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

A5.0 PRINTING EMPLOYEE INFORMATION


Before printing any of the employee information, a printer must be selected.

A5.1 Selecting a Printer

(Note: If you will always be printing at the same printer, this step needs to be taken only once - the first time you want to print a document.)

  1. Logon onto OASIS.
  2. Enter PPP to access Personnel/Payroll
  3. Enter UCSA to access the System Administration Menu or enter IDDB to access the Department EDB Inquiry Menu.
  4. Enter PRNT to access the Printer Selection Menu.
  5. The cursor will be positioned in the "Number of copies" field. If you wish to print more than one copy, change the number and press enter. Otherwise, just TAB to the next field.
  6. If the printer is listed on the first page of the Printer Selection Menu, skip to the next step. Otherwise, use the F8 key to scroll forward until the printer you wish to select is displayed on the screen.
  7. Use the TAB key to position the cursor in the Selected Printer column next to the printer you wish to select and press the "Enter" key.
  8. A message should be displayed that the "Input is Accepted". Press the F9 key to update. This printer will remain as your selected printer until you select a different printer.

Below is an illustration of the Printer Selection Menu screen after a printer has been selected.

UCPRNT0-E0943               System Administration             04/01/YY 11:44:17
                              Printer Selection                Userid:  ABCDE

 To select a printer, place the cursor on the appropriate line and press Enter

   Selected    Number of Copies: 01   (Default is 1)
   Printer     Printer ID     Description
      S        R1104          620 UNISYS
               R3119          DEAN OFF-SCH OF ARTS
               R3120          UNEX-PAYROLL
               R3200          MATH DEPT - ADMPS
               R3201          MATH DEPT - CHAIRPS
               R3202          MATH DEPT - SSPS
               R3203          CHEMISTRY
               R3204          AGSM-STAFF PERSONNEL
               R3205          PHYSICS-M YOST
               R3206          PHYSICS-C FINN
               LPR1
               LPR2
 Next Func:
 U0007  Update process complete

 ===>
  F:  1-Help      2-Jump      3-Return
  F:              8-Forward   9-Update


A5.2 Employee Documents (IDOC)

In order to print IDOCs, you must:

  1. Have access to IDOC - Employee Documents and the printer selection function. If you need access, consult your DSA.
  2. Have access to a printer that is connected to the AIS mainframe. (Note: If you don't know whether you have a printer nearby connected to the AIS mainframe, consult your CSC (Computer Support Coordinator).)
  3. Select the printer (See A5-1 above) where you will print the notices. Please make sure you select a printer that is located in your department. Otherwise the notices you print will end up somewhere else on the campus. If you are in doubt about which printer to select, please consult with your CSC.
  4. Go into IDOC to actually print notices to employees.

Printing the Notices

  1. Logon onto OASIS.
  2. Enter PPP to access Personnel/Payroll
  3. Select IDOC and enter the employee number or name or social security number of the employee to display the Menu for Notices to Employees. The Document Selection Menu will be displayed.

  4.  
    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

    To select a document, move your cursor next to the desired document and Enter an "S". Note: The entire Document Selection Menu cannot be displayed on one page so use the F8 key to scroll through the menu. You can select more than one type of notice for an employee at a time which will produce separate notifications with different text.
  5. Press F9 to Generate the document when you have finished.
  6. If you selected a "Change-in-Status" document another selection menu will appear:

  7.  
    PPIDOC0-I0980                Employee Documents               12/20/YY 13:18:29
     12/20/YY 09:23:22     Status Change Pers. Actions Menu         Userid:  ABCDE
    
     Special Request          :      Request for Status
     
     Changes in Appt Info     :      Promotion
                                     Demotion
                                     Reclassification Upward  
                                     Reclassification Lateral
                                     Reclassification Downward
                                     Renewal of Appointment
                                     Additional Employment
                                     Lateral Transfer
                                     Employment in Different Academic Series
                                     Change from Limited to Career Status
                                     Change from Casual Restrict to Limited Status
    
     Changes to Salary Info   :      Merit Increase
                                     Change in Funding
                                     Change in Percent of Full Time
                                     Six Month Increase
                                     Limited Increase
                                     Exceptional Equity Increase
                                     Change in HSCP Negotiated Salary
                                     Adding a Stipend
                                     Other Payrate Change
    
     Changes in Personnel Info:      Change in Personal Information
                                     Change in VISA Type
                                     Extension of VISA End Date
    
     Next Func:      ID:           Name:                            SSN:            
                                                                                    
     ===>                                                                           
      F:  1-Help      2-Jump      3-PrevMenu              5-Cancel                  
      F:              8-Forward   9-GenDoc                           12-Exit

    To select an action, move your cursor next to the desired action and Enter an "S". Note: The entire Status Change Pers. Actions Menu cannot be displayed on one page so use the F8 key to scroll through the menu. You can select up to two actions which will be included in the text of the Change in Status Document.

  8. Press F9 to Generate the document when you have finished.
  9. If you selected a "Leave/Sabbatical" Document another selection menu will appear:
  10. PPIDOC0-I0980                Employee Documents               12/20/YY 13:18:29
     12/20/YY 09:23:22     Leave of Absence Actions Menu            Userid:  ABCDE
    
     Leave of Absence Info    :      Leave of Absence with Full Pay
                                     Leave of Absence with Partial Pay
                                     Leave without Pay
    
     Sabbatical Leave Info    :      Sabbatical Leave at Full Salary
                                     Sabbatical Leave at Partial Salary
                                     Sabbatical Leave in Residence
    
    
    
    
    
     Next Func:      ID:           Name:                            SSN:            
                                                                                    
     ===>                                                                           
      F:  1-Help      2-Jump      3-PrevMenu              5-Cancel                  
      F:              8-Forward   9-GenDoc                           12-Exit

    To select an action, move your cursor next to the desired action and Enter an "S".
  11. Press F9 to Generate the document when you have finished.
  12. When the document has been printed, your cursor will be on the Document Selection Menu and the message "P0649 Document(s) printed" will be displayed.
  13. At this point, you could print other documents for the same employee by choosing different criteria OR print documents for another employee by using the F2 key to Jump down to the Next Func field and then press TAB and enter another employee ID. The Document Selection Menu would then be used to select the type of document. Follow steps 3-9 as outlined above.
  14. Once you have finished printing the documents, Exit the program by pressing F12 and then logoff the system.

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

A5.3 Employment Verifications (IVER)

In order to print an employment verification, just like printing an IDOC or a BDOC, you first must have a printer selected on the Printer Selection Menu.

To print an Employment Verification, type IVER in the Next Function field of any inquiry screen and the employee ID, name, or SSN of the employee record you wish to print.

The IVER screen displays all the information that will print on the verification document.

PPIVER0-I1079                  EDB/HDB Inquiry                03/26/YY 19:46:33
                           Employment Verification             Userid:  ABCDE
 Employee Name: DOCTOR,FACULTY
 Employee ID#:  424517567                        
 Most Recent Hire Date: 11/02/81                               Pg 01 of 02
 Separation Date      :            Separation Reason:
 Position                           %Time  Begin Dt  End Dt       Rate/Amount
 1746 PROF IN RES-GENCOMP-B          100   07/01/YY 06/30/YY 330793.00 Annually
 0910 ASSOCIATE DIRECTOR                   07/01/YY 06/30/YY           N/A
 1099 ADMINISTRATIVE STIPEND               07/01/YY 06/30/YY    250.00 N/A


      Gross Earnings*    Current Year-to-Date   (2007)      (2006)
            Regular :            50665.23            N/A         N/A
            Other   :             1000.00            N/A         N/A
            Total   :            51665.23            N/A         N/A
      *Taxable earnings shown on W-2 form may be less than gross earnings
      Average Hours Worked (Week): N/A
 Probability of Continued Employment:
 Next Func:      ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump      3-PrevMenu              5-Cancel
  F:              8-Forward   9-Gen-Doc                          12-Exit


The cursor is displayed on the "Probability of Continued Employment" field. A brief statement of up to 25 characters may be entered indicating the probability of the employee’s continued employment.

The user can press the F8 key to display a second screen on which comments can be entered to explain any of the data on the previous screen or to make additional comments regarding the person’s employment.

PPIVER1-I1079                  EDB/HDB Inquiry                03/26/YY 19:58:03
                           Employment Verification             Userid:  ABCDE
 Employee Name: DOCTOR,FACULTY
 Employee ID#:  424517567                      
 Remarks:                                                      Pg 02 of 02











 Authorized Official:
            Title   :
            Dept    :                                 Phone:
 Next Func:      ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump      3-PrevMenu              5-Cancel
  F:  7-Backward              9-Gen-Doc                          12-Exit 


Type in your name in the space following "Authorized Official" and type your working title, your department name and your phone number.

Press F9 to print the document.

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