GENERAL WORKFLOW: HIRING PROCESS - PPS
Contents
1. 2 Press F11 Detail to view the notification detail that will be sent 3 Press F5 Update to complete the update and send the notification If the update is successful the EAPP function appears and displays U0007 UPDATE PROCESS COMPLETE 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 You may now start another appointment or distribution level action Payroll Personnel System March 01 University of California Santa Cruz Disposition of Forms e Forward the appropriate approval document to the mandatory reviewer and then maintain the reclass documentation within the Service Center For reclass from Title Code III to Title Code IV approved ER will constitute required documentation e There are no forms to forward outside the Service Center 5 9 4 Student Re classification PPS User Manual2. 5 7 3 Payroll Personnel System Ending Appointments or Separating Student Employees March 01 University of California Santa Cruz PPS User Manual STUDENT EMPLOYEE ACTIONS Completing the EAPP Function EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION uccmysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection of x Session Edit View Commands Script Help olejajals e 2e Oj als e PPEADDO E1302 SCT EDB Entry Update SEPR 11 14 00 10 52 58 11 14 00 08 46 13 Employee Address Data Userid SCPPSJL ID 010000909 Name DIGSALOT DAISY D SSN 010 090 9909 Pri Pay MA Permanent Address Line 1 1260 WESTERN DR Line 2 City SANTA CRUZ State CA Zip 95060 Foreign Addr Ind _ Prov Country __ Postal Code Home Phone 4084751223 Spouse Name Campus Release Codes Perm Address _ Home Phone _ Spouse Name _ Employee Organization Disclosures Perm Address Y Home Phone _ Campus Address Line 1 Line 2 City State Zip Campus Phone 1 Phone 2 Campus Room 900462 Building Next Func ID Name SSN gt F 1 Help 3 PrevMenu 4 Print 5 Update Fi 9 Jump 10 PrevFunc 11 NextFunc 12 Exit Line 20 Column 13 IBM 3278 2 LU LIOTABAY C NUM W Appointment Level Procedure On the Appt End field enter the appropriate end date Delete all future appointments Distribution Level Procedure On all active distributions enter the same end date in the Pay End
3. distribution field as you input for the appointment Delete all future distributions 1 Press Enter to invoke range value edits 2 Press F11 Next Function to continue to the next function Payroll Personnel System March 01 University of California Santa Cruz ELVE Function Notes amp Tips There is nothing to enter on the ELVE Leave of Absence function for student employees Press F11 Next Function to continue to the EADD Employee Address function in the SEPR bundle Completing the EADD Function EADD EMPLOYEE ADDRESS FUNCTION uccmysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection O1x Session Edt View Commands Script Help Dl tales 23S Bl le Of als PPEADDO E1302 SCT EDB Entry Update SEPR 11 14 00 10 52 58 11 14 00 08 46 13 Employee Address Data Userid SCPPSJL ID 010000909 Name DIGSALOT DAISY D SSN 010 00 0909 Pri Pay MA Permanent Address Line 1 1260 WESTERN DR Line 2 City SANTA CRUZ State CA Zip 95060 Foreign Addr Ind _ Prov Country __ Postal Code Home Phone 4084751223 Spouse Name Campus Release Codes Perm Address _ Home Phone _ Spouse Name _ Employee Organization Disclosures Perm Address Y Home Phone _ Campus Address Line 1 Line 2 City State Zip Campus Phone 1 Phone 2 Campus Room 900462 Building Next Func ID Name SSN gt F 1 Help 3 PrevMenu 4 Print 5 Update Fs 9 Jump 10 PrevFunc 11 Ne
4. ale 2 ntry Update 17 7 704 99 28 95 22 00 35 Personne I Hisce laneous Userid SCSESLAS Ley rier pecleyee RRES Murr e zeppenn IDs 18000989 Naws HORKING HARD DENG SSN 8 10 80 89e9 PAI Pour Ma ID 010000909 Name WORKING HARD DEMO SSN 10 00 0909 Pri Pay MA Assigned BELI 5 Derived BELI 6 Effective Date 969595 Permanent Address Line 1 1260 WESTERN DR BELI Status Qualifiers Primary __ Date Secondary __ Date Line 2 Date of Hire Original Hire Date City SANTA CRUZ State CA Zip 95060 Employee Relations Code Employee Relations Unit 99 Foreign Addr Ind _ Prov Country _ Probationary Period End Date Postal Code _ _ Next Salary Review Date Next Salary Review Type _ 3 Home Phone 4084751223 Spouse Name Merit Rate Increase Percent Campus Release Codes Perm Address _ Home Phone _ Spouse Name _ Home Department a Faaaoga TRAINING ON LINE UPDATE Employee Organization Disclosures Perm Address Y Home Phone _ Primary Title Code 4920 ASSISTANT III f Campus Address Line 1 Employee Unit Code CX Employee Representation Code uU Line 2 Employee Special Handling Code _ Employee Distribution Unit Code _ City State Zip Job Group ID 999 Campus Phone 1 Phone 2 Alternate Department Code Campus Room 900462 Building Academic Programmatic Unit Cd Next Func ID Name SSN Next Func ID oS F 1 Help 3 PrevMenu 4 Print 5 Update 1 Help 3 PrevMenu A Print 5 Update 9 Jump 10 PrevFunc 11
5. default to Other 1 Under the Pay End field type in the date before the begin date on the authorized HAF 2 F9 Jump to the command line and copy the original distribution to a new distribution using the copy xx to xx command 3 Enter the data in the following fields as appropriate Pay Begin Re key the Pay Begin date to the begin date specified on the HAF Pay End Re key the Pay End date to the last day of the ACADEMIC year WSP Input the proper work study code F for federal work study and P for president s 4 Press Enter for value range edits You should see the account name description appear as it is established in the system Payroll Personnel System March 01 University of California Santa Cruz EAPP APPOINTMENTS amp DISTRIBUTIONS FUNCTION UCOP PPS PPEAPPO E0943 SCT EDB Entry Update 097 29 95 13 04 17 69 28 95 22 00 20 Appointments Mistr ibut ions Userid SCSESLAS ID 010000200 Name MESSAGE MISSY M SSN 0010 00 0200 Pri Pay MA PAF Gen No __2 Pg 61 of 01 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept 950195 993096 16 t 202503 Title Grade Full F V Ann Hr Rate Rt Sch Time Ly 4920 ASSISTANT III 423 U _ 58400 H WA A N Dist Actions L Acct cc Fund PC Ss FTE Dis 11 Z 761340 ____s 20490 2 CR MERR 11 HSG STUDENT Pay Begin Pay End Step O A Rate Amount DOS PRO DUC WSP g92495 __ 5 8400 BEG _ S Actions L Acet cc F
6. to be converted to non work study status as the employer will be responsible for paying 100 of the wages while the student is unregistered There is no work study funding in the summer If a student does not earn all of her award by the end of the academic year it will be forfeited Before you Start Service Centers are responsible for tracking work study earnings When the award or split allocation is exhausted Service Centers will convert their work study distribution s to non work study status in the EDB Service Centers may opt to extend the appointment through the summer at the same time that they are converting it to non work study See Section 5 6 Student Extension of Appointment Data Entry Enter the data for changing a work study to a non work study distribution on the EAPP function Accessing the EAPP Function 1 Log on to the Payroll Personnel System 2 At Next Function type EEDB and press Enter 3 Type EAPP and the employee ID number and press Enter The EAPP function will be displayed for the selected employee 5 3 1 Work Study to Non Work Study PPS User Manual STUDENT EMPLOYEE ACTIONS 5 4 NON WORK STUDY TO WORK STUDY Overview The procedures described in this section are to offer guidance to Service Centers about converting non work study distributions to work study status Policy Summary The Work Study Program based on a student s financial aid award is funded only during the academi
7. 1 222 U 5 9400 oH MWA A N Dist Actions L Acct cc Fund PC S FTE Dis 11 2 281240 2 CR MERR I HSG STUDENT 0 2200 20490 Pay Begin Pay End Step O A Rate Amount DOS PRO DUC WSP 950195 963096 __ 5 8400 BEG _ Dist Actions L Acct cc Fund PC S FTE Dis Pay Begin Pay End Step O A Rate Amount DOS PRO DUC HSP Next Func ID Name SSN gt F 1 Help 3 PrevMenu 4 Print S Update F 9 Jump 12 Exit ee 04 21 Fri 29 Sep 01 02 Notes and Tips e UCSC has only two work study programs Federal and President s There are only one or perhaps two students each year who have President s work study the rest have Federal awards Those students who have President s Work Study are easy to overlook e Work study is indicated by and F or a P in the WSP field the last field on the distribution line e For student employees who were previously employed within your department AND who have been extended from last year as non work study enter the data in the following fields as applicable e For student employers who have NOT worked in your unit e elsewhere on campus see Section 5 4 2 Non Work Study to Work Study Status PPS User Manual STUDENT EMPLOYEE ACTIONS Appointment level Procedure There is no appointment level entry for changing from non work study to work study Distribution Level Procedure There is no action code for work study status change the system will
8. 1 University of California Santa Cruz 1 Press F10 Comments and add a description of the action and any significant details e g percent over base pay percent in cents new pay rate and rationale for increase If the increase exceeds 5 of base pay the comments should additionally include the approval source and date 2 Press F11 Detail to view the notification detail that will be sent 3 Press F5 Update to complete the update and send the notification If the update is successful the EAPP function appears and displays U0007 UPDATE PROCESS COMPLETE 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 You may now start another appointment or distribution level action Disposition of Forms e Ifthe increase is within 10 of the base pay for the classification documentation initiating the action e mail supervisor request revised job description is required according the Service Center procedures however documentation is not required for the Career Center e Ifthe increase exceeds 10 of the base pay the Career Center requires email or some written documentation for tracking pre approval of these pay increases 5 8 3 Student Pay Rate Adjustments PPS User Manual STUDENT EMPLOYEE ACTIONS 5 9 STUDENT RECLASSIFICATION Overview The procedu
9. At Next Function type EEDB and press Enter 3 Type ADDL and the employee ID number and press Enter The EAPP function will be the first displayed for the selected employee 5 2 2 Additional Work Study Employment PPS User Manual STUDENT EMPLOYEE ACTIONS Completing the EAPP Function EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION UCOP PPS PPEAPPO E8943 SCT EDB Entry Update 9 29 95 10 15 02 89 28 95 22 00 38 Appointments Mistr ibut ions Userid SCSESLAS ID 616666969 Name WORKING HARD DEMO SSN 616 606 6989 Pri Pay MA PAF Gen No __2 Pg 01 of 01 Appt Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept 4 19 200595 9202420 Title Grade Full F V Ann Hr Rate Rt Sch Time Ly 4920 ASSISTANT II 20 u 5840 H MA A N Dist Actions L Acct CC Fund PC S FTE Dis 11 2 261340 22490 2 CR MERR 1 HSG STUDENT 2 1000 Pay Begin Pay End Step 0 A Rate Amount DOS PROQ DUC WSP g92595 263895 LAA BEG Actions L Acct CC Fund PC S FTE Dis 2 260340 20462 2 CROWN STUDENT PROGRAMS ___ 0 1000 Pay Begin Pay End Step 0 A Rate Amount DOS PRO DUC WSP 292595 LS 5 8400 BEG __ _ Next Func ___ ID CN gece OTT evMenu 4 Print 5 Update 3 Pr S Jump Appointment Level Procedure 1 On the EAPP command line type add a to create a new appointment for your additional work study employment see example above 2 Enter the data Actions Type action code 13 for additional Action Code employme
10. NextFunc 12 Exit 9 Jump 12 Exit Fri 29 Sep 10 19 Line 5 Column 28 IBM 3278 2 LU L10TAANK NUM EPER Procedure EADD Procedure The EPER function allows you to change the Service Center The EADD function allows you to change an address or telephone Home Department if desired number if desired If there are no changes press F11 Next 1 Inthe Home Dept field you enter the six digit mail code Function to continue to the next function in the ADDL bundle that begins with three zeros which is the EPD1 Employee Personal Data 1 function 2 The Alternate Access code if access was granted by Home Department should now be removed from that field by typing an asterisk in the first space of the Alternate Access field 3 Press F11 Next Function to continue to the next function in the ADDL bundle which is the EADD Employee Personnel Data 1 function 5 2 5 Payroll Personnel System Additional Work Study Employment March 01 University of California Santa Cruz PPS User Manual STUDENT EMPLOYEE ACTIONS Completing the EPD1 Function EPD1 EMPLOYEE PERSONAL DATA 1 FUNCTION uccmysb ucop eduuccmysb ucop edu TN3270 TN5250 Connection Session Edit View Commands Script Help ojejalales a le Ol ale ol PPEPD10 E1302 SCT EDB Entry Update ADDL 11 13 00 14 09 15 Employee Personal Data 1 Userid SCPPSJL ID 010000909 Name WORKING HARD DEMO SSN 010 060 0909 Pri Pay MA Date of Birth 051876 Sex F Ethn
11. STUDENT EMPLOYEE ACTIONS GENERAL WORKFLOW HIRING PROCESS Supervisor or SC CREATES ER indicating Work Study Non VVork Study or BOTH post or no post post until filled or final filing date email notification of new apps to supervisor or SC Service Center APPROVES FINAL ER and SUBMITS to Career Center Student completes WORK STUDY AUTHORIZATION portion of HAF IF indicating no split allocation split allocation among 2 or more service centers SC VERIFIES PPS STATUS indicating on HAF New Hire Re hire amp l 9 Status Continuing Service Center AUTHORIZES HAF If New Hire Re hire i or WS split If Continuing Service Center retains HAF Student brings HAF to CC for WS split allocation employment forms if New Hire or Re Hire receives BLUE CARD to give supervisor Payroll Personnel System March 01 University of California Santa Cruz CC APPROVES ER and POSTS on WEB WS NVVS listings or Both Career Center reviews and edits ER or retums ER to Service Cente with recommended changes Student reviews ERs amp can submit application store applic ation resume make resume public stored profile is created Student SUBMITS APPLICATION If financial aid unresolved student goes to FAO Supervisor selects applicant and Supervisor or sc PRINTS HAF Supervisor completes supervisor portion of HAF Student takes HAF to SC or goes to SC for
12. an split their work study award between different departments The HAF contains only the total work study award for each student employee the student will decide on what the original split will be when s he is hired by two or more service centers The split allocation form is processed at the Career Center and copies are sent to all Service Centers involved The data collection documents are the approved HAF the split allocation form and a current classified Employee Request ER 5 4 1 Non Work Study to Work Study Status PPS User Manual STUDENT EMPLOYEE ACTIONS Data Entry Enter the data for changing a non work study position to work study status on the EAPP function Accessing the EAPP Function 1 Log on to the Payroll Personnel System 2 At Next Function type EEDB and press Enter 3 Type EAPP and the employee ID number and press Enter The EAPP function will be displayed for the selected employee Payroll Personnel System March 01 University of California Santa Cruz Completing the EAPP Function EAPP FUNCTION CHANGING FROM NON WORK STUDY TO WORK STUDY UCOP PPS PPEAPPS E8943 SCT EDB Entry Update 99 29 95 13 01 09 69 28 95 22 66 26 Appointments M istr ibut ions Userid SCSESLAS ID 010000200 Name MESSAGE MISSY M SSN 10 00 0200 Pri Pay MA PAF Gen No W_ 2 Pg G1 of 01 Actions Pgm Typ Bas Pd Ovr Appt Begin Appt End Dur Dept Ss 4 _ 893565 e Grade Full F V Ann Hr Rate Rt Sch Time Ly 4920 ASSISTANT 1
13. approved by on_ date Please refer to Section 5 9 Student Reclassification for student pay increases involving reclass to a higher title code Consult the Career Center Student Policies and Procedures manual located at http www2 ucsc edu careers staff policy for complete compensation guidelines Before you Start Be sure the Service Center documentation or pre approval required for pay increases over 10 of base pay is in place before you begin Data Entry Enter data for differential adjustments on the EAPP function 5 8 1 Student Pay Rate Adjustments PPS User Manual STUDENT EMPLOYEE ACTIONS 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 function is automatically displayed Review all error messages and make necessary corrections How to Correct Consistency Errors From the ECON function you may e Correct errors directly on the ECON function 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 PAN Preparation If there are no consistency errors or after you have made all the corrections and you are on the PAN Subsystem Notification Screen add additional reviewers or users Payroll Personnel System March 0
14. c year Work study students who are extended through the next academic year must be converted to non work study status either when their current year s funding runs out or on the last day of the academic year and then extended through the next academic year If they return in fall with a new work study award the service center will then convert them back to work study status as of the begin date of their fall work schedule See Section 5 3 Work Study to Non Work Study A work study student may apply to a non work study job When the supervisor prints the Hiring Authorization Form HAF the work study award will automatically show if the award exists The student may if s he chooses apply all or a portion of the award to this non work study job Work study students may hold work study jobs concurrently with non work study jobs Payroll Personnel System March 01 University of California Santa Cruz Before you Start When the student s position is converted from non work study to work study the Service Center need only convert the non work study distributions to work study on the EDB and forward the HAF stamped UPDATED and initialed to the Career Center If the student is currently employed with another on campus unit the Service Center which is hiring the work study student would request access to the employee record and complete an Additional Employment bundle See Section 5 2 Additional Employment Students c
15. e is successful the ESEP function appears and displays U0007 UPDATE PROCESS COMPLETE 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 You may now start another separation action Disposition of Forms e Forward the appropriate approval document to the mandatory reviewer e If the student requests give him her a UCRS Distribution Kit for Non Exempt Student Employees or the telephone number to explore her retirement investment options 1 800 888 8267 Payroll Personnel System March 01 University of California Santa Cruz 5 6 Ending Appointments or Separating Student Employees PPS User Manual STUDENT EMPLOYEE ACTIONS 5 8 STUDENT PAY RATE ADJUSTMENTS Overview The procedures described in this section are to offer guidance in implementing pay increases for students with Assistant II III and IV classifications Assist I positions are moved into Assist II title Policy Summary Classification and Recruiting Above the Minimum Service Centers have authority to determine the classification of Assistant II and III positions and they have the flexibility to recruit up to 10 over the base pay rate for those classifications without the Career Center negotiations or approval The Career Center reviews all ER requests and will inquire about a pay
16. ent ADDL bundle se The HAF always shows the total award and does not deduct the portion already earned Therefore the student will always need to indicate whether funds have already been earned and or whether the allocation needs to be split among two or more service centers If funds have already been earned in any other campus unit even if the student is quitting and leaving that unit the student will need to process a split allocation form at the Career Center so that the new unit knows exactly what funds are available at the time of hire Notes and Tips e UCSC has only two work study programs Federal and President s There are only one or perhaps two students each year who have President s work study the rest have Federal awards Those students who have President s Work Study are easy to overlook e Work study is indicated by and F or a P in the WSP field on the EAPP function the last field on the distribution line e On non work study distributions the WSP field will always be blank Payroll Personnel System March 01 University of California Santa Cruz Data Entry Enter the data for the employee s additional work study employment via the ADDL bundle This bundle contains the following functions EAPP Appointments Distributions EPER Personnel Miscellaneous EADD Employee Address EPD1 Employee Personal Data 1 Accessing the ADDL Bundle 1 Log on to the Payroll Personnel System 2
17. ic F Veteran Status Codes Vietnam N War Campaign N Disability N Disabled Status N Citizenship C Student Status 3 No of Reg Units 15 0 Pay Disposition Code 900462 Next Func ID Name SSN F 1 Help 2 Cancel 4 Print 5 Update F 9 Jump 10 PrevFunc Line 20 Column 13 IBM 3278 2 LU LIQTAANK CAP NM CZ EPD1 Procedure 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 s and surepa Disposition Used to deliver chec Code Payroll Personnel System March 01 University of California Santa Cruz Review Use F10 Prev Func and F11 Next Func to navigate through the functions in the bundle 1 Make sure that 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 display the PAN Subsystem Notification Preparation screen Consistency Edits 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 function you may e Correct errors directly on the ECON function 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
18. nia Santa Cruz PPS User Manual STUDENT EMPLOYEE ACTIONS Data Entry for Separating Student Completing the ESEP Function Employees ESEP SEPARATION FUNCTION Note Do not proceed with separation action if the student has or irem t Demen Ee will return to active appointments with other service centers A aie E hl E a separation action is for student employees who have graduated P am DERMALI Ba O pari i i Pri Be who are leaving the university or who did not return to UC employment by end of October Enter the data for an employee separation via the SEPR bundle This bundle contains the following functions ESEP Separation EAPP Appointments Distributions roai rama a ELVE Leave of Absence 1 a cerns EADD Employee Address TT O EPD1 Employee Personal Data 1 3 1 Enter data in the following fields as applicable Accessing the SEPR Bundle Z He Last Day on The last day the employee was on pay status 1 Log on to the Payroll Personnel System Pay in the format MMDDYY 2 At Next Function type EEDB and press ENTER 3 Type SEPR and the employee ID number and press ENTER The date upon which the separation is Dat ffective in the fi t MMDDYY The ESEP function will be displayed for the selected employee ai D Reason Enter the Code indicating the reason for separation 2 Press Enter to invoke range value edits 3 Press F11 Next Function to continue to the next function
19. ns 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 PAN Preparation If there are no consistency errors or after you have made all the corrections and you are on the PAN Subsystem Notification Screen add additional reviewers or users 1 Press F10 Comments and add a description of the action and any significant details 2 Press F11 Detail to view the notification detail that will be sent Payroll Personnel System March 01 University of California Santa Cruz 3 Press F5 Update to complete the update and send the notification If the update is successful the EAPP function appears and displays U0007 UPDATE PROCESS COMPLETE 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 You may now start another appointment or distribution level action Disposition of Forms e Forward the appropriate approval document to the mandatory reviewer e The authorized HAF stamped UPDATED and initialed is forwarded to the Career Center 5 4 4 Non Work Study to Work Study Status PPS User Manual STUDENT EMPLOYEE ACTIONS 5 7 ENDING APPOINTMENTS OR SEPARATING STUDENT EMPLOYEES Overview The procedures described in this section are for ending student appointme
20. nt Type Student Employment positions are always casual restricted type 4 Appt Begin Enter the date that the job begins This cannot be anytime before the HAF is signed Appt End Enter 10 31 XX for the Appointment End Date Payroll Personnel System March 01 University of California Santa Cruz Title Code Enter four digit title code from the classified Employee Request ER Full Enter the estimated percentage of full time Note if the total of all the appointment percentages are more than 50 the student will be placed in Safe Harbor and will pay DCP Medicare Enter V for variable Ann Hr This field is derived from the distribution rate field Rt H for hourly time reporting MA for monthly arrears A for positive time reporting F allows students to accrue sick leave only when reported hours total at least one half the working hours of any month 3 Press Enter to invoke range value edits and then continue to distribution level procedure 5 2 3 Additional Work Study Employment PPS User Manual STUDENT EMPLOYEE ACTIONS Completing the EPER Function Completing the EADD Function EPER PERSONNEL MISCELLANEOUS FUNCTION a a ON uccmvsb ucop eduuccmysb ucop edu TN3270 TN5250 Connection Mil E3 UCOP PPS Session Edit View Commands Script Help PPEPER6 E8943 SCT EDB Entry Updat 99 29 95 16 17 59 seie zi B Ee o z
21. nt on line and send the authorized HAF stamped UPDATED and initialed to the Career Center There is no work study funding in the summer If a student does not earn all of his her award by the end of the academic year it will be forfeited Because the student must re apply for financial aid each academic year s he must have a new HAF printed for the current academic year regardless of the previous year s award Non Work study The procedure for application and hiring to non work study jobs is the same as for work study except that an award will not appear on the printed HAF A student may apply to a non work study job and if they have an award it will show on the printed HAF In other words a student may apply work study funds to a non work study job if s he and the hiring unit are in agreement 5 2 1 Additional Work Study Employment PPS User Manual STUDENT EMPLOYEE ACTIONS Before you Start If a work study student is returning from summer break and has been converted to non work study status and extended from the previous year all the Service Center will do in the EDB is convert the non work study distribution to work study status and forward the authorized HAF stamped UPDATED and initialed to the Section 5 4 If the student is currently employed with another on campus unit the service center that is hiring the student would request access to the employee record and complete the Additional Employm
22. nts or separating student employees Policy Summary Student appointments are typically set up with an ending date of 10 31 xx so that they remain active on the EDB through summer Service Centers have the period from April through October to determine whether to extend a student s appointment end the appointment s or separate the student altogether The Year Long Process chart o lustrates the timing for determining the most appropriate action to be taken The following guidelines are an aid in deciding whether to end or separate student employees Refer to Section 5 6 Student Extension of Appointment for guidelines about extending student employees When to End Appointments If a student s appointment s with your unit is ending but they have an active appointment in other units end your unit s appointment s and distribution s and change the student s Home Department Service Center as appropriate When to Separate Students Throughout the academic year a Service Center who is the sole employer may separate an employee whose service ends An actual break in service between jobs constitutes a valid reason for separation Payroll Personnel System March 01 University of California Santa Cruz There are obvious advantages in separating the student e aclean more accurate EDB e student is able to access DCP accumulations e provides an opportunity to update address and W 4 information e cessation of sure pa
23. printed HAF Service Center does OEU for All Continuing Employees stamps dates HAF and sendsto CC Career Center does OEU for New Hire and Re Hire Employees based on authorized HAF Supervisor REVIEWS APPLICATIONS Supervisor sets up INTERVIEW Service Centers may view print ALL applications Supervisors may view apps if they are listed on ER ER Employee Request HAF Hiring Authore ation Form QEU Online Entry Update WS Vvork Study NWS Non VWork Study CC Career Center 5C Service Center FAO Fin Aid Office 5 1 3 General Workflow for Student Actions PPS User Manual STUDENT EMPLOYEE ACTIONS 5 2 ADDITIONAL EMPLOYMENT Overview The procedures described in this section are to offer guidance to Service Centers about updating the EDB with additional student employment both for non work study and work study applicant status A job may be listed as both work study and non work study but only students with valid work study awards may apply for jobs listed as work study Please refer to Section 5 1 3 Workflow for Hiring Process Work study The Work Study award granted through Financial Aid consists of a federal subsidy of approximately 50 of a student s earnings The student submits an on line application for the desired work study ER Employee Request After the student is selected the service center is responsible for signing the Hiring Authorization Form HAF which gives the details of
24. rate recommendation that is inconsistent with similar positions Student Assistant IV classifications are determined by the Career Center Recruiting Above 10 of the Base Pay Rate If the recommended pay exceeds 10 of the base pay rate the Service Center must receive ER approval from the Career Center before that job is posted and once approved the Internal Comments section on the ER should include the percentage over base pay over in cents the actual pay rate the rationale and approved by on_ date Payroll Personnel System March 01 University of California Santa Cruz Movement Through the Salary Range All three Student Assistant classification levels allow for movement through the salary range whereby the Service Centers may grant increases up to 25 in a single fiscal year based on either merit performance or unit specific considerations e g difficulty retaining incumbents assumption of greater independence Service Centers have the authority via OEU to implement increases up to 10 of base pay with supportive documentation for their own records e g supervisor request performance evaluation The PAN comments reviewed by the Career Center should include rational of increase increase in cents and pay rate If over 10 of base pay the increase will require prior approval by the Career Center and the PAN comments should include rationale increase increase in cents pay rate and pre
25. res described in this section are to offer guidance to Service Centers about updating the EDB with a student re classification Policy Summary A student may be reclassified upward or downward if s he assumes duties of greater or lesser responsibility Reclass from Title Code II III with up to 10 increase above the employee s current pay rate does not require pre consultation or approval by the Career Center The Service Center ends the old job and begins the new appointment at new pay rate with PAN comments include the rationale for reclass increase over current pay increase in cents and new pay rate A revised ER employee request should be maintained in the Service Center for this reclass action If the reclass increase exceeds 10 of current pay rate the Service Center would pre consult with the Career Center for approval and upon OEU the PAN comments would include reclass to Title II increase over previous pay rate increase in cents new pay rate and approved by on_ date The revised ER remains at the Service Center Since the Career Center determines the Title IV classification and pay rates reclassification from Title HI to IV involves submitting a revised ER request to the Career Center with reference to the current title IN ER and current pay rate The Career Center will review the Service Center s recommendation for Title IV pay rate and once the ER is approved the Service Center will process the Pa
26. se F10 Prev Func and F11 Next Func to navigate through the functions in the bundle 1 Make sure that you have completed all the required data elements in the bundle 2 Review all entered data for accuracy and consistency Payroll Personnel System March 01 University of California Santa Cruz 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 function is automatically displayed Review all error messages and make necessary corrections How to Correct Consistency Errors From the ECON function you may e Correct errors directly on the ECON function 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 5 7 5 Ending Appointments or Separating Student Employees PPS User Manual STUDENT EMPLOYEE ACTIONS PAN Preparation If there are no consistency errors or after you have made all the corrections and you are on the PAN Subsystem Notification Screen add additional reviewers or users 1 Press F10 Comments and add a description of the action and any significant details 2 Press F11 Detail to view the notification detail that will be sent 3 Press F5 Update to complete the update and send the notification If the updat
27. the job and downloads the current award updated nightly The student then authorizes either use of full award for that job or indicates a split allocation for two or more service centers split form processed at the Career Center An authorized HAF must be created for each new work study job If the job is within the same unit the service center may be able to print the HAF using the existing application without the student s needing to apply on line A student my re allocate work study funds at any point in the year e g move 200 from OPERS to Library by processing a split allocation form at the Career Center Payroll Personnel System March 01 University of California Santa Cruz The HAF is a communication tool and in completion shows e All employment information necessary for updating the job on line e Total work study award amount e PPS status new hire re hire continuing active in PPS e 9 status re hires may require a new I 9 if the original is older than 3 years A new hire Never employed by the University and a re hire separated from employee database will bring the authorized HAF to the Career Center where the employment process is completed I 9 and other documents The Career Center will enter the new hires and re hires into the employee database If the student is continuing active in PPS the service center will keep the form add the work study additional employme
28. the update and leave the EDB unchanged 5 2 6 Additional Work Study Employment PPS User Manual STUDENT EMPLOYEE ACTIONS PAN Preparation If there are no consistency errors or after you have made all the corrections and you are on the PAN Subsystem Notification Screen add additional reviewers or users 1 Press F10 Comments and add a description of the action and any significant details be sure to indicate work study split award information and other relevant information 2 Press F11 Detail to view the notification detail that will be sent 3 Press F5 Update to complete the update and send the notification If the update is successful the EAPP function appears and displays U0007 UPDATE PROCESS COMPLETE 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 You may now start another additional employment action Disposition of Forms e Send the authorized HAF stamped UPDATED and initialed to the Career Center Keep a copy for your records Payroll Personnel System March 01 University of California Santa Cruz 5 2 7 Additional Work Study Employment PPS User Manual STUDENT EMPLOYEE ACTIONS 5 3 WORK STUDY TO NON WORK STUDY STATUS Overview The procedures described in this section are to offer guidance with converting work stud
29. udent is separated they are entitled to a UCRS Distribution Kit for Non Exempt Student Employees provided to EAPP APPOINTMENTS DISTRIBUTIONS FUNCTION Service Centers by the Benefits Office Separated students ee ee ee hee eee requesting a refund of DCP accumulations will need to be made aaa Pea d fd oe et aware that UCOP will not process the disposition should the 420s 86 bran at ippcinomancarDireriburicas arrar student become an active UCSC employee prior to the disposition m aan pam i ENSS E ap 7 a cm ar being processed m ai F ic area Data Entry for Ending Appointments Fay Rivas Fey Boat auae jaime Son mag pue uas Enter the data for ending appointments via the EAPP function mg i only Accessing the EAPP Function ri u pamen ie 1 Log on to the Payroll Personnel System lt 2 At Next Function type EEDB and press Enter 3 Type EAPP and the employee ID number and press Enter N Appointment Level Procedure The EAPP function will be displayed for the selected employee On the Appt End field enter the appropriate end date Delete all future appointments Do not affect any other unit s appointments Distribution Level Procedure On all distributions enter the appropriate end date in the Pay End distribution field Delete all future distributions 5 2 Payroll Personnel System Ending Appointments or Separating Student Employees March 01 University of Califor
30. und PC S FTE Dis 2 2761340 __ 20490 2 CR MERR 11 HSG STUDENT 9 ___ Pay Begin Pay End Step O A Rate Amount DOS PRO DUC WSP go2595 961406 B BEG E Next Func W ID Name SSN U6861 Input accepted gt F 1 Help 2 Cancel 4 Print S Update F meN 20 13 Fri 29 Sep 01 07 Review Review the EAPP function data you entered Using the end begin method you should have two distributions for every one you started with 1 The original non work study distribution should have an end date which is the day before the pay begin date indicated on the authorized HAF 2 The copied distribution containing the same account number will have a Pay Begin date which is the begin date specified on the HAF but not before the first day of the academic year and a Pay End date which is the last day of the academic year remember there is no work study funding during the summer 5 4 3 Non Work Study to Work Study Status PPS User Manual STUDENT EMPLOYEE ACTIONS 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 EAPP function make any correctio
31. xtFunc 12 Exit Line 20 Colum 13 IBM 32782 LU L10TABAY C NN f A 1 Correct the Permanent Address and Home Phone as appropriate 2 Press Enter to invoke range value edits 3 Press F11 Next Function to continue to the EPD1 Employee Personal Data 1 function in the SEPR bundle 5 4 Ending Appointments or Separating Student Employees PPS User Manual STUDENT EMPLOYEE ACTIONS Completing the EPD1 Function EPD1 EMPLOYEE PERSONAL DATA 1 FUNCTION uccmysb ucop eduuccmysb ucop edu TN3270 TN5250 Connec tion Session Edt View Commands Script Help oemel Bl e Of als e PPEPD10 E1302 SCT EDB Entry Update SEPR 11 14 00 11 04 07 11 14 00 08 46 13 Employee Personal Data 1 Userid SCPPSJL ID 010000909 Name DIGSALOT DAISY D SSN 010 00 0909 Pri Pay MA Date of Birth 051876 Sex F Ethnic F Veteran Status Codes Vietnam N War Campaign _ Disability N Disabled Status N Citizenship C Student Status 3 No of Reg Units 10 0 Pay Disposition Code 000462 Next Func ID Name SSN gt F 1 Help 3 PrevMenu 4 Print 5 Update Fe 9 Jump 10 PrevFunc 12 Exit Line 6 Column 17 IBM 3278 2E LU L10TABAY C NUM 7 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 Disposition Used to deliver checks and surepay stubs Code Review U
32. y direct deposit e student will not continue to appear on unit s timesheets e reports will be more accurate and effective e g FICA Zero Unit Report for tracking student FICA situations e student must be separated before any future re hire action can take place Summer Guidelines In June and July it is advisable not to separate students whose employment is ending because of on going summer recruitment and a break in service may conflict with concurrent hire in another unit It is acceptable to leave student appointments as is in summer with the appointment end date of 10 31 xx if the Service Center is not sure whether s he will return in fall Fall Guidelines By end of October students with no other active appointments not returning to your unit should be separated In November those students who did not return to the University and were left on the database without an extended appointment will become inactive on the database At this time the Career Center will distribute an Inactive Student Employee Report to the Service Centers so that they can make a final determination as to whether to extend or separate those students In early December those few remaining inactive students who have not been manually separated will be 5 7 1 Ending Appointments or Separating Student Employees PPS User Manual STUDENT EMPLOYEE ACTIONS mass separated in a batch transaction g Completing the EAPP Function When a st
33. y positions to non work study status on the EAPP function Once your department s allocation of a student employee s work study award is exhausted Service Centers are responsible for converting their jobs to non work study This is important for EDB history reporting and especially if you are splitting a work study student award with another department Policy Summary The Work Study Program is a financial aid award which consists of a federal subsidy of approximately 50 of a student s earnings Work study jobs are available only to those financial aid students who have valid work study awards When a campus unit forwards an Employee Request to the Career Center indicating that it is to be work study it will be posted as such Any increase or decrease in a student s total allocation in the course of the year will be posted via PAN by the Financial Aid Office Each month the Financial Aid Office sends a report listing students whose awards are at a threshold of 100 When the student s award is exhausted any hours worked past that point will be paid 100 by the unit Therefore the database must reflect the change from work study to non work study Student employees on Approved Leave of Absences may retain their current position for one quarter 3 months excluding summers If the student was on work study status prior to taking a Payroll Personnel System March 01 University of California Santa Cruz leave s he will have
34. yroll Personnel System March 01 University of California Santa Cruz OEU with PAN comments to include reclass to Title IV ER and pay rate and approved by ___ on date Before you Start Service Centers can proceed to update the EDB with the new appointment once they have the Service Center documentation for reclass from II to II and the pay rate authorization if required or the Career Center pre approved ER for reclass from III to IV Data Entry Enter the data for the employee s new appointment via the EAPP screen The data collection documents would be the new Employee Request form and cover letter requesting the re classification Accessing the EAPP Function 1 Log on to the Payroll Personnel System 2 At Next Function type EEDB and press Enter 3 Type EAPP and the employee ID number and press Enter The EAPP screen will be displayed for the selected employee 5 9 1 Student Re classification PPS User Manual STUDENT EMPLOYEE ACTIONS PAN Preparation If there are no consistency errors or after you have made all the corrections and you are on the PAN Subsystem Notification Screen add additional reviewers or users 1 Press F10 Comments and add a description of the action and any significant details e g rationale for reclassification new ER for reclass to Title Code IV percent of increase increase in cents and who approved the reclass and the date approved if over 10 of current base pay
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