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Academic Personnel, University of California Santa Barbara
Frequently Asked Questions - Payroll Personnel System

Do I have to put a without salary employee in PPS to get them a UCSBnetID?

If without salary individuals meet the criteria on the chart found in Red Binder VI-21 they do not need to be entered into the PPS system. Instead, use the “Without Salary Visiting Researcher” letter (Red Binder III-23). A copy of that letter will provide the evidence of appointment necessary for the individual to get a UCSBnetID.

How do I process a faculty separation and rehire as an emeriti?

Do the separation bundle.

Make sure that all without salary appointments are ended as well.  Do not do the rehire until after this has happened.

Wait at least overnight (or until after the end date of the position- see note below on BELI)

Use the rehire bundle.  On the EPER screen, be sure to update the “hire date” to the date the emeriti appointment starts.  On the EAPP screen, use a 999999 end date on the emeriti appt. and dist.  Use the emeriti codes as found in RB I-70. Make sure coding is all correct for a without salary appointment.  Particularly make sure the pay code is “W”, not “Z”, that the pay schedule is blank and that the basis paid over is blank.  Use the T durations code for tenure faculty.  Also, check back on the ESEP screen and make sure that the separation dates have been removed.

Do not change the BELI to 5 until after the end date of the faculty position.  Ending it earlier will affect benefits in the last paycheck.

I’m trying to add a recall appointment and the emeriti faculty is no longer in PPS, what do I do?

Emeriti faculty can “fall out” of PPS for a variety of reasons.  The emeriti appointment not being set up using the rehire bundle, the coding on the appointment line being incorrect, or the hire date not being updated are just a few of the reasons appointments may no longer show in PPS.  To correct the problem, the emeriti appointment must be reestablished in PPS.  Use the rehire or new-hire bundle, depending on if the person is still active in pps history.  Use the day after the retirement date as the hire date and appointment and distribution begin dates. Use the emeriti codes as found in RB I-70. Make sure coding is all correct for a without salary appointment.  Particularly make sure the pay code is “W”, not “Z”.  Also, check back on the ESEP screen and make sure that the separation dates have been removed.

You do not have to do new hire paperwork.  In the pps comments indicate “reestablishing emeriti appointment that had fallen out of pps.

I have a faculty member who is approved for a quarter of childbearing and ASMD. How do I reflect both in pps when they are in the same quarter?

Because the pay period and service period dates differ, it is not possible to show the service days of the leave in PPS.  The input will need to be based on the pay periods.  Figure the portion of the quarter that will be on childbearing and the portion that will be ASMD and then prorate that out into the pay period and input dates accordingly.

Example:
Fall quarter will be 6 weeks childbearing and 6 weeks ASMD.  Pay period is 7/1-10/31 so ½ of that should be childbearing and ½ ASMD.  7/1-8/31 is childbearing, 9/1-10/30 is ASMD. 

My department is hiring a new faculty member and they are going to be on leave for the first quarter of the appointment. How do I put this in PPS?

Input the new hire using the academic new hire bundle as if the person were going to be here on paid status.
Wait over night
Use the leave bundle to input the leave.

Do I need to enter the step information on the distribution line for an affiliated appointment?

It is fine to have the step entered, but it is not necessary.   If it is entered, the department needs to assure that it is updated when the individual has advancements on their paid appointment. The step may be left blank but the rank (Asst. Prof, Assoc. Prof., Prof) must always agree with the home department appointment.

I have a faculty member going out on a medical leave. What leave type should I use in PPS?

In PPS leave bundle, the leave type code should be 15 (FML-without pay) or 16 (FML-with pay) if the leave reason meets the FMLA criteria. For further information on FMLA please see the Human Resources Benefits web-site at: http://hr.ucsb.edu/benefits/disability_fml.php

What is the difference between an “intercampus one-time payment form” and a “multi-campus appointment form”?

Both of these forms are used for processing payments for academic employees who are employed on one UC campus but performing services for pay on a second UC campus. The One-time payment form is used for one-time events. The Multi-campus payment form is used for on-going activity, such as teaching a class for a full quarter.

What limitations are there on Multi-campus appointments?

Total employment between the two campuses is limited to 100%. Appropriate approvals for each appointment are required.

How do I process a multi-campus appointment form?

The form can be downloaded from the Academic Personnel web site. 

When UCSB is the host campus, the department will prepare the Multi-campus Appointment form indicating the desire to hire a person from the home campus.
The UCSB department should contact the home department to verify the individual’s current title, pay rate and basis of pay. The form should be filled out to include the person's name, title for payment, the host department's name, the rate of pay and the period of the appointment. The appropriate individual in the department should sign as the “Host Campus Fund Source Authorization. The completed form must be submitted to the Academic Personnel office, with a copy sent to College office or other appropriate control point.

When UCSB is the home campus, the Multi-campus Appointment form will be prepared and sent by the host campus department directly to the UCSB Academic Personnel office, and will then be forwarded to the home department. The department should verify the accuracy of the information on the form, ensure policy compliance, and obtain the appropriate departmental signature on the “Home Campus Dean’s Office/Academic or Staff Personnel” line. The completed form must be submitted to the Academic Personnel office, with a copy sent to the College office or other appropriate control point.

How do I put the Multi-campus appointment in PPS?

If UCSB is the host campus, no PPS entry in required. If UCSB is the home campus, the Payroll office will contact the department to coordinate PPS input. Funds will be transferred from the host campus to the home campus to cover the payments. Checks will all be issued by the home campus.

How do I do PPS input for a Postdoctoral Scholar?

Code the input as follows:
BELI code= P for all postdocs

DOS Code
REG Use this for Postdoctoral Scholar employees (TC 3252) paid on a regular monthly basis through PPS

PDW  Use this code for Postdoctoral Scholar fellows/paid-directs (TC 3253 and 3254) whose appointments are without pay in PPS. PDW functions similarly to the WOS code.

FEN Use this code for Postdoctoral Scholar fellows (TC 3253) who are citizens or resident aliens and whose appointment is with pay in PPS. The University is not required to report or tax fellowship/scholarship payments to citizens or resident aliens.

FEL Use this code for Postdoctoral Scholar fellows (TC 3253) who are non-resident aliens and whose appointment is with pay in PPS. These individuals will receive a 1042S with income code 15 at the end of the year.

Time Report Code
R Use this code when the DOS code is REG, FEL, or FEN
W Use this code when the DOS code is PDW

Leave Code=N for all postdocs. Departments are responsible for maintaining records on sick leave eligibility and usage. 

How do I know what salary rate to use on the appointment and distribution lines?

Every input action should be backed up by an approval letter. The approval letter will have the salary rate in it. If the salary rate is on an annual basis, you can look up the correct monthly rate on the UCSB academic salary scales on the Academic Personnel web site. You only need to input the distribution line rate; the appointment line rate is derived.

What is a “basis paid over”?

The first number indicates the number of months in a year the employee works, the second number indicates how many paychecks they will get. The options are:
9 over 9: used for teaching titles when employed for only one or two quarters and for all graduate student teaching titles. The pay dates and service dates are available in Red Binder VI-9
 
9 over 12: used for teaching titles when employed three or more quarters. The pay dates and service dates are available in Red Binder VI-9
 
11 over 12: used for fiscal year appointments, mainly research titles. The 11 comes from the fact that individuals in this title earn the equivalent of one month of vacation over the year so would only have to physically be at work 11 months if they used all their vacation time.

What is a duration code?

The duration code coincides with the type of employment security the individual has. Associate and Full Professors who have tenure are coded “T” and have a 999999 end date on the appointment and distribution lines
Lecturers and Senior Lecturers in the SOE series are coded “C” and have a 999999 end date on the appointment and distribution lines.
All other academic titles must have ending dates on the appointment and distribution line and are coded as “ N”.

What vacation accrual code should I use for an academic appointment?

Codes for all can be found in Red Binder VI-8.
 
9 month appointees don’t earn vacation or sick leave. Vacation is taken during the summer and sick leave is dealt with in other ways (paid medical leave). They are coded “N”
 
11 month appointees accrue at 16 hrs vacation, 8 hrs sick if full time, leave code is “D” except for Grad Student Researchers and Postdoctoral Scholars. Please see Red Binder VI-8 for information on those titles.

What do I put in the FTE field?

FTE is the ‘full time equivalency’ or, part of a full time position, that a person holds. This is used for budgeting purposes. The formula for figuring FTE is (% time/3) times the number of quarters. It is only filled in for appointments on 19900 funds

How do I know what to put in the “step” field?

The “step” field is either filled in or left blank as appropriate to the individual and title. The salary scales will indicate if the title has a step or not. The step is entered as a single digit, for example: 4 not 4.0 or IV.

What is the “o/a indicator” field?

An off-scale salary is a salary rate that is higher than the salary listed for that particular step on the salary scale. There are limits and policies that govern off-scale salaries, they can be found in the Red Binder.   Salaries may also be “Above-scale” which is a salary for a professor who has gone above step VIII. 
O (the letter O, not zero) is used to indicate off-scale, A is used to indicate Above scale. When using the O/A indicator: O must have a step associated with it, A does not have a step. 

What about employee relations codes and employee relations units?

The Employee Relations Code for most academics will be E. Graduate Students are coded H.
 
The Employee Relations Unit is A8 for ladder faculty, BX for graduate students, FX for Professional Researchers, IX for lecturers and 99 for all other academics.   If a student is in two titles; one covered, one not- they should be coded for the covered title.

What do I use for the “next salary review date” for an academic?

The “next salary review date” is always left blank for academic appointees. There may be a warning message that the field is blank; continue with the update. Academic merit eligibility is tracked outside of pps.

Where can I find all of the codes used in PPS?

A number of resources are available for PPS entry:
PPS Procedures Manual: http://hr.ucsb.edu/hris/pps.php
Within pps, put the curser on the data field and hit F1 for a list of codes that can be used in the field.

What do I do if a 9/12 employee is signing their paperwork after the pay start date?

The Oath signed date must be on or before the first day on payroll and the I-9 signed date must be on or before the first day of work.    For appointees on a 9/12 basis, the individual may be on payroll from the beginning of the pay period; the form must be completed prior to the first day of actual work. For example, an employee starting on payroll July 1 (fall quarter) must sign the form prior to the first day of the quarter (end of September or so).   No paychecks will be issued until the forms have been received in payroll.

How do I hire a Teaching Assistant or Associate starting September 1 for fall quarter?

During Fall quarter only, TA’s and Associates can be paid on a four-month basis. This is NOT 9/12 or 9/9, but rather by exception, only for these employees. This exception is allowed as a way of having new grad students coming in not have to wait all the way until November 1 to get their first check.  Department can do the regular 9/9 or the four month pay for Fall. For the four month basis the dates of Sept 1- Dec 31 are used. The monthly rate is the quarterly rate (found on the salary scale) divided by 4. Because a ‘basis paid over’ is required, 9/9 is still used. This will generate an incorrect annual rate, but that is ok.- the distribution is what generates the pay.
 
It is important to remember that if the person continues on into Winter quarter, they will need to be changed back to the real 9/9 rate as of January 1.

How do I input a merit increase for an academic employee?

When a merit occurs, it is a change in step only, not title. The appointment line is not changed (unless it is also an extension of the appointment in which case only the end date changes). The old distribution line is ended the day prior to the effective date and a new distribution line is added with the new step and salary rate. The new information should never be input over the old information on the existing distribution line. The action code on the new distribution is 04 (for a merit). The annual rate is a derived field and will be adjusted by the system once the effective date has passed.   If you try to change it prior to the effective date, it will just change back.

How do I input a promotion for an academic employee?

When a promotion occurs, it is a change to the title as well as the pay rate, so the old appointment and distribution must both be ended and a new appointment and distribution added.  The action code is 10 (promotion) on the new appointment line.  The annual rate is a derived field and will be adjusted by the system once the effective date has passed.   If you try to change it prior to the effective date, it will just change back.

How do I input a leave for an academic emloyee

Always use the LEAV bundle. 
The ELVE screen is the first screen in the bundle. The leave of Absence Action Code will always be 07 (leave with pay) never 08 (leave without pay which blocks all types of pay in the system). The Leave begin date is the beginning of the pay period (not the work period) that the faculty member will be gone. The return date is the first day back on pay status (not the last day of the leave). The type code will depend on the kind of leave. 
 
On the EAPP screen, the appointment line is not affected by the leave. The current distribution is ended the day prior to the beginning of the leave. A distribution line is added for the period of the leave. This line will have the same step and pay rate, but the FTE field is left blank and the DOS code is changed to the code appropriate for the leave (SLN, LNS, etc.)   For a leave without pay, an appropriate without pay DOS code willl be used and will prevent the individual from getting their regular pay. A second new distribution line is added for the period after the leave. This line starts the first day back on payroll, includes the FTE and REG DOS code.

How do I enter visa information into PPS?

 If a UCSB employee holds a non-immigrant visa status (see list below), the following procedures must be followed for PPS input:

    * Visa Type:  Enter the correct non-immigrant visa category in the employee’s EALN screen.  Use the F1-Help menu to see the appropriate codes.  When an individual changes their immigration status, the department must enter the new visa category and corresponding new work permission end date.  The following non-immigrant visa categories are the most commonly used by employees at UCSB:

            F-1    Student
            J-1    Exchange visitor
            H-1    Temporary worker- specialty occupations
            O-1    Alien with extraordinary ability
            TN    Canadian or Mexican Citizen with TN-1 classification

    * Work Permit End Date:  Enter the end date that appears on the immigration document (such as an I-20, DS-2019 or Notice of Approval).  Please note that the visa stamp in the passport IS NOT the immigration document that authorizes work permission.  If an individual extends or changes their visa status, the work permit end date must be updated to reflect the new end date.  If you are uncertain how to determine the work permit end date, please call the Office of International Students and Scholars at x2929.

    * Appointment Line:  Enter the end date for the approved length of the appointment. The appointment can continue beyond the work permit end date.

    * Distribution Line:  Enter the end date of pay.  This date must not be later than the work permission end date. 




    


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