EDB MANUAL

UCLA Payroll Services

A guide for departments to use when adding or changing employee records on the Employee Data Base (EDB).
EDB MANUAL, SECTION B - GENERAL INFORMATION

B1.0 EDB APPOINTMENT AND DISTRIBUTIONS


Appointments are established to define the terms and conditions of employment with the University. For example, the appointment records the beginning and ending dates of the appointment, the department the appointment is in, the personnel program and job title, and whether the appointment is career, limited, contract, casual/restricted, academic or a Unex Instructor.

Distributions are established to define how the employee is paid. For example, distributions record information about the pay rate the employee will receive, the account number the pay will be charged to, and what type of pay it is, e.g. regular pay, shift differential, or a stipend.

Additions, changes or corrections to appointment and/or distribution information can be processed either on the individual Appointment/Distribution screen (EAPP) or on the EAPP screen as it appears within a particular bundle. Whether the individual screen or a bundle is used will depend upon the action to be processed on the employee. Remember, it is recommended that a bundle be used to process an update whenever possible. A example of the EAPP screen is shown below.

PPEAPP0-E1595                 EDB Entry/Update                07/09/YY 10:31:03
 07/01/YY 02:57:40        Appointments/Distributions           Userid:  ABCDE
 ID: 900222596 Name: BLUES,BERTHA D                               Pri Pay: MO
        PAF Gen No:   24                                          Page  1 of  2
 Appt   Actions  Pgm Typ Bas Pd Ovr   Appt Begin  Appt End Dur Dept   FLSA SubL
  10              1   2                 0623YY     999999   I  356500 0    GN
 Title                              Grade %Full F/V Ann/Hr Rate  Rt Sch Time Lv
 7646 ADMIN. SPECIALIST               1   1.00   F   30204.00    A  MO   R   A

 Dist  Actions L Acct   CC   Fund  PC     S                          FTE  Dis %
  11           4 660500      19900        1  ACCOUNTING                   1.0000
       Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP
       0623YY     999999               2517.00     REG

 Dist  Actions L Acct   CC   Fund  PC     S                          FTE  Dis %

       Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP


 Next Func:      ID:           Name:                            SSN:

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


The first page of the EAPP screen can display one appointment and up to 2 distributions underneath that appointment. To view other appointments established for the employee or other distributions underneath the first appointment, you will need to page forward by pressing the F8 key.

The academic and staff sections of this manual cover in detail the fields on the appointment and distribution that are specific to those personnel programs. The following pages list the fields within the appointment and distribution that are common to all appointments, regardless of whether they are academic or staff.

B1.1 Appointment Information

Appointment Number: The appointment number uniquely identifies each appointment and its associated data on the data base. Up to nine appointments may be utilized for any employee. Appointment numbers are always in multiples of 10 as follows: 10, 20, 30, 40, 50, 60, 70, 80, 90. Up to eight distributions can be associated with a given appointment.

You should enter appointment number 10 upon New Hire. When you add additional appointments, be sure NOT to use an appointment number already in use for that employee. Any other available number, among those listed above, is acceptable to use. The system will automatically display appointments in numerical order by appointment number.

Appointment Begin and Appointment End Dates.  Appointment Begin and End dates, in combination with other EDB elements such Appointment Type, Title Code, Appointment Percent, Employee Relations Code and Student Status, can affect the terms and conditions of an employee's employment with the University and his or her benefits level.  The Appointment Begin and End Dates should always clearly document the dates on which changes occur in an employee's Appointment Type, Department, Title Code, or Appointment Percent.  

Rate Code: The Rate code defines the type of pay rate the system should derive for the Annual/Hourly Rate field.

The Rate code also defines the format the system will use for the distribution pay rate field.

Pay Schedule: The Pay Schedule code defines the pay schedule on which the appointment is to be paid.

An employee can have only one pay schedule, so all of the active appointments for an employee must reflect the same pay schedule code.  See below for instruction on the relationship between Pay Schedule and Sub codes.

Time Code: The Time code indicates the method the department will use for reporting time worked for the appointment.

It should be noted that whenever the Time Code is R (Exception), the Fixed/Variable field must be F (Fixed).

B1.2 Distribution Information

Distribution Number: The Distribution number identifies each account distribution associated with a given appointment. Up to eight distributions are permitted for each appointment. The first digit of the two digit distribution number is the same as the first digit of the appointment number (1-9). For the second digit, 1 through 8 are entered. Thus, the first 3 distributions associated with Appointment 10 will be numbered 11, 12, 13; distributions associated with Appointment 20 will be 21, 22, 23, through 28.

All distributions must be associated with an appointment. If an employee has more than eight distributions for an appointment, the ninth distribution must be entered as distribution 1 of a new appointment, and so the new appointment line must be established in its entirety. The tenth distribution would be distribution 2 of the new appointment, and so on. Distributions are displayed in numerical order by the system.

Loc/Account/CC/Fund/Project/Sub: These are the fields that represent the full account number to be charged for time worked. The system will validate this information against the Account/Fund table and will display the appropriate account/fund name.

0 - Academic Salary Roll
1 - Staff Salary Roll
2 - General Assistance (GA)
5 - General Assistance
7 - General Assistance

The sub-0 and sub-1 codes are always used for employees who are paid on a monthly basis automatically by the system without any time reported for them by their departments. Therefore, whenever sub-0 or sub-1 is used in the account number of a distribution, the appointment related to that distribution must have a Pay Schedule Code of MO and a Time Code of R (Exception).

The sub-2, 5 and 7 codes are always used for employees who are paid based on time that is reported each pay period by the department. Therefore, whenever these subs are used, the appointment related to that distribution must have a Time Code of Z (Positive). Employees paid from these subs may be paid on a monthly or a bi-weekly basis, so the Pay Schedule codes for these subs may be either MO or BW.

Distribution %: The Distribution % is a number which represents the percent of salary to be charged to the Account/Fund number. It is entered with four places past the decimal, e.g. 100% is 1.0000; 50% is .5000. This percentage, which must be present for both fixed and variable appointments, drives the employee’s gross pay. The total of all distribution percentages associated with an appointment may not exceed the % Full Time for the appointment for "regular" types of time. The Distribution % may be left blank for a Without-Salary entry.

Pay Begin and Pay End Dates: These dates represent the beginning and ending dates of the distribution for pay purposes. The format for dates is as follows:

If the distribution does not have a definite ending date, e.g. for an Indefinite or Tenured appointment, 999999 should be entered as the pay end date.

Rate/Amount: This is the employee’s hourly or monthly pay rate for the pay period or an exact pay period amount.

Description of Service: This is a three character code that defines the type of compensation to be paid. These codes can be found on the Description of Service (DOS) Code table and on an alphabetical listing.  The Alphabetical Listing of DOS Codes is available on the web and the full DOS Code Table is available on Document Direct.  Additional information on DOS codes can be found in the portal article, "What is a DOS Code?".

The alphabetical listing includes all the DOS codes valid for use at UCLA in alphabetical order sorted by the DOS Code.  This version is provided for ease in locating a particular DOS code and can be sorted by any one of several columns. The alphabetical listing provides the following information:

For example, when you look up the DOS code CDF, a differential paid to Nurses who have certain certifications (on the alphabetical listing), you find out the following:

The full DOS Code Table is listed in Sequence Number order. It is set up according to the various rules governing calculation of gross pay, subject grosses, benefits assessment and other procedures for each payment type. The column headings and codes for the DOS Code Table are defined for you in the portal article, "DOS Code Table - PPP0410 Report Description".

The ones you will find most useful are:

If the DOS code PTR type is by-agreement, for example, CDF for certification differential for Nurses or a PRQ for a perquisite amount, you should always set the distribution up under an appointment with a By-Agreement Rate Code (B). If you don’t, and the distribution is set up under an appointment with an H Rate Code, the system will treat the amount as an hourly amount, and the distribution will appear as a line on the Payroll Time Reporting Roster associated with an H Rate Code and without a rate amount pre-printed.

Perquisite: This field must be completed if a perquisite description of service is being entered. The three character field describes the type of perquisite, e.g., 1MR - one meal plus room.

Distribution Unit Code: The DUC is for collective bargaining purposes and is not currently used, so you should not enter anything in this field.

WSP: The Work Study Program code should be entered for student employees approved for a Work Study Program. The code indicates the type of program the work study participant is associated with, e.g., F for Federal and P for President’s during the academic year, or H for the summer months. The distribution account number associated with the appointment must reflect the departmental funds to which the University’s portion of the salary is charged.

The WSP code effects the transfer of matching costs to the Work Study Program fund. The Work-Study Office recommends that two distributions be set up for each employee having a Work Study appointment:

Work study limit information needs to be entered on the EDB for all new employees paid on Work Study funds at the same time the hire information is entered. For more information on processing work study new hires, see Section B7.0.

B1.3 Appointment/Distribution Suspense Processing

Putting Appointments/Distributions in "Suspense" is a way to hold funding for a budgeted position. The most common reasons for putting a 19900 funded position in suspense are as follows:

  1. An employee has temporarily reduced his/her percentage of time.
  2. An employee has been given a temporary promotion.
  3. The department is temporarily paying an employee on a different FAU.

Putting an appointment/distribution in suspense means that you need to change the "PAY" DOS code on the existing distribution to a "SUSPENSE" DOS code and set up a new distribution from which the employee will be temporarily paid. Of course, it is not that simple. There are many "rules" which departments should follow when putting appointments/distributions in suspense.

  1. The end dates on the "suspense" distribution and the "regular" pay distribution should match.
  2. If possible, the "suspense" distribution should end on the last day of the month. Additional steps will need to be taken to ensure that the employee gets paid when the "suspense" distribution does not end on the last day of the month. See the example in #4 below.
  3. The percentage of time on the distributions in suspense should not add up to more than the employee’s original percentage of time so that the employee does not get overpaid when the distributions come out of suspense.
  4. When suspense lines have an end date, they will turn into pay lines after monthly maintenance is run at the end of the month in which the suspense ends. For example, an employee record has an appointment/distribution in suspense that ends on 3/31/YY and a corresponding pay line that ends on 3/31/YY. When monthly maintenance is run on 4/1/YY, the suspense line will turn into an indefinite appointment/distribution beginning on 4/1/YY. The temporary line that ends on 3/31/YY will drop off the system when monthly maintenance is run on 5/01/YY.
  5. THERE IS NO SUCH THING AS RETROACTIVE SUSPENSE. If an appointment/distribution is put into suspense retroactively for an employee paid on an exception time basis and there is an existing current pay line, the employee will probably be overpaid on the payday following the next monthly maintenance. The system will simply look at the end date and compare it to the last day of the month. If the end date is earlier, the system will turn the suspense line into pay effective the first day of the following month.
  6. Departments should not normally set up "Indefinite" suspense distributions. If there is an indefinite suspense line on the EDB and the employee separates or transfers to another department, DO NOT PUT AN END DATE ON THE SUSPENSE LINE. The suspense line must be DELETED from the EDB or else the employee may get overpaid.

APPOINTMENTS/DISTRIBUTIONS IN SUSPENSE THAT DO NOT END ON THE LAST DAY OF THE MONTH

Generally, most "Suspense" appointment/distributions end on the last day of the month. When they do NOT, an additional appointment/distribution is required to pay the employee for the balance of the current month because the "Suspense" will not turn into a pay line until the next time monthly maintenance is run. In a sense, the system assumes that all suspense lines end on the last day of the month.

For Example, an employee has two distributions:

If the above distributions are the only distributions on the EDB, an employee paid on Sub 1 or Sub 0 will be issued a check on 07/01/09 for the period June 1 thru June 4 only. No payment will be made for June 5 thru June 30.

In order to issue a check for the correct amount, set up a temporary distribution for this employee prior to the "Pay Compute" for the 7/01/09 payday (06/24/09 in this example) to pay the employee from 06/05/09 to 06/30/09. It is necessary to set up a temporary distribution ANYTIME an employee has a "Suspense" appointment/distribution that does NOT end on the last day of the month.

Note:   Pay compute dates can be found on the current on the Schedule for Updating PPS On-line.

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