can be determined three ways 1 By the appointment Begin and End Dates 2 An appointment End Date of 99 99 99 Indefinite or Tenured 3 An appointment End Date that is identified For Budgetary Purposes Only Budget 4 9 1 Retirement amp FICA Derivation PPS User Manual UNIVERSAL ACTIONS FICA Codes Not eligible to participate in FICA E Participating in FICA OASDI and Medicare M Participating in the Medicare portion of FICA only not participating in OASDI FICA Exemption Employees EXEMPT from OASDI Medicare are 1 UC students employed at UC with minimum course load requirement e Undergraduates 6 0 units e Graduates 5 0 units 2 Non resident aliens with F1 amp J1 visas Derivation Indicators A derivation indicator is a da
6. IONS Data Entry Enter the B duration of appointment code via the EAPP function Notes and Tips B code criteria Student status of non student Completing the EAPP function e Employment status of Active A or On Leave N P THE EAPP APPOINTMENT DISTRIBUTIONS FUNCTION e Appointment is 50 or more SATE tL ati p Update M00 LE 91 40 as Lofdd ao oe 17 Eppeinteentsa i atributi ani Laarid i hinr Gt rrvrrr7ry Mare Buc farr fwd pare Jim Frr e77 7777 Pri Pag Ht PAI Gen Me l Pg ol ef ol When B is not appropriate Appt Ackiang Pam Typ Doe Pd Ger Appt egin Appt Coed Dur Dept i Eo i ag E Ll GENEE z Sa Tithe Grade Fell F danjle Rate AR Sch Time Lw e Appointments that have specific end dates that are NOT career E AE ____AGRLAT AMT I LE E HM AH i Should have a blank duration field Wst detlens Acet ce Fand PE E FTE Das 4 1o st ia OOO aO a CT ESCA UMAVALL Loot Fay Egia Pay End Step G A AatefAmunt DiS Fag GUC w e Appointments less than 50 Oro eE Eai 74 14 REG e Indefinite and Tenure appointments end date 999999 Should be coded I and T respectively Ackiann L acca ce fand Bt Pl Dia De FAQ HE WPF T ee SS e Contractual Academic appointments Reet Fanc Th Wane E F 1 Fhal I PravBeso 4 Print S ledite F a Jump L2 Exik ne amp tolim EAPP Procedure Enter data in the following fields as appropriate Dur If appointment is for budgetary purposes
7. Pa Appt Begin Enter the date on which the employee will be appointments and distributions to assure greater accuracy appointed to a casual position in the format MMDDYY Appt End Enter the date on which the employee s casual position is expected to end in the format MMDDYY Leave Blank E Title Enter the title code 6 8 2 Payroll Personnel System Career to Casual May 00 University of California Santa Cruz PPS User Manual STAFF ACTIONS Permanent Change in Percent of Time Completing the EAPP Function THE EAPP APPOINTMENTS amp DISTRIBUTIONS FUNCTION TN3270 uccmvsb to host uccmysb ucop edu Session Edit Commands Settings Help PPEAPPO E0943 SCT EDB Entry Update 11 16 95 07 50 49 11 03 95 20 27 49 Appointments Distributions Userid SCPERCLSI ID 010000220 Name CASUAL STAFF DEMO SSN 010 800 0220 Pri Pay MA PAF Gen No 2 Pg 01 of Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept 10 Vie 072195 123195 _ 803905 Title Grade Full F V Ann Hr Rate Rt Sch Time Ly 4723 ASSISTANT II 6 58 VW 11 7208 H WA A N Dist Actions L Acct CC Fund PC 5 FTE Dis z 11 Z 660204 19900 2 BAS QUALITY MANAGEMENT 8 5000 Pay Begin Pay End Step O A Rate Amount DOS PRQ DUC WSP 072195 123195 1 0 11 7200 REG __ _ Dist Actions L Acct CC Fund PC S FTE Dis z Pay Begin Pay End Step O A Rate Amount DOS PRA DUC MSP Next Func ID Name SSN F THelp 3 Previienu 4 Print 5 Update F 9 Jun
8. SSH 010 08 0708 Pri p Pay MO ray Pd Ovr Leave Blank Gen No x Pg o gt ep eee KoBCiyP PAS PA AUT i TE 385985 T Boece ee Appt Begin Enter the date on which the reclassification Z Zl 5 rade ee eae a na ee action is effective in the format MMDDYY S FTE Dis z 3 UNEX FACILITIES 1 6686 Pay Begin Pay End Step O A Aate Amount DOS PRQ DUC WSP Appt End Enter the date on which the appointment HS 98196 gimis 1 8 2058 08 REG __ expected to end in the format MMDDYY Actions L Acct ce Fund PC S FTE Dis z If indefinite enter 999999 Pay Begin Pay End Step O A Rate Amount DOS PRQ DUC WSP aie Dur If appointment is indefinite enter I Doar Tne ut aeheptea tana om oa i If appointment is career but has an ending Help Cance Prin Update Fi Backuard 9 Jump 11 NextFunc date for budgetary purposes only enter B IBM 3278 2 E 14 16 35 Otherwise leave blank Appointment Level Procedure Title Enter the title code resulting from the REVE lassification 1 End current appointment and distributions the day before the icine Scie reclassification action is effective Grade If the employee is appointed to a grade based title then enter the appropriate pay grade for 2 If current appointment is Indefinite enter an asterisk in the pprop pay amp the title Dur field to delete the I FULL Enter the percentage of time that the 3 F9 Jump to the command line and use the copy xx
9. TABLE OF CONTENTS TABLE OF CONTENTS SECTIONS Payroll Personnel System Overview 1 Benefits Eligibility Overview 3 PPS Introduction 1 1 Benefits Eligibility 3 1 Roles amp Responsibilities 1 2 BELI Level Definitions 3 2 System Access 1 3 BELI Status Qualifer Codes SQC 3 3 System Structure 1 4 Navigation amp Entry Update Commands 1 5 i aa ee 3 16 Universal Actions 4 Printing Personnel Summary Reports IDOC 1 7 Post Authorization Notification PAN 1 8 Address Change 4 1 History 1 9 Check Disposition 4 2 Inquiry for the EDB and Payroll Audit Record 1 10 Name Change 4 3 Appointments amp Distributions 1 11 Social Security Change 4 4 End Begin 1 12 W 4 Procedure 4 5 Help 1 13 Intercampus Transfers 4 6 Sharing and Coordinating the Employment of Multi Unit Employees 4 7 Payroll Issues 2 Add Alternate Home Department Service Center 4 8 Retirement FICA Coding 4 9 Appointment Coding 2 1 Career Eligibility vs Retirement Eligibility 4 10 Monthly Payroll Processes 2 2 Resident Alien Coding 4 11 Timing 2 3 Non Resident Aliens 4 12 Procedures for Staffing List Only SLO 2 4 Background Checks 4 13 Damage Payments 2 5 Budgetary End Dates 4 14 Table of Contents PPS User Manual PPS OVERVIEW Appointment Date on which appointment is effective and Pay Schedule Begin and the expected ending date in MMDDYY End Dates format Duration Indicates the duration of the position Casual appointments have no duration code entered Duration c
10. TIONS 4 UNIVERSAL ACTIONS SECTION CONTENTS Address Change Check Disposition Name Change Social Security Change W 4 Procedure Intercampus Transfers Sharing and Coordinating the Employment of Multi Unit Employees Add Alternate Home Department Service Center Retirement FICA Coding Career Eligibility vs Retirement Eligibility Resident Alien Coding Non Resident Aliens Background Checks Budgetary End Dates 4 1 4 2 4 3 4 4 4 5 4 6 4 7 4 8 4 9 4 10 4 11 4 12 4 13 4 14 4 Universal Actions PPS User Manual UNIVERSAL ACTIONS 4 9 RETIREMENT amp FICA DERIVATION Overview This section describes the PPS derivation process for Retirement and FICA codes Background PPS automatically derives Retirement and FICA codes for all employees see System Derivation of Retirement FICA codes p 4 94 It is the Service Center s responsibility for determining that Retirement and FICA codes are correct for employees Service Centers should contact the Payroll Office with any questions or concerns on the derivation process It is important that the Payroll Office be informed when the system derives Retirement FICA codes other than what was intended or when the Service Center is unclear what Retirement FICA codes will derive This is necessary in order to compute and maintain correct pay Central Offices should be the ONLY units to explicitly enter Retirement FICA and Derivation
11. applicable Enter the percentage of the budgeted position which the distribution represents if applicable Full time FTE 100 is entered as 1 00 Enter the anticipated time which is chargeable to the distribution accounting unit 75 is entered as 7500 Enter the date on which the salary begins as a result of the change in percent of time in the format MMDDYY For indefinite distributions enter 999999 Otherwise enter the date on which the pay is expected to end due to account fund activity in the format MMDDYY If employee is appointed to step based title code then the appropriate step within the salary range associated with the title code Steps are entered as 1 0 1 5 2 0 etc Leave Blank Enter the monthly hourly rate or by agreement rate reflecting the salary for this action If hourly remember to use four decimal places i e 10 00 hour is entered as 10 0000 Acct Enter organization FOAPAL number DOS CC Leave blank not used at this time PRQ DUC Payroll Personnel System May 00 University of California Santa Cruz Enter REG for regular pay Leave Blank Leave Blank l 6 9 8 Percent Change in Time PPS User Manual STAFF ACTIONS Extending Renewing an Appointment and Changing the Percent of Time THE EAPP APPOINTMENT DISTRIBUTIONS FUNCTION TN3270 uccmvsb to host uccmvsb ucop edu iA Session Edit Commands Settings Help PPEAPPORE 1093 SCT EDB Entry Up
12. ar the employee will work Pd Ovr Leave Blank Appt Begin Enter the date on which the staff renewal action is effective in the format MMDDYY Appt End If indefinite enter 999999 Otherwise enter the date on which the appointment is expected to end in the format MMDDYY Dur If Appointment is indefinite enter I If Appointment is career but has an ending date for budgetary purposes only enter B Otherwise leave blank Enter the title code If employee is appointed to a grade based title then enter the appropriate pay grade for the title FULL Enter the percentage of time that the employee is expected to work in the appointment Full time 100 is entered as 1 00 F V Enter the appropriate code to indicate whether the percentage of time the employee will work in the appointment is Fixed F or Variable V Annual Hr Leave Blank System derived Enter the code that indicates whether the rate of pay is Annual A Hourly H or By Agreement B 6 10 6 Staff Renewal SRNW PPS User Manual STAFF ACTIONS THE EAPP APPOINTMENT DISTRIBUTIONS FUNCTION Bas For partial year staff career employees only TN3270 uccmvsb to host uccmvsb ucop edu HE Enter the code which indicates the number of Session Edit Commands Settings Help months in a year the employee will work DEE o an En PEK ons C ETT Tn 28S i 7 ID Se PAE ce Manes RECLASS RITAR P aS
13. areer appointment Enter 100 as 1 00 Title Enter the title code resulting from the casual to career action Grade If employee is appointed to a grade based title then enter the appropriate pay grade for the title FULL Enter the percentage of time that the F V Enter the code representing whether the amount of time worked in the appointment is Fixed F or Variable V Annual Hr Leave Blank System will derive Rt Enter the code that indicates whether the rate of pay is Annual A Hourly H or By Agreement B Sch Enter the code that indicates which pay schedule the appointment will be paid either Monthly Current MO or Monthly Arrears MA Time Enter the code that represents the method of reporting time for the appointment Enter T for Exception Time Reporting or Enter A for Positive Time Reporting Lv Enter the appropriate leave accrual code for vacation and sick leave accrual rates 4 Press Enter to invoke range value edits 6 3 Casual to Career PPS User Manual STAFF ACTIONS Completing the EAPP function Appointment Level Procedure THE EAPP APPOINTMENT DISTRIBUTIONS FUNCTION 1 TN3270 uccmvsb to host uccmvsb ucop edu E EE 2 Session Edit Commands Settings Help PPEAPPOBE 1093 SCT EDB Entry Updat CASU 87703797 08 56 05 istri i renew ood a anne ntry Update 3 End the current career distribution s 4 End the current career appointment Enter an asterisk to delete d
14. ata in DUR field 18 ppointments Distributions Userid SCPPSLAH ID 670000400 Name CAREER IMMA DEMO SSN 676 606 6466 Pri pay MA PAF Gen No 2 Pg 62 of 42 s 66 9 Appt Actions Pom Typ Bas Pd Ovr Appt Begin Appt End Dur Dept F9 Jump to the command line and type add a to set up the 26 3 672595 123195 861779 Title Grade Full F U Ann Hr Rate Rt Sch Time Lu first available appointment Press Enter 5863 STORES WORKER 6 46 UV H MA A A Dist Actions L Acct CC Fund PC So stockao PTE 2 34 5 Enter data in the following fields as applicable Pay Bagis Pay End Step O A Rate Amount DOS PRQ DUC WSP 072595 123195 16 _ 16 9108 REG Actions Leave Blank There is no action code for a Actions L Acct cc Fund PC S FTE Dis z y Action Code Career to Casual action Pay Begin Pay End Step O A Rate Amount DOS PRQ DUC WSP Next Func Name SSN Leave Blank This is a system derived code uggi Input Seepia which indicates the personnel program associated with the appointment F 1 Help 2 Cancel 4 Print 5 Update F 7 Backuard 9 Jump 11 NextFunc IBM 3278 2 E 09 01 37 Enter 3 which denotes casual appointment EAPP Notes and Tips Type code indicates the appointment type associated with the appointment Leave Blank Leave Blank e When processing a career to casual action many data elements reflecting conditions of employment will change for an employee e It may be advisable to use the add command for
15. date SANW 07703797 09 16 14 11720796 00 16 45 Appointments Distributions Userid SCPPSLAH ID 670000996 Name EXTENSION ELIZA T SSN 676 66 6996 Pri Pay NA PAF Gen No 2 Pg 82 of 2 Appt Actions Pom Typ Bas Pd Ovr Appt Begin Appt End Dur Dept 26 1 og 860294 093095 _ 982466 Grade Full F V Ann Hr Rate Rt Sch Time Ly _ 166 y A MO I A Title 4672 CLERK SR SECRETARY Dist Actions L Acct cc Fund PC 3 FTE Dis x 21 Z 666114 19900 2 HA Payroll Personnel Sy 1 66980 Pay Begin Pay End Step 07A Rate Amount DOS PRQ DUC WSP 866294 863095 _ 1796 68 REG Actions L Acct cc Fund PC 3 FTE Dis z Next Func ID Name SSN U6661 Input accepted F 1 Help 2 Cancel 4 Print S Update F Backuard 9 Jump 11 NextFunc IBM 3278 2 E 09 23 37 Appointment Level Procedure 1 End the current appointment and distribution s effective the day before the renewal is to be effective 2 F9 Jump to the command line and set up the next available appointment using add a or copy xx to xx commands 3 Enter data in the following fields as applicable Actions Enter Personnel Action Code 17 Action Code Renewal of appointment Leave Blank System derived Enter the code indicating the appointment type associated with the appointment Payroll Personnel System May 00 University of California Santa Cruz Bas For partial year staff career employees Enter the code which indicates the number of months in a ye
16. ersonnel administration and will be transmitted to the State and Federal governments as required by law Individuals have the right to review their own records in accordance with University personnel policy and collective bargaining agreements Information on applicable policies and agreements can be obtained from campus or Office of the President Staff and Academic Human Resources Offices and the campus Student Employment Services Office The officials responsible for maintaining the information contained on this form are Staff and Academic Human Resources Managers at Campuses and the Office of the President Student Employment Services Managers Campus Department Managers or Campus Accounting Officers I certify that the above terms and conditions of employment have been explained to me that any personal data that have provided on this form are correct and that have read and understand the privacy notification EMPLOYEE SIGNATURE DATE Distribution of Forms Data Collection Document Retain in the employee s personnel file BELI Form Payroll Office Evaluations Original Unit file Copy Staff Human Resources NOTE Proposed revisions to this form must be reviewed by PPS Project personnel prior to being implemented Contact Jeffrey Lau x5189 jl 5 5 00 CASUAL To CAREER CASU 2
17. ive RATE A L_JAnnual H Hourly SCHEDULE mo _ MA TIME A L_ Positive 1 L_lException Leave Cope Lla JB LJce Lip NEW DISTRIBUTION INFORMATION ACTION CODE S if applicable For additional distribution lines attach the Additional Distribution DCD to the back of this page Loc _ Account Cost Center CC ____ Fund Project Activity Sub FTE Dist Pay Begin Pay End Step O A Rate Amt DOS PRQ DUC WSP Loc _ Account Cost Center CC Fund Project Activity Sub FTE Dist Pay Begin Pay End Step O A Rate Amt DOS ___ PRQ DUC WSP Loc _ Account Cost Center CC Fund Project Activity Sub FTE Dist Pay Begin Pay End Step O A Rate Amt DOS PRQ DUC WSP FULL TIME F __ Fixed v L Variable ANNUAL HOURLY RATE EPER Personnel Miscellaneous Complete a BELI form to change the Assigned BELI change to 1 the Effective Date and any applicable Status Qualifiers EMPLOYEE RELATIONS CODE i e A G _ EMPLOYEE RELATIONS UNIT i e CX 99 etc __ PROBATIONARY PERIOD END DATE mm dd yy NExT SALARY REVIEW DATE NEXT SALARY REVIEW TYPE 2 _ Merit 3 L_JAt maximum mm yy CASUAL To CAREER CASU 1 The following information should be communicated to the employee and supervisor but is not entered into the system MID POINT EVALUATION DUE mm dd yy FINAL EVALUATION DUE mm dd yy CASUAL CREDIT TOWARD MERIT INCREASE L Yes L No MONTHS CREDIT from to
18. odes are Time Code e Indefinite I e Tenured T e For Budgetary Purposes Only B Department A system derived code indicating the Title Code Percent of Full Time Fixed or Variable Annual Hourly Rate Rate department or other administrative unit Leave associated with the appointment Accrual Code This is the official University four digit code for the position Appropriate salary grade for the position Indicates the percentage of full time that the employee is expected to devote to this appointment 100 of full time is entered as 1 00 Indicates whether the appointment percentage of time worked is established as fixed or variable The full time rate of pay annual hourly or by agreement amount associated with the appointment A code indicating whether the pay is Annual Hourly or By Agreement Payroll Personnel System May 00 University of California Santa Cruz Indicates pay schedule on which the appointment is paid MO Monthly current MA Monthly arrears Code indicating the method for reporting time worked in an appointment e A Positive by account fund e T Exception by account fund e N Positive time sheet not required Leave accrual rate for sick leave and vacation leave Reference the appropriate personnel policy or collective bargaining agreement for specific leave accrual guidance 1 11 4 Appointments and Distributions PPS User Manual UNIVERSAL AC
19. on and then press Enter 2 Enter data in the following fields as applicable Actions No required action code at the distribution Action Code level for a reclassification action L Enter 7 for UCSC location number Acct Enter organization FOAPAL number fcc Leave blank not used at this time Enter fund number Pe Enter activity code optional not required Payroll Personnel System May 00 University of California Santa Cruz Enter 1 or 2 as applicable Enter the percentage of the budgeted position which the distribution represents if applicable Full Time FTE 100 is entered as 1 00 Dist Enter the anticipated time which is chargeable to the distribution accounting unit resulting from the reclassification action 100 is entered as 1 000 Pay Beg Enter the date on which the salary begins resulting from the reclassification action in the format MMDDYY For indefinite distributions enter 999999 Otherwise enter the date on which the pay is expected to end in the format MMDDYY If employee is reclassified to a step based title code then enter the step within the salary range associated with the title code in the format 1 0 1 2 2 0 2 5 3 0 3 5 4 0 4 5 5 0 Leave Blank Enter the monthly hourly or by agreement rate associated with the distribution after the reclassification O A DOS PRO 3 Press Enter to invoke range value edits Enter REG for regular
20. only enter B 4 14 2 Payroll Personnel System Budgetary End Dates May 2000 University of California Santa Cruz PPS User Manual STAFF ACTIONS Appointment Level Procedure 1 End current casual appointment and distribution s effective the day before the career action is effective 2 F9 Jump to the command line and type add a to set up the first available appointment Press Enter 3 Enter data in the following fields as applicable Actions Enter Personnel Action Code 52 Casual to Action Code Career PGM Leave Blank System Derived Code indicating the personnel program associated with the appointment Typ Enter the Code indicating the appointment type associated with the appointment For partial year staff career employees Enter the Code which indicates the number of months in a year the employee will work Pd Ovr Leave Blank Used in academics only Appt Begin Enter the date on which the employee will be appointed to a career position in the format MMDDYY Appt End Enter the date on which the employee s career position is expected to end in the format MMDDYY If the appointment is indefinite enter 999999 Dur If Appointment is indefinite enter I If Appointment is career but has an ending date for budgetary purposes only enter B Otherwise leave blank Payroll Personnel System May 00 University of California Santa Cruz employee is expected to work in the c
21. p 12 Exit IBM 3278 2 E_08 03 15 Appointment Level Procedure 1 End the current appointment and distributions effective the day before the permanent action if effective If current appointment was indefinite then delete the I in the duration field by entering a in this field F9 Jump to the command line and set up the next available appointment using add a or copy xx to xx command 4 Enter data in the following fields as applicable Actions Leave Blank Personnel Action Code for Action Code change in percent of time is system derived Payroll Personnel System May 00 University of California Santa Cruz PGM Leave Blank System derived Typ Enter the code indicating the appointment type associated with the appointment Bas For partial year employees only Enter the code that indicates the number of months in the year that the employee will work Pd Ovr Leave blank Appt Begin Enter the date on which the change is effective in the format MMDDYY Appt End If indefinite enter 999999 Otherwise enter the date on which the appointment is expected to end in the format MMDDYY If Appointment is indefinite enter I If Appointment is career but has an ending date for budgetary purposes only enter B Otherwise leave blank Enter the title code Grade If employee is appointed to a grade based title then enter the appropriate pay grade for the
22. ta element that indicates whether the Retirement System Code and FICA Eligibility Code should be automatically derived by the system and also what rules PPS should use for derivation The Retirement FICA Derivation Indicator can be viewed on the History function HPER Personal Data History Payroll Personnel System May 2000 University of California Santa Cruz Derivation Indicators Do NOT derive Retirement and FICA codes Derive Retirement and FICA codes L Derive Retirement and FICA codes using special derivation rules for UCRP members who in 1976 made a lifetime election not to be coordinated with FICA 1 2 3 Indicator that derivation is pending for a rehire Derivation For New Hires And Rehires PPS will evaluate all eligible appointments from the date of hire to determine whether the employee has the adequate percentage and duration of time to qualify for UCRP Derivation For Student Employees PPS will automatically derive Retirement and FICA codes for students based on number of units Contact the Career Center with questions or concerns on the Student FICA derivation process 4 9 2 Retirement amp FICA Derivation PPS User Manual UNIVERSAL ACTIONS System Derivation of Retirement FICA Codes START HERE Is Employee Appointed Is Employee A 50 or More for Registered Student A Year or More Is employee enrolled in Yes minimum number of units e Undergraduates 6 0 units Is
23. title Full Enter the percentage of time that the employee is expected to work in the appointment Full time 100 is entered as 1 00 F V Enter the appropriate code to indicate whether the percentage of time the employee will work in the appointment is Fixed F or Variable V 6 9 Percent Change in Time PPS User Manual STAFF ACTIONS RT Enter the code that indicates whether the rate Fund of pay is Annual A Hourly H or By PC Agreement B b Annual Leave Blank System derived a FTE Enter a pay schedule code that will be consistent for all appointments Valid codes are Monthly Current MO or Monthly Arrears MA Enter the time code that represents the method of reporting time for the appointment Enter T for Exception Time Reporting or Enter A for Positive time reporting Enter the leave accrual code that indicates the rate at which vacation and sick leave will be accrued 5 Press Enter to invoke range value edits The Distribution Level Procedure 1 F9 Jump to the command line and use the copy xx to xx command to set up the next available distribution O A 2 Enter data in the following fields as applicable Rate Actions Leave Blank Personnel Action Code for Amount Action Code Change in Percent of time is system derived L Enter 7 for UCSC location number Dist Enter fund number Enter activity code optional not required Enter 1 or 2 as
24. to xx employee is expected to work in the command to set up the next available appointment appointment 4 Enter data in the following fields as applicable Full time 100 is entered as 1 00 Actions Enter the appropriate personnel action code Enter the code representing whether the Action Code associated with the reclassification amount of time worked in the appointment is Fixed F or Variable V es Leave Pani aysien denved personnel Annual Leave Blank System will the annual rate program type after the update has occurred Typ Enter the Code indicating the appointment type 6 13 3 Payroll Personnel System Staff Reclassification SCLS or STEM May 00 University of California Santa Cruz PPS User Manual STAFF ACTIONS Enter the code that indicates whether the rate of pay is Annual A Hourly H or By agreement B Enter the code that indicates which pay schedule the appointment will be paid either Monthly Current MO or Monthly Arrears MA Enter T for Exception Time Reporting or Enter A for Positive Time Reporting This code represents the method or reporting time for the appointment Enter the leave accrual code that indicates the rate at which vacation and sick leave will be accrued 5 Press Enter invoke range value edits Distribution Level Procedures 1 F9 Jump to the command line and type add d or use the copy xx to xx command to set up the next available distributi
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