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

B12.0 EDB EMPLOYEE SEPARATIONS


There are several steps that need to be taken when an employee separates from University service.  General information regarding separations applicable to EDB processing for all employees is provided below as well as an example of how the data is entered on the screens in the separation bundle.  It is important that departmental personnel involved in the separation process also consult the appropriate sections of the manuals identified in the steps outlined below. 

The steps in the Separation process are as follows:

  1. Process the separation immediately on the EDB using the Separation Bundle (SEPR).  The separation must be processed at least two days prior to the separation date.  Additional information on completing the separation bundle is available in the following EDB Manual sections:
  2. Add appropriate comments.   Note:  Medical Center departments are required to add specific comments in order to ensure that employees receive their Final Payment in accordance with California Labor Code.  Refer to the Staff Separation Section D10 for details.

  3. Notify the PTR Preparer regarding the employee's separation by adding the PTR Preparer as a recipient of the PAN generated by the Separation Bundle.  Note:  For Medical Center departments - the PTR preparers already receive a copy of the PAN so it is not necessary to add them as a recipient of the PAN.
  4. Provide the employee with the following documents, if applicable:
     
  5. Complete the following forms and submit them to the appropriate office(s):

    Note:  It is not necessary to complete the Unemployment Insurance Termination Report when there is a one-day break in service and the employee is immediately rehired.

  6. Remind the employee to contact the following offices to (1) cancel any payroll deductions that are being deducted from his/her paycheck each pay period; and/or (2) make arrangements to continue any loan or insurance payments that may be necessary: Suggestion:  You may want to review the employee's payroll deductions from his/her last regular paycheck with the employee to ensure that all deductions are cancelled or taken care of on or before the employee's last day of employment with the University.
  7. Review the California Labor Code in the PPS Manual, Section C1.5 to ensure that the University is complying with the provisions of California Wage & Hour law.

  8. Consult with the appropriate Human Resources office if there are any questions regarding the separation process.

  9. Coordinate the Separation Process with the PTR Preparer to ensure that the Final Payment is issued to the employee in a timely manner as defined in the California Labor Code.  PTR Preparers should consult the following sections of the PTR manual for more information:

B12.1 Entering Data on the Screens in the Separation Bundle

When an employee terminates from UCLA, the EDB preparer must process the separation in EDB using the Separation Bundle (SEPR).  The separation should be processed in a timely manner and whenever possible before the pay compute for the employee's final pay period.  If the separation is not processed in a timely manner, it can cause problems for the PTR preparer who needs to calculate the employee's final pay including final Terminal Vacation Pay (TVP).  It may also result in an overpayment to the terminating employee. 

There are six screens in the Separation Bundle.  It is important to enter the correct information on each screen in the bundle, following the instructions in either the Academic or Staff Separation section.  Note:  The screens shown below are for different employees in order to show screens that contain data.  When processing a separation, the screens would all be for the same employee and data would be entered or changed if applicable to that particular employee.  Not all employees will have benefits that need to be cancelled or have an address that needs to be updated.

Screen #1 - The Separation Screen (ESEP)

On the first screen of the Separation Bundle, enter the employee's last day on pay status and the employee's termination date, which may or may not be the same.  Complete the other fields on screen as appropriate.  Make sure to enter the correct reason code for the separation.

PPESEP0-E1194               EDB Entry/Update            SEPR 03/20/YY 08:32:36
02/28/YY 00:14:15              Separation                      Userid:  ABCDE 
ID: 902777777 Name: MANDER,SALLY                                 Pri Pay: MO   
                                                                             
Last Day on Pay        : 0316YY                                              
Separation Date        : 0316YY  Reason: AA  Destination: A                  
Future Institution Code:         Intercampus Transfer:                       
Anticipated Retire Date:                                                     
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
 Next Func:      ID:           Name:                            SSN:         
 U0001  Input accepted                                                       
 ===>                                                                        
 F:   1-Help      2-Jump                              5-Cancel               
 F:                          9-Update                11-NextFunc


For faculty and other academic employees, enter the final day on pay status and termination date in the usual manner.  For example, for a 9 over 12 faculty member who is terminating at the end of the winter quarter, the last day on pay status and termination date should be entered as 02/28/YY even though the quarter ends in mid-March.

PPESEP0-E1194               EDB Entry/Update            SEPR 03/20/YY 08:32:36
02/28/YY 00:14:15              Separation                      Userid:  ABCDE 
ID: 901666666 Name: DARWIN,CHARLES                               Pri Pay: MO  
                                                                             
Last Day on Pay        : 0228YY                                              
Separation Date        : 0228YY  Reason: BB  Destination: K                  
Future Institution Code: HDH     Intercampus Transfer:                       
Anticipated Retire Date:                                                     
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
                                                                             
 Next Func:      ID:           Name:                            SSN:         
 U0001  Input accepted                                                       
 ===>                                                                        
 F:   1-Help      2-Jump                              5-Cancel               
 F:                          9-Update                11-NextFunc


Screen #2 - The Appointments/Distributions Screen (EAPP)

For all terminating employees, it is important to change the appointment and all distribution end dates on the EAPP screen to reflect the employee's final day of employment.  For indefinite appointments, enter an asterisk (*) to delete the "I" from the DUR field (Duration of Employment).

PPEAPP0-E1287               EDB Entry/Update            SEPR 03/20/YY 08:32:36
02/28/YY 00:14:15      Appointments/Distributions            Userid:  ABCDE 
ID: 902777777 Name: MANDER,SALLY                                Pri Pay: MO 
       PAF Gen No:   17                                            Pg 01 of 01
Appt   Actions  Pgm Typ Bas Pd Ovr   Appt Begin  Appt End Dur Dept     FLSA
 30              1   2                 082800     0316YY   *  352500   0
Title                              Grade %Full F/V Ann/Hr Rate  Rt Sch Time Lv
4723 ____ASSISTANT II                    1.00   F   30096.00    A  MO  R    A
                                                                             
Dist  Actions L Acct   CC  Fund  PC       S                          FTE Dis %
 31           4 660525     19900          1  FINANCE-PAYROLL            1.0000
      Pay Begin  Pay End Step  O/A    Rate/Amount  DOS  PRQ  DUC  WSP          
      082800     0316YY  2.0           2508.00     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                              5-Cancel               
 F:                          9-Update    10-PrevFunc 11-NextFunc


Screen #3 - The Personnel-Miscellaneous Screen (EPER)

The next Salary Review Date and Type should be deleted on the EPER screen by entering an asterisk (*) to delete the data.

PPEPER0-E1194               EDB Entry/Update            SEPR 03/20/YY 08:32:36
02/28/YY 00:14:15         Personnel-Miscellaneous              Userid:  ABCDE 
ID: 901666666 Name: DARWIN,CHARLES                                Pri Pay: MO  
 
 Assigned BELI: 1 Derived BELI : 1        Effective Date: 0701YY             
 BELI Status Qualifiers:  Primary:    Date:         Secondary:    Date:      
 Date of Hire                  : 0701YY   Original Hire Date: 1001YY         
 Employee Relations Code       : E      Employee Relations Unit:             
 Probationary Period End Date  :                                             
 Next Salary Review Date       : *7YY   Next Salary Review Type: *           
 Merit Rate Increase    Percent:                                             
 Home Department               : 356500 ACCOUNTING SERVICES                  
 Primary Title Code            : 1300   ASSISTANT PROFESSOR - 9-MONTHS       
 Employee Unit Code            : A4     Employee Representation Code   : C   
 Employee Special Handling Code:        Employee Distribution Unit Code:     
 Job Group ID                  : 999                                         
 Alternate Department Code     :                                             
 Academic Programmatic Unit Cd : 

 Next Func:      ID:           Name:                            SSN:         
                                                                             
 ===>                                                                        
 F:   1-Help      2-Jump                              5-Cancel               
 F:                          9-Update    10-PrevFunc 11-NextFunc


Screen #4 - Insurance Enrollment (EINS)

A coverage end date is automatically generated for the employee's Medical, Dental, Vision, and Legal enrollments based on the separation date entered on the ESEP screen so nothing is entered for these plans.  For the other plans listed on the bottom portion of the screen (AD&D, etc.), enter an asterisk (*) in the first digit of each highlighted field that contains data.

 PPEINS0-E1440                 EDB Entry/Update         SEPR 12/18/YY 11:41:09
 12/13/YY 23:41:35           Insurance Enrollment              Userid:  ABCDE   
 ID: 121212121 Name: EXAMPLE,IMA                                 Pri Pay: MO    
 Assigned BELI:     Derived BELI:     Effective Date:                           
 BELI Status Qualifiers:  Primary:    Date:         Secondary:    Date:         
 CURRENT ENROLLMENTS
         Plan  Cov Eff Date End Date    Opt Out                   BRSC          
 Medical  HN   UA   0701YY                                                      
 Dental   D1   UA   0701YY                                                      
 Vision   VI   UA   0701YY                                                      
 Legal                                                                          
 Future Enrollment Pending: NO   State Dom Part Dec:    Contribution Base:  42 
                                              Cov Eff Date    BRSC              
 AD&D       Prin Sum: *00 Coverage   : *         *715YY                         
 Disability Wait Per: *30 Salary Base:  3179     *401YY                         
 Supplemental Life  : *   Salary Base:  39       *701YY                         
 Dependent Life Plan:                                                           
 Basic Life         :     Salary Base: 039       0701YY                         
 Insurance Reduction Code  :                                                    
 Next Func:      ID:           Name:                            SSN:            
                                                                                
 ===>                                                                           
 F:  1-Help      2-Jump      3-PrevMenu                                        
 F:                          9-Update                           12-Exit


Screen #5 - Retirement Information (ERET)

A termination date is automatically generated for DepCare and HCRA based on the separation date that is entered on the ESEP screen.  For the Voluntary Contribution, you should enter an asterisk (*) in the first position of each field that contains data except for Deduction Number and the system-derived Description field.

Note:  For the voluntary contributions, entering an (*) on the ERET screen cancels the voluntary contribution for the employee.  If the voluntary contribution is cancelled PRIOR to the compute for the employee's Final Payment, the contributions will NOT be deducted from the employee's Final Payment.  Therefore, if the employee wishes to have these contributions taken from the Final Payment, this step should be omitted from the separation process.  After the Final Payment is issued to the employee, the preparer should update the ERET screen by entering the asterisk (*) as described above. 

 PPERET0-E1440                 EDB Entry/Update         SEPR 11/18/YY 16:04:15
 11/13/YY 23:41:35          Retirement Information             Userid:  PPJV0 
 ID: 121212121 Name: EXAMPLE,IMA                                 Pri Pay: MO    
                                                                               
 Retirement System Code: U     FICA Eligibility Code: E Ret FICA Derive: Y
 Covered Comp Limit Cd : N     DCP Plan Code: S
 DepCare Annual:  5000 Monthly:   416.67 Eff Date: 1231YY Term Date:
 HCRA Annual   :   300 Monthly:          Eff Date: 1231YY Term Date:
 HCRA Decl/YTD:     0.00/  300.00 403b Lmt: 12000    MAC Change: 01/01/YY
 Voluntary Contribution
 Deduction Num    Description     Amount/Percent  Decl Balance       Eff Date
     228        403B MTA $               *000.00                     *331YY
                                                                             
                                                                                 
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 Next Func:      ID:           Name:                            SSN:            
                                                                                
 ===>                                                                           
 F:  1-Help      2-Jump      3-PrevMenu                                        
 F:                          9-Update                           12-Exit


Screen #6 - Employee Address Data (EADD)

Address information should be reviewed at the time of separation and IF the employee's address is changing, the address fields should be updated with the new permanent address information.

PPEADD0-E1302                 EDB Entry/Update           SEPR 10/09/YY 14:09:03
09/23/YY 13:39:15          Employee Address Data             Userid:  ABCDE
ID: 400519154 Name: STUDENT,SUSIE                              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


Once all the screens in the Separation Bundle have been completed, the EDB preparer would press "F9" to begin the update process.  The Post Authorization Notification Comments screen would be displayed.  The preparer should enter comments appropriate for the separation.  

 UCECOM0-E0863               PostAuth Notification             03/12/YY 12:19:42
                                 Comments Entry                Userid:  ABCDE
                                                                   Page 01 of 01
 App: EDB Tran: SEPR  Userid: ABCDE     Date: 03/12/YY  Time: 12:08:00
 PER - APPT (MULTIPLE) NURSE,NANCY      403403403 NURSE,NANCY
 Description of Content:


 ---------------------------------- Comments -----------------------------------
 ABCDE      THE EMPLOYEE RESIGNED AS OF 03/31/YY AND HAS GIVEN MORE THAN 72
            HOURS NOTICE.  PTR PREPARER - PLEASE PROCESS RUSH CHECK.







 Next Func:

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


The EDB preparer should add the PTR preparer as a recipient of the PAN and make sure that the PTR preparer is going to request a rush check for the payment of the final hours and TVP.  If the separation is being processed due to the death of an employee, Payroll Services should also be added as a recipient of the PAN.  Note:  For Medical Center departments - the PTR preparers already receive a copy of the PAN so it is not necessary to add them as a recipient of the PAN.

 UCENPR0-E0863               PostAuth Notification             03/12/YY 12:21:06
                            Notification Preparation           Userid:  ABCDE
                                                                 Page:  01 of 01
 App: EDB Tran: SEPR  Userid: ABCDE     Date: ********  Time: ********
 PER - APPT (MULTIPLE) MANDER,SALLY      902777777 MANDER,SALLY
 Description of Content:


 -------------------------------- Notifications --------------------------------
 C                  Address                  Type ----------- Name -------------
   EDBREVIEW@UCLA.EDU                          M  REVIEWER, EDB
   PTRPREP@UCLA.EDU                            U  PREPARER, PTR
   
 


 Next Func:

 ===>
  F:  1-Help                  3-Return                            6-Directry
  F:                          9-Update   10-Comments 11-Detail


After adding the email address for the PTR preparer, the EDB preparer should press the enter key to verify that the PTR preparer's email address is correct and in the PAN directory.  Once the comments have been entered and the PTR preparer's email address has been verified, the EDB preparer would press the "F9" key one more time to complete the action and update the employee record on the EDB.

B12.2 Samples of Forms Submitted at the Time of Separation

As outlined above, separating employees should cancel all deductions including credit union, parking, vanpool, etc.  Samples of a completed Unemployment Insurance Termination Report and a completed Parking Cancellation form are shown below as examples.

Unemployment Insurance Termination Report

All employees except those with a one-day break in service need to complete an Unemployment Insurance Termination Report and forward it directly to the Unemployment Insurance Coordinator in Payroll Services. The information on the completed form should be exactly the same information entered in the Separation bundle in EDB.  A sample of a completed form is shown below.

Unemployment Termination Report - Front (325513 bytes)

 

Unemployment Termination Report - Back (280366 bytes)


Parking Deductions Cancellation

All employees with Payroll deductions for parking need to complete a Parking Services Payroll Deductions Cancellation form and forward it directly to the Parking office. Employee payroll deductions for parking will not end until the cancellation form is processed by Parking Services. Turning in parking decals and parking passes is NOT sufficient to cancel payroll parking deductions.

If the parking deductions are not canceled properly and if there is no current employee payroll check to deduct the money from, the parking system will continue to keep track of each parking deduction owed by the employee and apply all deductions against the employee’s next payroll check. This is true even if the employee separates and later returns to the university as a re-hire.

A sample of the cancellation form is shown below.

Parking Deduction Cancellation Form (297576 bytes)


B12.3 Separation Forms on the Web

Many of the required forms are available (or can be ordered) on the web from one of the following sources:

B12.4 Separating Alien Employees

Employees who are non-US citizens who separate from UCLA to return to their own country may not be able to easily cash a US check in their own country. Early release paychecks can be requested for employees in this situation.

  1. Send a Provisional Tax Statement Worksheet, signed by the department head, to Payroll Services at least one month prior to departure and no earlier than 60 days before departure. This step must be taken for any non-US citizen on visa types H-1, O, P, or Permanent Residents leaving the country because the employee is required by IRS regulations to go to an IRS office 2 weeks prior to departure from the United States.  Refer to the Provisional Tax Statement Worksheet Instructions for information on completing the Provisional Tax Statement Worksheet.
  2. Complete the separation bundle (SEPR) on the EDB and send all required forms to the appropriate offices.  Refer Academic Actions, C9.0 or Staff Actions, D10.0 for more information.
  3. Process the appropriate Payroll Time Reporting adjustment transaction to pay any terminal vacation.  Refer to PTR Manual, Section F4.7 for information on processing vacation pay for separating employees (TVP).
  4. Process the appropriate time reporting adjustment transaction for the employee’s final pay period. In the comments request early release of the alien employee’s paycheck and add Payroll Services (PPPAY) as an additional recipient of the PAN.  Instructions for adding Payroll as an additional recipient of the PAN can be found in Section A6 of the PTR Manual.

After the request has been approved, Payroll Services will generally release a check on the employee’s last day of work.

 

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