Module 2: System Overview - University of California, San ... · PDF fileFebruary 2013 Module 2: System Overview . Module 2 Contents . ... L Filipino/Pilipino . ... February 2013 Module

Module 2: System Overview

PPS Online Update Desk Reference Page 2-1

February 2013 Module 2: System Overview

Module 2 Contents

Payroll Work Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5 Types of EDB Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6

Employee Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6 Appointment Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6 Distribution Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7 Personal Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7

EEID Employee Identification Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 Employee ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 SSN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 Suffix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 Result . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9 Date of Birth . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9 Intercampus Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9

EPD1 Employee Personal Data 1 Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10 Sex . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10 Ethnic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-10 Veteran Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 Vietnam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 War/Campaign . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 Disability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 Disabled Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 Citizenship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12 Student Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12 No of Reg Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12 Stu/Reg . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12

EPD2 Employee Personal Data 2 Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13 Oath Signature Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13 I-9 Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13

EADR Employee Address Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14 Permanent Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14 Foreign Addr Ind . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14 Campus Release Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15 Employee Organization Disclosures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15 Mail Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15 Campus Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15

ETAX Tax Information Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15 Federal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16

Marital Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16 Personal Allowances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-16

California . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17 Marital Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17



Personal Allowances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17 Itemized Deductions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17

Additional Withholding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17 EALN Alien Information Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18

Citizenship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18 Country of Residence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18 Visa Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-19 Visa/Work Permit End Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-19

EAPC Appointments/Distributions - Condensed Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20 Appointment Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20

Appt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20 Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20 Pgm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21 Typ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21 Bas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-21 Pd Ovr . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22 Appt Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22 Appt End . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22 Dur . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22 Dept . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22 Title . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23 Grade . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23 %Full . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23 F/V . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23 Ann/Hr Rate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-23 Rt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-24 Sch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-24 Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-24 Lv . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-24

Distribution Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 Dist No . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 Index Fund Sub . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 FTE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 Dis % . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-25 PayBeg . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 PayEnd . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 St . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 OA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 Rate/Amount . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-26 DOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27 PRQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27 D . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27 W . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-27

Command Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-28 EPER Personnel - Miscellaneous Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-29



Assigned BELI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-29 Derived BELI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-29 Effective Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30 Date of Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30 Original Date of Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30 Employee Relations Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30 Employee Relations Unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-30 Probationary Period End Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-31 Next Salary Review Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-31 Next Salary Review Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-31 Home Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-32 Timekeeper Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-32 Alternate Department Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-32

ESEP Separation Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-33 Last Day on Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-33 Separation Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-34 Reason . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-34 Destination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-35 Future Institution Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-35 Intercampus Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-35 Terminal Trip Bonus Time Paid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3 Terminal Vacation Leave Paid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-35 Terminal Sick Leave Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-36 Check Disposition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-36

ELVE Leave of Absence Data Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-37 Leave of Absence Action Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-37 Leave of Absence Begin Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-37 Return . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Last Sabbatical Credit Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Sabbatical Credit Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Sabbatical Credit Accrued . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Sabbatical Credit Accrued Thru Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Sabbatical Credit Used . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 Total Sabbatical Credit Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 TRIP Reduction Percentage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-38 TRIP Duration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-39 TRIP Begin Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-39



Payroll Work Cycle

New Employee Completes New Hire Documents On or Before Their First Day of Work

New Employee Begins Work at UCSD

Home Department Enters Employee Information On PPS Employee Database and Sends Appropriate Documents to Payroll

Dept Timekeeper Prints and Distributes Payroll Time Records (PTRs). Timekeeper Key Enters Time in Online Timekeeping *Supplemental Payroll Course Required

Home or Affiliated Department Enters and Updates Any Employee Record Changes Into PPS Employee Database

Payroll Compute Takes Place: PPS Verifies Information Submitted in Online Timekeeping Against PPS Employee Database

PAYDAY

Figure 2-1. Payroll Work Cycle



Types of EDB Information

A.

Figure 2-2. Types of EDB Information

Employee Information Informational fields on the employee database providing the employee’s employment information and status with the University. The following are some of the fields that yield employee information:

* Employee ID * Date of Hire * Original Date of Hire * First, Middle, Last Name * Employee Relations Code * Home Department Code * Probationary Period End Date * Assigned BELI * Next Salary Review Date * Next Salary Review Type * Timekeeper Code * Alternate Department Code * Leave Status * Separation Status

B.

Appointment Information Describes the relationship between an employee and the University. Defines the terms and conditions for employee service. An individual may hold one or more appointments. An “appointment” is generally synonymous with the employee’s “position” and is characterized by a unique set of variables including the following fields:

* Appointment Typ * %Full * Title * Rate * Sch * Dur * F/V * Lv * Begin Date * End Date * Dept (Appointment) * Time

PPS Online Update Desk Reference

Page 2-6


C. Distribution Information A distribution defines the type of service for which payment is rendered (i.e., regular, sabbatical leave, perquisite, shift differential, stipend, etc.) and the associated parity or amount. The distribution identifies the fund source to be charged for the payment, the percent of time chargeable, the begin and end dates for which the fund source is active and the method or condition of payment. An appointment may have multiple distributions. The following fields contain distribution related information:

* Index * Rate/Amount * FTE * DOS * Dis % * St/OA * PRQ * W * Sub * Begin Date * End Date

D. Personal Information

Informational fields that are specifically unique and not directly related to employment for an individual employee. The following fields are considered personal:

* Permanent Address * Campus Address * Home Phone * Campus Phone * Spouse Name * Mail Code * UC Directory Disclosures * Sex * Ethnic * Disability * Veteran * Citizenship * Student Status * Oath Signature Date * I-9 Date * Tax Information * Country of Residence * Visa Type



EEID Employee Identification Screen

The EEID Screen is used to enter all information uniquely associated with the employee.

PPEEID0-E0889 EDB Entry/Update 09/05/96 08:58:39 Employee Identification Userid: PAYSDD

Employee ID : 1

SSN : 2

First Name : Middle Name : 3

Last Name : Suffix : 4 Result : 5

6

Date of Birth : Intercampus Transfer: 7

Next Func: ID: Name: SSN:

===> PF: 1-Help 3-PrevMenu 4-Print 5-Update PF: 9-Jump 12-Exit

Figure 2-3. EEID Employee Identification

1. Employee ID Employee Identification Number. This number is generated by PPS based upon the employee’s last name.

2. SSN

Social Security Number. Entered by the department upon initial hire. If employee does not have a Social Security Number, enter all 9's until their Social Security Number is issued.

3. First Name

Middle Name Last Name Entered by the department upon initial hire. Any name changes are processed by the Payroll Office.

4. Suffix

Jr., Sr., etc.


February 2013

5.

Module 2: System Overview

Result Name as it appears on the database. Derived by the system.

6.

Date of Birth Employee's date of birth (mm/dd/yy). Entered by the department upon initial hire. The employee must be between 16 and 70 years of age.

7.

Intercampus Transfer Used when an employee transfers from another UC campus or UC lab without a break in service.



EPD1 Employee Personal Data 1 Screen

The EPD1 screen is used to enter and update personal information about the employee including ethnicity, student status, and other demographic information.

F

igure 2-4. EPD1 Employee Personal Data 1

1. Sex Entered by the department.

Code Definition F Female M Male

2. Primary Ethnic/Race

Ethnicity Code. Entered by the department.

Code Definition F Other White A Black/African-American 2 Chinese/Chinese-American B Japanese/Japanese-American L Filipino/Pilipino R Pakistani/East Indian X Other Asian C American Indian/Alaskan Native E Mexican/Mexican-American/Chicano



5 Latin-American/Latino W Other Spanish/Spanish-American U Unknown K Korean/Korean-American I Vietnamese/Vietnamese-American G European J Middle Eastern N North African H Two or More races The below six codes are currently derived. O Hispanic(Derived) P Black/African American (Derived) Q Amer Indian Alaska Native(Derived) S Asian(Derived) T Ntv Hawai Oth Pac Is(Derived) V White(Derived)

Veteran Status Codes -

3. Vietnam Code indicating whether an individual is a Vietnam Era Veteran.

Code Definition Blank Not a Vietnam Era Veteran (default) N Not a Vietnam Era Veteran V Vietnam Era Veteran

4. War/Campaign

Code indicating whether an individual who is a veteran has served on active duty during a war or in a campaign or expedition for which a campaign badge has been authorized.

Code Definition Blank Not a War/Campaign/Expedition Veteran (default) N Not a War/Campaign/Expedition Veteran E War/Campaign/Expedition Veteran



5. Oth Veteran Status Code indicating whether an individual is a Special Disabled Veteran.

Code Definition Blank Not a Special Disabled Veteran (default) N Not a Special Disabled Veteran S Special Disabled Veteran O I am Not a Protected Veteran P Protected Vet, No Self-Identify

6. Disabled Status

Code indicating whether an individual is disabled.

Code Definition Blank Not Disabled (default) N Not Disabled H Disabled D Don’t Wish to Ans R No Response


February 2013 Module 2: System Overview 7. Citizenship

Citizenship Status Code. Entered by the department (except for Code E) upon initial hire.

Code Definition A Non-Resident Alien with no tax treaty, from Japan,

Korea, Canada or Mexico C US Citizen E Non-Resident Alien with tax treaty (only entered by

Payroll) N Non-Resident Alien with no tax treaty R Resident Alien X Non-Resident UC employee working outside the US

8. Student Status

Entered by the department upon initial hire or when any subsequent change in the employee’s student status with the University occurs.

Code Definition 1 Not Registered 2 Not being used by UCSD at this time 3 Undergraduate Student 4 Graduate Student 5 Not being used by UCSD at this time 6 Undergraduate student at another UC Campus 7 Graduate student at another UC Campus

9. No. of Reg. Units

Number of registered units derived by the system. Do not input this number as it will automatically be interfaced from ISIS.

10. Stu/Reg

System derived code indication if the student is marked as registered for the current quarter in ISIS.

Code Definition Blank No match to ISIS Y ISIS record for SSN shows as registered N ISIS record for SSN does not show as registered



EPD2 Employee Personal Data 2 Screen

The EPD2 screen is used to enter and update an employee’s academic review date, Oath signature and I-9 dates. All other fields shown are not being used by UCSD at this time.

Figure 2-5. EPD2 Employee Personal Data 2

1. Oath Signature Date

Entered by the department upon initial hire. The date a U.S. citizen employee signs the State Oath of Allegiance. This date must be on or before the first day of employment or a damage claim must be filed (see PPM 395-2).

2. I-9 Date

The date an employee signs the I-9 form. Entered by the department upon initial hire for employment eligibility purposes. The U.S. Department of Justice requires that the I-9 be signed no later than the first day of employment.



EADR Employee Address Data

The EADR screen is used to enter and update personal information about the employee including campus mail code, home address and telephone numbers, spouse name, and disclosure information.

PPEADR0-E1302

EDB Entry/Update

11/14/00 11:40:58

11/10/00 00:37:58 Employee Address Data Userid: PAYSDD ID: Name: Emp Stat: Pri Pay: Permanent Address Line 1:

Line 2: City: State: Zip:

Foreign Addr Ind: Prov: Country: Postal Code:

Home Phone: Spouse Name: Campus Release Codes - Perm Address: Home Phone: Spouse Name: Employee Organization Disclosures - Perm Address: Home Phone: Mail Code: Campus Address Line 1: UNIVERSITY OF CALIF, SAN DIEGO

Line 2: MAILDROP: City: LA JOLLA State: CA Zip: 92093

Campus Phone 1: Phone 2: Campus Room: Building:


===> F: 1-Help 3-PrevMenu 4-Print 5-Update F: 9-Jump 12-Exit

Figure 2-6. EADR Employee Address Data

1. Permanent Address Entered by the department upon initial hire and when any subsequent change of address occurs. The address designated by the employee as their permanent address. Skip line 1 and enter street address on line 2.

2. Foreign Addr Ind

Foreign Address Indicator.

Code Definition Blank US address (default) A US address F Foreign address



3. Campus Release Codes Code indicating whether the individual has authorized the University to release his or her information for normal campus business purposes.

Code Definition Blank No, do not release information (default) Y Yes, release information N No, do not release information

4. Employee Organization Disclosures

Code indicating whether the individual has authorized the University to release his or her information to employee organizations.

Code Definition Blank Yes, release information (default) Y Yes, release information N No, do not release information

5. Mail Code

This is the employee’s campus mail address location at which they will receive their paycheck or SUREPAY statement.

6. Campus Address

The system will automatically derive the standard UCSD address formatted to USPS guidelines. The mail code entered will be populated as part of the standard campus address.



ETAX Tax Information Screen

The ETAX screen is used to enter and update federal, state, additional withholding tax, applicable exemptions and earned income credit amount for the employee.

PPETAX0-E0889 EDB Entry/Update 09/09/96 09:40:28 09/05/96 22:56:13 Tax Information Userid: PAYSDD ID: Name: Emp Sat: Pri Pay:

Federal Tax Processor ID : Marital Status : 1 W-4 Process Date : Personal Allowances : 2 DE4 Process Date : Maximum Withholding :

California Marital Status : 3

Personal Allowances : 4

Itemized Deductions : 5

Maximum Withholding : Addl Fed Tax Withholding : 6 Addl Fed Nonres Alien Tax : 7

Addl CA Tax Withholding : 8

Other State Tax CA Res : Other State Name : Other State Gross Name 1 : Other State Gross Name 2: 3: Earned Income Credit Status:

SSN: Next Func: ID: Name: SSN:


Figure 2-7. ETAX Tax Information

Federal indicates the tax withholding information as required for the Internal Revenue Service. Entered upon initial hire or when any subsequent change in tax withholding occurs.

1. Marital Status

Code Definition S Single M Married

2. Personal Allowances

Number of federal withholding allowances claimed by the employee.



California indicates the tax withholding information as required for the California State Board of Equalization. Entered upon initial hire or when any subsequent change in tax withholding occurs.

3. Marital Status

Code Definition S Single M Married

4. Personal Allowances

Number of California withholding allowances claimed by the employee.

5. Itemized Deductions

6. Additional Federal Tax Withholding

Indicates a specific dollar amount in additional Federal tax to be withheld. For citizenship code A, a non-resident alien (unless a student from India) must complete the W-4 form requesting at least $17.33 extra per month be withheld.

7. Additional Federal Nonresident Alien Tax

Leave field blank. For citizenship code N, this field automatically updates with $17.33 extra in federal tax withholding.

8. Additional California Tax Withholding

Indicates a specific dollar amount in additional California tax to be withheld.

The information from the W-4 form should be entered by the department and the form must be forwarded to the

payroll office.



EALN Alien Information Screen

The EALN screen is used to enter and update the fields related to citizenship and other information applicable only to employees with non-resident status. A citizenship code is required for all employees and is entered on the EPD1 screen.

Figure 2-8. EALN Alien Information

1. Citizenship System shows code that was entered on the EPD1 screen.

Code Definition A Noncitizen from Korea, Canada, or Mexico C US Citizen N Noncitizen who is not a student from India, nor a resident

of South Korea, Canada, or Mexico R Resident for tax purposes (only Payroll enters this code) S Student from India X Noncitizen living and working outside U.S. (consult

Payroll before entering this code) E & F Tax treaty codes (Only Payroll enters these codes)

2. Country of Residence

See country code table.



3. Visa Type

Visa Type Code. Entered by the department upon initial hire or when a change occurs.

Code Definition A2 Other Foreign Govt Official & family (requires special

INS authorization) F1 Student F2 Spouse, Child of Student G4 International Org officer & family H1 Distinguished Merit H3 Trainee J1 Exchange Visitor J2 Spouse or child of Exchange Visitor (requires special

INS authorization) PR Permanent Resident RF Refugee or Asylee

The Visa Type is left blank for U.S. citizens.

4. Visa/Work Permit End Date The date on which an employee's work permit expires. Entered upon initial hire or when any subsequent change in visa status occurs.

Please refer to the additional information regarding non-citizen employee coding located in Module Nine.



EAPC Appointments/Distributions - Condensed Screen

The EAPC screen is used to enter and update information for appointments and distributions. One screen displays one appointment and up to four distributions.

PPEAPC0-E0889 EDB Entry/Update 09/17/96 09:45:00 09/16/96 22:56:13 Appts./Distributions-Condense Userid: PAYSDD ID: Name: Emp Stat: Pri Pay:

PAF Gen No: Pg of Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept

1 2 3 4 5 6 7 8 9 10

Title Grade %Full F/V Ann/Hr Rate Rt Sch Time Lv 11 12 13 14 15 16 17 18 19

Dist No Actions Index

20 Fund Sub FTE

21 22 Dis %

23 PayBeg PayEnd St/OA Rate/Amount DOS PRQ

24 25 26 27 28 29 30 D W 31 32

2


===> PF: 1-Help 3-PrevMenu 4-Print 5-Update PF: 8-Forward 9-Jump 12-Exit

Figure 2-9. EAPC Appointments/Distributions - Condensed

Appointment Fields

1. Appt This is the Appointment Number identifying an employee's appointment. Up to nine appointments may be utilized for any employee, as follows: 10, 20, 30, 40, 50, 60, 70, 80, 90. When adding additional appointments, be sure not to use an appointment number already in effect or deleted within the same update. The appointment number uniquely identifies each appointment and its associated data on the database.

2. Actions

Action Code. A two digit numeric code entered by the department or derived by the system to record a specific action.



3. Pgm Personnel Program Code. Derived by the system based upon the Title Code entered.

On or before 6/30/96: On or after 7/1/96:

Code Definition Code Definition E Executive 2 Management & M Map Senior Professional P A&PS 1 Professional & S Staff Support Staff A Academic A Academic

4. Typ Appointment Type Code. Entered by the department.

Code Definition 1 Contract 2 Regular/Career 3 Limited 4 Casual/Restricted 5 Academic 6 Per Diem 7 Partial year/career

5. Bas

Appointment Basis Code. Entered by the department for academic appointees or partial year/career staff employees. The Basis indicates the service period (months) associated with the appointment.

For academics:

Code Definition 9 Academic year appointment 11 Fiscal year appointment

For staff:

Code Definition 9 9-month appointment 10 10-month appointment 11 11-month appointment

If the staff employee is set up for partial year/career employment, then their appointment type code must be a code 7.



6. Pd Ovr Paid Over Code. Entered by the department for academic titles only. The Paid Over value represents the relationship between the appointee’s monthly and annual rates of pay.

Code Definition 09 Monthly pay is 1/9 of annual rate paid over

9 months. 12 Monthly pay is 1/12 of annual rate paid over

12 months.

7. Appt Begin Appointment Begin Date. Entered by the department using the “mmddyy” format. A begin date must always be entered and may not be later than any Payment Begin Date on the distribution line.

8. Appt End

Appointment End Date. Entered by the department using the “mmddyy” format. An Appointment End Date is required by the system. Indefinite, Security of Employment, and Tenured appointments are entered as 999999.

9. Dur

Duration of Appointment Code. Entered by the department or left blank if none of the codes pertains to the employee.

Code Definition A Acting Executive I Indefinite T Tenure V For Visa purposes only E No specific end date Blank None of the above N Non-Tenure (not being used by UCSD at this time) S Security of employment (not being used by UCSD

at this time)

10. Dept Appointment Department Code. Entered by the department when adding a new appointment. This six digit numeric code identifies the organization unit associated to the appointment. It allows for identification of multiple departments with which the employee may be affiliated.



11. Title Title Code. Entered by the department. See campus title and pay plans. The Title Code is the four-digit payroll title code for the position. The title name will be derived based on the Title Code entered.

12. Grade

Salary Grade. Entered by the department. Complete this field for all Senior Management Group (formerly Executive Program), Managers and Senior Professionals (formerly MAP), and certain Professional and Support Staff (formerly A&PS and SPP) appointments. Please refer to the Staff Title and Pay Plan for grade values.

13. %Full

Percent Full Time. Percent of time an employee is expected to work in an appointment. Entered by the department upon initial employment or when a change of percent occurs. Percent Full Time is carried out to two decimal places. 100% is entered as 1.00; 67% time is entered as 0.67; 43.75% is entered as 0.44. If the appointment is designated as “By-Agreement” a percentage of time is required for DCP purposes. If the appointment is designated “Without Salary” press [TAB] to bypass the % Full field.

14. F/V

Fixed/Variable Indicator. Entered by the department for each appointment for which a % Full Time is entered.

Code Definition F Fixed (Required for exempt employees. Indicates that

the time is a fixed percent and that the employee will work this amount of time.)

V Variable (Indicates that the % of Full Time is an estimate and that the time worked may vary from pay period to pay period.)

15. Ann/Hr Rate

Appointment Pay Rate. The employee's pay rate expressed in an annual, hourly, or By-Agreement amount. Entered by the department. The rate entered is the full-time annual salary, By- Agreement amount, or hourly rate of pay for the appointment.



16. Rt Appointment Rate Code. Entered by the department.

Code Definition A Annual H Hourly B By-Agreement

17. Sch

Appointment Pay Schedule Code. Entered by the department.

Code Definition BW Biweekly MO Monthly

18. Time

Use for timesheet generation and MTE..

Code Definition Z Suppress Payment –Separations A Timesheet Required –MTE N No Timesheet is required –not using MTE

19. Lv

Leave Accrual Code. Entered by the department. Indicates the rate at which vacation and sick leave are accrued by the employee for this appointment.

Code Definition Annual Vacation Annual Sick Leave A 15 days 12 days B 18 days 12 days C 21 days 12 days D 24 days 12 days E 24 days None F

None 12 days

L Intern/Residents (Health Sciences) M 24 days 12 days N None None

Former A&PS and Executive program employees only, hired on or before 6/30/96:

Code Definition Annual Vacation Annual Sick Leave G 15 days 12 days H 18 days 12 days J 21 days 12 days K 24 days 12 days

Refer to Personnel Policy 41/Vacation for vacation accrual eligibility.



Distribution Fields

20. Dist No Distribution Number. Up to eight distributions are permitted for each appointment. The first digit of the two-digit distribution number is the same as the first digit of the appointment number (1 through 9). Thus, the first three distributions associated with Appointment 10 will be numbered 11, 12, 13; distributions associated with Appointment 20 will be 21, 22, 23...28. If an employee has more than eight distributions for an appointment, the ninth distribution must be entered as the first distribution of a new appointment.

21. Index Fund Sub

The Index is a seven-character field entered by the department and represents the fund source to be charged for time worked.

The Fund is a five-digit number associated with the funding source and is system-derived based on the Index.

The Subaccount is a one-digit number entered by the department based on the employee’s appointment type as follows:

Code Definition 0 Academic Salary Roll 1 Staff Salary Roll 2 General Assistance (GA) 3 Fellowship By-Agreement Stipend

22. FTE Full Time Equivalent. Entered by the department for permanently budgeted academic and staff positions only (sub accounts 0 and 1, respectively). The FTE represents the percentage of a position which is permanently budgeted. If the FTE is 100%, 1.00 is entered. If the FTE is 67%, 0.67 is entered. The total of all distribution FTEs cannot be greater than 1.00.

23. Dis %

Entered by the department for all distributions except By- Agreement or Without-Salary entries. This number represents the percent of total salary to be charged to the funding source.



24. PayBeg Distribution begin date. Entered by the department in “mmddyy” format. This date represents the beginning date of the distribution for pay purposes.

25. PayEnd

Distribution end date. Entered by the department in “mmddyy” format. This date represents the ending date of the distribution for pay purposes.

26. St

Step. The level of an associated distribution pay rate within a salary range. Step values are numeric and are entered to the following decimal places as follows:

S (Staff) 1.0, 1.5, 2.0, 2.5 ... 7.0 A (Academic) 1, 2, 3, 4, 5 ... 10

Entered by the department for all appropriate academic and staff appointments. See campus title and pay plans.

27. OA

Off Above Scale Code. Use of this code identifies exceptions to pay rates that are off or above scale. The department enters one of the following alpha codes to indicate the relationship of the distribution pay rate to the step and salary range for the title code of the appointment.

Code Definition O Off Scale Academic A Above Scale Academic R Red Circle Non-Academic Staff

(only used for Staff) L Longevity (for certain nurse classes) Blank On Scale - No Exception P Off Scale Academic-Red Circle-Fixed Salary

(not being used by UCSD at this time) B Above Scale Academic-Red Circle-Fixed Salary

(not being used by UCSD at this time) T Trainee (not being used by UCSD at this time)

28. Rate/Amount

Distribution Rate. Full time hourly rate, monthly rate, or By- Agreement amount associated with the distribution. Entered by the department unless the appointment is Without Salary. The Rate/Amount is the employee’s hourly or salaried pay rate for the pay period, or an exact pay period amount. If the employee is



paid hourly (an appointment rate code of H), the rate/amount entered is the full-time hourly pay rate. If the employee is salaried (an appointment rate code of “A”) the rate/amount entered is the full-time salaried monthly pay rate. Salaried pay rates are entered to two decimal positions (e.g., $1200 is 1200.00). If the appointment’s rate code is B (By-Agreement) or the description of service is for an amount payment type (e.g., perquisite), then the rate/amount entered is a two decimal position exact amount for the pay period (e.g., $200 is 200.00).

29. DOS

Description of Service Code. Entered by the department. A three-character code that defines the services or compensation to be paid. Commonly used codes are REG (regular pay), BYA (By-Agreement), and SDF (shift differential). See DOS code table.

30. PRQ

Perquisite Code. Indicates meals and/or room provided as compensation for specific titles. Entered by the department if a perquisite description of service is being recorded.

Code Definition 1M One meal 2M Two meals 3M Three meals 1MR One meal plus room 2MR Two meals plus room 3MR Three meals plus room R Room, apartment house

31. D

This field is not being used by UCSD at this time.

32. W Work Study Program Code. Entered by the department for only student employees that are approved for a Work Study Program.

Code Definition S State work study program F Federal work study program I Institutional work study program Blank No work study program



Command Line

===> The command line is used to add, copy or delete appointments and distributions. Use the [F1] key to determine the appropriate command.



EPER Personnel - Miscellaneous Screen

The EPER screen is used to enter and update employee information related to eligibility for University benefits, hire dates, salary review and merit increase, and collective bargaining status.

Figure 2-10. EPER Personnel - Miscellaneous

1. Assigned BELI

Benefits Eligibility Level Indicator (Assigned). Entered by the department based on eligibility and information from the BELI Eligibility Form.

Code Definition 1 Career Benefits 2 Limited Benefits, No Ret, 12+ mths appt (Academic

employees only) 3 Limited Benefits, No Ret, < 12 mths appt 4 Core Benefits Only 5 No Benefits: a. appointment percentage < 43.75

b. appointment indicates per diem status c. appointment indicates by-agreement

2. Derived BELI

Benefits Eligibility Level Indicator (Derived). Derived by the system.



Derived BELI (continued)

Code Definition 1 Career Benefits 2 Limited Benefits, No Ret, 12+ mths appt 3 Limited Benefits, No Ret, < 12 mths appt 4 Core Benefits Only 5 No Benefits ? Separated employee U Average Hours = 0, with appointments X Average Hours = 0, no appointments

3. Effective Date

BELI Effective Date. Entered by the department, the BELI Effective Date designates the effective begin date for benefits.

4. Date of Hire

The employee's most recent date of hire. Entered by the department upon initial hire or rehire to indicate the hire date of the current employment.

5. Original Date of Hire

The date the employee originally started working at UCSD. Entered by the department upon original hire and will not change.

6. Employee Relations Code

Entered by the department. It is an indication of an employee’s status for purposes of collective bargaining.

Code Definition A Manager, not confidential B Manager, confidential C Supervisor, not confidential D Supervisor, confidential E All others, not confidential F All others, confidential G Not covered by HEERA (out of state)

7. Employee Relations Unit

Employee Relations Unit. Driven by the Employee Relations code and Title code, and indicates the employee’s exclusive representation.



Code Definition A6 Academic Senate at UC San Diego CX Clerical & Allied Services EX Patient Care Technical FX Non-Senate Academic Research Professionals GS Printing Trades (not being used by UCSD at this time) HX Residual Patient Care Professionals IX Non-Academic Senate Instructional (Unit 18) K6 San Diego Skilled Crafts (Local Unit) LX Professional Librarians NX Registered Nurses PA Police Officers RX Research Support Professionals SX Service Unit TX Systemwide Technical Z6 Readers and Tutors 99 Indeterminate. Employees who are excluded from

or not placed in a unit. ?? Indeterminate - Title Code indeterminate

8. Probationary Period End Date

Probationary End Date. Optionally entered by the department in “mm/dd/yy” format.

9. Next Salary Review Date

Entered by the department in “mmyy” format. Indicates the eligible date of the employee’s next salary review.

10. Next Salary Review Type

Entered by the department for staff employees (not for student employees). Indicates the type of salary increase the employee is next eligible for.

Code Definition 1 Eligible for six-month increase 2 Eligible for Merit increase 3 Eligible for SPA (not being used by UCSD at this time) 4 Eligible for Trainee increase (not being used by UCSD

at this time) 5 No Salary review



11. Home Department An organizational or administrative unit with which an employee is associated for employment purposes. The Home Department code determines the department name, contact person, mail code, and information access. The home department has ultimate jurisdiction and responsibility of the employee's information. As access to employee's records are based on home, appointment or alternate department affiliation, only the home department and appropriate central offices have the authority to change an employee's home department code and/or add an alternate department code in PPS.

12. Timekeeper Code

Entered by the Home Department. This eight-digit code indicates employee’s designated timekeeper.

13. Alternate Department Code

Entered by the Home Department, an Alternate Department gains access to an employee record for additional employment purposes. Alternate Departments can update appointment and distribution information only.



ESEP Separation Screen

The ESEP screen is used to enter and update information related to an employee's separation from the University including the terminal pay for eligible benefits such as vacation. The last day on pay and separation dates may differ due to special circumstances (i.e., an employee separates while on a leave of absence without pay).

PPESEP0-E0889 EDB Entry/Update 09/23/96 09:48:13 09/22/96 22:56:13 Separation Userid: PAYSDD ID: Name: Emp Stat: Pri Pay:

Last Day on Pay : 1

Separation Date : 2 Reason: 3 Destination: 4 Future Institution Code: 5 Intercampus Transfer: 6

Terminal TRIP Bonus Time Paid: 7 Terminal Vacation Leave Paid: 8

Terminal Sick Leave Balance : 9

Check Disposition:



Figure 2-11. ESEP Separation 1. Last Day on Pay

The last day on pay status prior to a separation. Department enters on ESEP screen when separation is processed. This date is entered in MMDDYY format, and is the last day for which compensation is received. This date may or may not be the same as the date of separation. For example, if an injured employee began receiving disability pay on February 1, 1996 and was medically separated on January 31, 1997, the last day on pay would be January 31, 1996 and the separation date would be February 1, 1997.

2.

Separation Date Date an employee's employment affiliation with the University ends. Department enters on ESEP screen when separation is

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processed. This date is entered in “mmddyy” format, and is the date the employee ends his/her affiliation with the University.

The separation date is not necessarily the last day worked; for example, an injured employee may receive disability pay from June 15, 2004, through June 14, 2005. In this event, the employee’s separation date is June 15, 2005 while his/her last day on pay is June 14, 2004.

3.

Reason Entered by the department.

Code Definition AA Resignation–To accept another job AB Resignation–To look for another job AC Resignation–Self-employment AD Resignation–Dissatisfied with job AE Resignation–Pregnancy--Did not desire leave AF Resignation–Family and/or child care AG Resignation–Health AH Resignation–To attend school AI Resignation–Military service AJ Resignation–Failed to return from leave AK Resignation–Other AL Resignation–Accept job at newly created health

corporation (same desk rule) AM Resignation–Moved out of area AN Resignation–No reason given BA Academic–Grant/contract expired BB Academic–Appointment/contract expired CA Indefinite layoff with rehire/recall rights CB Termination of limited employee CC Termination of other casual employee (on-call) CD Termination of casual restricted appointment CE Graduation/no longer enrolled as a student CF Per diem release CG Indefinite layoff with severance 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 Dismissal–Due to lack of performance EB Dismissal–Due to misconduct EC Dismissal–Due to quit without notice



ED Dismissal–Job abandonment EE Dismissal–Never started employment EF Dismissal–No longer certified or licensed EG Dismissal–Do not rehire–settlement (employee agrees

not to return) GA Medical separation IT Inter-Location Transfer with no break in service I4 Inactive for 4 consecutive months (system-derived) JA Change to Emeritus status KA Death LA Other (coaches, management program) or separation

(per diem, vocational nurses) RA Retirement–Regular RD Retirement–Compulsory for SMG and regents’ officers RF Retirement–Faculty

4. Destination

Entered by the department for non-student academics only.

Code Destination A Industry B Student C State of California D DOE Laboratories E Other government F Self-employed G Not employed H Stanford I California Institute of Technology J USC K State University/College L Other California College/University M Other College/University – Group I N Other College/University – Group II O Other College/University – Group III P Other College/University – all other US R Other College/University - Foreign

5. Future Institution Code

Code entered upon separation to indicate the employee is transferring from UCSD to another campus, system wide, or a UC- managed laboratory.

6. Intercampus Transfer

If the employee is leaving this campus to work at another UC campus, UC lab, or the Office of the President, and there is no break in service; this field is completed by the department with a code “21", “35", or “36" respectively.


7. Terminal Trip Bonus Time Paid

Department enters the amount of accrued trip bonus hours to be paid at termination.



8. Terminal Vacation Leave Paid Amount of accrued vacation leave hours paid or transferred at termination. Department enters upon separation or change to a title code not eligible to accrue leave.

Please remember to prorate the number of vacation hours the separating employee is eligible to receive for the

month of separation.

9. Terminal Sick Leave Balance Amount of sick leave hours accrued at time of termination. For recorded purposes only and will not be paid to employee.

Please be sure to consult the appropriate policy and procedure manual in regard to information related to terminal pay and sick balances.

10. Check Disposition

Code indicating the paycheck distribution method.

Code Definition 8 Direct Deposit to financial institution 3 Paper Check to department (must be entered when

processing a separation)



ELVE Leave of Absence Data Screen

The ELVE screen is used to enter and update leave-of-absence and sabbatical-leave information for an employee.

Figure 2-12. ELVE Leave of Absence Data

1. Leave of Absence Action Code

Entered by the department.

Code Definition 07 Leave With Pay 08 Leave Without Pay (suppresses pay for all active

distributions for the individual during the leave period)

2. Leave of Absence Begin Date Department enters this date for a Leave of Absence with Pay/Sabbatical (Action code 07) or a Leave of Absence without Pay (Action code 08). This date is entered in MMDDYY format.

3. Return

Leave of Absence Return Date. Entered by the department to indicate the date the employee is returning to work and regular payment is to resume.



4. Type Leave of Absence Type Code. Entered by the department.

Code Definition 01 Sabbatical at full salary 02 Sabbatical at partial salary 03 Sabbatical in residence/full salary 04 Childbearing 05 Extended Illness 06 Government/Public Service 07 Professional Development 08 Personal 09 Workers' Compensation 10 Furlough 11 Military 12 Special research 13 Administration 14 Sabbatical in residence/partial salary 15 Family Medical Leave without pay 16 Family Medical Leave with pay 99 Other (as specified in personnel file)

5. Last Sabbatical Credit Balance


6. Sabbatical Credit Date This field is not being used by UCSD at this time.

7. Sabbatical Credit Accrued


8. Sabbatical Credit Accrued Thru Date This field is not being used by UCSD at this time.

9. Sabbatical Credit Used


10.Total Sabbatical Credit Balance This field is not being used by UCSD at this time.

11.START/ERIT Reduction Percentage

The percent of time an employee's appointment was reduced under the Employee Reduction Incentive Plan program.



12 .START/ERIT Begin Date The date the START/ERIT period began in the MM/DD/YY format.

Please reference the appropriate personnel policies or bargaining agreements for leave of absences and/or contact the Employee Relations Specialist for your Vice Chancellor area. ERIT (Employee Reduction Incentive Plan) was offered to specific groups of employees as a budgetary savings strategy during the State’s budget crises years. START is no longer available. 13. START/ERIT End Date The date the START/ERIT period ends in the MM/DD/YY format.



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