2.4 - PPS - University of California, Santa Cruz
Contents
1. PAYROLL 1 The Staffing List Staffing List Report of career budgeted employees FTE Resource document to units Tool for managing the permanent budget The Staffing List is composed of three processes e PPS Payroll Personnel System Distribution elements e BSL journal prepared for permanent changes to the budget e Provision tracking filled and unfilled positions BSL s and Provisions are not a part of OEU and are managed by the Budget Office and Service Center personnel who deal with budget issues The preparer should be aware that what is entered in the PPS system through the distribution elements FTE has impact on these other processes Payroll Personnel System July 2011 University of California Santa Cruz 2 Timefile Timefile UPAY644E Worksheet that determines what employee will be paid Reflects current appointment time amp payment info residing in PPS at the time the worksheets were drawn from Lists all employees eligible for payme specified pay period by FAU 3 Data is input into the PPS system via Distribution Elements The Staffing List gets the FTE from these distribution elements The Timefile pulls the distribution 2 4 2 Staffing List Timefile and Temporary Change in Percent Time PPS User Manual PAYROLL FTE Full Time Equivalent budget _ subs 0 and 1 only For each distribution amount in the FTE field represent the2. e Add anew appointment and distribution generally with sub 2 for the period of 06 05 97 08 31 97 e Remember sub 2 distributions must ALWAYS be under separate appointments from sub lor sub 0 distributions See Section 2 1 1 Appointment Level Procedure 1 F9 Jump to the command line and set up the next available appointment using the add a command 2 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 Leave Blank System derived Typ i Enter the code indicating the appointment type associated with the appointment Bas For partial year staff employees enter the code that indicates the number of months in the year that the employee will work For temporary academic appointments enter the appropriate basis code For temporary academic appointments enter the appropriate Paid Over Code Leave blank for staff Appt Begin Enter the date on which the change is effective in the format MMDDYY Appt End Enter end date of the temporary appointment in the format MMDDYY Leave blank Payroll Personnel System July 2011 University of California Santa Cruz Enter the title code Enter if appropriate Grade Full Enter the percentage of time for the temporary appointment i e 25 that the employee is expected to work in the temporary appointment 25 is entered as 25 Enter the approp
3. percentage of budget position Full FTE or 100 FTE is shown as 1 00 Total of FTE within specified dates cannot be greater than 1 00 FTE coded ona distribution will include that employee on the Staffing List FTE does not feed the Timefile PPS Distribution Required in all distributions regardless of sub 0 1 2 except for flat rated distributions i e BYA Required for both fixed amp variable appointments Represents the of salary to be charged to the FAU on the distribution Full Time or 100 is shown as 1 0000 on the dist Total of all REG distributions may not exceed 100 Drives employee s gross pay Does not feed to the Staffing List The distribution line contains important data elements for both the budget process and the payment of employees Payroll Personnel System July 2011 University of California Santa Cruz Here is the distribution line as it appears on IAPP note the associated appointment is not shown on the following examples Distribution Elements in PPS Dis 11 L A C E P S 7761340 704901 CR MERR II HSG Begin 06 05 97 Dis 1 0000 Rate Amt 1500 00 Step OA DOS REG End 99 99 99 FTE 1 00 Dept Cd 003565 PRQ DUC WSP Ps This example represents a typical career employee The Staffing List pulls data elements from the distribution line to affect PERMANENT BUDGET 2 4 3 Staffing List Timefile and Temporary Cha
4. FTE Dis Pay Begin Pay End Step O A Rate Amount DOS PRQ DUC WSP Next Func ID Name SSN gt F 1 Help 3 Prev enu 4 Print 5 Update F 7 Backward 9 Jump 11 NextFune 12 Exit 2 4 8 Staffing List Timefile and Temporary Change in Percent Time PPS User Manual PAYROLL BASE CAREER POSITION Using the end begin method End the sub 1 or sub 0 base distribution the day before the temporary change in percent time is to start 06 04 97 in this example Add the distribution to temporarily reduce the in time must be the same FAU so it remains under base appointment Add a distribution to bring employee back to regular status Distribution Level Procedure 1 End the current distribution effective the day before the temporary action will begin F9 Jump to the command line and set up the next available distribution using the copy xx to xx command in this example copy 11 to 12 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 L Enter 7 for UCSC location number Acct Enter organization FOAPAL number CC Enter cost center Fund Enter fund number PC Su Enter activity code optional not required b Enter 0 1 or 2 as applicable Do not change the percentage of the budgeted position which the distribution represents Full time FTE 100 i
5. Action Code Action Code 14 in this example Sch Enter Monthly Current MO PGM Leave Blank System derived Time Enter T for Exception Time Reporting or o Enter A for Positive Time Reporting Enter the code indicating the appointment This code represents the method or reporting type associated with the appointment time for the appointment 2 4 16 Payroll Personnel System Staffing List Timefile and Temporary Change in Percent Time July 2011 University of California Santa Cruz PPS User Manual PAYROLL Enter the leave accrual code that indicates the rate at which vacation and sick leave will be accrued Pay End Enter the date on which the temporary appointment is expected to end the format MMDDYY 4 Press Enter to invoke range value edits Step If the employee is appointed to a step based title code then enter the appropriate step Distribution Level Procedure within the salary range associated with the 1 F9 Jump to the command line and use the add d o E Caras nter steps in the following format command to add distribution s to new temporary 1 0 1 5 2 0 2 5 3 0 3 5 4 0 4 5 5 0 eee Enter steps in the following format for academics 1 2 3 4 5 O A As applicable for academic appointments Leave blank for staff Rate Amount The monthly hourly or by agreement amount in effect for the temporary appointment Enter the appropriate DOS description of C service Code EAD for EAP Director in this
6. Action Code change in percent of time is system derived cc Pc Enter the percentage of the budgeted position which the distribution represents if applicable Full time FTE is entered as 1 00 gs 4 ies Full Enter the anticipated time which is chargeable to the distribution accounting unit 100 is entered as 1 0000 Pay Beg Enter the date the employee will return to their original percent of time in the format MMDDYY Pay End Enter the original ending date of the employee distribution pay end If indefinite enter 999999 If employee is appointed to a step based title code then enter the appropriate step within the salary range associated with the title code Enter steps in the following format for staff 1 0 1 5 2 0 2 5 3 0 3 5 4 0 4 5 5 0 Enter steps in the following format for academics 1 2 3 4 5 As applicable for academic appointments Leave blank for staff Payroll Personnel System July 2011 University of California Santa Cruz Rate Enter the monthly or hourly rate reflecting the Amount salary for this action If hourly remember to use four decimal places i e 10 00 hour is entered as 10 0000 If monthly i e 2014 00 enter as 2014 00 Enter REG for regular pay Leave Blank Leave Blank Leave Blank 7 Press Enter to invoke range value edits 2 4 10 Staffing List Timefile and Temporary Change in Percent Time PPS User Manual PAYROLL TEMPORARY APPOINTMENT
7. Amount DOS PRQ DUC WSP 030103 063004 3 o 5766 67 REG ccmysb ucop edu TN3270 TN5250 Connection sion Edit View Commands Script Help oemel B e Of L PPEAPPO E1419 SCT EDB Entry Update STEM 05 21 04 15 41 04 04 12 04 21 47 54 Appointments Distributions Userid SCPPSJAG ID 700000001 ame Demo Temporary Appt Pri Pay MO rHr ven No o Pg 03 of 93 Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept FLSA mh _ 5 11 12 070104 963006 Actions L Acct cc Fund PC S FTE Dis 7 402735 19900 HUN LT Staffing FTE 1 66 1 9000 Pay Begin Pay End Step 0 A Rate Amount DOS PRQ DUC WSP 070104 063006 3 o 5766 67 REG Next Func ID U90001 Input accepted gt Name SSN F 1 Help 2 Cancel 4 Print S Update F 8 Forward 9 Jump 11 NextFunc Grade Full F V Ann Hr Rate Rt Sch Time Lv 1210 ASSOC PROFESSOR FISCAL YR 1 00 F _84800 00 A MO I N e Dist Actions L Acct CC Fund PC s FTE Dis Line 6 Column 9 21 Z 402735 19900 HUM LT Staffing FTE 1 6000 IBM 3278 2 E LU LIOTABHS NM Pay Begin Pay End Step 0 A Rate Amount DOS PRQ DUC WSP 070104 063006 3 o 7066 67 EAD Actions L Acct cc Fund PC S FTE Dis Pay Begin Pay End Step 0O A Rate Amount DOS PRQ DUC WSP Next Func ID U8ee1 Input accepted gt F 1 Help 2 Cancel 4 Print S Update F 7 Backward 11 NextFunc Line 6 Column 9 wT T A 1BM 3278 2 E LU LLOTABHS 24 14 Payro
8. PAYROLL 2 4 STAFFING LIST TIMEFILE AND TEMPORARY CHANGE IN PERCENT TIME Quick Reference Locator for Temporary Actions Provisions amp BSL s I 1 Staffing List Temporary Change in Percent Time page 6 and Sec 6 9 Temporary Appt Replacing Base Appt page 13 Temporary Acct Number Change See OPTRS Manual Temporary Reclassification Promotion See Sec 6 12 Background Sub 0 and sub 1 employees have budgeted hard positions This is represented on the distribution line as FTE full time equivalent There are some sub 0 employees who properly do not have FTE Teaching Assistants Lecturers Graduate Student Researchers generally titles in the range of 2XXX 3X XX and 16XX and some sub 1 employees in certain situations do not have FTE associated with a particular distribution For employees appointed in a career position Three Systems interact to manage the permanent budget and pay the employee In certain instances there is no FTE established for an appointment that fits the criteria When a department is self funded they are not budgeted as other fund sources and thus do not have FTE established so do not print on the Staffing List Other sub systems also interface with PPS but are not pertinent to this module 2 4 1 Payroll Personnel System Staffing List Timefile and Temporary Change in Percent Time July 2011 University of California Santa Cruz PPS User Manual
9. and Temporary Change in Percent Time PPS User Manual PAYROLL Completing the EAPP Function Use the STEM bundle for data entry THE EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION PAGE 1 BASE APPOINTMENT uccmysb ucop edu TN3270 TN5250 Connection _ jo x Session Edit View Commands Script Help PPEAPPO E1419 SCT EDB Entry Update STEM 06 19 03 08 11 22 06 16 03 12 16 22 Appointments Distributions Userid SCTRNG61 ID 010000190 Name PAN PENNY P Pri Pay MO PAF Gen No 2 Pg 01 of 03 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept FLSA 16 1 2 680395 999999 I 662138 96 Title Grade Full F V Ann Hr Rate Rt Sch Time Lv 4673 CLERK 1 00 F _18000 00 A no T A Dist Actions L Acct cc Fund PC S FTE Dis 7 444645 19900 1 UCO LICK OBSERVATORY FE 1 00 1 6000 Pay Begin Pay End Step 0 A Rate Amount DOS PRQ DUC WSP 080395 060497 10 _ 1500 00 REG Actions L Acct cc Fund PC S FTE Dis 7 444645 19900 1 UCO LICK OBSERVATORY FE 1 00 0 7500 Pay Begin Pay End Step 0 A Rate Amount DOS PRQ DUC WSP 060597 683197 160 6 _ 1500 60 REG Func l ID Name SSN 1 Help 3 PrevMNenu 4 Print 5 Update 8 Forward 9 Jump 11 NextFune 12 Exit Payroll Personnel System July 2011 University of California Santa Cruz THE EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION PAGE 2 BASE APPOINTMENT Session Edit View Commands Script Help PPEAPPO E1419 SCT EDB Entry Update STEM 06 19 03 08 12 43 06 16 03 12 16 22 Appoint
10. at MMDDYY Payroll Personnel System July 2011 University of California Santa Cruz If employee is appointed to a step based title code then enter the appropriate step within the salary range associated with the title code Enter steps in the following format for staff 1 0 1 5 2 0 2 5 3 0 3 5 4 0 4 5 5 0 Enter steps in the following format for academics 1 2 3 4 5 O A As applicable for academic appointments Leave blank for staff Rate Enter the monthly hourly or by agreement Amount rate reflecting the salary for this action wap 3 Press Enter to invoke range value edits 4 Press F11 Next Func to continue to the next function The EPER Personnel Miscellaneous function will be displayed for the employee See Section 6 9 5 6 9 6 for the following procedures e FEPER e Review e Consistency Edits e PAN Preparation e Accessing IMSG e Disposition of Forms 2 4 12 Staffing List Timefile and Temporary Change in Percent Time PPS User Manual PAYROLL Temporary Appointment Replacing Base Appointment STAFF or ACADEMIC Background Staffing List Only SLO Distributions When there is NO active distribution to hold the place for FTE a new DOS code is required e SLO is a description of service that stands for Staffing List Only It is not a paying DOS code A distribution established with the DOS code SLO will not generate pay but will include that employee on the sta
11. ctive Date 010189 BELI Status Qualifiers Primary __ Date Secondary __ Date Date of Hire 070183 Original Hire Date Employee Relations Code Employee Relations Unit AZ Probationary Period End Date Next Salary Review Date Merit Rate Increase Percent Home Department 000624 DIVISION OF HUMANITIES Primary Title Code 1200 ASSOCIATE PROFESSOR ACAD YR Employee Unit Code Employee Representation Code HE amp Employee Special Handling Code Employee Distribution Unit Code _ Job Group ID Alternate Department Code Academic Programmatic Unit Cd Next Salary Review Type _ Next Func ID gt F 1 Help 2 Cancel 4 Print S Update F 10 PrevFunc Line 5 Column 17 IBM 3278 2 E LU LIGTABHS NUM I EPER Notes and Tips e Did the change action affect any of the highlighted fields If not forward to Review Otherwise update as appropriate The EPER Procedure 1 Press Enter to invoke range value edits 2 This is the last function in the STEM Bundle Proceed to the Review section Review 1 Use F10 or F11 to navigate through the STEM bundle 2 Make sure you have completed all the required data elements 3 Review all entered data for accuracy and consistency Payroll Personnel System July 2011 University of California Santa Cruz 4 Note There will be an edit message on the ECON function 08118 Warning TOTAL OF CURRENT DISTR PCTS EXCEEDS APPOINTMENT S PCT FULL TIME This is because th
12. e system does not recognize SLO as a non paying distribution 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 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 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 in this manual 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 2 4 18 Staffing List Timefile and Temporary Change in Percent Time PPS User Manual PAYROLL 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 b
13. efore sending it 4 Press F5 Update to complete the update and send the notification If the update is successful the EAPP 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 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 forms as indicated on your data collection document 2 4 19 Payroll Personnel System Staffing List Timefile and Temporary Change in Percent Time July 2011 University of California Santa Cruz PPS User Manual
14. et base salary PPS Overview The procedures described below relate to processing TEMPORARY actions to a career employee that do not affect the permanent budget These actions are e Temporary Change in Percent of Time and e Temporary Appointment Replacing Base Appointment Policy Summary Refer to Policy Summaries in this manual Staff and Academic for Change in Percent of Time The same considerations given permanent actions must also be addressed when processing actions of a temporary nature however there are additional budgetary issues for temporary actions on which this section will focus Payroll Personnel System July 2011 University of California Santa Cruz Before You Start Obtain required approval to complete the temporary action Data Collection Documents DCD s e Foran ACADEMIC change use either the employee letter or the markup listing e For both Staff and Academic change in percent time use the PCNT data collection document Data Entry Use the STEM bundle to process these temporary actions EAPP Appointments Distributions EPER Personnel Miscellaneous Accessing the STEM Bundle 1 Log on to the Payroll Personnel System 2 At Next Function type EEDB and press Enter 3 Type BUND and press Enter to display the bundle menu 4 Type STEM Employee ID Number and press Enter The EAPP function is displayed for the selected employee 2 4 5 Staffing List Timefile and Tempora
15. example P Su C Enter activity code optional not required la HN b Enter 0 1 or 2 as applicable nee ec FTE Leave Blank there should be no FTE Leave Blank associated with a temporary action 3 Press Enter to invoke range value edits Dist Enter the anticipated time which is chargeable 4 Press F11 Next Func to continue to the next function to the accounting unit resulting from the i The EPER Personnel Miscellaneous function will be displayed 2 Enter data in the following fields as applicable Actions Leave blank Action Code Enter 7 for UCSC location number Acct Enter organization FOAPAL number Fund Enter fund number Enter cost center temporary appointment 100 is entered as 1 0000 for the employee Enter the date on which the temporary appointment is effective in the format MMDDYY Completing the EPER Function EPER PERSONNEL MISCELLANEOUS FUNCTION 2 4 17 Payroll Personnel System Staffing List Timefile and Temporary Change in Percent Time July 2011 University of California Santa Cruz PPS User Manual PAYROLL uccmysb ucop edu TN3270 TN5250 Connection Session Edit View Commands Script Help Difco teal s e 83 Bl M s CO ml ale PPEPERO E0943 SCT EDB Entry Update STEM 05 21 04 15 41 17 04 12 04 21 47 54 Personnel MiscellLaneous Userid SCPPSJAG ID 700000001 lame Demo Temporary Appt Pri Pay MO Assigned BELI 11 Derived BELI Effe
16. ffing list The Budget Control Office is responsible for maintaining the staffing list which is the list that keeps track of the dollars and FTE for each account Central Offices make SLO entries when necessary to balance the staffing list Service Centers will also create SLO distributions for the following e Temporary Appointment Replacing Base Appointment for an Academic Employee The SLO distribution basics The SLO distribution acts as the placeholder for BASE budgeted salary on the Staffing List The SLO distribution and the temporary assignment distribution will always have the same begin and end dates ie The staffing list must still reflect BASE SALARY for the duration of the temporary action Payroll Personnel System July 2011 University of California Santa Cruz base appt Setting Up a SLO 1 End Current Distribution no change to Appt 2 Begin new Distribution e placeholder for FTE on the Staffing List e DOS Code SLO 3 Setup a new Dist to bring back the Employee to their regular pay status temp appt 3 4 Begin another Appt Dist for the Temporary Appt e no FTE e DOS Code as applicable A temporary appointment will ALWAYS require a new appointment because it involves a change in title If the title code and rate ate not changing this is a funding change See OPTRS EDTS and EDTM procedures For a temporary appointment you would 1 End the current distribution under
17. he date the employee will return to their original base pay in the format MMDDYY Return date is the day after the temp action has ended MMDDYY Bay End aera eh a employees Appt End Enter end date of the temporary appointment in the format MMDDYY 5 Press Enter to invoke range value edits Dur Lea e blank Title Enter the title code Grade Enter if appropriate e For a temporary appointment title is ALWAYS changing so Full a new appointment is ALWAYS required Appt Begin Enter the date on which the temporary appointment is effective in the format TEMPORARY APPOINTMENT Enter the percentage of time for the temporary appointment 100 in this example that the employee is expected to work 100 is entered as 1 00 e Add a new appointment and distribution for the period of 07 01 04 06 30 06 Enter the appropriate code to indicate whether the percentage of time the employee will work 1 F9 Jump to the command line and set up the next available in the appointment is appointment using copy xx to xx appointment 10 to 20 Fixed F or Variable V in this example Appointment Level Procedure Enter the code that indicates whether the rate of pay is Annual A Hourly H or By Agreement B Annual Leave Blank System derived 2 Enter data for the temporary appointment as follows 3 Enter data in the following fields as applicable Actions Enter the appropriate Personnel
18. ll Personnel System Staffing List Timefile and Temporary Change in Percent Time July 2011 University of California Santa Cruz PPS User Manual PAYROLL BASE APPOINTMENT Using the end begin method e End the sub 0 or 1 base distribution 06 30 04 e Add a new distribution under the sub 0 or sub 1 base appointment with the account fund sub FTE of time step and rate that the employee is normally budgeted for The begin and end date should match the begin and end date of the temporary action 07 01 04 06 30 06 and the DOS code will be SLO e Add a distribution to bring employee back to regular status 07 01 06 99 99 99 Distribution Level Procedure 1 End current distribution the date before the temporary appointment is to begin 2 Enter data for the SLO distribution as follows Actions Leave blank Action Code Enter 7 for UCSC location number Acct Enter organization FOAPAL number CC Enter cost center Fund Enter fund number PC Enter activity code optional not required Sub Enter 0 or 1 as applicable FTE FTE must be same as FTE in base distribution 1 00 in this example Dist Enter the anticipated time which is chargeable to the accounting unit resulting from the appointment 100 is entered as 1 0000 Payroll Personnel System July 2011 University of California Santa Cruz Pay Beg Enter the date on which the temporary appointment is effective in the format MMDDYY Pay End E
19. ments Distributions Userid SCTRN61 ID 616000190 Name PAN PENNY P Pri Pay MO PAF Gen No 2 Pq 02 of 03 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept FLSA 16 1 2 680395 999999 I 662138 96 Title Grade Full F V Ann Hr Rate Rt Sch Time Lv 4673 CLERK 1 00 F _18000 00 A no I A Dist Actions L Acct cc Fund PC S FTE Dis 13 7 444645 19900 1 UCO LICK OBSERVATORY FE 1 00 1 6000 Pay Begin Pay End Step 0 A Rate Amount DOS PRQ DUC WSP 090197 999999 10 _ 1500 00 REG 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 gt F 1 Help 3 PrevMenu 4 Print 5 Update F 7 Backward 8 Forward 9 Jump 1l NextFunc 12 Exit THE EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION PAGE 3 TEMPORARY APPOINTMENT Session Edit View Commands Script Help PPEAPPO E1419 SCT EDB Entry Update STEM 06 19 03 08 12 29 06 16 03 12 16 22 Appointments Distributions Userid SCTRNG61 ID 010000190 Name PAN PENNY P Pri Pay MO PAF Gen No 2 Pg 03 of 03 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept FLSA 20 a 2 660597 083197 _ 662138 6 Title Grade Full F V Ann Hr Rate Rt Sch Time Lv 4723 ASSISTANT IT 8 25 F A NO A A Dist Actions L Acct cc Fund PC FTE Dis 21 7 444645 19900 2 UCO LICK OBSERVATORY FE 8 2500 Pay Begin Pay End Step 0 A Rate Amount DOS PRQ DUC WSP 060597 083197 10 _ 1900 00 REG Actions L Acct cc Fund PC S
20. nent budget For this scenario a new appointment and distribution will also have to be set up to pay the employee for the temporary assignment she has accepted 2 4 6 Staffing List Timefile and Temporary Change in Percent Time PPS User Manual PAYROLL Temporary ___ Asst II position timefile l Dis 0 2500 amp Rate Dis 21 L A C F P S 7761340 70490 2 CR M Begin 06 05 97 Dis 0 2500 Rate Amt 1900 00 Step OA DOS REG End 8 31 97 FTE i 0 00 Dept Cd 003565 PRQ DUC WSP Ps Note the distribution number is 21 which indicates a NEW APPOINTMENT has been set up Distribution 21 is accomplishing one thing 1 Paying the employee for the temporary assignment on the Timefile Note that FTE is 0 00 thus the Staffing List is NOT IMPACTED FTE must ALWAYS be 0 00 on distributions associated with TEMPORARY APPOINTMENTS A temporary appointment must NOT be included in the PERMANENT BUDGET Payroll Personnel System July 2011 University of California Santa Cruz Once the temporary action is over the employee must be brought back to their regular career status After Temporary Reduction Career Position staffing list timefile 1 00 FTE amp Rate Dis 1 0000 amp Rate Dis 1 L A C S 7761340 70490 1 CR N Begin 09 01 97 Dis 1 0000 Rate Amt 1500 00 Step OA DOS REG End 99 9 99 FTE 1 00 Dept Cd 003565 PRQ DUC WSP PPS 2 4 Staffing List Timefile
21. nge in Percent Time PPS User Manual PAYROLL Distribution Elements Relating to Staffing staffing list FTE amp Rate A C F P S 7761340 70490 1 CR MERRII HSG Begin 06 5 97 Dis 1 0000 Rate Amt 1500 00 Step OA DOS REG End 99 9999 FTE 1 00 Dept Cd 003565 PRQ DUC WSP Ps The Timefile pulls data elements from the same distribution line to affect employee pay Distribution Elements Relating to Staffing timefile Dis 1 0000 amp Rate Dis 11 L A C E P S 7761340 70490 1 CR M Begin 06 05 97 Dis 1 0000 Rate Amit 1500 00 Step OA DOS REG End 99 99 99 FTE 1 00 Dept Cd 003565 PRQ DUC WSP PPS Payroll Personnel System July 2011 University of California Santa Cruz Thus the two systems derive their data from the same distribution line on PPS but as is illustrated below the Staffing List and the Timefile update independently of each other Distribution Elements Related to Staffing staffing list timefile FTE amp Rate Dis 1 0000 amp Rate a Dis 1 L A C S 7761340 70490 1 CR N Begin 06 05 9 Dis 1 0000 Rate Amt 1500 00 Step OA DOS REG End 99 99 99 FTE A 1 00 Dept Cd 003565 PRQ DUC WSP Ps 2 4 4 Staffing List Timefile and Temporary Change in Percent Time PPS User Manual PAYROLL Temporary Actions The Staffing List must reflect base salary Temporary Actions to a career employee must not change the permanent budg
22. nter the date on which the temporary appointment is expected to end the format MMDDYY Step Step must be the same as Step in base distribution 3 in this example Enter steps in the following format for staff 1 0 1 5 2 0 2 5 3 0 3 5 4 0 4 5 5 0 Enter steps in the following format for academics 1 2 3 4 5 O As applicable for academic appointments Leave blank for staff Rate Amount The Rate Amount must be the same as Rate Amount in base distribution 5766 67 in this example Enter SLO for Staffing List Only This code indicates the description of service PRQ Leave Blank Leave Blank O U Leave Blank 3 F9 Jump to the command line and use the copy xx to xx command to copy the original distribution s to new distribution s Note You should copy the original distribution s not the temp distribution s A S C SP 4 Since you used the copy command usually the only data elements requiring OEU would be the Pay Begin and Pay End dates 2 4 15 Staffing List Timefile and Temporary Change in Percent Time PPS User Manual PAYROLL ey D za Actions Leave blank The action code if applicable is Action Code entered at the appointment level and will be entered on the temporary appointment For temporary academic appointments enter the appropriate basis code For temporary academic appointments enter the appropriate Paid Over code Leave blank for staff Pay Begin Enter t
23. r Rate Rt Sch Time Lv Completing the EAPP Function FR see E eooo ANo r nN Dist Actions L Acct cc Fund PC Ss FTE Dis 16 7 402735 19900 HUM LT Staffing FTE 1 00 1 9000 Pay Begin Pay End Step 0 A Rate Amount DOS PRQ DUC WSP Use the STEM bundle for data entry erates 998898 B70 ersten REG os Actions L Acct cc Fund PC S FTE Dis THE EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION PAGE 1 Pay Begin Pay End Step 0 A Rate Amount DOS PRQ DUC WSP BASE APPOINTMENT uccmysb ucop edu TN3270 TN5250 Connection Session Edit View Commands Script Help osme Bl ae Of ale PPEAPPO E1419 SCT EDB Entry Update STEM 05 21 04 15 40 43 04 12 04 21 47 54 Appointments Distributions Userid SCPPSJAG ID 700000001 lame Demo Temporary Appt Pri Pay MO PHF Gen No 40 Pg 01 of 03 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept FLSA 10 E A 5 99 12 070194 999999 T 901441 1 Title Next Func ID U8ee1 Input accepted gt SSN F 1 Help 2 Cancel 4 Print S Update F 7 Backward 8 Forward 9 Jump 11 NextFunc Line 6 Column 9 Nm 4 IBM 3278 2 E LU L10TABHS Grade Full F Ann Hr Rate Rt Sch Time Lv 69200 00 A MO T N 1200 ASSOCIATE PROFESSOR ACAD YR 1 90 E THE EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION PAGE 3 Dist Actions L Acct cc Fund PC FTE Dis sS RA 14 7 402735 19900 HUN LT Staffing FTE 1 00 1 9000 TEMPO RY APPOINTMENT Pay Begin Pay End Step 0 A Rate
24. riate code to indicate whether the percentage of time the employee will work in the appointment is Fixed F or Variable V Enter the code that indicates whether the rate of pay is Annual A Hourly H or By Agreement B Leave Blank System derived Enter Monthly Current MO 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 3 Press Enter to invoke range value edits 2 4 11 Staffing List Timefile and Temporary Change in Percent Time PPS User Manual PAYROLL 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 in this example copy 11 to 21 2 Enter data in the following fields as applicable Action Code Change in Percent of time is system derived T b FTE Leave blank This field must be blank on temporary appointment Dist Enter the anticipated time which is chargeable to the distribution accounting unit 25 is entered as 2500 Pay Beg Enter the date on which the salary begins as a result of the change in percent of time in the format MMDDYY Pay End Enter the date on which the pay for the temporary appointment is expected to end due to account fund activity in the form
25. ry Change in Percent Time PPS User Manual PAYROLL Temporary Change in Percent Time This scenario illustrates a temporary percent time reduction Penny is a Clerk in a Career position with e 100 time e 1 00 FTE She accepts a 25 temporary position as a__ Asst II The Clerk position is temporarily reduced to 75 for the duration of the temporary Asst II appointment Payroll Personnel System July 2011 University of California Santa Cruz This distribution 12 reflects the employee s BASE or CAREER position which is the position for which she is budgeted When an employee temporarily changes the percentage of time on their career position the affected distribution is STILL ACTIVE under that career position Temporary Reduction Career Position staffing list timefile 1 00 FTE amp Rate Dis 0 7500 amp Rate S 7761340 70490 1 CR M Begin 06 05 94 Dis 0 7500 Rate Amt 1500 00 step oa vosrec End 8 31 97 FTE i 1 00 Dept Cd 003565 PRQ DUC WSP PPS Note the distribution has been REDUCED to 7500 on her career or BASE position This action will impact the Timefile Note the FTE has NOT CHANGED This action will NOT impact the Staffing List Distribution 12 is accomplishing two things 1 Reducing the time she will be paid from this distribution on the Timefile and 2 Holding the place of the FTE on the Staffing List so as NOT TO AFFECT the perma
26. s entered as 1 00 Payroll Personnel System July 2011 University of California Santa Cruz Dist Enter the anticipated time which is chargeable Pay Beg Pay End to the distribution accounting unit 75 is entered as 7500 Enter the date the temp change in percent of time begins in the format MMDDYY Enter the date the temp change in percent of time will end in the format MMDDYY Step If employee is appointed to a step based title code then enter the appropriate step within the salary range associated with the title code Enter steps in the following format for staff 1 0 1 5 2 0 2 5 3 0 3 5 4 0 4 5 5 0 Enter steps in the following format for academics 1 2 3 4 5 O A As applicable for academic appointments Leave blank for staff Rate Enter the monthly hourly or by agreement Amount rate reflecting the salary for this action DOS Enter REG for regular pay Leave Blank DUC Leave Blank WSP Leave Blank 4 Press Enter to invoke range value edits Note Since this is a temporary action the employee will need a distribution to return them to their original percent of time 5 F9 Jump to the command line and set up the next available distribution using the copy xx to xx command in this example copy 11 to 13 Enter data in the following fields as applicable 2 4 9 Staffing List Timefile and Temporary Change in Percent Time PPS User Manual PAYROLL
27. the base appointment 2 Set up the SLO distribution for the duration of the temporary action 3 Set up a future distribution to bring the employee back to regular status once the temporary action is over 4 Set up a new appointment for the duration of the temporary action 5 Set up a new distribution under the new appointment for the duration of the temporary action EXAMPLE SCENARIO 2 4 13 Staffing List Timefile and Temporary Change in Percent Time PPS User Manual PAYROLL An academic employee is receiving a temporary appointment as an Education Abroad Program Director in another country from July 1 2004 through June 30 2006 Although this temporary appointment THE EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION PAGE 2 BASE APPOINTMENT uccmysb ucop edu TN3270 TN5250 Connection A i Session Edit View Commands Script Help completely replaces her base appointment and she will not be Dota 83 B elel ol alel Of performing the duties of her base appointment while this temporary PPEAPPO E1419 SCT EDB Entry Update STEN 05 21 04 15 40 55 F A A pi A 04 12 04 21 47 54 Appointments Distributions Userid SCPPSJAG appointment is active the base appointment must still be maintained ID 700000001 me Demo Temporary Appt Pri Pay Mo PHF ven No o Pg 92 of 03 in PPS for budgetary purposes Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept FLSA A 5 99 12 070194 999999 I 9001441 1 Grade Full F V Ann H
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