Overview Policy Summary Before You Start Data Entry
Contents
1. Completing the EADD Function State State portion of the address United THE EADD EMPLOYEE ADDRESS FUNCTION States addresses only uccmysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection Session Edit View Commands Script Help Dieja Bf le Of ale 2 PPEADDO E1302 SCT EDB Entry Update Zip Zip code associated with the address United States addresses only ADDL 11 15 00 12 27 45 10 26 00 14 22 07 Employee Address Data Userid SCPPSJL ID 700000900 Name PROFESSOR ASSISTANT DEMO SSN 700 600 0900 Pri Pay MO E 4 Foreign Ind Enter F if this is a foreign address Permanent Address Line 1 33480 21ST STREET E SANTA CRUZ Stat CA Zi 95061 Address 1 1 1 ate Ip Foran adar indi Peev Saw Prov Foreign addresses only Province bis brons Sent esaael Spotu Nake associated with the address if applicable C Rel Cod P Add H Ph S N Enpieyee Organization Disclosures Perm Address a Hone Phone Maximum 30 characters Campus Address Line 1 Line 2 Cntry Foreign address only Two digit City State Zip j Campus Phone 1 Phone 2 country code associated with the address Press F1 Help from this field to see valid Campus Room 000462 Building Next Func ID Name SSN s codes F 1 Help 3 PrevMenu 4 Print 5 Update a aae Postal Code Foreign addresses only Postal BM 32782E LU L10TAAAF C nm o A code associated with the address2. 1BM 3278 2 E LU LIOTAAAF EPD1 Procedure 1 Review fields for data accuracy and make any changes needed Pay Enter Mail Code See Appendix J Mail Codes Disposition Used to deliver checks and surepay stubs Code 2 Press Enter to invoke range value edits 3 This is the last function in the ADDL bundle Proceed to Review Payroll Personnel System March 2003 University of California Santa Cruz Review Use F10 Prev Func and F11 Next Func to navigate through the bundle 1 Make sure you have completed all the required data elements in the bundle and 2 Review all entered data for accuracy and consistency Updating the Employee Database Press F5 Update to invoke consistency edits and to display the PAN Subsystem Notification Preparation screen Consistency Edit Errors If there 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 bundle and 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 See Consistency Edit Messages ECON in Section 1 6 System Messages in this manual for more information and instructions 7 10 6 Additional Employment PPS U
3. This bundle contains the following functions EAPP Appointments Distributions EPER Personnel Miscellaneous EADD Employee Address EPD1 Employee Data 1 Accessing ADDL 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 ADDL and the employee ID number then press Enter The Appointments Distributions EAPP function displays the current employee data 7 10 1 Additional Employment PPS User Manual ACADEMIC ACTIONS Completing the EAPP Function THE EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION El TN3270 uccmvsb to host uccmvsb ucop edu Sal he Session Edit Commands Ss ettings Help PPEAPPM EM943 SCT EDB Entry Update 19 16 95 16 42 18 12 95 18 38 25 Appointments Distributions Userid SCACPLJL ID 7 AS A Name PROFESSOR ASSISTANT DEMO SSN 7 9 Pri Pay MO PAF Gen No 6 Pg 4 of 5 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Our Dept 38 h E A 5 Bg a3 78199 073195 _ g14p2 Title Grade Full F V Ann Hr Rate At Sch Time Lv 3225 ASST RES 9 MOS 1 9 PYMT Lee U _446n0 AA A MA A N Dist Actions L Acct CC Fund PC 5 FTE Dis 7 31 Z 442607 23161 HUM HIST NEH BURKE 1 AAA Pay Begin Pay End Step O A Rate Amount DOS PAQ DUC WSP 7199 573199 4 4888 88 OLN _ Dist Actions L Acct CC Fund PC S FTE Dis x Pay Begin Pay End Step O A Rate Amount DOS PAQ DUC WSP Ne
4. ACADEMIC ACTIONS 7 10 ADDITIONAL EMPLOYMENT Overview The procedures described in this section are for an employee who begins a new appointment while still working under the current appointment Prior to initiating any of the following additional employment actions reference the appropriate academic or staff personnel program policies or related Labor Contracts Policy Summary For Academic employees an additional appointment would need to be initiated in the following situations 1 addition of a without salary professorial appointment in a department other than the home department 2 additional research lecturer appointment if the primary appointment is less than 100 For Academic employees teaching in UNEX see AHR Training Materials AHR PPS Policies and Procedures Additional Compensation Payroll Personnel System July 2011 University of California Santa Cruz Before You Start Obtain required approval to perform the payroll personnel action Have the employee complete the required form if applicable 1 Benefits Eligibility Level Indicator BELI form UPAY 726 2 Note The Adult Child Abuse forms are required for certain department positions Contact Academic or Staff Human Resources respectively for information These forms are to be retained in the department or dean s office Prepare information for on line entry Data Entry Enter the data for the additional employment via the ADDL bundle
5. DEMIC ACTIONS Code indicating that the employee s pay rate is Completing the EPER Function off scale or above scale in relation to the ste P THE EPER PERSONNEL MISCELLANEOUS FUNCTION and or salary range for the title code of the g r R TN3270 uccmvsb to host uccmvsb ucop edu 2 a appointment if applicable Press F1 Help to Session Edit Commands Settings Help i PPEPERB EM943 SCT EDB Entry Update 18 17 95 11 16 a see valid codes 18 11 95 11 42 48 Personnel Miscellaneous Userid SCACP ID 380008900 Name PROFESSOR ASSISTANT DEMO SSN 3 AA 9AA Pri Pay MO Rate Amount The monthly or by agreement amount Assigned BELI 4 Derived BELI 1 a eeebiee Daten Dias i 1 i 4 i BELI Status Qualifiers Primary __ Date Secondary __ Date associated with the distribution Date of Hire 170135 Original Hire Date Employee Relations Code Employee Relations Unit A Code indicating the type of additional rrobat lonary Period End Date E Next Salary Review Date compensation associated with the distribution Herit bate Increase Percent Im Next Salary Review Type _ Home Department beesae TRAINING ON LINE UPOATE i Primary Title Code 1368 ASSISTANT PROFESSOR S MONTHS Press Fl Help to see valid codes Employee Unit Code AZ Employee Representation Code HE Employee Special Handling Code _ Employee Distribution Unit Code _ i i i T Job Group ID D PRQ Code indicating the type of perquis
6. demic A code indicating the appointment type associated with the appointment A code indicating the number of months in a year the employee will work Pressing F1 displays valid codes A code indicating the number of months in the year over which the salary for the appointment will be paid Pressing F1 displays valid codes Date on which the employee s appointment is effective in the format MMDDYY Date on which the appointment is expected to end in the format MMDDYY If the appointment is indefinite or tenured enter 999999 Leave blank A system derived code indicating the department or other administrative unit associated with the appointment 7 10 2 Additional Employment PPS User Manual ACADEMIC ACTIONS Title A code indicating the position or classification title for this appointment Pressing F1 displays the codes For academics leave blank Full The percentage of time the employee is expected to work in the appointment Enter full time as 1 00 F V A code indicating if the time the employee will work in the appointment is fixed or variable Ann Hr Rate The annual salary or hourly rate associated with the appointment Rt A code indicating whether the rate of pay is annual A hourly H or by agreement B Sch A code indicating the pay schedule on which the appointment is paid either MO monthly current or MA monthly arrears A code indicating the method for reporti
7. if applicable EADD Procedure Campus Telephone number s at which the employee 1 Review fields for data accuracy and make any changes needed Phone s canbe reached Permanent Line 1 First line of the address to which all Address university mail may be sent e g benefits statement tax information Maximum 30 3 Press F11 Next Func to continue to the next function characters 2 Press Enter to invoke range value edits Line 2 Automatic continuation of address Line 1 if the Line 1 runs over Maximum 30 characters 7 10 5 Payroll Personnel System Additional Employment March 2003 University of California Santa Cruz PPS User Manual ACADEMIC ACTIONS Completing the EPD1 Function THE EPD1 EMPLOYEE PERSONAL DATA 1 FUNCTION uccmysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection Session Edit View Commands Script Help oemel e Sle Of ale o PPEPD10 E1302 SCT EDB Entry Update ADDL 11 15 00 12 29 38 10 26 00 14 22 07 Employee Personal Data 1 Userid SCPPSJL ID 700000900 Name PROFESSOR ASSISTANT DEMO SSN 700 060 0900 Pri Pay MO Date of Birth 042462 Sex F Ethnic F Veteran Status Codes Vietnam N War Campaign _ Disability N Disabled Status N Citizenship C Student Status 1 No of Reg Units Pay Disposition Code 900462 Next Func ID Name SSN gt F 1 Help 3 PrevMenu 4 Print 5 Update F 9 Jump 10 PrevFunc 12 Exit Line 22 Column 75 NUM
8. ite EA E T 5 Academic Programmatic Unit Cd A system derived code indicating a group eat Fine ia nate Ssi within a bargaining unit to which a i i i i i i F 1 Help 3 PrevMenu 4 Print 5 Update distribution for an appointment is assigned for E E Eelt collective bargaining purposes excluding l IBM 3278 2 E 11 11 23 range adjustments Not used for academics 4 Press Enter to invoke range value edits The EPER Procedure 1 Enter data in the following fields as applicable Assigned Benefits Eligibility Level Indicator BELID BELI code indicating the employee s eligibility for health benefits Press F1 Help to see valid codes 5 Press F11 Next Func to continue to the next function Derived System derived BELI code based on data BELI entered previously Normally the same as the assigned BELI code Effective Date the employee becomes eligible for the Date health benefits indicated by the BELI code Alternate Code indicating an alternate department that Dept Code may update the employee s personnel record Press F1 Help to see valid codes 7 10 4 Payroll Personnel System Additional Employment July 1997 University of California Santa Cruz PPS User Manual ACADEMIC ACTIONS 2 Press Enter to invoke range value edits Permanent City City portion of the address United 3 Press F11 Next Func to continue to the next function Address States and foreign addresses Maximum 21 characters
9. ng time worked Valid codes are T for exception A for positive W if without salary Lv A code indicating the rate at which vacation and sick leave will be accrued Payroll Personnel System July 1997 University of California Santa Cruz 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 data in the following fields as applicable Actions Code indicating the personnel action which affected the associated distribution No entry Action Code lt is required for additional employment L Enter 7 for UCSC location number Enter organization FOAPAL number CC Enter cost center Enter fund number PC Enter activity code optional not required Enter 0 1 or 2 as applicable The percentage of the budgeted position which the distribution represents if applicable Full time is represented by 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 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 Step The step within the salary range associated with the title code This is a one digit field for academics 7 10 3 Additional Employment PPS User Manual ACA
10. ser Manual ACADEMIC 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 canadd comments andiadditional reviewets tothe PAN e Retain the data collection document in the Service Center employee file 1 Add a description of the action and any significant details in the Comments Entry screen 2 Press F10 NotfPrep to display the Notification Preparation screen where you can add reviewers as desired 3 Press F11 Detail to display the Activity Review screen where you can review the notification before sending it 4 Press F5 Update to complete the update and send the notification If the update is successful the first function in the bundle appears and displays U0007 UPDATE PROCESS COMPLETE For more information about PANs and additional PAN features please refer to 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 10 7 Payroll Personnel System Additional Employment March 2003 University of California Santa Cruz PPS User Manual
11. xt Func ID Name SSN USAB1 Input accepted F 1 Help F 7 Backward 2 Cancel 4 Print 5 Update 8 Forward 3 Jump l IBM 3278 2 E 16 36 38 Notes and Tips When processing additional employment in addition to the current appointment and distribution always set up a new appointment and distribution Refer to Section 1 11 Appointments and Distributions for more information If the employee has more than one appointment or more than two distributions these are stored on additional pages screens Use F8 Forward or F7 Backward to scroll through the pages Always enter a decimal point in the percentage and rate fields The decimal point on the keypad may not work Do not enter commas or dollar signs in the rate fields Appointment Level Procedure 1 Press the F9 Jump key to go to the Next Func field and then use the F15 New Line key to go to the command line Payroll Personnel System July 1997 University of California Santa Cruz 2 At the command line type add a to set up the next available appointment 3 Enter data in the following fields as applicable Actions Action Code PGM Typ Appt Begin Appt End Enter 13 for Additional Employment A code indicating the personnel action affecting the associated appointment A system derived code identifying the personnel program under which the appointment is held Enter 5 aca
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