PPS MANUAL

UCLA Payroll Services

A guide on the various databases, tables, reports and security features within the Personnel Payroll System (PPS).
PPS MANUAL, SECTION A - EMPLOYEE DATA BASE

A1.0 UPDATING DATA ON THE EMPLOYEE DATA BASE (EDB)


The Employee Data Base (EDB) contains information for individual employees such as pay rate, title, begin and end date, hire date, birthdate, address, benefits, W-4 exemptions, and other information related to the employee. Each active employee record on the EDB should have at least one appointment and one distribution. Appointments are established to define the terms and conditions of employment with the University. Distributions are established to define how the employee is paid. Most of the data on the EDB is current.

 There are two ways for departments to enter data on the EDB:

  1. Using bundles
  2. Using Individual screens

Data on the EDB can also be entered or processed by other offices.

A1.1  Departmental Entry Using Bundles

Bundles are a series of screens linked together in order for the user to process an action. For example, the Staff New Hire bundle (SHIR) contains 13 screens linked together to enable the EDB preparer to enter the required EDB data into the system such as the employee’s name, social security number, address, education level, W-4 information, check disposition, and appointment and distribution data. Other actions entered using bundles include promotions, reclassifications, additional employment, six-month increases, leave of absences, separations, and rehires.

In order to process an action using a bundle, the preparer may access the bundle menu and select the appropriate bundle. The bundle menu appears below:

UCFMNU0-M0795                 EDB Entry/Update                12/20/YY 10:15:12
                                 Bundle Menu                   Userid:  ABCDE
                                                                                
   SHIR Staff New Hire                  STRT Start Time Reduction Program
   AHIR Academic New Hire               PHIR Postdoc New Hire
   SREH Staff Rehire
   AREH Academic Rehire
   BENE Benefits
   SPRO Staff Promo/Transf/Demotn/Recl
   APRO Acad Promo/Emp Diff Aca Series
   CASU Casual-Career/Career-Casual
   ADDL Additional Employment
   SRNW Staff Renewal of Appt/Reappt
   ARNW Acad Renewal of Appt/Reappt
   SMRT Staff Merit/Six Month Increase
   AMRT Acad Merit Increase
   LOAB Lv of Absence/Chg Lv Retrn Dt
   SABB Sabbatical/Lv Abs with-w/o Pay
   SEPR Separation
               
 Next Func:      ID:           Name:                            SSN:            
                                                                                
 ===>                                                                           
  F:  1-Help      2-Jump      3-PrevMenu                                        
  F:                                                             12-Exit


A brief description of each bundle including the screens in the bundle can be found in the EDB Manual, Appendix VI. Each bundle is described in detail in subsequent sections of the EDB Manual and should be used as appropriate by the EDB preparer in the department.

Departments may also use individual screens to make changes to an employee’s record on the EDB.

A1.2 Departmental Entry Using Individual Screens

Individual screens may be used by the EDB preparer to make corrections or to process a change that only requires the use of one screen such as a change to the employee’s address or name. In order to change an employee’s record using an individual screen, the preparer may access the EDB Entry/Update Function Code menu and select the appropriate screen. The menu appears below:

UCFMNU0-M0795                 EDB Entry/Update                12/20/YY 10:11:41
                              Function Code Menu               Userid:  ABCDE   
                                                                               
   BUND Bundle Menu                       EAPC Appts./Distributions-Condensed
   EEID Employee Identification           EAPP Appointments/Distributions
   EPD1 Employee Personal Data 1          EPER Personnel-Miscellaneous
   EPD2 Employee Personal Data 2          ELVE Leave of Absence Data
   EALN Alien Information                 EBCC Background Check Data
   ETAX Tax Information                   ESEP Separation
   ECHK Check/Surepay Disposition         ELOF Layoff Data
   EDED Miscellaneous Deductions          ERET Retirement Information
   EACD Academic Service                  EINS Insurance Enrollment
   ELIC License/Certificate Data          EELI Executive Life Insurance
   EHON Honors Data                       EDEP Dependent Data
   EAWD Awards Data                       EGTN Misc. Deductions - Central
   EBND US Savings Bonds                  ECEN Central Office Information   
   EWSP Work Study Program Limits         EDES Data Element Selection
   EMIS Miscellaneous Information         EUCI University Contribution Ind.
   WHO  Employee Browse                   EKEY Employee ID Number Change
 Next Func:      ID:           Name:                            SSN:            
                                                                                
 ===>                                                                           
  F:  1-Help      2-Jump      3-PrevMenu                                        
  F:              8-Forward                                      12-Exit


A brief description of each screen can be found in the EDB Manual, Appendix V. Each screen is described in detail in subsequent sections of the EDB Manual and should be used as appropriate by the EDB preparer in the department.

There is also data on the EDB that is not entered by the department preparer.

A1.3  EDB Data Not Entered by the Department

EDB data can also be entered by other offices, updated via a batch interface with another system, or derived by the system based on data entered by the department or other office. The following data is not entered directly into the EDB by the department: 

When the data on the EDB is updated on-line, a PAN is sent out (if necessary) to the reviewer(s) and the data is immediately available on EDB Inquiry Screens to anyone who has access to the EDB Inquiry Screens. Data updated through an interface or other batch process is available on the EDB Inquiry Screens when the batch process has been completed.

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