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 C - TIME REPORTING

C4.0 USING IPAY


This section provides an overview of the screens that are available to departments in the IPAY system. It contains instructions on how to navigate among the menu and detail screens and how to access employee records.

C4.1 Accessing IPAY Screens

To access IPAY, select the Personnel Payroll System (PPP) from the AIS OASIS Menu:

UCLA-AIS                           OASIS   MENU                        01/08/YY
 AISMENU                                                                15:38:45

         Use cursor to select application OR type Transaction ID: PPP_

             Student Information Systems                     (SIS )
             Financial Systems                               (FS00)
             Contract and Grant Information System           (GC00)
             Purchasing and Accounts Payable System          (AP00)
             Personnel/Payroll System                        (PPP )
             University Relations PAIS System                (AMDF)
             Medical Center PAIS System                      (AMMC)
             Events System                                   (EVM )
             UCLA ID System                                  (UIDS)
             DACSS/ASAP Distributed Access Systems           (DA01)
             Report Distribution System                      (RDS )
             Staffing List System                            (SLS )
             Administrative Cashiering System                (ACS )





 F1 Help  F3 Exit


To view the PAR Inquiry Menu, the user would enter IPAY in the Next Function Field on the Personnel/Payroll System Online Applications Main Menu and press Enter:

UCMMNU0-M1184                Online Applications              01/08/YY 15:41:18
                                  Main Menu                    Userid:  ABCDE

  ---- Employee Data Base ----             ------ PAN Subsystem -------
   IEDB  Central Inquiry                    PSRV  PAN Services Menu
   IDDB  Departmental Inquiry              -- Payroll Time Reporting --
   EEDB  EDB Entry/Update                   ETHF  THF Entry/Update
   IDOC  Employee Documents                 IDTC  Dept Time Collect
  --- Payroll Audit Record ---              EDAT  Dept Adj Trans
   IPAR  Inquiry
   IPAY  Departmental Inquiry
  ---- Abeyance Data Base ----
   SPCL  Special Processes                 -----   Central Office  ----
  ---- History Data Base -----              EDEM  Misc. Deduct. - Mass
   IHDB  Record Inquiry/Update             --- System Administration --
   IHIS  Personnel History                  UCSA  Entry/Update
   IHHR  History Documents
  -- Employment Verification -
   IVER  Verification
 Next Func: IPAY ID:           Name:                            SSN:

 ===>
  F:  1-Help      2-Jump
  F:                                                             12-Exit


To select a Payroll Audit Record screen and an employee record from the PAR Inquiry (IPAY) Department Menu, enter a function code (e.g. IBRS, IDCA or IDER) and one of the following employee record keys:

UCFM140-M0967               Departmental Inquiry              01/08/YY 14:01:14
                               PAR Inquiry Menu                Userid:  ABCDE

   IBRS Employee Browse
   IDCA Check Address
   IDCS Simulated Check Stub
   IDGT Summary of Grosses/Totals
   IDER Earnings Distributions
   IDDC Deductions and Contributions
   IDHD Hours/Dollars Adjustments








 Next Func: IDCA ID: 444444444 Name:                            SSN:
 Pay Cycle:              Check Date:

 ===>
  F:  1-Help                  3-PrevMenu
  F:                          9-MainMenu                         12-Exit


When the IDCA screen and an Employee ID are entered, the following Check Address detail screen is displayed:

PPIDCA0-I0951                Department Inquiry               04/02/YY 19:52:30
                                Check Address                  Userid:  ABCDE
 Pay Cycle: MO  Processed In: 03/31/YY  Check Date: 04/01/YY
 ID: 444444444   Name: EXAMPLE, IMA                     
   Hm Dept: 356500      ACCOUNTING                   Disp: 8   Emplmt Status:  A
  Check No:             Type: CUR-ACTIVITY           PAR Control No: 376


   Total Gross:    2614.00   Total Deductions:     980.95   Net Pay:    1633.05

 Check Address:



  Bank Key: W0006 WELLS FARGO BANK                      Bank Acct: 11111111    
   Chk Disp was Direct Deposit-Pay sent directly to bank
  Comments:
 Next Func:      ID:           Name:                            SSN:
 Pay Cycle:              Check Date:

 ===>
  F:  1-Help      2-Browse    3-PrevMenu
  F:                          9-MainMenu                         12-Exit


C4.2 Navigation within an Employee Record

The IPAY database contains up to one year of historical information for each employee record, and the data is displayed in the order of "most recent to oldest." The above Check Address detail screen displays data from the employee’s most recent pay check.

Data from an earlier pay transaction may be accessed by entering the following additional selection criteria either on the PAR Inquiry Department Menu or on the detail screen:

  1. Enter the desired check release date in the Check Date field and press Enter; or
  2. Enter a combination of Pay Cycle (e.g. MO or BW) and Check Date in the appropriate fields.

The following illustrates the entry of a desired check date on a detail screen:

PPIDCA0-I0951                Department Inquiry               04/02/YY 19:52:30
                                Check Address                  Userid:  ABCDE
 Pay Cycle: MO  Processed In: 03/31/YY  Check Date: 04/01/YY
 ID: 444444444   Name: EXAMPLE, IMA                     
   Hm Dept: 356500      ACCOUNTING                   Disp: 8   Emplmt Status:  A
  Check No:             Type: CUR-ACTIVITY           PAR Control No: 376


   Total Gross:    2614.00   Total Deductions:     980.95   Net Pay:    1633.05

 Check Address:





  Bank Key: W0006 WELLS FARGO BANK                      Bank Acct: 11111111    
   Chk Disp was Direct Deposit-Pay sent directly to bank
  Comments:
 Next Func:      ID:           Name:                            SSN:
 Pay Cycle:              Check Date: 0131YY  

 ===>
  F:  1-Help      2-Browse    3-PrevMenu
  F:                          9-MainMenu                         12-Exit


The resultant screen is displayed:

PPIDCA0-I0951                Department Inquiry               04/02/YY 19:52:30
                                Check Address                  Userid:  ABCDE
 Pay Cycle: MO  Processed In: 01/31/YY  Check Date: 01/31/YY
 ID: 444444444   Name: EXAMPLE, IMA                     
   Hm Dept: 356500      ACCOUNTING                   Disp: 8   Emplmt Status:  A
  Check No:             Type: CUR-ACTIVITY           PAR Control No: 374


   Total Gross:    2647.36   Total Deductions:     995.92   Net Pay:    1651.44

 Check Address:





  Bank Key: W0006 WELLS FARGO BANK                      Bank Acct: 11111111     
   Chk Disp was Direct Deposit-Pay sent directly to bank
  Comments:
 Next Func:      ID:           Name:                            SSN:
 Pay Cycle:              Check Date:

 ===>
  F:  1-Help      2-Browse    3-PrevMenu
  F:                          9-MainMenu                         12-Exit


C4.3 Selection of Records Using IBRS (Browse)

Data from an earlier pay transaction may also be accessed by selecting the desired record from the IBRS screen. The IBRS Screen may be accessed in three ways:

  1. Select IBRS from the PAR Inquiry Departmental Menu by typing IBRS in the Next Function field and entering an employee record key; or
  2. Press F2 from any detail screen displaying the "2-Browse" PF function key; or
  3. Type IBRS in the Next Function field of any detail screen to view the browse screen for the employee record displayed on the detail screen. (It is not necessary to enter an employee record key unless you wish to browse the record of another employee.)

Note:  The Browse screen will also be presented whenever the Employee Name is entered as the record key instead of the Employee ID or SSN number.

PPIBRS0-I0951                Departmental Inquiry                  09/24/YY 19:27:27
                               Employee Browse                 Userid:  ABCDE

 ENTERED:         ID:           Name: EXAMPLE,IMA                 

      ID              Name                         Cycle  Check Dt     Type
   444444444 EXAMPLE,IMA                             MO   04/01/YY  CUR-ACTIVITY
 _ 444444444 EXAMPLE,IMA                             MO   02/28/YY  CUR-ACTIVITY
   444444444 EXAMPLE,IMA                             MO   01/31/YY  CUR-ACTIVITY
   444444444 EXAMPLE,IMA                             MO   01/02/YY  CUR-ACTIVITY
   444444444 EXAMPLE,IMA                             MO   11/27/YY  CUR-ACTIVITY
   444444444 EXAMPLE,IMA                             MO   11/01/YY  CUR-ACTIVITY
   444444444 EXAMPLE,IMA                             MO   10/01/YY  CUR-ACTIVITY
   444444444 EXAMPLE,IMA                             MO   08/30/YY  CUR-ACTIVITY
   444444444 EXAMPLE,IMA                             MO   08/01/YY  CUR-ACTIVITY
   444444444 EXAMPLE,IMA                             XX   07/16/YY  CUR-ACTIVITY
   444444444 EXAMPLE,IMA                             MO   07/01/YY  CUR-ACTIVITY
   444444444 EXAMPLE,IMA                             XX   06/18/YY  CUR-ACTIVITY
 Next Func: IDER ID:           Name:                            SSN:
 Pay Cycle:              Check Date:       

 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:  7-Backward  8-Forward   9-MainMenu                         12-Exit


To select the detail screen for the desired record, be sure a Function Code is entered into the Next Function field, position your cursor to the left of the record, and press Enter. If the IDER screen is selected for the 02/28/YY pay date, the following screen will be displayed:

PPIDER0-I0943                Departmental Inquiry               04/02/YY 19:20:11
                            Earnings Distributions             Userid:  ABCDE
 Pay Cycle: MO  Processed In: 02/28/YY  Check Date: 02/28/YY
       ID: 444444444   Name: EXAMPLE, IMA                     
   Hm Dept: 356500      ACCOUNTING                   Disp: 8   Emplmt Status:  A
   Check No:            Type: CUR-ACTIVITY           PAR Control No: 375

  001 L/A/C/F/P/S: RA 4-660525-    -19900-      -1 Ttle: 4723  Gross:     115.00
   Rate:     115.00  Time H: 184.00   Time %:  1.0000  Period: 01/31/YY-M-A- -
   ERC: E  Typ: 2  TUC: CX  SHC:    DUC:    Cov: C  Ret: 0  DOS: REG  SubL: GN

  002 L/A/C/F/P/S: LX 4-660525-    -19900-      -1 Ttle: 4723  Gross:        .00
   Rate:    2614.00  Time H:   2.25   Time %:   .0000  Period: 01/31/YY-M- - -B
   ERC: E  Typ: 2  TUC: CX  SHC:    DUC:    Cov: C  Ret: 0  DOS: VAC  SubL: GN

  003 L/A/C/F/P/S: AU 4-660525-    -19900-      -1 Ttle: 4723  Gross:    2614.00
   Rate:    2614.00  Time H: 160.00   Time %:  1.0000  Period: 02/28/YY-M- - -B
   ERC: E  Typ: 2  TUC: CX  SHC:    DUC:    Cov: C  Ret: 0  DOS: REG  SubL: GN
 Next Func:      ID:           Name:                            SSN:
 Pay Cycle:              Check Date:

 ===>
  F:  1-Help      2-Browse    3-PrevMenu              5-PrevRec   6-NextRec
  F:                          9-MainMenu                         12-Exit


The F5 - Previous Record function key may be used from this screen to display earnings data from previous (earlier) payroll activity without having to return to the IBRS for selection. Similarly, the F6 - Next Record function key may be used to display earnings data from more recent (later) payroll activity. If there is more than one page of activity for the pay cycle, the F8 - Forward function key may be used to scroll to the next page.

C4.4 Screen Layout

All the detail screens in PAR Inquiry have the same basic layout, and they are similar to the screens in EDB and HDB Inquiry.

Header Section

PPIDER0-I0943                Departmental Inquiry               04/02/YY 19:20:11
                            Earnings Distributions             Userid:  ABCDE
 Pay Cycle: MO  Processed In: 02/28/YY  Check Date: 02/28/YY
       ID: 444444444   Name: EXAMPLE, IMA                     
   Hm Dept: 356500      ACCOUNTING                   Disp: 8   Emplmt Status:  A
  Check No:             Type: CUR-ACTIVITY           PAR Control No: 375
  1. PPIDER0-I0943 - The screen identifier:
  2. PAR Inquiry - The system title.
  3. 04/02/YY 19:20:11 - The current system date and time.
  4. Userid - The logon ID of the user who accessed the system.
  5. Pay Cycle - Indicates if the transaction was processed for a monthly (MO) pay cycle or the first or second biweekly (B1 or B2) pay cycle or for a special cycle, e.g. for W2's (XX).
  6. Processed In - The pay period end date for the pay period in which the transaction was actually processed by the system.
  7. Check Date - The check release date.
  8. ID - The employee ID number of the employee whose record is displayed.
  9. Name - The employee’s name.
  10. Hm Dept - The employee's home department at the time the transaction was processed.
  11. Disp - The employee's pay disposition at the time the transaction was processed.
    1 = sent by campus mail to department
    2 = an employee signed up for Surepay and is pre-noting
    3 = department pickup
    8 = Surepay
  12. Status - The employment status of the employee (e.g., active, inactive, leave, separated) at the time the transaction was processed.

  13. Check No - The check number of a paper cheek. This field is blank if the employee's pay is transmitted electronically to the employee's bank.

  14. Type - The type of transaction:
  15. PAR Control Number - A number assigned to this pay transaction by the Payroll Audit Record system.

Footer Section

 Next Func:      ID:           Name:                            SSN:
 Pay Cycle:              Check Date:

 ===>
  F:  1-Help      2-Browse    3-PrevMenu              5-PrevRec   6-NextRec
  F:                          9-MainMenu                         12-Exit
  1. Next Func - The Next Function field. The user may enter a 4 character function code in this field to select a screen.
  2. Employee Record Key - The user may enter a value in any one of these fields to select an employee record:
  3. Pay Cycle - Code indicating the pay schedule on which the transaction on was processed.
    B1 = Biweekly-first
    B2 = Biweekly-second
    MO = Monthly Current

  4. Check Date - The date on which the pay is available.
  5. ===> - The command line may be used to enter Function Key numbers if a keyboard does not have function keys. This area may also be used to enter a Function Code.
  6. F: (Function keys) - This section of the footer displays the function keys that are active for a particular screen. The function keys available in IPAY are:
    ● F1 - Help F1 invokes either screen level help or field level help depending on the position of the cursor on the screen. Field level help is provided for header and footer fields and for fields in the detail portions of the screens.
    ● F2 - Browse F2 invokes the IBRS Employee Browse screen from the employee record detail screens. The Browse screen lists all employee records contained in the system.
    ● F2 - Jump F2 invokes the jump command on IDCA and IDER screens. It is used to move the cursor from its position on the body of the screen to the Next Function field. It will also move the cursor from any field in the footer to the last position it occupied in the body of the screen or to the first record in the body of the screen.
    ● F3 - PrevMenu F3 is used to return to the last menu that was displayed.
    ● F5 - PrevRec F5 is used to view the record for the previous pay day on the IDER screen.
    ● F6 - NextRec F6 is used to view the record for the next pay day on the IDER screen.
    ● F7 - Backward F7 is used to scroll back to display the previous "page" of data when there are multiple pages of related data.
    ● F8 - Forward F8 is used to scroll ahead to display the next "page" of data when there are multiple pages of related data.
    ● F9 - MainMenu F9 is used to return to the Online Applications Main Menu for the Personnel/Payroll System.
    ● F12 - Exit F12 is used to exit the Personnel History Reporting System and return to the OASIS Menu.

C4.5 Help

On-line help can be accessed on each IPAY Screen by pressing F1.   Information on the individual fields on the screens is accessed by moving the cursor to the field (by using a mouse or the arrow keys on the keyboard) and then pressing F1.   Detailed information on using Help can be found in the PTR Manual, Section A5.  Information on the data can also be found in Section 4.6 IPAY Data Fields (below).

C4.6 IPAY Data Fields

The following table lists all the data fields in the body of the IPAY screens.   Screen samples along with a brief description of each screen can be found in Section C2.1.

Screen Label Definition Data Values/
Additional Information
Screen
001, 002, 003, etc. A line number that together with the PAR control number uniquely identifies this line of the transaction.
IDER
Adv Pay This field is not in use at UCLA.
IDGT
Amt
Amount
On the IDCS screen, the Amt columns display (1) the total gross pay,  (2) the amount of money to be withheld for a specific deduction and (3) the total amount deducted for all pay periods in the calendar year for a specific type of deduction, e.g. federal tax.
On the IDDC screen, the amount column displays the dollar amount of the deduction, reduction, or contribution.
On the IDHD screen, the amount column displays the number of hours or dollar amount being adjusted.

IDCS
IDDC
IDHD
Bank Acct The number of the bank account into which payment is deposited. On the IDCA screen, when the check was deposited into the employee's bank account electronically, the system will display a highlighted message:
Chk Disp was Direct Deposit-Pay sent directly to bank

IDCA
IDCS
Bank Key The code and name of the bank to which payment is transmitted if the employee has chosen direct deposit. See Surepay Bank Table (PPP0122) on Document Direct-RDS for codes. IDCA
BUC Collective bargaining codes field that is not being used at UCLA
IDDC
Check Address The code of the department responsible for receiving and distributing the check if the employee has not selected direct deposit. See Home Department Table (PPP0411) on Document Direct-RDS for codes. IDCA
Chk No The check number of a paper cheek. This field is blank if the employee's pay is transmitted electronically to the employee's bank.
IDCS
Comments Information entered by Payroll Services if the pay disposition is different from the information listed on the IDCA screen.  For example, if a stop payment was placed on the check, it will be noted in the comments.  Possible comments are listed in the next column.
Check held in Payroll for special processing.  Call 48711 for further information.
Check held in Payroll for special processing.  Call 48737 for further information.
Direct Deposit not processed due to modifications.  Call 48716 for further info.
Direct Deposit not processed due to separation.   Call 48714 for further info.
Stop payment placed on check.  Call 48736 for further info.
Unable to Distribute Check, check address not on file, call x48706 re questions.  Check in drawer at Payroll Svs Window.
IDCA
Comp Accrued The number of hours of compensatory leave accrued for the pay cycle.
IDCS
Comp Begin The total number of hours of compensatory leave accrued by the employee as of the beginning of the pay period. Asterisks will be displayed if the Payroll Audit Record data is not the most recent data for the employee.
IDCS
Comp End The number of hours of compensatory leave accrued by the employee as of the end of the pay period. Asterisks will be displayed if the Payroll Audit Record data is not the most recent data for the employee.
IDCS
Comp Taken The total number of hours of compensatory leave taken by the employee as recorded on the Payroll Audit Record
IDCS
Cov Code indicating whether the position is covered by a collective bargaining unit C = Covered
U = Uncovered
S = Supervisor
IDER
C/Y Grs Ern Current total gross earnings of distribution amounts and the total gross earnings paid during the calendar year as recorded on the Employee Data Base. Asterisks will be displayed for this field if the Payroll Audit Record data is not the most recent data for this employee.
IDCS
C/Y Tax Ern Total of all earnings distribution amounts subject to federal taxation and/or reporting. The total gross earnings paid during the calendar year which are subject to federal taxation or reporting, as recorded on the Employee Data Base. Asterisks will be displayed in this field if the Payroll Audit Record data is not the most recent data for this employee.
IDCS
C/Y Taxes The sum of all federal, state, and any other taxes paid by the employee as recorded on the Payroll Audit Record. The sum of all federal, state, and any other taxes paid by the employee for the calendar year, as recorded on the Employee Data Base. Asterisks will be displayed if the Payroll Audit Record data is not the most recent data for the employee.
IDCS
Date Month and day of the earnings distribution pay period end date for leave accrual.
IDCS
DCP Code indicating the Defined Contribution Plan fund option selected by the employee. A - Multi-Asset Fund
B - Bond Fund
E - Equity Fund
F - Fidelity Fund
G - Insurance Contract Fund
IDGT
Ded Sum
Deduction Sum
This dollar amount represents the sum of the deductions, reductions, and contributions.
IDDC
IDGT
Description The name associated with the GTN number. Certain confidential deductions on the IDDC screen  will display "No Title" in the description field.  On the IDHD screen, the name of the data element or GTN number being adjusted.
IDDC
IDHD
DOS Description of Service Code indicating the type of pay or transaction. Refer to the DOS Code Table for a complete listing of DOS codes. IDER
DSP The employee's pay disposition at the time of the pay compute.
1 = sent by campus mail to department
2 = an employee signed up for Direct Deposit and is pre-noting
3 = department pickup
8 = Direct Deposit
IDCS
DUC Distribution unit code is a collective bargaining related field that is not in use at UCLA.
IDDC
IDER
Element The EDB data element number or GTN number for the balance being adjusted.
IDHD
Empl ID The employee's UCLA ID Number
IDCS
ERC The employee relations code.
A = Manager, not confidential
B = Manager, confidential 
C = Supervisor, not confidential
D = Supervisor, confidential  
E = All others, not confidential
F = All others, confidential
G = Not covered by HEERA (out of state)
H = Student in academic title, covered by HEERA
I = Student in academic title, not covered by HEERA
IDER
FAU The full accounting unit to which the payment is charged. Full Accounting Unit:
L-AAAAAA-CC-FFFFF-PPPPPP-S:
L = Location (1 char)
AAAAAA = Account (6 digits)
CC = Cost Center (2 char)
FFFFF = Fund (5 digits)
PPPPPP = Project Code (up to 6 chars)
S = Sub Account (1 digit)
 
FED
Fed Tax
Federal tax - marital status code/federal tax - personal withholding allowances
IDCS
IDGT
FICA Code indicating whether the individual was eligible for OASDI and/or Medicare deductions.
E = Eligible for OASDI and Medicare deductions
M = Eligible for Medicare deductions only
N = Not eligible for either OASDI or Medicare deductions
IDGT
FWT Grs Total of all earnings distribution amounts subject to federal taxation and/or reporting.
IDGT
Gross The gross pay amount.
IDER
GTN The Gross to Net Deduction Number that identifies the deduction, reduction or contribution.  A blank in this field identifies a confidential deduction that is not being identified to protect the privacy of the employee. A list of GTN numbers may be found in the Gross To Net Table PP0102 on Document Direct-RDS. IDDC
Hrs/Pct The number of hours for an earnings distribution if an employee is paid hourly or the earnings distribution percent if the employee is paid monthly.
IDCS
Ins Red Code indicating the insurance tax savings plan option selected by the individual. Y or blank = Full participation, taxable gross is reduced.
N = No participation
IDGT
Medicare Grs Total of all earnings distribution amounts which were used to determine employee contributions to Medicare.
IDGT
Name The employee’s name.
IDCS
Net Pay Either the net amount of a current activity PAR record, or the net amount of a cancellation or handdrawn check PAR record, or the net amount of an overpayment PAR record. The resultant pay after the total deductions are taken from the total gross.
IDCA
IDCS
IDGT
OASDI Grs Total of all earnings distribution amounts which were used to determine employee contributions to OASDI.
IDGT
Other Deductions

The total amount of all other employee deductions except for taxes and retirement to be withheld.


IDCS
PE Date The pay period end date.
IDCS
Period The pay period end date. The pay period end date is followed by four fields:
  1. the Pay Schedule Code (M=monthly,B=Biweekly),
  2. the employee's Leave Accrual Code,
  3. the Rate Adjustment Indicator (A) indicating retroactive rate adjustments, and
  4. the Work Study Program Code.
Leave Accrual Codes:
Leave Code Annual Vac Annual Sick
A,G 15 days 12 days
B,H 18 days 12 days
C,J 21 days 12 days
D,K 24 days 12 days
E 24 days None
F None 12 days
N None None
Work Study Program Codes:
Program Acad Yr Summer
AmerReads A D
BruinCorp B E
Com Serv C G
Federal F H
President's P R
IDER
Qtr The Quarter-to-Date code indicates which quarter's balances are affected by the items recorded on the Payroll Audit Record. 0 = Prior year
1 = Current year-1st quarter
2 =  Current year-2nd quarter
3 = Current year-3rd quarter
4 = Current year-4th quarter
(blank) = Current quarter
IDDC
IDGT
Rate The pay rate.
IDER
Rep Collective bargaining codes field that is not being used at UCLA
IDDC
Ret A special retirement code which is not used in transactions at UCLA at this time (see Sp Ret) or Code indicating the retirement system membership of the individual. (blank) = No retirement plan
1 = UCRS (University of California Retirement System), no deduction, FY limit
B= UCRS (University of California Retirement System), no deduction
H = DCP Casual/Limited  (Safe Harbor)
N = Not eligible
P = PERS (Public Employees' Retirement System)
U = UCRS (University of California Retirement System)
IDER
IDGT
Ret Grs Total of all earnings distribution amounts which were subject to employee contributions under a retirement plan.
IDGT
Retirement The amount of DCP and other voluntary retirement contributions to be withheld.
IDCS
SHC Special handling code is a collective bargaining related field that is not in use at UCLA.
IDDC
IDER
Sick Accrued
Accrued Sick Hrs
The number of hours of sick leave accrued for the pay cycle.
IDCS
IDGT
Sick Begin The total number of hours of sick leave accrued by the employee as of the beginning of the pay period. Asterisks will be displayed if the Payroll Audit Record data is not the most recent data for the employee.
IDCS
Sick End The number of hours of sick leave accrued by the employee as of the end of the pay period. Asterisks will be displayed if the Payroll Audit Record data is not the most recent data for the employee.
IDCS
Sick Taken The total number of hours of sick leave taken by the employee as recorded on the Payroll Audit Record.
IDCS
Sp Ret Code indicating whether the individual was eligible for special benefits plans under this distribution. The plans are not in use at this time.
0 = Not eligible for special contributions
2 = Safety Title Eligibility
4 = Eligible for Executive Benefit Contribution and Searles Fund Contribution
5 = Eligible for Executive Benefit Contribution only
IDGT
SSC This is a group field consisting of 3 data elements identifying the source, special transaction and type of entry.
  1. Deduction Source Code - Code indicating the source or disposition of a deduction.
  2. Gross Override Indicator - Code indicating whether all of the following gross amounts were calculated from individual earnings distribution records or were input for a cancellation, overpayment, or handdrawn check transaction to override the following calculated grosses: Total Gross, Federal Withholding Tax Gross, State Withholding Tax Gross, FICA Gross-Employee, and Retirement Gross.
  3. Gross to Net Type Code
Deduction Source Codes:
(blank) - Normal deduction from gross
A - Prepayment
P - Deduction from a prepayment
S - Deduction was suspended
R - Deduction was suspended as a receivable
N - Deduction was not taken
D - Deduction was taken from a previously suspended balance
V - Deduction was taken from a previously suspended receivable

Gross Override Indicators:
Y - Yes, override calculated grosses with input grosses
N - No, normal, use calculated grosses
(blank) - No, normal, use calculated grosses


Gross to Net Type Code:
D - Deduction
R - Reduction
C - Contribution

IDDC
State
State Tax
State tax - marital status code/state tax - personal withholding allowances and/or the number of withholding allowances for itemized deductions claimed by the employee.
IDCS
IDGT
Stu Stat Code indicating whether an individual is a UC student.
1 = Not registered
2 = Not registered, graduate degree candidate
3 = Undergraduate student
4 = Graduate student
5 = Not registered, graduate degree candidate, other campus
6 =  Undergraduate student, other campus
7 = Graduate student, other campus
IDGT
Sum Grs The total of all the different gross earnings  (FWT Grs + SWT Grs + Total Grs + OASDI Grs + Ret Grs + Medicare Grs) which is used a check by the system.
IDGT
SWT Grs Total of all earnings distribution amounts which were subject to State of California taxation and/or reporting.
IDGT
TC The transaction code which identifies the means by which the pay or transaction was submitted. AU = Automatic payment/Exception Time
AP = Additional Pay (EDAP) or via tape
C2 = Cancellation
El = Expense transfer from
E3 = Expense transfer to
FT = One time payment (EDFT)
H2 = Handdrawn check
LX = Late pay (EDLR)
02 = Overpayment
RA = Retroactive pay/rate adjustment (EDRA)
R2 = Rush handdrawn check
RX = Reduce or reverse pay (EDLR)
TE = Exception time - Roster
TX = Positive time - Roster
 
Time % The amount of time paid displayed as a percent of time increment.
IDER
Time H The amount of time paid displayed as an hourly increment.
IDER
Title The title code of the position.
IDER
Total Deductions
Totl Ded
The total amount of all deductions withheld from pay.
IDCA
IDCS
Total Gross
Total Grs
Totl Gross
Total of all earnings distribution amounts.
IDCA
IDCS
IDGT
Totl Cntrb The total amount of all UC contributions.
IDCS
Total Time The total number of hours on pay status for the employee as recorded on the Payroll Audit Record.
IDGT
TUC The collective bargaining unit associated with the title code.
A4 = Academic Senate-UCLA
BX = Academic Student Employee
CX = Clerical & Allied Services
EX = Patient Care Technical
FX = Non-Senate Academic Research Professionals
GS = Printing Trades
HX = Residual Patient Care Professionals
IX = Non-Academic Senate Instructional
K4 = Skilled Crafts-UCLA
LX = Professional Librarians
NX = Registered Nurses
PA = Police Officers
RX = Research Support Professionals
SX = Service
TX = Systemwide Technical
Z4 = Readers and Tutors
87 = Indeterminate Unit
99 = No Unit
IDER
Typ The appointment type. 1 = Contract
2 = Regular/Career
3 = Limited (Casual)
4 = Casual/Restricted
5 = Academic
6 = Per Diem
7 = Partial Year Career
9 = Unex
IDER
Type Transaction type code associated with the adjustment.
DA = An adjustment to a dollar balance, such as the removal of a suspended deduction balance.
HA = An adjustment to an hours balance, such as a compensatory time balance.
LA = An adjustment to a leave balance, such as a vacation accrual balance.
IDHD
Type Deduction The description of the deduction, reduction, or contribution. When sensitive deduction amounts are shown, a description type of "NO TITLE" will be displayed in this column.
Empl ID                  PE Date  DSP    Chk No
987654321  STUBB,SAMUEL  10/31/YY  8
Type Pay  Hrs/Pct Amt Type Deduction  Amt 
                      CA STATE TA     58.78
                      PRUD LIFE I      1.68
                      DEP LIFE IN      0.62
                      EMP PD DIS      32.16
                      AD&D INSUR       0.75
                      NO TITLE       530.51
                      VANPOL ZON5    121.00
                      *TOTL DED*   1,127.31
IDCS
Type Pay Code indicating the type of service or type of pay associated with the earnings distribution and the rate associated with the type of pay. Refer to the DOS Code Table for a complete listing of DOS or type pay codes.
IDCS
Vac Accrued
Accrued Vac Hrs
The number of hours of vacation leave accrued for the pay cycle.
IDCS
IDGT
Vac Begin The total number of hours of vacation leave accrued by the employee as of the beginning of the pay period. Asterisks will be displayed if the Payroll Audit Record data is not the most recent data for the employee.
IDCS
Vac End The number of hours of vacation leave accrued by the employee as of the end of the pay period. Asterisks will be displayed if the Payroll Audit Record data is not the most recent data for the employee.
IDCS
Vac Lst The number of vacation hours not accrued for the pay cycle because they exceed the maximum limit on accrued vacation.
IDGT
Vac Taken The total number of hours of vacation leave taken by the employee as recorded on the Payroll Audit Record.
IDCS
Year to Date The description of a specific year-to-date type of deduction.
IDCS
Yr The Year-to-Date code indicates whether year-to-date balances are affected by the gross amounts. Y = Yes, year-to-date balances affected
N =  No, no year-to-date balances affected
IDDC
IDGT

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