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

A3.0 EMPLOYEE INFORMATION


Within the Personnel/Payroll system, there is a capability to provide information to employees by printing notices. There are three types of printed documents available to departments for printing:

  1. Employee Documents (IDOC)
  2. Benefits Documents (IDOC)
  3. Employment Verifications (IVER)

A3.1 Employee Documents (IDOC)

Employee Documents is another function available as part of the Personnel/Payroll system that gives departments a method of communicating to employees of changes made to their records. It can also be used by departments to keep a paper copy in a Personnel file if desired.

In order to print an employee document, the document preparer would need to have selected a printer and would then access the Document Selection Menu (shown below):

PPIDOC0-I0980                Employee Documents               12/20/YY 13:18:29
 12/20/YY 09:23:22         Document Selection Menu             Userid:  ABCDE   

 New Hire or Re-Hire Documents:      Staff                                      
                                     Academic                                   
                                     Student                                    
                                                                                
 Change-in-Status Documents   :      Staff                                      
                                     Academic                                   
                                     Student                                    
                                                                                
 Leave/Sabbatical Documents   :      Staff-Leave                                
                                     Academic-Leave/Sabbatical                  
                                                                                
 Separation Documents         :      Staff                                      
                                     Academic                                   
                                     Student                                    
                                     Layoff                                     
                                                                                
 Personnel Summary Documents  :      All - Landscape                            
                                     All - Portrait                             
                                                                                
 Benefits Summary Documents   :      Benefits Enrollment                        
                                     Retirement and Savings                     

 Next Func:      ID:           Name:                            SSN:            
                                                                                
 ===>                                                                           
  F:  1-Help      2-Jump      3-PrevMenu              5-Cancel                  
  F:              8-Forward   9-GenDoc                           12-Exit


Samples of the different kinds of notices that can be provided to employee can be found in the EDB Manual, Section A7.

A3.2 Employment Verifications (IVER)

Occasionally the University is asked to provide verification of employment by outside agencies. Banks and other lending institutions, for example, regularly need official verification of employment when evaluating loan requests from individuals who cite UCLA as their employer on loan documents. The type of information requested is generally standard, and includes the most recent hire date; job title; percent of time; begin and end dates; annual salary; and gross earnings.

Payroll Services routinely responds to requests for verification of employment, and we will continue to do so. However, departments that have remote printing capability may choose to verify employment for their employees, rather than referring the agency to Payroll Services, by using the Employment Verification function displayed on the Personnel/Payroll System Main Menu to produce official employment verification documents.

A sample employment verification appears below. Most of the information on it is standard, however, the preparer of the employment verification can enter comments if desired.

UNIVERSITY OF CALIFORNIA
LOS ANGELES
RESPONSE TO REQUEST FOR VERIFICATION OF EMPLOYMENT

03/07/20YY

Employee Name: VERA VERIFICATION
Most Recent Hire Date: 01/09/YY
Separation Date: Separation Reason:
Position(s) %Time Begin Dt End Dt Rate/Amount
7241 ANALYST, ADMINISTRATIVE,PRIN I 100 07/01/YY 50532.00 Annually
Average Hours Worked Per Week N/A
Gross Earnings* Current Year-to-Date Prior Calendar Years
(2007) (2006)
Regular: 7688.00 14250.00 50532.00
Other: N/A N/A
Total: 7688.00 14250.00 50532.00
*Taxable earnings shown on W-2 form may be less than gross earnings
Probability of Continued Employment: WILL CONTINUE
Remarks:

AT PRESENT, THIS EMPLOYEE DOES NOT WORK FULL TIME. ANNUAL SALARY SHOWN IS FOR FULL TIME.

EMMA VERIFIER
PRIN ADMIN ANALYST
PAYROLL DEPT
310-794-8777
Authorized Official/Dept/Phone
_______________________________
Signature of Authorized Official
___________
Date


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