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

B8.0 EDB SUMMER SESSIONS


Summer session appointments should be entered on-line by the department that hires the summer session faculty member. Questions regarding summer sessions appointments should be directed to the Summer Sessions Office.

An instructional guide for processing summer session faculty has been provided below. This guide is produced by the Summer Sessions Office each year which means that the information presented below may not be the most current version. It is included in the EDB manual for general informational purposes. Check with Summer Sessions Office for the current version of the guide and/or review the information on Summer Sessions website at  http://summer.ucla.edu/planning/personnel.

EDB ENTRY INSTRUCTIONS FOR SUMMER SESSIONS HIRES (2008)

Academic departments enter Summer Sessions appointments on-line in EDB. The hiring process for Summer Sessions instructors is the same as for other academic appointments, except for some variations in the way the appointment is entered in the EAPP screen (explained below). You may enter Summer Sessions appointments on-line in EDB any time after your program has been approved by your analyst in Summer Sessions.

For new hires, follow the guidelines in the EDB manual under "Academic Actions," Section C2.0. For rehires see Section C4.0 of the EDB manual. For continuing UCLA instructors, you may go directly to the EAPP screen (described below); see Section B1.0 for detailed descriptions of EAPP fields.

To ensure processing in time for Summer Session pay dates, we recommend that you enter routine appointments by the Friday before classes start for each session. For those whom you need to hire during the first week of classes (such as new hires and TAs based on enrollment), enter hires by the Tuesday of the first week of each session:

  Enter routine appointments by Enter in-person appointments by
A Session June 20, 2008 June 24, 2008
C Session August 1, 2008 August 5, 2008

In addition to entering the appointments in EDB, you must also schedule payments for faculty and TAs in PTR (the online Payroll Time Reporting system).  Refer to the PTR Manual, Section E12 for instructions.

EAPP Screen Entry for Summer Sessions Appointments

Appointment Data

To add a new appointment, go to the command line at the bottom of the EAPP screen to the right of the arrow (===>). Type "Add xx" (where xx is the appointment number to be assigned) and press the enter key.

Action: For additional employment, enter 13. Leave blank for new hires and rehires (the action code for them is system-derived).

Pgm: The program code is system-derived so you may leave this field blank. When you update, it will change to "A" for academic.

Typ: The type code is "5" for academic.

Bas, Pd Ovr: Leave blank for faculty. For TAs, enter 9 over 9.

Appt Begin: Enter the date that the Summer Sessions appointment begins, usually the first day of the session. All dates are entered in 6-digit format with no spaces or non-numeric characters: MMDDYY.

Summer Sessions 2008 dates:

Session Begin date End date
A 062308 080108
8wk 062308 081508
9wk 062308 082208
10wk 062308 082908
C 080408 091208

Appt End: Enter the date that the Summer Sessions appointment ends, usually the last day of the session.

Dur, Dept: Leave blank.

Title: Enter the title code for the appointment. For faculty, the title code appears on Summer Sessions payroll reports we send to you.

Apprentice title codes and titles:

Title code Title Appears in EDB as
2310 Teaching Assistant TEACHING ASSISTANT - GSHIP
1506 Teaching Associate ASSOC IN __ -9-MO - 1/9-GSHIP
2300 Teaching Fellow TEACHING FELLOW - GSHIP

Grade, %Full: Leave blank for faculty and TAs. Enter the percentage of time in %Full for personnel paid by the hour.

F/V: Enter "F" (fixed) for faculty and TAs; enter "V" (variable) only for personnel paid by the hour.

Ann/Hr Rate: This field is system-derived so you may leave it blank.

Rt, Sch, Time, Lv: For faculty and TAs, enter "B," "MO," "Z," "N." For personnel paid by the hour, enter "H," "BW," "Z," "F."

Distribution Data

Enter one distribution per session. To add a distribution, go to the command line at the bottom of the EAPP screen to the right of the arrow (===>). Type "Add xx" (where xx is the distribution number to be assigned) and press the enter key.

Actions: Leave blank.

L: The location is "4."

Acct: Enter the Summer Sessions account number assigned to your department: 4099xx. Your department’s account number is listed at the top of the payroll reports we send to you.

CC: Leave blank.

Fund: The fund in even-numbered years is 20290; in odd-numbered years 20291 (Overseas Programs use 20298 and 20299).

Proj: Leave blank (except for Travel Study Programs which are assigned a project code.

Sub: Use sub 7 for faculty, sub 2 for TAs, and sub 5 for personnel paid by the hour.

FTE, Dis %: Leave blank for faculty and TAs. Enter the percentage of time in Dis % for personnel paid by the hour.

Pay Begin: Enter the date the distribution begins, usually the same as the date the session begins (session dates are listed above under "Appt Begin").

Pay End: Enter the date the distribution ends, usually the same as the date the session ends.

Step, O/A: Leave blank for faculty and TAs. Enter step for personnel paid by the hour.

Rate/Amount: For faculty and TAs, enter the portion of the stipend to be paid in this distribution (if this is the only distribution, enter the full stipend). For personnel paid by the hour, enter the hourly rate to four decimal places.

2008 pay rates for TAs:

  Six-week session Eight-week session Nine-week session Ten-week session
Teaching Assistant
50% Time 2980.00 3974.00 4470.00 4968.00
100% Time 5960.00 7948.00 8940.00 9936.00
Teaching Associate
50% Time 3326.00 4436.00 4989.00 5544.00
100% Time 6652.00 8872.00 9978.00 11088.00
Teaching Fellow
50% Time 3494.00 4658.00 5241.00 5823.00
100% Time 6988.00 9316.00 10482.00 11646.00

DOS: The Summer Sessions office sends a report that indicates what DOS code to use for faculty; enter the DOS code "SMN" for faculty and TAs.  Enter "REG" for personnel paid by the hour.

PRQ, DUC, WSP: Leave blank.

Sending the PAN message

After you enter the Summer Sessions appointment and press F9 to update, the system takes you to the comments entry screen.  Please add comments that indicate the session(s) and course(s) taught, for example:

Summer Sessions hire: A Session, Astrology 7, Section 2.

Press F9 to update.

Screen Samples

Sample faculty appointment for one class in A Session:

PPEAPP0-E1595			EDB Entry/Update          06/07/YY  09:45:300
06/07/YY 08:30:00	 Appointments/Distributions	    Userid:  ABCDE
ID: 100234567 Name: RIEBER,HEDRICK H	                       Pri Pay: MO
       PAF Gen NO:    8                                        Page   1 of  1
Appt   Actions  Pgm Typ Bas Pd Ovr   Appt Begin Appt End Dur Dept   FLSA SubL
10     13            5                062308     080108      001000 1
Title				   Grade %Full F/V Ann/Hr Rate  Rt Sch Time Lv
1550 LECTURER IN SUMMER SESSION                 F    3494.52    B  MO   Z   N

Dist  Actions  L  Acct  CC Fund  Proj   S			FTE  Dis %
11             4 4099xx    20290        7   SUMMER SESSION-ASTROLOG
      Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP
      062308      080108              3494.52     SMN

Dist  Actions  L  Acct  CC Fund  Proj   S			FTE  Dis %

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


Next Func:     ID:		Name:			   SSN:
U0001  Input accepted
===>
PF:  1-Help	     2-Jump				     5--Cancel
PF:  				     9-Update


Sample appointment for one class in A Session and two classes in C Session:

PPEAPP0-E1595		   EDB Entry/Update              06/07/YY  09:45:300
06/01/YY 08:30:00	Appointments/Distributions	      Userid:  ABCDE
ID: 100234567 Name: RIEBER,HEDRICK H	                       Pri Pay: MO
       PAF Gen No:     8                                       Page   1 of  1
Appt   Actions  Pgm Typ Bas Pd Ovr  Appt Begin  Appt End Dur Dept   FLSA SubL
10     13            5               062308      091208      001000 1
Title				   Grade %Full F/V Ann/Hr Rate  Rt Sch Time Lv
1550 LECTURER IN SUMMER SESSION                 F    8782.20    B  MO   Z   N

Dist  Actions  L  Acct  CC Fund  Proj   S		    FTE    Dis %
11             4 4099xx    20291        7   SUMMER SESSION-ASTROLOG
	Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP
        062308     080108              3494.52      SMN

Dist  Actions  L  Acct  CC Fund  Proj   S		    FTE    Dis %
12             4 4099xx    20291        7   SUMMER SESSION-ASTROLOG
	Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP
        080408     091208              6989.04      SMN

Next Func:      ID:		Name:			   SSN:
U0001  Input accepted
===>
PF:  1-Help	     2-Jump				     5--Cancel
PF:  				     9-Update


Sample TA appointment:

PPEAPP0-E0907		    EDB Entry/Update		   06/07/YY  09:45:300
04/01/YY 08:30:00	Appointments/Distributions	     Userid:  ABCDE
ID: 100234567 Name: RIEBER,HEDRICK H	                     Pri Pay: MO

Appt   Actions  Pgm Typ Bas Pd Ovr   Appt Begin  Appt End Dur Dept
10     13            5  9      9       062308     080108
Title				     Grade %Full F/V Ann/Hr Rate  Rt Sch Time Lv
2310 TEACHING ASSISTANT - GSHIP                   F    2564.00    B  MO   Z   N

Dist  Actions  L  Acct  CC Fund  Proj   S			FTE  Dis %
11             4 4099xx    20290        2   SUMMER SESSION-ASTROLOG
	Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP
        062308     080108              2980.00      SMN

Dist  Actions  L  Acct  CC Fund  Proj   S			FTE  Dis %

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


Next Func:      ID:		Name:			   SSN:
U0001  Input accepted
===>
PF:  1-Help	     2-Jump				     5-Cancel
PF:  				     9-Update


Sample PAN Comments Entry screen:

UCECOM0-E1595               PostAuth Notification             06/07/YY 13:58:00
                                 Comments Entry                Userid:  ABCDE
                                                                 Page   1 of   1
 Employee: RIEBER,HEDRICK H             Preparer: PATRICIA WAGGONER
       ID: 100234567                    Phone:    (310) 794-8705
   Action: 13-Additional Employment     Email:    PWAGGONE@FINANCE.UCLA.EDU
 ---------------------------------- Comments -----------------------------------
 Priority: R
 ABCDE      SUMMER SESSIONS HIRE:  A SESSION, ASTROLOGY 7, SECTION 2.






 Next Func:
 ===>
  F:  1-Help                  3-Return
  F:                          9-Update   10-NotfPrep 11-Detail



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