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

B6.0 EDB ENTERING DATA ON THE EADD AND EPD1 SCREENS


The EADD screen is used to enter the employee's contact information including the permanent address, campus address, telephone, and disclosure preferences.  The EPD1 screen is used to enter various personal information about the employee such as the student status, ethnicity and gender.

B6.1 Entering Permanent Address Information on the EADD Screen

There are different requirements for entering the address depending upon whether the employee's address is a Domestic (U.S.) address or a Foreign address. The table below lists all of the fields that are used for entering permanent address information, the number of characters in the field, whether the number of characters is required or is just the maximum that can be entered, and for which type of address each field is used. Fields that are listed as required must be completed. Optional fields may be used if necessary for the type of address entered on the EADD screen. If a field contains information and it should be left blank, use an asterisk (*) to delete the information.

EADD Screen
Permanent
Address Fields
Number of Characters Domestic
(U.S.) Address
Foreign Address
Line 1 (Street) 30 max Required if Line 2 is blank Required
Line 2 (C/O, PO box, etc.) 30 max Required if Line 1 is blank Optional
City 21 max Required
DO NOT ABBREVIATE CITY
Required
DO NOT ABBREVIATE CITY
State 2 req Required Must be Blank
Zip 5 req Required Must be Blank
Foreign Addr Ind 1 req A or Blank (A is preferred) F
Prov 15 max Must be Blank If needed by country*
Country 2 req Must be Blank Required
Postal Code 10 max Must Blank If needed by country*
*Please Note: Payroll Services and the Personnel Offices do not know which countries require a Prov (Province, State, County, or District) or a Foreign Postal code for mail delivery. Please consult with the employee.


Important Note:   If the employee's permanent address is not correct at W-2 mailing time (mid-January), the employee may not receive his/her W-2 form.  Undeliverable W-2 forms are NOT forwarded by the United States Postal Service -- they are returned to Payroll Services.

Address Edit Messages

To reduce the number of W-2 forms and other mailings that are returned to the campus, the system perform edits to validate the permanent address data entered on the EADD screen. The following are some of messages that you may receive when entering data on the EADD screen and some information about what could have caused the message to appear.  Additional information about system messages that may appear on the EDB Entry/Update screens can be found in Section A4.

 PPEADD0-E1302                 EDB Entry/Update                10/09/YY 14:09:03
 09/23/YY 13:39:15          Employee Address Data              Userid:  ABCDE   
 ID: 400519154 Name: STUDENT,SUSIE              SSN:             Pri Pay: BW    
                                                                                
 Permanent Address Line 1: 777 MAIN STREET                                      
                   Line 2:                                                      
                   City  : SANTA MONICA        State: CA Zip:                      
 Foreign Addr Ind: A Prov:                  Country:                            
      Postal Code:                                                              
 Home Phone: 3101234567       Spouse Name:                                      
 Campus Release Codes - Perm Address: N Home Phone: N   Spouse Name: N          
 Employee Organization Disclosures - Perm Address: Y   Home Phone: N            
                                                                                
 Campus Address Line 1: 620                                                     
                Line 2: WILSHIRE                                                
                City:                       State:    Zip:                      
 Campus Phone: 42600                 Mailcode: 143348                           
                                                                                
                                                                                
 Next Func:      ID:           Name:                            SSN:            
                                                                                
 ===>                                                                           
  F:  1-Help      2-Jump      3-PrevMenu                                        
  F:                          9-Update                           12-Exit


B6.2 Additional Data on the EADD Screen

The remainder of the EADD screen (above) is used to record other address and personal data about the employee such as home phone, spouse name, release and disclosure codes, campus address, campus phone, mailcode, campus room and building.   The chart below will assist the preparer in determining how to enter data in the rest of the fields on this screen.

Additional Data on the EADD Screen
Field Label Number of Characters Additional Information
Home Phone 10 max Allows for inclusion of the area code.
Spouse Name 25 max Enter spouse's name if applicable.
Campus Release Codes -
Perm Address
Home Phone
Spouse Name
1 max for each code Enter "N" if employee does NOT want information listed or released, "Y" if information can be listed or released.
Employee Organization Disclosures -
Perm Address
Home Phone
1 max for each code Enter "N" if employee does NOT want information listed or released, "Y" if information can be listed or released.
Campus Address Line 1 30 max The Campus Address fields will accommodate on-campus or extended off-campus addresses.  The campus address is the one to which the employee desires all campus mail to be sent.  This is the address to which the employee's Surepay Advice statements will be sent as well as other campus generated mail. 

On-campus
addresses consist of the Campus Room Number and Building.  Consult campus directory for building abbreviations.  This information may fit completely on Line 1, which is required.  (Line 2 is optional, to be used as needed.) For on-campus addresses, leave City, State, and Zip blank.

If the employee is off-campus, enter the full mailing address,  using Line 1, Line 2, if needed, and the City, State and Zip
Campus Address Line 2 30 max Optional.  See Campus Address Line 1 for full explanation.
Campus Address City 21 max Optional.  If the employee is off-campus, enter the full mailing address.
Campus Address State 2 max Optional.  If the employee is off-campus, enter the full mailing address.
Campus Address Zip 5 max Optional.  If the employee is off-campus, enter the full mailing address.
Campus Phone 10 max Allows for inclusion of the area code and full 7 digit phone number.
Mailcode 6 required Consult campus directory.


B6.3 Entering Data on the EPD1 Screen

Personal information about the employee is entered on the EPD1 screen.

Please note: when entering Ethnic, Disability Status, and Veteran Status Codes - Vietnam, War/Campaign and Disability data, the source document used to collect these data prior to entry in EDB cannot be placed in the employee’s file. By law, nothing in the employee’s file can contain information regarding this data. Consult with the Affirmative Action office if you have any questions regarding these data fields.

 PPEPD10-E1302                 EDB Entry/Update                10/09/YY 14:09:33
 09/23/YY 13:49:15          Employee Personal Data             Userid:  ABCDE   
 ID: 400519154 Name: STUDENT,SUSIE                               Pri Pay: BW    
                                                                                
                                                                                
 Date of Birth: 032976                                                          
 Sex: F                                                                            
 Ethnicity: X                                                                   
 Veteran Status Codes - Vietnam: N War/Campaign: N Disability: N                
 Recently Separated Veteran Date:                                               
 Disabled Status: N                                                             
 Citizenship: R                                                                 
 Student Status: 3 No. of Reg. Units: 12.0                                      
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 Next Func:      ID:           Name:                            SSN:            
                                                                                
 ===>                                                                           
  F:  1-Help      2-Jump      3-PrevMenu                                        
  F:                          9-Update                           12-Exit


The Student Status codes reflect whether or not the employee is a registered student at any University of California campus (this does not include University Extension). This field in combination with the Number of Registered Units and the Appointment Percent fields will determine whether or not a student employee is subject to retirement and FICA deductions. The Student Status code should be entered for all new hires and re-hires. The No. of Reg. Units field should be completed if the employee is a Student Status 3, 4, 6 or 7.

The Student Status codes should be assigned as follows:

1 = Not a registered student.
2 = Non-registered graduate student on leave or withdrawn from UCLA.
3 = Registered undergraduate student at UCLA.
4 = Registered graduate student at UCLA or Doctoral candidate registered for dissertation advisement at UCLA.
5 = Non-registered graduate student on leave or withdrawn from another UC campus.
6 = Registered undergraduate student at another UC campus.
7 = Registered graduate student at UCLA or Doctoral candidate registered for dissertation advisement at another UC campus.


The No. of Reg. Units field is used to record the current number of units the student employee is registered in. The units need to be entered in the format ‘nn.n’. For example, a student carrying 8 units should be entered 8.0 and a student carrying 16 units should be entered 16.0. If the decimal point is not included in the units entry, the system will derive it. For example, if you simply enter 8 into the Units field and press enter, the system will format the data as 0.8. Similarly, entering 16 for the number of units will be formatted as 1.6 by the system after you press enter.

Note: For Doctoral candidates registered for dissertation advisement (codes 4 or 7), enter the No. of Reg. Units as "88.8".


Periodically an interface between the EDB and the Student Information System may update the Student Status and No. of Reg. Units fields as well as re-derive Retirement and FICA coding based on information from the Student Information System.

The chart below will assist the preparer in determining how to enter data in the rest of the fields on this screen.

EPD1 Screen
Field Label Number of Characters Additional Information
Date of Birth 6 required Entered on the EEID screen, cannot be updated on this screen.
Sex 1 required "F" for Female, "M" for Male.
Ethnic 1 required Consult Affirmative Action or Compliance form(s).
Veteran Status Codes - Vietnam 1 required Consult Affirmative Action or Compliance form(s).
War/Campaign 1 required Consult Affirmative Action or Compliance form(s).
Disability 1 required Consult Affirmative Action or Compliance form(s).
Recently Separated Veteran Date 4 required Consult Affirmative Action or Compliance form(s).
Disabled Status 1 required Consult Affirmative Action or Compliance form(s).
Citizenship 1 required This code is normally updated or entered on the EALN screen.  Refer to Section B2 for information.
Student Status 1 required Enter the code that represents the employee's student status with the University of California. University Extension enrollment does not apply.
No. of Reg. Units 4 max Enter the number of units for which the student is registered with the University of California. This includes student employees who are registered at a campus other than the one at which they are employed.

For Doctoral candidates registered for dissertation advisement (codes 4 or 7), enter the No. of Reg. Units as "88.8".


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