7.13 - PPS - University of California, Santa Cruz
Contents
1. 8 Pti E g fo Yew Cowes bow Ho PPEPDIG E1362 SCT EDP Entry Update 16 26 00 13 12 56 yee Personal Date SEPR 31 26 06 12 52 22 56 Ceployee ID 1 0RGSR0 Name ENERITUS PROFE Vsertad SCPPSIL SSOR DENO SSN 010 0 0500 Pri Pay MO Date of Birth OF 35H Sex Ethnic F Veteran Status Codes Disabled Status N Citizenship C Viotneae N War Campaton Disability N Student Status 1 Wo of Reg Units Pay Ufsposttton Code egeadap Next Func ID Namo SSN gt F i Help t Previtenu 4 Print 5 Update F S Jump 18 Prev Fume 12 Exit Line amp Colum 17 TEM IROE LU LI ee KUN The EPD1 function allows you to change the check disposition address If there are no changes proceed to Review Pay Disposition Code Enter Mail Code See Appendix J Mail Codes Used to deliver checks and surepay stubs 1 Press Enter to invoke range value edits 2 This is the last function of the SEPR 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 SEPR 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 are2. ACADEMIC ACTIONS 7 13 SEPARATIONS ACADEMIC SEPR Overview The procedures described in this section are for separating an employee from UCSC employment for one of the following reasons AA AB AC AD AE AF AG AH Al AJ AK AL AM AN BA BB BC CA CB CC CD CE CF CG To accept another job To look for another job Self employment Dissatisfied with job Pregnancy did not desire leave Family and or health care Health To attend school Military Service Failed to return from leave Other Resignation accept job at newly created health corporation Same Desk Rule Resignation moved out of area Resignation no reason given Grant contract expired Appointment contract appt expired Visa work authorization expired Indefinite layoff with rehire recall rights Termination of limited employee Termination of other casual employee on call Termination of casual restricted employee Graduation no longer enrolled as a student Per diem release Indefinite layoff with severance Payroll Personnel System March 2004 University of California Santa Cruz CH Indefinite layoff with reduced severance and rehire recall rights CI Indefinite layoff with no severance or rehire recall rights CL Layoff accept job at newly created health corporation Same Desk Rule DA Released during probationary period EA Lack of performance EB Misconduct EC Quit without notice ED Job abandonment EE Ne
3. 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 Payroll Personnel System March 2003 University of California Santa Cruz Disposition of Forms Forward the appropriate approval document to the mandatory reviewer Refer to the Separation Data Collection Document for disposition of forms information 7 138 8 Separation Academic PPS User Manual
4. address The EADD Procedure 1 Enter data in the following fields as applicable Permanent Line 1 First line of the address to which all Address university mail may be sent e g benefits statement tax information Maximum 30 characters Payroll Personnel System March 2003 University of California Santa Cruz Permanent Line 2 Automatic continuation of address 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 City City portion of the address US and foreign addresses Max 21 characters State State portion of the address United States addresses only Zip Zip code associated with the address United States addresses only Foreign Ind Enter F if this is a foreign address Address Prov Foreign addresses only Province associated with the address if applicable Maximum 30 characters Cntry Foreign address only Two digit country code associated with the address Press F1 Help to see valid codes Postal Code Foreign addresses only Postal code associated with the address Press Enter to invoke range value edits Press F11 Next Func to proceed to the next function 7 13 6 Separation Academic PPS User Manual ACADEMIC ACTIONS Completing the EPD1 Function EPD1 EMPLOYEE PERSONAL DATA 1 FUNCTION Bords sop adenomi scop mhs TN 3278 15250 Connector paua a e o a 215 g
5. ation date and the employee will return before separating then take no action e If the return date is before the separation date but the employee will not return prior to separation then extend the leave of absence to the point of separation 7 13 5 Payroll Personnel System Separation Academic May 1998 University of California Santa Cruz PPS User Manual ACADEMIC ACTIONS Completing the EADD Function THE EADD EMPLOYEE ADDRESS FUNCTION E comiam edsuccers gt an edu 11271 1N5250 Conmection Mie snin Ea yea tenesi S Help Distal a e o a aid e PPERDDO E1382 SCT EDB Entry Update SEPR 11 26 900 12 48 12 18 26 80 13 12 56 Evployee Address Data Userid SCPPSIL ID 019000590 Nasc EMEKITUS PROFESSOR DOMO SSN 0910 09 0509 Fri Fay D Permanent fiddeeos Line l 222 PARK AWE Line 2 City SANTA CRUZ State CH Zip 95060 Foreign Addr Ind Prov Country Postal Code Home Phone 44944464 Spouse Name POLLY Caspus Release Codes Pere Address _ Home Phone _ Spouse Mane Ceployee Organization Disclosures Perm Address _ Home Phone _ Canpus Address Line l Lina 2 City State Zip Cospus Phone 1 8Onz Phone 2 Caapux Room 080408 Bart lding Next Fume To Rare SSN ames F I Help 3 Previttern 4 Print S Updste F 3 Jump 16 PrevFunc l1l NextFfunc 12 Exit Line 5 Colusn 28 IEMIZB2E LU LIDTENOW HM Notes and Tips e Make changes to this function only if the employee indicates a change of
6. consistency edits the Consistency Edit ECON screen is automatically displayed Review all error messages and make necessary corrections How to Correct Consistency Errors From the ECON screen you may e Correct errors directly on the ECON screen e F3 Return to the bundle make any corrections then do one of the following e Press F5 Update to invoke PAN e Press F2 Cancel twice to cancel the update See Consistency Edit Messages ECON in Section 1 6 System Messages in this manual for more information and instructions 7 13 7 Separation Academic 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 Comments Entry screen From here you can add comments and additional reviewers to the PAN 1 Add a description of the action and any significant details in the Comments Entry screen 2 Press F10 NotfPrep to display the Notification Preparation screen where you can add reviewers as desired 3 Press F11 Detail to display the Activity Review screen where you can review the notification before sending it 4 Press F5 Update to complete the update and send the notification If the update is successful the first function in the bundle appears and displays U0007 UPDATE PROCESS COMPLETE For more information about PANs and additional PAN features please refer to
7. es Vacation the Service Center must take the appropriate action to pay it e If title accrues sick leave note sick leave balance from Time and Attendance Record and enter in Terminal Sick Leave Balance field for calculation of service credit Payroll Personnel System May 1998 University of California Santa Cruz The ESEP Procedure 1 Enter data in the following fields as applicable iad on The last day the employee will receive compensation in the format MMDDYY Santis The date upon which the separation is Date effective in the format MMDDYY Reason Code indicating the reason for separation Refer to Overview at the beginning of this section or press F1 Help to see valid codes Destination Code indicating the employee s destination following employment with the University Press F1 Help to see valid codes Future Code indicating the institution the employee Institution will be affiliated with for future employment Code Press F1 Help to see valid codes 2 Press Enter to invoke range value edits 3 Press F11 Next Func to continue to the next function 7 138 8 Separation Academic PPS User Manual ACADEMIC ACTIONS Completing the EAPP Function THE EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION E UCCHVSB UDOP EDU THIZ7I TN5250 Come Geen Edt View Took Commande Heo Ofc erie ie o H alo e SCT EDD Entry Updete SEPP 05 10 95 14 54 50 33 Appoir Nene EMERITUS PROFESDSOP DEMO tions Pym Typ Be
8. iversity of California Santa Cruz Data Entry Enter data for the separation via the SEPR bundle This bundle contains the following functions ESEP Separation Data EAPP Appointments Distributions ELVE Leave of Absence EADD Employee Address EPD1 Employee Personal Data 1 Accessing SEPR 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 SEPR and the employee ID number then press Enter The ESEP function displays the selected employee 7 138 2 Separation Academic PPS User Manual ACADEMIC ACTIONS Completing the ESEP Function THE ESEP SEPARATION FUNCTION E UCCHVSB UOOP EDU THIZ7I TN5250 Connection AmE Gwwn Edt View Took Commend Helo sees sjaj tie Of 2 als e PPESEPpO ar sT uns Entry Opdete SEPP 05 10 95 15 00 06 00 06 04 01 96 22 4 paration Userid SCPPILAM ID 01 oo mena EMERITUS PRO TESSO DEO SSN 010 00 0500 Pri Psy MO Lost Day on Pay Separation Date 5 EEJ Reasoni JA Destination Puture Institution Code Intercanpus Transfert Y I Meip 2 Cancel i print S pdate f 9 Junp 11 Next Func Cine Colunn 27 NUN ESEP Notes and Tips e The Separation Date is usually the same as the Last Day on Pay For an employee who is on a leave of absence without pay and decides not to return the separation date is the date the employee notified the department of their decision e If title accru
9. s bd Ove 5 os 12 itle 1100 PROFESSOR ACADEMIC YEAR t Actions 4 Print Update 10 PrewFune 11 Next unc Cine I3 Colum 26 NUN EAPP Notes and Tips e All appointments and distributions must be ended on or before the separation date e If this is a retirement action for a Senate Member do not add the Emeritus appointment until the following day and refer to Section 7 15 Emeritus for procedures e If the employee has future appointments distributions i e the begin date comes after the date of separation you can use the Delete Command to cease the future appointments and distributions See Section 1 5 User Navigation and Entry Update Commands for instructions on the use of the Delete command Payroll Personnel System May 1998 University of California Santa Cruz The Appointment Level Procedure 1 Tab to the current appointment s 2 Enter data in the following fields as applicable Actions Leave Blank System Derived for a Action Code separation Appt End Enter the date on which the separation is effective in the format MMDDYY Dur Enter an asterisk to delete data in this field if applicable The Distribution Level Procedure 1 Tab or F15 NewLine to the current distribution s 2 Enter data in the following fields as applicable Actions There is no required action code at the q Action Code distribution level Pay End Enter the date on which
10. the separation is effective in the format MMDDYY 3 Press Enter to invoke range value edits 4 Press F11 to continue to the next function The ELVE Leave of Absence Data function will be displayed 7 13 4 Separation Academic PPS User Manual ACADEMIC ACTIONS Completing the ELVE Screen The ELVE Procedure THE ELVE LEAVE OF ABSENCE DATA FUNCTION 1 Enter data in the following fields as applicable imon EE Yoa Inch Direerd ep Difco alee stigs ea eie o a all e PRPELVEO Leave of Should be no change to existing leave of Absence absence begin date Begin Date 5ST EDS Entry Update 04 01 96 5 33 ID 0100 SEPP 05 10 95 14 55 36 Userid SCPRPSLAN SSM 010 00 0500 Pri Pay MO gt Leave of Absence Dats Nene EMERITUS PROFESSCe DEMO Leave of Absence Action Code Leave of Absence Begin Date Sabbeticel Credit Balance al Credit Date Return Enter the appropriate return date See ELVE Date from LOA Credit Accrued Credit Accrued Thru Date CLO sredit Used Sebbatical Credit Balanoe Notes and Tips Reduction Percentage Duration 2 Press Enter to invoke range value edits xt Funo IDI 4 Prant 5 Update 10 PrevFune 11 Next Fune Cine O Colum 16 O NNI ELVE Notes and Tips e Ifan employee is on a leave of absence and the return date is after the separation date then you should change the return date to match the separation date e If the return date is before the separ
11. ver started employment EF No longer certified or licensed EG Do not rehire settlement employee agrees not to return GA Medical separation I4 Inactive for 4 consecutive months JA Change to emeritus status KA Death LA Other termination coaches management program or separation per diem nurses vocational nurses RA Retirement regular RD Retirement compulsory for SMG and regents officers RF Retirement faculty Note Intercampus Transfers must be processed by the Payroll Office See Section 4 6 Intercampus Transfers for more information 7 13 1 Separation Academic PPS User Manual ACADEMIC ACTIONS Policy Summary A separation action occurs when an employee separates from university employment Refer to the Campus Academic Personnel Procedures Manual for specific guidelines BEFORE YOU START 1 Obtain required approval to perform the payroll personnel action 2 Have the employee complete the following forms e Letter of resignation voluntary separations e Unemployment Insurance Termination Report form U5602 Be sure the employee completes side two and signs the report Do not complete the report for without salary employees unless they previously held a paid appointment with the University 3 Provide employee with Termination Benefits packet 4 Prepare the Data Collection Document Separation Payroll Personnel System September 00 Un
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