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					                                   Module 2:   System Overview




PPS Online Update Desk Reference                           Page 2-1
November 1, 2004                                                                                                               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

PPS Online Update Desk Reference                                                                                                                   Page 2-2
November 1, 2004                                                                                                                 Module 2: System Overview


            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

PPS Online Update Desk Reference                                                                                                                     Page 2-3
November 1, 2004                                                                                                              Module 2: System Overview


        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




PPS Online Update Desk Reference                                                                                                                  Page 2-4
November 1, 2004                                                                      Module 2: System Overview


                                   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
                                                                 Payroll Compute Takes Place:
                                   Department Enters and
                                                                 PPS Verifies Information
                                   Updates Any Employee
                                                                 Submitted in Online Timekeeping
                                   Record Changes Into PPS
                                                                 Against PPS Employee Database
                                   Employee Database




                                                                              PAYDAY
                                                     Figure 2-1. Payroll Work Cycle

PPS Online Update Desk Reference                                                                       Page 2-5
November 1, 2004                                                                            Module 2: System Overview


                                   Types of EDB Information


                                                            A. Employee

                                                            B. Appointment

                                                            C. Distribution

                                                            D. Personal
                                                     Figure 2-2. Types of EDB Information

                                   A. 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
November 1, 2004                                                                     Module 2: System Overview


                                   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




PPS Online Update Desk Reference                                                                      Page 2-7
November 1, 2004                                                                                        Module 2: System Overview


                                             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.




PPS Online Update Desk Reference                                                                                         Page 2-8
November 1, 2004                                                                     Module 2: System Overview


                                   5.   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.




PPS Online Update Desk Reference                                                                      Page 2-9
November 1, 2004                                                                                       Module 2: System Overview


                                         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.



             PPEPD10-E1302                        EDB Entry/Update                       11/13/00 15:02:14
             11/13/00 14:52:38                Employee Personal Data 1                   Userid: PAYSDD
             ID:            Name:                                  Emp Stat:               Pri Pay:


             Date of Birth:
             Sex:
             Ethnic:
             Veteran Status Codes - Vietnam:   War/Campaign:               Disability:
             Disabled Status:
             Citizenship:
             Student Status:   No. of Reg. Units:
             Stu/Reg:




             Next Func:            ID:            Name:                                   SSN:

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



                                               Figure 2-4. EPD1 Employee Personal Data 1

                                         1.     Sex
                                                Entered by the department.
                                                Code          Definition
                                                F             Female
                                                M             Male

                                         2.     Ethnic
                                                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

PPS Online Update Desk Reference                                                                                       Page 2-10
November 1, 2004                                                                        Module 2: System Overview


                                        5         Latin-American/Latino
                                        W         Other Spanish/Spanish-American

                                        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.   Disability
                                        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

                                   6.   Disabled Status
                                        Code indicating whether an individual is disabled.

                                        Code      Definition
                                        Blank     Not Disabled (default)
                                        N         Not Disabled
                                        H         Disabled




                                   7.   Citizenship

PPS Online Update Desk Reference                                                                        Page 2-11
November 1, 2004                                                                      Module 2: System Overview


                                        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




PPS Online Update Desk Reference                                                                      Page 2-12
November 1, 2004                                                                                   Module 2: System Overview


                                       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.


             PPEPD20-E0889                      EDB Entry/Update                     09/09/96 09:33:33
             09/08/96 22:56:13              Employee Personal Data 2                 Userid: PAYSDD
             ID:                                              Emp Stat:                  Pri Pay:


                                  Academic Review Date:
                                   Oath Signature Date:
                                              I-9 Date:
                                  Education Level Year:
                             Non-UC Prior Service Code:
                                  Prior Service Months:
             Prior University Service Institution Code:

                               Employment Service Credit:
                     Employment Service Credit From Date:

                                  Current Specialty Code:
                          Highest Degree Specialty Code:
                        Highest Degree Institution Code:
             Next Func:       ID:            Name:                                    SSN:

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


                                             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 Allegience. 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
                                              within three working days of appointment.




PPS Online Update Desk Reference                                                                                   Page 2-13
November 1, 2004                                                                                  Module 2: System Overview


                                         EADR Employee Address Data

                                         The EADR screen is used to enter and update personal information
                                         about the employee including campus mailcode, 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:

             Next Func:            ID:           Name:                               SSN:

             ===>
              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.

                                         2.    Foreign Addr Ind
                                               Foreign Address Indicator.
                                               Code          Definition
                                               Blank         US address (default)
                                               A             US address
                                               F             Foreign address




PPS Online Update Desk Reference                                                                                  Page 2-14
November 1, 2004                                                                       Module 2: System Overview


                                   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.




PPS Online Update Desk Reference                                                                       Page 2-15
November 1, 2004                                                                                   Module 2: System Overview


                                         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:

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


                                                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.




PPS Online Update Desk Reference                                                                                   Page 2-16
November 1, 2004                                                                        Module 2: System Overview


                                   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.




PPS Online Update Desk Reference                                                                        Page 2-17
November 1, 2004                                                                                  Module 2: System Overview


                                        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.

             PPEALN0-E0889                    EDB Entry/Update                      09/09/96 09:35:12
             09/09/96 22:56:13               Alien Information                      Userid: PAYSDD
             ID:           Name:                            Emp Stat:                   Pri Pay:


             Citizenship:     1    Country of Residence:   2


             Visa Type : 3     Visa/Work Permit End Date: 4
             Tax Treaty Income Code   :            Alt Tax Treaty Income Code:
                        Article Number:                Retirement System Code:
                        End Date      :                 FICA Eligibility Code:
                        Income Limit :                        Ret FICA Derive:
                                                      Other State Tax CA Res :
                                                            Other State Name :
             Federal Tax Marital Status:    Allowances:
             Maximum Withholding:           Additional Fed Withholding:
             Calif. Tax Marital Status:     Allowances:      Itemized Deductions:
             Maximum Withholding:           Additional CA Withholding :
             Non-UC Health Exp :            Non-Resident Alien Tax Form Indicator:
             Next Func:      ID:           Name:                            SSN:

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



                                               Figure 2-8. EALN Alien Information

                                        1.   Citizenship
                                             System shows code that was entered on the EPD1 screen.
                                             Code     Definition
                                             A        Non-Resident Alien from Japan,
                                                      Korea, Canada, Mexico, or student from India
                                             C        US Citizen
                                             N        Other Non-Resident Alien
                                             R        Resident Alien
                                             X        Non Resident UC employee working outside the US
                                             Note: Only Payroll can input code E (non-resident alien with tax
                                             treaty)

                                        2.   Country of Residence
                                             See country code table.




PPS Online Update Desk Reference                                                                                  Page 2-18
November 1, 2004                                                                         Module 2: System Overview


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

                                   4.   Visa/Work Permit End Date
                                        The date on which an employee's visa or 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.




PPS Online Update Desk Reference                                                                         Page 2-19
November 1, 2004                                                                                                                             Module 2: System Overview


                                                    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         Fund Sub FTE              Dis %      PayBeg PayEnd St/OA Rate/Amount DOS PRQ                               D    W
                   20              21               22        23          24         25        26   27        28              29   30        31   32
                    2




             Next Func:                 ID:                   Name:                                                    SSN:

             ===>
             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.




PPS Online Update Desk Reference                                                                                                                             Page 2-20
November 1, 2004                                                                         Module 2: System Overview


                                   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.




PPS Online Update Desk Reference                                                                         Page 2-21
November 1, 2004                                                                       Module 2: System Overview


                                   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.




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                                   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.




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                                   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
                                       Separation code.
                                       Code      Definition
                                       Z         Suppress Payment

                                   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
                                       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.

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                                   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.




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                                   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

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                                       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




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




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                                         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.

             PPEPER0-E0915                        EDB Entry/Update                      11/26/96 11:43:03
             11/25/96 14:52:08                Personnel-Miscellaneous                   Userid: GERALD
             ID:           Name:                                Emp Stat:                  Pri Pay:

             Assigned BELI: 1 Derived BELI : 2                   Effective Date: 3
             BELI Status Qualifiers: Primary:               Date:         Secondary:    Date:
             Date of Hire                  : 4                  Original Hire Date: 5
             Employee Relations Code       : 6                 Employee Relations Unit: 7
             Probationary Period End Date : 8
             Next Salary Review Date       : 9                Next Salary Review Type: 10
             Merit Rate Increase Percent   :                  Staff Eval Code:   Eval Date:
             Home Department               : 11
             Primary Title Code            :
             Employee Unit Code            :                  Employee Representation Code   :
             Employee Special Handling Code:                  Employee Distribution Unit Code:
             Job Group ID                  :                  Timekeeper Code: 12
             Alternate Department Code     : 13
             Academic Programmatic Unit Cd :                  College Code   :

             Next Func:            ID:              Name:                                   SSN:

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


                                               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.



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                                        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.




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                                        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




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                                   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.




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                                         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:




             Next Func:            ID:             Name:                                      SSN:

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


                                                          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

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                                        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
                                        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         LLL, LBL, LASL (UC-managed laboratories)
                                        E         Other government
                                        F         Self-employed
                                        G         Not employed
                                        H         College or University (including all UC campuses)
                                        U         Unknown

                                   5.   Future Institution Code
                                        Code entered upon separation to indicate the employee is
                                        transferring from UCSD to another campus, systemwide, 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.



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                                   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)




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                                         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.


             PPELVE0-E0875                    EDB Entry/Update                       09/03/96 09:47:26
             09/02/96 22:56:13             Leave of Absence Data                     Userid: PAYSDD
             ID:           Name:                             Emp Stat:                    Pri Pay:


             Leave of Absence Action Code             :   1
             Leave of Absence Begin Date              :   2          Return:   3   Type:   4


             Last Sabbatical Credit Balance     :         5
             Sabbatical Credit Date             :         6
             Sabbatical Credit Accrued          :         7
             Sabbatical Credit Accrued Thru Date:         8
             Sabbatical Credit Used             :         9
             Total Sabbatical Credit Balance    :         10


             TRIP Reduction Percentage                :   11
             TRIP Duration                            :   12
             TRIP Begin Date                          :   13




             Next Func:            ID:        Name:                                   SSN:

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

                                             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.



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

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

                                   7. Sabbatical Credit Accrued
                                      This field is not being used by UCSD at this time.

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

                                   9. Sabbatical Credit Used
                                      This field is not being used by UCSD at this time.

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

                                   11.TRIP Reduction Percentage
                                      Time Reduction Incentive Plan (TRIP) Percentage. The percent of
                                      time an employee's appointment was reduced under the Time
                                      Reduction Incentive Plan program.

                                   12.TRIP Duration

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                                      The number of months an employee elected to reduce their
                                      percentage of time under TRIP. Values were 12 or 18 months.

                                   13.TRIP Begin Date
                                      The date the TRIP 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. TRIP (Time
                                   Reduction Incentive Plan) was offered to specific groups of employees
                                   as a budgetary savings strategy during the State’s budget crises years.
                                   TRIP is no longer available; however, some employees may have
                                   TRIP Bonus Balances, which are earned paid leave. Please call the
                                   Payroll Office at x43240 for more information regarding TRIP Bonus
                                   Balances.




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