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 F - RESOURCES & RELATED SYSTEMS

F2.0 PERSONNEL/PAYROLL CLASSES


A resource provided to departments through in-service training is a comprehensive training program for all employees who are using the Personnel/Payroll system. There are several training tracks made up of different individual classes. For example, the Payroll Time Reporting for Preparers track is made up of classes 1, 2, 3, and 4 (listed below).  It is also possible to sign up for some of the classes individually.  In addition, Payroll Services offers two certificate programs and a few classes as part of the Financial Management Certificate Program.

The tracks available are the following:

Note:  The tracks for Preparers and Reviewers must be completed before access is given to the PPS by the DSA.

The classes offered individually are the following:

Payroll Certification Programs and courses offered include:

Additional information on signing up for courses and a description of the certificate programs can be found on the following web pages:

The following classes make up the complete Personnel/Payroll series:

  1. Overview of the Personnel/Payroll System (PPS) – the class is designed to provide an introduction to the PPS and includes an overview of all components of the system and the overall PPS process. The Overview class can be taken by itself or as part of the PTR or EDB series of classes.  All functions in the PPS will be introduced including the following:
  2. Introduction to PPS Inquiry Functions – this hands-on computer class is designed to teach employees how to use the On-line Inquiry screens and to read Post Audit Notifications (PAN) in the Personnel/Payroll system. The Introduction to PPS Inquiry class can be taken by itself (after completion of the Overview class) or as part of the PTR or EDB series of classes.  Topics to be discussed include:
  3. Staff Personnel Policies Related to Payroll Time Reporting – this class is part of the PTR series and is open only to department staff who are assigned responsibility for PTR transactions. Topics to be discussed include:
  4. Online Payroll Time Reporting (PTR) – this class is open only to department staff who are assigned responsibility for PTR transactions. Topics to be discussed include:
  5. Online Employee Data Base (EDB) Entry/Update – this class is open only to department staff who are assigned responsibility for EDB transactions. Topics to be discussed include:
  6. Staff Policy – this class is designed to provide information on interpreting and applying Non-Academic Personnel Policy to transactions entered on-line on the EDB screens. The Staff Policy class is part of the EDB series.  Topics to be discussed include:
  7. Academic Policy – this class is designed to provide information on interpreting and applying Academic Personnel Policy to transactions entered on-line on the EDB screens. The Academic Policy class is part of the EDB series.  Topics to be discussed include:
  8. Apprentice Policy – this class is designed to provide information on interpreting and applying Academic Apprentice Personnel Policy to transactions entered on-line on the EDB screens. The Apprentice Policy class is part of the EDB series.  Topics to be discussed include:
  9. Benefits Policy – this class is designed to provide information on interpreting and applying Benefits Policy to transactions entered on-line on the EDB screens. The Benefits Policy class is part of the EDB series.  Topics to be discussed include:
  10. Reviewing PPS PANs – this class is open ONLY to departmental staff who are assigned responsibility for reviewing EDB Entry/Update transactions and/or PTR transactions. The class is part of the Reviewer series.  Topics to be discussed include:
  11. Benefits Policies & Practices (Part 1) – open to department personnel staff who have completed the EDB Entry/Update for Preparer/Reviewers and have at least six months experience processing EDB transactions.   The course is designed to provide in-depth information on benefits for new hire, re-hire, intercampus transfers, completion of necessary forms and procedures on certain benefits transaction.  Topics include:
  12. Benefits Policies & Practices (Part 2) – open to department personnel staff who have completed the EDB Entry/Update for Preparer/Reviewers and have at least six months experience processing EDB transactions.   The course is designed to provide in-depth information on benefits for new hire, re-hire, intercampus transfers, completion of necessary forms and procedures on certain benefits transaction.  Topics include:
  13. Classifying & Sourcing of Payments to Foreign Individuals – recommended for department administrators who are responsible for making payments to foreign individuals or foreign entities.  The class is designed to provide an overview of various types of payments that can be made to non-US Citizens.  Topics to be discussed include:
  14. FICA Tax Workshop – open to all University employees who are interested in learning about Social Security deductions.  The class is designed to provide information about Social Security coding and deductions and their relationship to UC policies and programs.  Topics to be discussed include:
  15. Hiring Policies and Practices – open to department personnel staff who have completed the EDB Entry/Update for Preparer/Reviewers and have at least six months experience processing EDB transactions.  The course is designed to give preparers detailed information on processing the necessary hire forms, new hire EDB entry/update data, case studies and examples of common problems.   Topics to be discussed include:
  16. How to Calculate and Process Retroactive Transactions – open to all University employees who have completed the PTR or EDB Entry/Update series.  This hands-on class is designed to teach preparers what steps should be taken in order to calculate and process retroactive payroll adjustments such as a rate increase, a reclassification or a change in funding source.  Topics to be discussed include:
  17. I-9 Processing Procedures – open to all University employees who are interested in learning about the procedures for completing the U.S. Department of Justice Employment Eligibility Verification (I-9 Form). Combines lecture and exercises in preparing I-9 forms.  Topics to be discussed include:
  18. Immigration Overview – recommended for departmental administrators who are responsible for hiring or making payments to foreign individuals or foreign entities .  This class provides an overview of immigration rules and regulations and is a prerequisite for the Residency class.  Topics to be discussed include:
  19. Leave Accrual & Leave Usage – open to all University employees who have completed the PTR or EDB Entry/Update series.  This hands-on class is designed to teach preparers how to process leave usage and retroactive leave adjustments.  Topics to be discussed include:
  20. Managing the Benefits Eligibility Level Indicator (BELI) - designed for department personnel/benefits representatives who are responsible for assigning benefits to newly hired UC employees. The course will provide in-depth information on the initial, continuing, and loss of eligibility for UC benefits in general, as well as the characteristics of the Benefits Eligibility Level Indicator (BELI).  Course topics include:
  21. Manager's Guide to Personnel/Payroll Reports & Resources – this course is designed for new and continuing managers, at all levels, who have either direct or indirect responsibilities for employees, their wages, and their benefits. Participants will learn which reports and resources are necessary and available to them in order to comply with University, State and Federal regulations and laws regarding employee salaries, benefits, and other Payroll-related forms. Participants must have an AIS Logon ID, active password and access to PP/QDB, Document Direct-RDS, EDB Inquiry, and the PAN log prior to attending training.  The course is part of a certification program. Course topics include:
  22. Manager's Workshop on Payroll Related Practices, Accountability & Ethics – this course is designed for new and continuing managers at all levels, who have either direct or indirect responsibilities for staff, their wages and their benefits. The workshop participants will consider the fiscal and legal impact and consequences of noncompliance with Personnel/Payroll policies and procedures. The course is part of a certification program.  Course topics include:
  23. Payments to Non Employees -  recommended for department administrators who are responsible for making non-payroll payments to foreign individuals or foreign entities.  The class is designed to provide specific information on how to process  payments to non-employees who are not U.S. Citizens.  Topics to be discussed include:
  24. Payroll Payment Processing (For Foreign Individuals) -  recommended for department administrators who are responsible for making payroll payments to foreign individuals or foreign entities.  The class is designed to provide specific information on how to process  payroll payments to employees who are not U.S. Citizens.  Topics to be discussed include:
  25. Personnel/Payroll Query Data Base (PP QDB) Clinic – intended for individuals who have PP QDB access and need beginning level assistance with structuring basic queries from expense distribution, payroll audit record and employee data. Provides participants with hands-on experience in developing queries. Participants must have access to both PP QDB and EDB Inquiry before enrolling in the class.  Topics to be discussed include:
  26. Residency Class – recommended for department administrators who are responsible for hiring or making payments to foreign individuals or foreign entities.   Topics to be discussed include:
  27. Separation Policies and Practices - open to department staff who have completed the Employee Database Entry/Update for Prepares/Reviewers and who have at least 6 months experience processing EDB transactions.  Participants will get detailed information about processing the necessary separation forms and separation EDB entry/update data and will also examine case studies and examples of common problems. Topics to be discussed include:
  28. Tax Withholding Obligations for Foreign Individuals - recommended for department administrators who are responsible for making payments to foreign individuals or foreign entities. This class provides an overview of federal and state tax regulations and withholding requirements as it relates to payments to non-US Citizens. Topics to be discussed include:
  29. Workers' Compensation Overview – designed for department supervisors as well as for staff members who will be taking the Workers’ Compensation Policies, Procedures and Processing class. It offers an overview to supervisors /managers of the laws and UC Policies and procedures as they apply to work-related injuries.  Topics to be discussed include:
  30. Workers' Compensation Payments – open to all University employees who have completed the PTR or EDB Entry/Update series and who are also enrolled in the Workers' Compensation Overview class.  This hands-on class is designed to teach preparers how to calculate and process earnings while an employee is receiving Workers' Compensation payments.  Topics to be discussed include:

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