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1. Action Code For a Leave of Absence with pay enter 07 Leave of Enter the date the leave will begin in the Absence format MMDDYY Begin Date Leave of Enter the date the employee is scheduled to Absence return from the leave of absence in Return Date MMDDYY format Type Enter the Leave of Absence Type code Press F1 Help to see valid codes The remaining fields do not require entry at this time 2 Press Enter to invoke range value edits 3 Press F11 NextFunc to continue to the next function 7 6 3 Academic Leave of Absence PPS User Manual ACADEMIC ACTIONS Sabbatical Leave Example EAPP APPOINTMENTS DISTRIBUTIONS TN3270 uccmvsb to host uccmvsb ucop edu se a Session Edit Commands Settings Help PPEAPPIRENS43 SCT EDB Entry Update 18 17 95 16 36 2 18 12 95 18 38 25 Appointments Distributions Userid SCACPLJW ID 7 AAASAA Name PROFESSOR ASSISTANT DEMO SSN 7 W90H Pri Pay MO PAF Gen Na 6 Pg 2 of M5 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Our Dept 20 A 5 3 12 570198 B63 A _ 691393 Title Grade Full F U Ann Hr Rate At Sch Time Lv 1388 ASSISTANT PROFESSOR S MONTHS _ 1 88 E _44000 f A MO I N Dist Actions L Acct CC Fund PC S FTE Dis 7 21 Z 462786 199A ASFTE HUM AMER ST POSPILIL 1 68 1 AAAA Pay Begin Pay End Step O A Rate Amount OOS PAQ DUC WSP 78198 522899 4 3666 67 REG Dist Actions L Acct CC Fund PC S FTE Dis 22 Z 402788 19988 ASFTE HUM AMER S
2. DOS SLN or SLR In the field enter the percent of time to be paid during the sabbatical e g 0 6700 3 Go to the command line and type add d to set up the next available distribution to resume payment with a REG DOS This distribution should be effective the day following the end of the leave period and should coincide with the return date previously entered in the Leave of Absence Return Date field on the ELVE function 4 Enter data in the following fields as applicable Actions Action Code Code indicating the personnel action which affected the associated distribution No entry is required Enter 7 for UCSC location number Enter organization FOAPAL number Enter cost center Enter fund number Enter activity code optional not required Enter 0 or 2 as applicable 7 6 4 Academic Leave of Absence PPS User Manual ACADEMIC ACTIONS which the distribution represents if applicable Full time is represented as 1 00 Dist The anticipated percentage of ume which is 6 Press F11 Next Func to continue to the next function chargeable to the account fund Full time is 5 Press Enter to invoke range value edits The percentage of the budgeted position WSP Not used for academics represented as 1 0000 Pay Begin Date on which the pay should 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
3. Year Rule of additional time added to the 8 year service Funds At Greater Than 5 Percent Units _ limitation Quarters Semesters in Unit 18 Titles Units _ Quarters Semesters as Teaching Assistant __ Units _ as of Quarters The number of quarters or semesters for Newt Fune 1D Nane SSN Semesters academic year based appointments or the zas Months on number of months for fiscal year based Et dhelp Sites ae 19900 Funds appointments of service accrued in a title or in the titles Professor in Residence Adjunct Professor and or Professor of Clinical Series and supported on 19900 State Funds for more than 50 percent time The number of quarters or semesters of service accrued in the titles designated under Unit 18 for collective bargaining purposes The number of quarters or semesters of service accrued in the titles teaching assistant Associate and Teaching Fellow toward the service limitation established by policy for students 2 This is the last applicable function in the bundle Proceed to Review 7 6 9 Academic Leave of Absence PPS User Manual ACADEMIC ACTIONS Review Use F10 Prev Func and F11 Next Func to navigate through the bundle 1 Make sure you have completed all the required data elements in the bundle 2 Review all entered data for accuracy and consistency Updating the Employee Database Press F5 Update to invoke consistency edits and to display the PAN Subsystem Not
4. employee ID number then press Enter The ELVE function is displayed 7 6 2 Academic Leave of Absence PPS User Manual ACADEMIC ACTIONS Completing the ELVE Function ELVE LEAVE OF ABSENCE DATA TN3270 uccmvsb to host uccmvsb ucop edu ja Session Edit Commands Settings Help PPELUEMBE D875 SCT EDB Entry Update ALOA 1 17 95 16 33 16 18 89 95 28 56 44 Leave of Absence Data Userid SCACPLJW ID 55 A9 Name PROFESSOR ASSISTANT DEMO SSN 558 9AA Pri Pay MO Leave of Absence Action Code B7 Leave of Absence Begin Date 638199 Return 879199 Type 2 Last Sabbatical Credit Balance Sabbatical Credit Date Sabbatical Credit Accrued Sabbatical Credit Accrued Thru Date Sabbatical Credit Used i Total Sabbatical Credit Balance Hi ty TRIP Reduction Percentage TRIP Duration TRIP Begin Date Next Func ID Name SSN F 1 Help 3 PrevMenu 4 Print 5 Update F 9 Jump 11 NextFunc 12 Exit IBM 3278 2 E 16 28 47 Notes and Tips Update the ELVE and EAPP functions for Sabbatical Leave Use the ELVE and EACD functions for all leaves Update these functions when processing a leave with full pay other than sabbatical or a leave without pay Payroll Personnel System July 2011 University of California Santa Cruz The ELVE Procedure 1 Enter data in the following fields as applicable Leave of For a Leave of Absence without pay enter 08 Absence
5. pre listed timesheets When timesheets are produced the Service Center needs to add the employee to the timesheet Notify Payroll Office via the PAN if employee will be receiving additional compensation e g summer salary while on leave without pay EAPP Appointment Level Procedure 1 Use the F9 Jump key and F15 Newline keys to go to the command line At the command line type add a to set up the first available appointment Enter data in the following fields as applicable Actions Enter Action Code 13 for additional Action Code amp Ployment System derived code identifying the personnel program under which the appointment is held Enter 5 academic The code indicates the appointment type associated with the appointment The code is 09 for summer research salary A code which indicates the service period on which an appointment is based Press F1 Help for valid codes 7 6 6 Academic Leave of Absence PPS User Manual ACADEMIC ACTIONS Pd Ovr The code is 09 for summer research salary Enter the code that indicates whether the rate A code indicating the number of months in of pay is annual A hourly H or by the year over which the salary for the agreement B appointment will be paid Press F1 to see Enter MA for summer research salary valid Cone Code that indicates which pay schedule the Appt Begin Enter the date on which the appointment is appointment will be paid eithe
6. ACADEMIC ACTIONS 7 6 ACADEMIC LEAVE OF ABSENCE Overview The procedures described in this section are for e Sabbatical Leaves e Leaves With Pay e Leaves Without Pay Each type will be discussed individually See subsequent sections for policy references Policy Summary Sabbatical Leaves The procedures for processing sabbatical leaves of absence are for a Ladder Rank faculty member Refer to APM 740 for policy on sabbatical leaves Such an academic employee may be on one of the following types of sabbatical leave e Sabbatical with full salary Leave Type 01 e Sabbatical with partial salary Leave Type 02 e Sabbatical in residence with full salary Leave Type 03 Leaves With Pay Leaves With Pay usually apply to Academic employees only An employee may be on a leave of absence with pay for one of the following reasons e Pregnancy Leave Type 04 e Extended Illness Leave Type 05 Payroll Personnel System July 2011 University of California Santa Cruz Government Public Service Leave Type 06 Professional Development Leave Type 07 Military Leave With Pay Leave Type 11 Special Research Leave Type 12 Administrative Leave Type 13 Family and Medical Leave Type 16 Worker s Compensation 80 Extended Sick Leave Leave Type 91 Other Leave Type 99 Leaves Without Pay An academic employee may be on a leave of absence without pay for one of the following reasons Pregnancy Leave Type 04
7. Extended Illness Leave Type 05 Government Public Service Leave Type 06 Professional Development Leave Type 07 Personal Leave Type 08 Worker s Compensation Leave Type 09 Furlough Leave Type 10 Special Research Leave Type 12 Administrative Leave Type 13 Family and Medical Leave Type 15 Military Leave Without Pay Leave Type 93 Other Leave Type 99 7 6 1 Academic Leave of Absence PPS User Manual ACADEMIC ACTIONS Before You Start Have the academic employee complete the following form 1 Leave of Absence form UPAY 573 for leaves with pay over 7 days or 2 Leave of Absence form UPAY 573 for leaves without pay of any length Obtain required approval to perform the payroll personnel action usually a letter to the employee that the leave has been approved Refer to the Campus Academic Personnel Procedures Manual CAPPM Appendix 1 Delegation of Authority Chart Have both the approved completed UPAY 573 form and a copy of the letter to the employee approving the leave on hand prior to entering the action When processing leaves for academic employees with end dates e g assistant professors departments should pay close attention to appointment and distribution end dates If the end date of the leave period coincides with or goes beyond the appointment and distribution end dates departments should contact Academic Human Resources prior to entering this information Refer to AHR Traini
8. T POSPILIL 1 68 8 6700 Pay Begin Pay End Step O A Rate Amount OOS PARQ DUC WSP 038199 63099 4 z 3666 67 SLN Next Func ID Name SSN F 1 Help 3 PrevMenu 4 Print 5 Update F Backuward 8 Foruward 9 Jump 12 Exit IBM 3278 2 E 16 31 41 Notes and Tips When processing a sabbatical leave always end the current distribution and set up new distributions to place on sabbatical and to bring back to REG status Refer to Section 1 11 Appointments and Distributionss and Section 1 12 End Begin Procedures for more information When processing leaves for academic employees with end dates e g assistant professors departments should pay close attention to appointment and distribution end dates If the end date of the leave period coincides with or goes beyond the appointment and distribution end dates departments should contact Academic Human Resources prior to entering this information Payroll Personnel System July 201 1 University of California Santa Cruz EAPP Appointment Level Procedure When processing a sabbatical leave make no change to the appointment line for the faculty member s permanent appointment EAPP Distribution Level Procedure 1 End the current distribution the day before the leave begins 2 Go to the command line and type add d to set up the next available distribution to effect payment during the sabbatical leave period use appropriate
9. ification Preparation screen Consistency Edit Errors If there are consistency edits the Consistency Edit ECON function 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 navigate to the appropriate 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 Payroll Personnel System July 2011 University of California Santa Cruz PAN Preparation After pressing F5 Update from a data entry screen if there are no consistency edits or an ECON screen you are automatically positioned at the PAN Comments Entry screen From here you can add comments and additional reviewers to the PAN 1 Add a description of the action and any significant details in the Comments Entry screen 2 Press F10 NotfPrep to display the Notification Preparation screen where you can add reviewers as desired 3 Press F11 Detail to display the Activity Review screen where you can review the notification before sending it 4 Press F5 Update to complete the update and send the notification If the update is successful the first function in the bundle appea
10. l Credit Balance Sabbatical Credit Date Sabbatical Credit Accrued Sabbatical Credit Accrued Thru Date Sabbatical Credit Used otal Sabbatical Credit Balance RIP Reduction Percentage RIP Duration TRIP Begin Date ie Mii Next Func ID Name SSN F 1 Help 3 PrevMenu 4 Print 5 Update F 9 Jump 12 Exit l i IBM 3278 2 E 16 39 52 LOA s are at employee level If employee has an existing leave still in effect a future or subsequent leave cannot be added until the current leave has ended see Section 2 3 Timing for further details Notes and Tips e When processing a Leave Without Pay enter leave data on the ELVE function You do not need to update the EAPP function Proceed to the EACD function e The base appointment is not affected e If the Leave Without Pay is fall quarter pay period July 1 through October 31 and you need to pay summer salary for July then you need to update the EAPP function to reflect the summer appointment Payroll Personnel System July 2011 University of California Santa Cruz If the Leave Without Pay is spring quarter pay period March 31 through June 30 and you need to pay summer salary for June then you need to update the EAPP function to reflect the summer appointment A Leave Without Pay supersedes other payroll actions therefore the paid summer appointment which will be established on the database and in History will not be included on
11. ng Materials AHR PPS Ladder Rank Academic Policies and Procedures for a description of the policies covering leaves of absence for academic employees Employee s Responsibilities when going on Leave of Absence Without Pay e Parking Employee is responsible for contacting the Parking and Transportation Service Office to cancel parking privileges and fees Parking permits must be returned to avoid charges for available services while on leave e Insurance It is the Service Center s responsibility to provide appropriate Insurance continuation Information to the employee Contact the Benefits Office x2013 for guidance Payroll Personnel System July 2011 University of California Santa Cruz e All Other Deductions Employee must contact the individual providers to arrange for continuation Deductions include automobile insurance credit union charitable contributions United Way and EOP employee organization dues Upon return to pay status the employee has a limited period to re enroll in any insurance plans the employee chose not to continue Data Entry Enter data for the reappointment via the ALOA bundle The ALOA bundle contains the following functions ELVE Leave of Absence EAPP Appointments Distributions EACD Academic Service Accessing the ALOA Bundle 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 ALOA and the
12. r Monthly effective in the format MMDDYY Current MO or Monthly Arrears MA Appt End Date on which the appointment is expected to Code that represents the method of reporting end in format MMDDYY time for the appointment T for Exception Leave blank for summer research salary Time Reporting A tot EO anys Lime Reporting W if without salary Dept A system derived code indicating the department or other administrative unit associated with the appointment Title A code indicating the position or A code indicating the rate at which vacation ae l and sick leave will be accrued classification title for the appointment Press Enter N non accruing for summer research salary F1 of valid codes Leave blank for academics FULL Enter the percentage of time that the employee is expected to work Enter full time as 1 00 F V Enter F fixed for summer research salary A code indicating if the time the employee will work in the appointment is fixed or variable Annual Hr Enter annual salary rate for summer research salary The annual salary or the hourly rate associated with the appointment 7 6 7 Payroll Personnel System Academic Leave of Absence July 2011 University of California Santa Cruz PPS User Manual ACADEMIC ACTIONS EAPP Distribution Level Procedure 1 Use the F9 Jump to go to the command line 2 At the command line type add d to set up the first available distribution 3 Enter da
13. rgaining purposes excluding range adjustments Not used for academics 4 Press Enter to invoke range value edits 5 Press F11 Next Func to continue to the next function 7 6 8 Academic Leave of Absence PPS User Manual ACADEMIC ACTIONS EACD Procedure 1 No entry required at this time The following is for your Completing the EACD Function EACD ACADEMIC SERVICE l IBM 3278 2 E 16 43 06 Notes and Tips e Divisions have discretion for use of this function for academic employees No entry required at this time Payroll Personnel System July 2011 University of California Santa Cruz at Greater than 50 Percent Quarters Semesters in Unit 18 Titles Quarters Semesters as Teaching Assistant TN3270 uccmvsb to host uccmvsb ucop edu a information Session Edit Commands Settings Help PPEACOMpE M949 SCT EDB Entry Update 18 17 95 16 48 17 18 12 95 18 38 25 Academic Service Userid SCACPLJU Quarters The number of quarters semesters Or months ID 7 AAASAA Name PROFESSOR ASSISTANT DEMO SSN 7 H90H Pri Pay MO Semesters of service accrued in the titles Instructor Months in 8 Assistant Professor and equivalent titles Year Rule toward the 8 year service limitation Quarters Semesters Months in 8 Vear Rule __ Units _ eon a Sar Rule iiiw Extension to The number of quarters semesters or months Uarters Sencsters Months an 1330 8
14. rs 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 7 6 10 Academic Leave of Absence PPS User Manual ACADEMIC ACTIONS Disposition of Forms e Forward the appropriate approval document s to the mandatory reviewer e Retain the data collection document s in the Service Center employee file e Forward a copy of the leave letter to Academic HR Payroll Personnel System July 2011 University of California Santa Cruz 7 6 11 Academic Leave of Absence PPS User Manual
15. ta in the following fields as applicable Actions No entry is required for summer research salary G i ired T C Su Enter 0 or 2 as applicable Enter activity code optional not required b FTE Leave blank for summer research salary The percentage of the budgeted position which the distribution represents if applicable 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 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 Payroll Personnel System July 2011 University of California Santa Cruz The step within the salary range associated with the title code Enter as one digit 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 1 9 or 1 11 or by agreement amount associated with the distribution DOS Code indicating the type of compensation associated with the distribution Press F1 Help to see valid codes e g OLN PRQ Code indicating the type of perquisite provided A system derived code indicating a group within a bargaining unit to which a distribution for an appointment is assigned for collective ba
16. the format MMDDYY Step The step within the salary range associated with the title code Enter as one digit for academics O A 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 perquisite provided 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 DOS Code indicating the type of compensation associated with the distribution Press F1 Help to see valid codes e g SLN DUC 7 6 5 Payroll Personnel System Academic Leave of Absence July 2011 University of California Santa Cruz PPS User Manual ACADEMIC ACTIONS Leave Without Pay for Spring or Fall Quarter with A Summer Research Appointment ELVE LEAVE OF ABSENCE FUNCTION TN3270 uccmvsb to host uccmvsb ucop edu sja Session Edit Commands Settings Help PPELUEDMEM875 SCT EDB Entry Update oa 16 44 5f 5 12 95 18 38 Leave of Absence Data Userid SCACPLJUW D 7APAOASEA anei PROFESSOR ASSISTANT DEMO SSN 7 A 9AA Pri Pay MO Leave of Absence Action Code f8 Leave of Absence Begin Date 070199 Return 118199 Type 99 Last Sabbatica

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