1.11 - Appointments & Distributions
4.12 - Non-Resident Aliens

5.7 - Separating Student Employees
6.19 - Separation (Staff)
7.13 - Separation (Academic)

4.15 - Staff and Academic Reduction in Time (START)

2.5 - Damage Payments
4.5 - W-4 Procedure
4.6 - Intercampus Transfers
4.11 - Resident Alien Coding
7.2 - Academic New Hire
F - Visa Types & Definitions
G - Visa Codes Most Commonly Used

11/07 -
Sec 2.5 - New procedures and documents for damage payments

Others - Updated to inlcude new details on aliens and visas.

02/2006

4.9 Retirement/FICA Coding

02/06 - FICA coding updated

03/2005

1.3 - System Access
1.4 - System Structure
1.13 - Help
Appendix J - Mail Codes - Alpha Sort
Appendix J(num) - Mail Codes - Numerical Sort

03/05 - Changed references to "CATS" to reflect new ITS organization.

03/2005

1.10 - Inquiry for the EDB and Payroll Audit Record
4.3 - Name Change

03/05 -
Sec 1.10 - Added IADD and IHR2 function descriptions and screenshots. Revision date is June 2004.

Sec 4.3 - Updated "Before You Start" procedure on page 1. It is no longer necessary to enter data in all name fields for a name change.

03/2005

2.2 - Monthly Payroll Processes
2.3 - Timing

03/05 - Updated to incorporate Payroll Deadline Schedule. Pictures and descriptions of OEU calendars removed. Also updated reference to SIS Interface: now describes AIS Interface.

02/2005

6.10 - Renewal/Extension of Time

02/05 - Single change to distribution-level procedures on page 10: Corrected "O/A" to read "Leave Blank" instead of "Not Used."

01/2005

1.3 - System Access

01/05 - Sec 1.3, page 5: Password life changed. Passwords now expire every 6 months.

01/2005

4.11 - Resident Alien Coding
4.12 - Non-Resident Aliens

01/05 -
Sec 4.11 - Clarified that a Certificate of Foreign Status for Federal Tax Withholding (UC W-8BEN) is required for all alien employees except for Lawful Permanent Residents of the United States.

Sec 4.12 - Overall change in procedure for Non-Resident Aliens from Central Office processing to Service Center processing. Also updated forms and general processing information.

11/2004

Appendix J - Mail Codes - Alpha Sort
Appendix J(num) - Mail Codes - Numerical Sort

11/04 - Removed Service Center/Home Department designation for Educational Partnership Center (000473) & Registrar's Office (000718). Previously removed Service Center/Home Department designation for Educational Opportunity Program (000477). SDCS (Student Life) (000741) is now the Service Center/Home Dept for these departments.

07/2004

1.3 - System Access
6.18 - Leave of Absence and Furlough
6.19 - Separation

06/04 -
Sec 1.3 - Update to procedure in "Temporarily Locking PPS Access" subsection.

Sec 6.18 - Updated to include temporary layoff and leave with pay. SSN removed from screen shots.

Sec 6.19 - Removed instruction to provide employee with separation documentation after completing OEU.

06/2004

6.9 - Change in Percent Time
6.11 - Funding Change (Staff)
6.12 - Administrative Stipends
6.13 - Staff Reclassification
6.15 - Equity Increase
6.19 - Separation
7.9 - Funding Change (Academic)

06/04 -

• Changes in language and policy to correspond to SHR Procedure Manual revisions and current HR policies and procedures.
• Deleted Temporary Reclassification procedure in Sec 6.13 and Temporary Equity Increase procedure in Sec 6.15.
• Sec 6.12: Changes to appt & dist level procedures for Title Code, Time Code, & Sub.
• Updated screen shots to reflect removal of SSN from CICS headers and Browse screens.

06/2004

1.4 - System Structure
1.5 - User Navigation and Entry/Update Commands
1.6 - System Messages
1.7 - Printing Personnel Summary Reports (IDOC)
1.9 - History (IHIS)
1.12 - End/Begin

06/04 -
Updates to reflect removal of SSN from CICS headers and Browse screens.

05/2004

2.4 - Staffing List, Timefile, and Temporary Change in Percent Time

4.10 - Career Eligibility vs Retirement Eligibility

05/04 -
Sec. 2.4 - Added procedure for Temporary Appointment "Replacing" Base Appointment.

Sec. 4.10 - Changes in language to correspond to SHR Procedure Manual revisions.

04/2004

1.6 - System Messages

04/04 - Added system message U0017: Not authorized for this function and record combination. Also very minor corrections/updates to text of several system messages.

04/2004

Appendix I - Separation Reason Codes & Destination Codes

04/04 - Updated list of separation reason codes.

03/2004

2.4 - Staffing List, Timefile, and Temporary Change in Percent Time (used to be "Procedures for Staffing List Only (SLO)")

03/04 - Updated Section 2.4, formerly "Procedures for Staffing List Only (SLO)," to reflect current HR policies and procedures. This section now describes the Staffing List and the Timefile, and how they interact with PPS. It also includes procedures for Temporary Change in Percent Time. SLO Procedures are no longer covered in this section, as they are no longer routinely used.

Reminder of Procedures Replacing SLO Actions:

• Staffing List Only (SLO) actions are no longer being used for temporary actions, except under the specific direction of Planning and Budget.
• Temporary Funding/Account Changes are to be handled after-the-fact with a payroll expenditure transfer (OPTRS EDTS or EDTM action).
• Temporary Reclassification: Situations that previously required a temporary reclass are to be handled with a stipend.
• Temporary Equity: No longer exists. Now only permanent equities are used.
• Temporary Change in % Time: Still covered in Section 2.4

03/2004

7.8 - Change in Percent Time
7.11 - Academic Stipends
7.13 - Separation
7.17 - Leave Accrual for Academics

03/04 -

• Section 7.8-2: Updated reference to section 2.4 for temporary change in percent time.
• Section 7.11-3: Corrected "Rt" box for Appointment Level Procedure.
• Section 7.13-1:Updated list of separation reasons.
• Section 7.17-1: Updated "Eligible to Accrue Sick Leave" section. Section now begins, "Appointment must be a fiscal year appointment at 50% time or more." Also updated list of titles in this section.

Last Updated: 06/17/2009

Maintained by:PPS Office