4.6 interlocation transfers - PPS - University of California, Santa Cruz
Contents
1. 050 V 12 3800 H MA Z E Dist Actions L Acct cc Fund Pc s FTE Dis l 7 660204 19900 2 OCC Financial Informati 0 5000 Pay Begin Pay End Step O A Rate Amount DOS PRQ DUC WSP 120197 022898 1 0 12 3800 REG _ Dist Actions L Acct ce Fund PC 3 FTE Dis Pay Begin Pay End Step O A Rate Amount DOS PRQ DUC WSP Next Func ID Name SSN Fi l Help 3 PrevMenu 4 Print 5 Update F 8 Forward 9 Jump 10 PrevFune 11 NextFune 12 Exit Line 6 Column 5 NUM Z EAPP Notes and Tips e All appointments and distributions must be ended on or before the separation date e Ifthe 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 2013 University of California Santa Cruz The Appointment Level Procedure 1 Tab or F15 NewLine to the current appointment s 2 Enter data in the following fields as applicable Actions Leave Blank System Derived for a Action Code Separ ation Appt End Enter the date on which the separation is effective in the format MMDDYY Duration 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 Enter2. E_ 15 28 41 Notes and Tips e Do not enter commas or periods in the first middle or last name fields e Use F1 Help for field level or screen level on line help Payroll Personnel System May 2013 University of California Santa Cruz The EEID Processing Steps 1 Enter data in the following fields as applicable Employee ID Enter employee s nine digit social security number without hyphens SSN Nine digit social security number without hyphens First Name Employee s first name Middle Name Employee s middle initial or middle name if applicable as verbatim from Social Security card Last Name Employee s last name The system will accept a maximum of 26 characters for all three names together If applicable Any suffix to the employee s last name such as Jr or II Do not include any degree information such as MD or Ph D in the suffix field Result System derived employee name Date of Birth Employee s date of birth in the format MMDDYY Intercampus Enter 21 Transfer 2 Press Enter to invoke range value edits 3 Press F11 Next Func to continue to the next function 4 6 11 Interlocation Transfers PPS User Manual UNIVERSAL ACTIONS Completing the EADD Function THE EADD FUNCTION EMPLOYEE ADDRESS uccmysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection BEE Session Edit View Commands Script Help Disialel e B ee Of ale 2 Permanent Address
3. May 2013 University of California Santa Cruz Review 1 Use F10 or F11 to navigate through the SEPR bundle 2 Make sure you have completed all the required data elements 3 Review all entered data for accuracy and consistency 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 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 4 6 Interlocation Transfers PPS User Manual UNIVERSAL ACTIONS PAN Preparation Disposition of Forms After pressing F5 Update from a data entry screen if there are no e Forward the appropriate approval document to the mandatory consistency edits or an ECON screen you are automatically reviewer positioned at the PAN Comments Entry screen From here you can add comments and additional reviewers to the PAN e Complete the Outgoing Interloction Memo to Payroll e At
4. cont State State portion of the address United States addresses only Zip Zip code associated with the address United States addresses only PPEADDO E1302 SCT EDB Entry Update AHIR 11 14 00 15 34 31 4 bf bs bs bs Peni ovec Audre se Et aa T EPa Foreign Ind Enter F if this is a foreign address ID 650000007 Name NEWHIRE ACADEMIC DEMO SSN 650 00 0007 Pri Pay Permanent Address Line 1 1234 MAIN STREET Line 2 City SANTA CRUZ State CA Zip 95060 Address Prov Foreign addresses only Province associated with the address if applicable Foreign Addr Ind _ Prov Country __ Postal Code Maximum 30 characters Home Phone 8314234180 Spouse Name Campus Release Codes Perm Address N Home Phone N Spouse Name N 7 oe Employee Organization Disclosures Perm Address N Home Phone N Cntry Foreign address only Two digit Campus Address Line 1 country code associated with the address Line 2 Campus Phone 1 5982 monea es Press F1 Help from this field to see valid Campus Room Building codes Next Func Ip Name SSN gt i Postal Code Foreign addresses only Postal code F 1 Help 2 Cancel 4 Print 5 Update A 5 F Stump _16 PrevFun LisNextrune 2 associated with the address if applicable Line 17 Column 47 IBM 3278 2 E LU LIOTABAY CAP NUM The EADD Procedure 1 Enter data in the following fields as applicable Permanent Line 1 First line of
5. data in the following fields as applicable Actions There is no required action code at the Action Code distribution level Enter the date on which the separation is effective in the format MMDDYY 3 Press Enter to invoke range value edits 4 Press F11 Next Func to continue to the next function The ELVE Leave of Absence Data function will be displayed 4 6 4 Interlocation Transfers PPS User Manual UNIVERSAL ACTIONS Completing the ELVE Function THE ELVE LEAVE OF ABSENCE DATA FUNCTION UCCMYSB UCOP EDU TN3270 TN5250 Connection Oo x Session Edit View Tools Commands Help ojsjalals lel e o 4l als 2 PPELVE0 E0875 SCT EDB Entry Update SEPR 05 18 98 08 48 03 04 23 98 09 40 01 Leave of Absence Data Userid SCPPSLAH ID 010000220 Name CASUAL STAFF DEMO 220 Pri Pay MA Leave of Absence Action Code Leave of Absence Begin Date Return Type _ Last Sabbatical Credit Balance Sabbatical Credit Date Sabbatical Credit Accrued po Sabbatical Credit Accrued Thru Date Sabbatical Credit Used es Total Sabbatical Credit Balance TRIP Reduction Percentage TRIP Duration is TRIP Begin Date Next Func ID Name SSN U000l Input accepted gt F l Help 2 Cancel 4 Print 5 Update F 9 Jump 10 PrevFune ll NextFunc Line 9 Column 39 NUM Z ELVE Notes and Tips e Ifan employee is on a leave of absence and the return date is after the separation date then yo
6. the bundle 2 Review all entered data for accuracy and consistency Income Limit Ret FICA Derive Other State Tax CA Res Other State Name Federal Tax Marital Status allouances S i Maximum Withholding _ Additional Fed Withholding z Calif Tax Marital Status Allowances _3 Itemized Deductions _ Updating the Employee Database Maximum Withholding _ Additional CA Withholding Non UC Health Exp Non Resident Alien Tax Form Indicator _ Next Func ID Name SSN i i i Heat Func e vied oe Press F5 Update to invoke consistency errors and to display the aoe eae P Help tane print s Upaate PAN Subsystem Notification Preparation function 9 Jump 146 PrevFune 11 NextFunc IBM 3278 2 E_ 17 13 38 3 H Consistency Edit Errors Notes and Tips If there are consistency edits the Consistency Edit ECON function is automatically displayed Review all error messages and e See section 4 12 non resident alien if transfer employee is non make necessary corrections resident alien 4 6 22 Payroll Personnel System Interlocation Transfers May 2013 University of California Santa Cruz PPS User Manual UNIVERSAL ACTIONS How to Correct Consistency Errors From the ECON function you may e Correct errors directly on the ECON function e F3 Return to return to the bundle and navigate to the appropriate functions to make any corrections then do one of the following e Press F5 Update to invoke PAN e P
7. 13 University of California Santa Cruz PPS User Manual UNIVERSAL ACTIONS 3 Enter data in the following fields as applicable Actions Is system derived on new hires indicating the Action Code personnel action which affected the associated appointment System derived code identifying the personnel program under which the appointment is held Typ Enter 5 academic or enter appropriate staff type refer to 1 11 3 Code indicating the appointment type associated with the appointment Press F1 Help to see valid codes Code indicating the service period on which an appointment is based Press F1 Help to see valid codes Pd Ovr Code indicating the number of months in the year over which the salary for the appointment will be paid Press F1 Help to see valid codes Appt Begin Date on which the employee s appointment is effective in the format MMDDYY Appt End Date on which the appointment is expected to end in the format MMDDYY If the appointment is indefinite or tenured enter 999999 Dur I Indefinite T Tenured Leave blank if appointment has a definite end date Code indicating the expected duration of the appointment Payroll Personnel System May 2013 University of California Santa Cruz Dept A system derived code indicating the department or other administrative unit associated with the appointment No entry required Title Code indicating the position or classification title for this ap
8. ADEMIC DEMO SSN 656 660 8087 Pri Pay Assigned BELI 1 Derived BELI Effective Date 070196 BELI Status Qualifiers Primary ate Secondary _ Date Date of Hire Original Hire Date Employee Relations Code Employee Relations Unit A Probationary Period End Date Next Salary Review Date Merit Rate Increase Percent Next Salary Review Type _ Home Department TRAINING ON LINE UPDATE Primary Title Code ASSISTANT PROFESSOR 9 MONTHS Employee Unit Code Employee Representation Code Employee Special Handling Code Employee Distribution Unit Code _ Job Group ID Alternate Department Code i Academic Programmatic Unit Cd Next Func ID UG881 Input accepted F 1 Help 2 Cancel 4 Print 5 Update F 9 Jump 10 PrevFunc 11 NextFunc IBM 3278 2 E_ 16 37 17 4 6 16 Interlocation Transfers PPS User Manual UNIVERSAL ACTIONS The EPER Procedure Employee Code indicating the employee Relations designation status for the purpose of Code collective bargaining Press F1 Help to see Assigned Benefits Eligibility Level Indicator BELI valid codes or refer to Appendix E Employee BELI code indicating the employee s eligibility for Relations Codes for assistance in determining health benefits Code from BELI form or the appropriate code press F1 Help to see valid codes 1 Enter data in the following fields as applicable Employee Code indicating collective bargaining unit of Derived System derived BELI code based on
9. Func field type EEDB and press Enter 3 Type SEPR employee ID number and then press Enter The ESEP Separation function is displayed Completing the ESEP Separation Function THE ESEP SEPARATION FUNCTION UCCMYSB UCOP EDU TN3270 TN5250 Connection of Session Edit View Tools Commands Help Dy co tates 83 8 Ps Of 24 BIB Ol PPESEPO E1144 SCT EDB Entry Update 04 23 98 09 40 01 Separation Userid SCPPSLAH ID 010000220 Name CASUAL STAFF DEMO 220 Pri Pay MA SEPR 05 18 98 08 46 56 Last Day on Pay 022898 Separation Date 022898 Reason AA Destination A Future Institution Code Intercampus Transfer __ Next Func ID Name SSN UOOOL Input accepted gt F I Help 2 Cancel 4 Print 5 Update Fs 9 Jump ll NextFunc Line 5 Column 27 NUM Z ESEP Notes and Tips The Separation Date is usually the same as the last day on pay status unless employee has been on a leave of absence without pay 4 6 2 Interlocation Transfers PPS User Manual Payroll Personnel System May 2013 University of California Santa Cruz UNIVERSAL ACTIONS The ESEP 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 Last day on pay status may not be the same as the separation date i e ee on LWOP and then separates Future Inst Enter the Code indicating the location to Code which the em
10. H Prior Service Months ___ Prior University Service Institution Code HJR Employment Service Credit Employment Service Credit From Date Current Specialty Code Highest Degree Specialty Code Highest Degree Institution Code HJR Next Func ID Name SSN u0001 Input accepted gt F 1 Help 2 Cancel 4 Print 5 Update Fi 9 Jump 10 PrevFunc 11 NextFunc Line 5 Column 45 IBM 3278 2 E LU LIOTAAAK I NUM Notes and Tips e Refer to Section 1 13 Help for information about how to use the Find String command in F1 Help for locating institution code The EPD2 Procedure 1 Enter data in the following fields as applicable PIN Leave Blank Signature Date Payroll Personnel System May 2013 University of California Santa Cruz Oath Signature Date Education Level Code Education Level Year Non UC Prior Service Code Prior Service Months Date the Oath of Allegiance was signed by the employee in the format MMDDYY Note Not required for Interlocation Transfers however if the employee did complete an Oath enter the oath date as described above If no oath was completed enter the Santa Cruz hire date Date the I 9 Employment Eligibility Verification form was signed by the employee in the format MMDDYY Note Not required for Interlocation Transfers however if the employee did complete an I 9 enter the I 9 date as described above Code indicating the highest level of ed
11. The percentage of the budgeted position which the distribution represents if applicable Full time is represented as 1 00 Dist The anticipated percentage of time which is chargeable to the account fund Full time is represented as 1 0000 Pay Beg Date on which the pay is expected to begin to be charged to the account fund in the format MMDDYY Pay End Date on which pay is expected to end for the account fund in the format MMDDYY If indefinite or tenured Enter 999999 Step The step within the salary range associated with the title code Enter as one digit for academics 4 6 20 Interlocation Transfers PPS User Manual UNIVERSAL ACTIONS For academics code indicating that the employee s pay rate is off scale or above scale in relation to the step and or salary range for the title code of the appointment if applicable Press F1 Help to see valid codes Rate Amount The monthly hourly or by agreement amount associated with the distribution Code indicating the type of compensation associated with the distribution For Santa Cruz codes refer to Appendix D Description of Service DOS Codes A system derived code indicating a group within a bargaining unit to which a distribution for an appointment is assigned for collective bargaining purposes excluding range adjustments Not used for academics 2 Press Enter to invoke range value edits 3 Press F11 Next Func to continue to the next func
12. UNIVERSAL ACTIONS 4 6 INTERLOCATION TRANSFERS Employees who are coming from or going to another campus in the UC system without a break in service are considered Interlocation Transfers A permanent interlocation transfer occurs when an employee terminates employment with one campus accepts employment at another campus and does not intend to return to work for the original campus A temporary interlocation transfer occurs when an employee at one campus home campus accepts a position at another campus host campus for a period of one year or less with the intent to return to work for the home campus at the end of this period Multilocation appointments occur when an employee is employed by two or more campuses simultaneously The campuses at which the employee are employed are designated home and host campuses A one time payment is required when an employee at one campus home is eligible to receive a payment originating from another campus host Mutltilocation appointments and one time payments will not be covered here as they do not apply to the Payroll Personnel System with respect to on line entry update OEU Payroll Personnel System May 2013 University of California Santa Cruz For both the Permanent and Temporary Interlocation Transfer the data bases of both the home and host campus must be updated to reflect the transfer The Academic Divisions and Staff Employment responsibility for interlocation tra
13. data Relations an individual Press F1 Help to see valid BELI entered previously Normally the same as the Unit codes or refer to Appendix E Employee assigned BELI code Relations Codes Effective Date the employee becomes eligible for any Next Salary Currently not developed for academic Date health benefits indicated by the BELI code Review Date reviews Use is at discretion of academic BELI Status Primary Code indicating the primary division Qualifiers condition that qualifies the employee for health benefits when the assigned BELI and Next Sal C 7 EEY Jemi the derived BELI do not match Press Fl Help exl aay urreni J DPURENETORGr OT acageune Review Type reviews to see valid codes Merit Rate For future use Date Date on which the qualifying condition began in the format MMDDYY Increase Percent Secondary If applicable Code indicating an additional condition that qualifies the Home Dept Six digit service center home department employee for health benefits when the code Press F1 Help to see valid codes assigned BELI and the derived BELI do not Primary Title System derived for employees with multiple match Press Fl Help to see valid codes Code titles Code indicating the primary title code Date Date on which the additional qualifying that will be used for reporting purposes condition began in the format MMDDYY Employee System derived code indicating the collective Date of Hire Date on which the mo
14. dit View Commands Script Help S eals 3 e ele O ale of PPEPD10 E1302 SCT EDB Entry Update AHIR 11 14 00 15 55 31 Employee Personal Data 1 Userid SCPPSJL ID 650000007 Name NEWHIRE ACADEMIC DEMO SSN 650 000 0007 Pri Pay Date of Birth 012556 Sex F Ethnic A Veteran Status Codes Vietnam N War Campaign N Disability N Disabled Status N Citizenship C Student Status 1 No of Reg Units Pay Disposition Code 900900 Next Func ID Name SSN gt F 1 Help 2 Cancel 4 Print 5 Update F 9 Jump 10 PrevFunc 11 NextFunc Line 20 Column 13 IBM 3278 2E LU LI0TABAY CAP NUM Notes and Tips e Employees should self identify ethnic disability and veteran status on the Demographic Data Transmittal form U5605 The EPD1 Procedure 1 Enter data in the following fields as applicable Date of Birth Entered on the EEID function Code indicating the sex of the employee For reporting statistics of the University workforce only M male and F female Payroll Personnel System May 2013 University of California Santa Cruz Ethnic Veteran Status Codes Disabled Status Citizenship Code Student Status No of Reg Units Code indicating the ethnic identity of the employee For reporting statistics of the University workforce only Code from the Demographic Data Transmittal Codes indicating the employee s veteran status For reporting statistics
15. en paying an employee from other location for one time Lawrence Berkeley Labs payment complete UPAY 644C T Interlocation One Time Lawrence Livermore National Labs Payment and forward to the Payroll Office Payment will be tee Amos acelin issued by their home location Hastings administered by UCLA Any questions regarding Interlocation Transfers or Interlocation One Time Payments should be directed to the Payroll Office Payroll Personnel System May 2013 University of California Santa Cruz 4 6 24 Interlocation Transfers PPS User Manual
16. er e Complete the Incoming Interlocation Memo to Payroll e Attach backup to memo and send to Payroll per column eight on the Payroll Deadline Schedule last day of open period Payroll s Role The Payroll Office will e Contact other UC location e Adjust any data necessary in PPS prior to compute e Obtain from other location all data and financial documents needed to set up employee on our data base 4 6 23 Interlocation Transfers PPS User Manual UNIVERSAL ACTIONS Incoming Intercampus Transfer Temporary and One Time Payment Employee currently holds an appointment at another UC location List of UC Campuses f 5 LOCATION CAMPUS For Temporary Transfer employee is leaving their position at oF ET the other campus and accepting a position at Santa Cruz with no i break in service The duration is one year or less The employee Berkeley will be returning to the other campus at the end on this period 2 San Francisco For One Time Payment Santa Cruz has hired another location 3 Davis employee to perform one time service 4 Los Angeles Temporary Transfer 5 Riverside 6 San Di Appointment will not be set up on Santa Cruz data base RE Employee continues to be paid at their home location Complete 7 Santa Cruz UPAY 560 T Multilocation Appointment Form and forward to 8 Santa Barbara the Payroll Office 9 Inine One Time Payment M UCOP Wh
17. fer Permanent This only pertains to Central Offices and Academic Divisions that process hire actions Staff HR Employment handles all staff incoming interlocation transfer updates Employee currently holds an appointment at another UC campus Employee is terminating their position at the other campus and accepting a position at Santa Cruz with no break in service Academic Divisions or Staff HR Employment proceeds as follows Before You Start e Obtain required approval in the form of the final Offer of Employment Letter to perform the payroll personnel action Employee does not have to complete the oath patent or I 9 as this is not a hire action it is continued employment We use the hire bundle merely as mechanism to get the employee on our data base The following forms may be completed if this data is changing from employee s previous location e UC Federal and State Withholding Allowance Certificate UC W 4 DE 4 e Benefits Eligibility Level Indicator BELI form UPAY 726 e Demographic Data Transmittal form U5605 if academic e Earnings Disposition Direct Deposit form if applicable e Physician Designation Form SC 50 voluntary e Note The Adult Child Abuse forms are required for certain department positions Contact Academic Human Resources for Payroll Personnel System May 2013 University of California Santa Cruz information These forms are to be retained in the dean s Office Prepa
18. ization Disclosures Perm Address _ Home Phone _ Campus Address Line 1 Line 2 City State Zip Campus Phone 1 Phone 2 Campus Room 000710 Building Next Func ID Name SSN gt F 1 Help 3 PrevMenu 4 Print 5 Update Fs 9 Jump 10 PrevFunc 11 NextFunc 12 Exit Line 5 Column 28 IBM 3278 2E LU LIOTABAY NUM A Update with new location permanent address EADD PROCEDURE 1 Enter data in the following fields as applicable 4 6 5 Interlocation Transfers PPS User Manual UNIVERSAL ACTIONS Permanent Address Permanent Address Foreign Address Line 1 First line of the address to which all university mail may be sent e g benefits statement tax information Maximum 30 characters Line 2 Automatic continuation of address Line 1 if the first line of the address is exceptionally long e g use for apartment numbers building names etc Maximum 30 characters 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 Ind Enter F if this is a foreign 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 Posta
19. l code associated with the address 2 Press Enter to invoke range value edits 3 Press F11 Next Func to continue to the next function Payroll Personnel System May 2013 University of California Santa Cruz 4 6 6 Interlocation Transfers PPS User Manual UNIVERSAL ACTIONS Completing the EPD1 Function EPD1 EMPLOYEE PERSONAL DATA 1 FUNCTION uccmysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection Joi Session Edit View Commands Script Help ojales e le o ale of PPEPD10 E1302 SCT EDB Entry Update SEPR 11 14 00 14 34 09 11 14 00 10 30 05 Employee Personal Data 1 Userid SCPPSJL ID 010000220 Name CASUAL STAFF DEMO 220 Pri Pay MA Date of Birth 050273 Sex F Ethnic B Veteran Status Codes Vietnam N War Campaign Disabled Status N Citizenship C Student Status 1 No of Reg Units Pay Disposition Code 900710 _ Disability N Next Func ID Name SSN gt F 1 Help 3 PrevMenu 4 Print 5 Update F 9 Jump 10 PrevFunc 12 Exit Line 6 Column 17 IBM 3278 2 E LU LIOTABAY NUM The EPD1 function allows you to change the check disposition address If there are no changes proceed to Review Pay Enter Mail Code See Appendix J Mail Codes Disposition Used to deliver checks and surepay stubs Code 1 Press Enter to invoke range value edits 2 This is the last function of the SEPR bundle Proceed to Review Payroll Personnel System
20. nsfers are to determine that an interlocation transfer situation exists Since July 2005 Academic Divisions and Staff Employment Office are updating their own permanent interlocation transfers Payroll s role is auditing the transactions post online entry update OEU This gives the Academic Divisions and SHR Teams more control over timing and management of their affected employees The following outline both outgoing and incoming transfer procedures for both permanent and temporary in nature 4 6 1 Intercampus Transfers PPS User Manual UNIVERSAL ACTIONS Outgoing Intercampus Transfer Permanent Employee currently holds an appointment at UC Santa Cruz Employee is terminating their position at Santa Cruz and accepting a position at another UC campus with no break in service The Academic Divisions and SHR Teams proceed as follows Obtain required approval to perform the PPS action Have the employee complete the following forms e Letter of resignation voluntary separations Retain letter of resignation for your records For issues related to the timing of this action refer to Section 2 3 Timing Data Entry Enter data for the 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 Accessing SEPR 1 Log on to the Payroll Personnel System 2 At the Next
21. of the university workforce only Codes and definitions from the Demographic Data Transmittal Code indicating that the employee has a disability For reporting statistics of the University workforce only Code from Demographic Data Transmittal Code indicating the employee s citizenship status with respect to the United States Press F1 Help to see valid codes Code indicating the employee s student status with the University of California not including University Extension enrollment Press F1 Help to see valid codes A system derived code indicating the number of UC class units in which an employee who is a UC student is registered Pay Disposition Code Enter Mail Code See Appendix J Mail Codes Used to deliver checks and surepay stubs 2 Press Enter to invoke range value edits 3 Press F11 Next Func to continue to the next function 4 6 13 Interlocation Transfers PPS User Manual UNIVERSAL ACTIONS Completing the EPD2 Function EPD2 EMPLOYEE PERSONAL DATA 2 ucemysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection Session Edit View Commands Script Help PPEPD20 E1140 SCT EDB Entry Update AHIR 11 14 00 16 54 02 Employee Personal Data 2 Userid SCPPSJL ID 650000007 Name NEWHIRE ACADEMIC DEMO SSN 650 006 0007 Pri Pay PIN Signature Date 081795 Oath Signature Date 081795 I 9 Date 081795 Education Level Code Education Level Year 86 Non UC Prior Service Code
22. on Transfers PPS User Manual UNIVERSAL ACTIONS e If an employee requests Earned Income Credit please contact e When processing a hire for an employee who is a permanent the Payroll Office resident i e holds a Green Card enter data in the Visa Type Field See Section 4 11 Resident Alien Coding for further The XTAX Procedure instructions EALN Procedure 1 Enter data in the following field as applicable See Section 4 5 W 4 Procedures for W 4 Procedures Code indicating the type of visa held by an individual Enter PR Permanent Resident Green Card 2 Press Enter to invoke range value edits Press F11 Next Func to continue to the next function i 3 Press F11 Next Func to continue to the next function Completing the EALN Function For academic specific functions not covered here see section 7 2 Academic New Hire EALN ALIEN INFORMATION TN3270 uccmvsb to host uccmvysb ucop edu Session Edit Commands Settings Help Review SCT EDE Entry Update ANTR 10716795 17 10 00 len information seria ID 650000007 Name NEWHIRE ACADEMIC DEMO SSN 658 008 0007 Pri Pay Use F10 Prev Func and F11 Next Func to navigate through the Citizenship C Country of Residence __ bundle Visa Type _ VisaAdork Permit End Date i oer Ee aono tae OTK P atei desat Income Code 1 Make sure you have completed all the required data elements Article Number _ Retirement System Code T End Date FICA Eligibility Code E in
23. ployee will be transferring Codes are CAMPUS INSTITUTION CODE Merced Not assigned Berkeley NRB San Francisco NAQ Davis NBX Separation The date upon which the separation is Los Angeles NAU Date effective in the format MMDDYY Riverside NAN San Diego NBG Santa Cruz NBU Santa Barbara NBQ Irvine NBL UCOP NAU Lawrence Berkeley Labs Lawrence Livermore National Labs Los Alamos National Labs Not assigned Not assigned Not assigned Hastings Not assigned If no code is assigned leave blank Interlocation Transfer Code 2 Press Enter to invoke range value edits 3 Press F11 to continue to the next function The EAPP Appointment function is displayed 4 6 3 Interlocation Transfers PPS User Manual Payroll Personnel System May 2013 University of California Santa Cruz UNIVERSAL ACTIONS Completing the EAPP Function THE EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION UCCMYSB _UCOP EDU TN3270 TN5250 Connection of Session Edit View Tools Commands Help Cy ese 53 Ae CO 34 SI S PPEAPPO E1138 SCT EDB Entry Update SEPR 05 18 98 08 45 31 04 23 98 09 40 01 Appointments Distributions Userid SCPPSLAH ID 010000220 Name CASUAL STAFF DEMO 220 Pri Pay MA PAF Gen No 2 Pg 0l of 04 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept 10 4 3 120197 022898 _ 002681 Title Grade Full F V Ann Hr Rate Rt Sch Time Lv 4723 ASSISTANT II _
24. pointment Press F1 Help to see valid codes For academics leave blank Full The percentage of time the employee is expected to work in the appointment Enter 1 00 for full time F V F Fixed V Variable Code indicating whether the time the employee will work in the appointment is a fixed or variable percentage of time Ann Hr Rate The annual salary or hourly rate associated with the appointment Rt A annual H hourly B by agreement Code indicating whether the rate of pay is annual hourly or by agreement MO Monthly Current MA Monthly Arrears Code indicating the pay schedule on which the appointment will be paid 4 6 19 Interlocation Transfers PPS User Manual UNIVERSAL ACTIONS Payroll Personnel System T exception A positive W without salary Code indicating the method for reporting time worked in the appointment Code indicating the rate at which vacation and sick leave will be accrued See Appendix C Vacation Leave Accrual Codes and Rates May 2013 University of California Santa Cruz The Distribution Level Procedure 1 F9 Jump to the command line and type add d to set up the first available distribution 2 Enter data in the following fields as applicable Actions Code is not required for a new hire at the Action Code distribution level P i i i S PC Enter activity code optional not required Enter 0 or 2 as applicable C b FTE
25. re information for on line entry Use the AHIR Academic Hire bundle to enter data for hiring an employee for an academic position This bundle contains the following functions EEID Employee Identification EADD Employee Address EPD1 Employee Personal Data 1 EPD2 Employee Personal Data 2 ELIC License Certificate Data EPER Personnel Miscellaneous EAPP Appointments Distributions XTAX Tax Information EALN Alien Information EACD Academic Service EHON Honors Data Staff SHR Employment will use the SHIR Bundle Accessing AHIR SHIR 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 AHIR or SHIR as appropriate and press Enter The Employee Identification EEID function is displayed 4 6 10 Interlocation Transfers PPS User Manual UNIVERSAL ACTIONS Completing the EEID Function THE EEID EMPLOYEE IDENTIFICATION FUNCTION TN3270 uccmvsb to host uccmysb ucop edu Session Edit Commands Settings Help PPEEIDO E0943 SCT EDB Entry Update AHIR 16 16 95 15 21 39 Employee Identification Userid SCPPSWCPI Employee ID 650000007 SSN 65000000 First Name ACADEMIC Middle Name DEMO Last Name NEWHIRE Suffix Result IEWHIRE ACADEMIC DEMO Date of Birth 812556 Intercampus Transfer Next Func ID uggi Input accepted Fr 1 Help 2 Cancel 4 Print 5 Update Fi 9 Jump 11 NextFunc IBM 3278 2
26. ress 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 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 5 Add a description of the action and any significant details in the Comments Entry screen 6 Press F10 NotfPrep to display the Notification Preparation screen where you can add reviewers as desired 7 Press F11 Detail to display the Activity Review screen where you can review the notification before sending it 8 Press F5 Update to complete the update and send the notification If the update is successful the first screen in the bundle appears and displays U0007 UPDATE PROCESS COMPLETE For more information about PANs and additional PAN features please refer to Section 1 8 Post Authorization Notification PAN Payroll Personnel System May 2013 University of California Santa Cruz Accessing IMSG 1 To access the Message Report Screen go to the Next Function field type IMSG and press Enter or Return 2 When the IMSG screen is displayed review any remaining messages and take the appropriate action Disposition of Forms e Forward the appropriate approval document to the mandatory review
27. st recent employment Unit Code bargaining unit associated with the affiliation commenced Payroll will adjust hire employee s job title date upon receipt of packet Employee System derived code indicating for collective Original Hire Leave blank Represen bargaining purposes whether the employee is Date tation Code covered not covered or a supervisor 4 6 17 Payroll Personnel System Interlocation Transfers May 2013 University of California Santa Cruz PPS User Manual UNIVERSAL ACTIONS Employee Code indicating the title special handling code A Special of the predominate appointment of an Completing the EAPP Function Handling individual for collective bargaining purposes EAPP APPOINTMENTS DISTRIBUTIONS APPOINTMENT LEVEL Code TN3270 uccmysb to host uccmysb ucop edu Session Edit Commands Settings Help SCT EDB Entry Update AHIR 10716795 16 43 43 Employee Code indicating the predominate distribution eA AD a EA 10716795 16 43 43 Distribution of the predominate appointment of an ID 659990087 Nane NEWHIRE ACADEMIC DEMO SSN 650 00 0007 Pri Pay Fol en No 9 o i indivi i ini Appt Actions Pom Typ Bas Pd Ovr Appt Begin Appt End Dur Dept Unit Code individual for collective bargaining purposes pe an Typ Bas Pa ouw Appt Begini Appt Bn Dept Grade zFull FZU Ann Hr Rate Rt Sch Time Lu L mo I N Title Job Group ID System derived code used for reporting 1308 ASSISTANT PROFESSOR 9 MONTHS _ 1 00 F _41808 08 A MO I N cc
28. t CC Fund PC 5 FTE Dis x Dist Actions L A j i j 11 z4 NS BIO OP BUDGET 1 66 1 6088 Alternate Code indicating an alternate department that pay Begley Pou a BA ate anae O08 PR oue usp Department may update the employee s personnel record graise ed 3483 33 Ee Code Used to give departments with joint nee AECE CE TUNE et oe a appointments access to the employee s Pay Begin Pay End Step O A Rate Amount DOS PRQ DUC WSP records Press F1 Help to see valid codes Next Func ID Name SSN UG661 Input accepted Academic For future use IHelp Ztane 4Print S Update Fi 9 Jump 10 PreyFunc 11 NextFunc Prog Unit Code 2 Press Enter to invoke range value edits Notes and Tips 3 Press F11 Next Func to continue to the next function e Always enter a decimal point in the percentage and rate fields The decimal point on the keypad does not work e Do not enter commas or dollar signs in the rate fields e Refer to Appendix C Vacation Leave Accrual Codes and Rates to determine appropriate leave codes for this appointment e Academic Steps are entered as a single digit No decimal point followed by a second digit not roman numerals The Appointment Level Procedure 1 Use the F9 Jump key and then the F15 Newline key to go to the command line 2 At the command line type add a to set up the first available appointment 4 6 18 Payroll Personnel System Interlocation Transfers May 20
29. t at UC Santa Cruz The Payroll Office will Employee is leaving their position at Santa Cruz and accepting a position at another UC location with no break in service The duration is one year or less The employee will be returning to e Provide other location with all data and financial documents Santa Cruz at the end of this period they need to set up employee on their data base e Adjust any data necessary in PPS prior to compute Academic Divisions and SHR Teams proceed as follows 1 Academic leaves continue to use the UPAY573 Payroll Personnel Sabbatical Leave Special Leave of Absence so the UPAY573 should be completed and update in PPS see section 7 6 2 Complete the Outgoing Temporary Intercampus Transfer DCD see DCD section in this manual The data contained on this form includes e leave begin date and return date e type of leave e campus employee will be transferring to e any information obtained from the other UC campus regarding the appointment department etc at which the employee will be working Disposition of Forms e Forward the appropriate approval document to the mandatory reviewer e Attach backup to DCD and send to Payroll per column eight on the Payroll Deadline Schedule last day of open period e Contact other UC location 4 6 9 Payroll Personnel System Interlocation Transfers May 2013 University of California Santa Cruz PPS User Manual UNIVERSAL ACTIONS Incoming Intercampus Trans
30. tach backup to memo and send to Payroll per column eight 1 Add a description of the action and any significant details in on the Payroll Deadline Schedule last day of open period the Comments Entry screen 2 Press F10 NotfPrep to display the Notification Preparation Payroll s Role screen where you can add reviewers as desired o The Payroll Office will 3 Press F11 Detail to display the Activity Review screen where you can review the notification before sending it e Contact other UC location 4 Press F5 Update to complete the update and send the e Adjust any data necessary in PPS prior to compute notification e Provide other location with all data and financial documents If the update is successful the first function in the bundle appears they need to set up employee on their data base 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 4 6 8 Payroll Personnel System Interlocation Transfers May 2013 University of California Santa Cruz PPS User Manual UNIVERSAL ACTIONS Outgoing Intercampus Transfer Temporary Payroll s Role Employee currently holds an appointmen
31. the address to which all Address university mail may be sent e g benefits statement tax information Maximum 30 characters Line 2 Automatic continuation of address Line 1 if the first line of the address is exceptionally long e g use for apartment numbers building names etc Maximum 30 characters Otherwise leave blank City City portion of the address United States and foreign addresses Maximum 21 characters Home Phone Spouse Name Campus Release Codes Employee Organization Disclosures Campus Address Campus Phone s Enter home phone Enter spouse name Optional Leave blank to disclose or enter N in each field to NOT disclose Code indicating whether the employee has authorized the University to release their home address and home phone to employee organizations Otherwise these organizations will use campus address phone Leave blank to disclose enter N in each field to NOT disclose Leave blank Telephone number s at which the employee can be reached 4 6 12 Interlocation Transfers PPS User Manual Payroll Personnel System May 2013 University of California Santa Cruz UNIVERSAL ACTIONS 2 Press Enter to invoke range value edits 3 Press F11 Next Func to continue to the next function Completing the EPD1 Function THE EPD 1 FUNCTION EMPLOYEE PERSONAL DATA 1 ucemysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection lolx Session E
32. tion Payroll Personnel System May 2013 University of California Santa Cruz Completing the XTAX Function XTAX TAX INFORMATION TN3270 scrnshts to host uccmysb ucop edu Session Edit Commands Settings Help PPXTAXB EBSH SCT EDE Entry Update 11 27 96 10 50 13 11 19 96 22 34 39 Tax Information Departments Userid SCPPSLAH ID 910088228 Name CASUAL STAFF DEMO SSN 10 8 228 Pri Pay MA Retirement System Code ff FICA Eligibility Code M Ret FICA Derive Y Federal Marital Status Personal Allowances California Marital Status Personal Allowances Itemized Deductions Additional Withholding Federa California SSN 810080220 Next Func ID Name gt F 1 Help 3 PreuMenu 4 Print 5 Update Fi 9 Jump 12 Exit IBM 3278 2 E_10 57 15 Notes and Tips e IMPORTANT SHR Teams and Academic Divisions should not advise employees on their tax withholding or allowances Refer employees with tax questions to their tax advisor e W 4is not required for Interlocation transfers Update W 4 data only if employee completed new W 4 form If no form completed allow system to auto derive Payroll will adjust to appropriate withholding level when packet is received If employee completed W 4 proceed as follows e Ifthe employee is claiming Exempt they cannot enter allowances on UCW 4 DE 4 form e Tax data must be entered directly from the UCW 4 DE form completed by the employee 4 6 21 Interlocati
33. u should change the return date to match the separation date e Ifthe return date is before the separation date and the employee will return before separating then take no action e Ifthe 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 Payroll Personnel System May 2013 University of California Santa Cruz The ELVE Procedure 1 Enter data in the following fields as applicable Leave of Should be no change to existing leave of Absence absence begin date Begin Date Return Date Enter the appropriate return date See ELVE from LNP Notes and Tips 2 Press Enter to invoke range value edits 3 Press F11 Next Func to continue to the next function Completing the EADD Function THE EADD EMPLOYEE ADDRESS FUNCTION uccmysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection Mi E3 Session Edit View Commands Script Help oisieicle B e 2l ale 2 PPEADDO E1302 SCT EDB Entry Update SEPR 11 14 00 14 30 48 11 14 00 10 30 05 Employee Address Data Userid SCPPSJL ID 010000220 Name CASUAL STAFF DEMO 220 Pri Pay MA Permanent Address Line 1 6775 MISSION ST Line 2 City SANTA CRUZ State CA Zip 95060 Foreign Addr Ind _ Prov Country __ Postal Code Home Phone Spouse Name Campus Release Codes Perm Address _ Home Phone _ Spouse Name _ Employee Organ
34. ucation attained by the employee Press F1 Help to see valid codes Year in which the employee s highest level of education was attained Code indicating the type of employment service prior to the most recent University employment Press F1 Help to see valid codes Leave blank This Payroll will complete 4 6 14 Interlocation Transfers PPS User Manual UNIVERSAL ACTIONS Prior Enter the Code indicating the location to University which the employee is transferring from Service Codes are Institution CAMPUS INSTITUTION CODE Code Current Leave blank For future use only Specialty Code Highest Leave blank For future use only Degree Specialty Code Merced Not assigned Berkeley NRB San Francisco NAQ Highest Code indicating the institution at which the Degree highest degree was obtained Press F1 Help institution to see valid codes Use Find String in Help Code enter f space institution name and Enter Davis NBX Los Angeles NAU Riverside NAN San Diego NBG Santa Cruz NBU Santa Barbara NBQ 2 Press Enter to invoke range value edits Irvine NBL 3 Press F11 Next Func to continue to the next function UCOP NAU Lawrence Berkeley Labs Not assigned Lawrence Livermore National Labs Not assigned Los Alamos National Labs Not assigned Hastings Not assigned If no code is assigned leave blank Employment Leave blank Payroll will complete Service Credit Employment Leave blank Payroll
35. will complete Service Credit From Date 4 6 15 Payroll Personnel System Interlocation Transfers May 2013 University of California Santa Cruz PPS User Manual UNIVERSAL ACTIONS Completing the ELIC Function ELIC LICENSE CERTIFICATE DATE TN3270 uccmvsb to host uccmysb ucop edu Session Edit Commands Settings Help SCT EDB Entry Update AHIR 16 16 95 15 57 43 License Certificate Data Userid SCPPSWCP ID 650000007 Name NEWHIRE ACADEMIC DEMO SSN 6560 00 0007 Pri Pay Renewal Date aiii Code a 2 o Next Func ID gt F 1 Help 2 Cancel 4 Print 5 Update Fi 9 Jump 10 PrevFunc 11 NextFunc IBM 3278 2 E_ 16 01 40 Payroll Personnel System May 2013 University of California Santa Cruz The ELIC Procedure 1 Enter data in the following fields as applicable A code indicating any licenses or certificates held by the employee if applicable Press F1 Help to see valid codes Renewal Date the license or certificate must be Date renewed in the format MMDDYY If the license or certificate is permanent enter 999999 2 Press Enter to invoke range value edits 3 Press F11 Next Func to continue to the next function Completing the EPER Function EPER PERSONNEL MISCELLANEOUS TN3270 uccmvsb to host uccmvysb ucop edu Session Edit Commands Settings Help SCT EDB Entry Update AHIR 10716795 16 33 25 Personnel Miscellaneous Userid SCPPSWCPI ID 650000007 Name NEWHIRE AC
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