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

B13.0 START Program


The Staff and Academic Reduction in Time (START) Program is a tool that department heads may offer to their organizations to address the serious budget deficit facing the University. Under the program, eligible staff and academic personnel volunteer to reduce their time and corresponding pay in exchange for a number of advantages described below. The program commences on July 1, 2008 and will end on December 31, 2010.

Eligible employees volunteer to reduce their time from a minimum reduction of 4 percent to a maximum reduction of 50 percent of full-time as long as participants’ work schedules are not reduced below 50 percent time in any given month of participation. Time reductions are made in monthly increments or two bi-weekly increments for employees paid on a bi-weekly basis.  The minimum reduction is one month or two bi-weekly periods for employees paid on a bi-weekly basis.

Contracts may begin and end in any month between July 1, 2008 and December 31, 2010.  An eligible employee may participate in START more than one time, as long as participation ends by December 31, 2010.

For staff employees, additional information such as program guidelines and forms are located on Campus Human Resources web site at www.chr.ucla.edu.  

For academic employees, information such as program description, questions and answers about START and forms are located on the At Your Service web site at: http://ucnet.universityofcalifornia.edu/news/2010/10/start-program-will-end-in-december.html

If you have any questions, regarding the program or EDB processing, call your appropriate Human Resources representative:

Staff Employees

Academic Employees

Departments that have Payroll related questions should call the Payroll hotline at (310) 794-8752.

B13.1 START Forms

A START contract, U270, must be completed and signed by both the START participant and the department head to initiate a START contract.

A START contract Amendment, U271, must be completed and signed by the START participant and the department head when a START contract is terminated early or the percentage of time reduction is changed.

For staff employees, copies of the forms can be found on the Campus Human Resources Web site, at www.chr.ucla.edu.  

For academic employees, copies of the form can be found on the At Your Service web site at: http://ucnet.universityofcalifornia.edu/news/2010/10/start-program-will-end-in-december.html.

Distribution and Retention of START Contract

The home department is the office of record for both forms. Forms are retained for 5 years after separation, except in cases of disability or retirement in which case such forms are retained until age 70.

The home department must provide copies of all staff forms to:

  1. the employee
  2. the appropriate Human Resources department

The home department must provide copies of all academic forms to:

  1. the employee
  2. May Nishiyama in the Academic Personnel Office, 3109 Murphy Hall, 140701.

The central HR office will forward copies to the Retirement Administration at the Office of the President.

B13.2 PPS Bundle and DOS Codes

The START bundle STRT, has been established to process and record the START information on the employee record. The bundle contains the ELVE and EAPP screens.

Two special START Distribution of Service (DOS) codes were established to reduce time and earnings but will not reduce vacation and sick leave accrual or UCRS service credit.

The ELVE screen includes fields to record the START reduction percentage, and the begin and end date of the START agreement.

The IAPP screen includes a field that is used to reflect the START agreement period and percent reduction.

B13.3 Entering START Data on the EDB for Staff Employees

In order to establish the START information on the employee record, two steps are required:

  1. Input of the START Percentage, START Begin Date, and START End Date on the ELVE screen.
  2. Establish a START distribution on the EAPP screen to effect the actual salary reduction by using the special DOS codes "RTP" and/or "RTS" and Action Code 43-Change in Pay Rate.

Refer to the Schedule for Updating PPS On-line for appropriate deadlines.

The following examples illustrate how START data should be entered in EDB.

EXAMPLE 1: (Monthly Sub 1) Employee has been approved for START with a 20% reduction effective July 1, 2008 through June 30, 2009.

  1. From the bundles menu, select the STRT Bundle to access the ELVE and EAPP screens.
  2. Enter the percent of the reduction in time in the START Reduction Percentage field.
  3. Enter the date on which the START agreement begins in the START Begin Date field.
  4. Enter date on which the START agreement ends in the START End Date field.
  5. Press F11 to go to the EAPP screen to record the distribution information.
 PPELVE0-E1482                       EDB Entry/Update          STRT    06/27/08 19:16:57
 06/23/08 21:13:42                 Leave of Absence Data                  Userid:HPJRV
 ID:123456789  Name: PERCENT,TWENTY                                      Pri   Pay:MO
 Leave of Absence Action Code       :
 Leave of Absence Begin Date        :                  Return:      Type:  
 Last Sabbatical Credit Balance     :
 Sabbatical Credit Date             :
 Sabbatical Credit Accrued          :
 Sabbatical Credit Accrued Thru Date:
 Sabbatical Credit Used             :  
 Total Sabbatical Credit Balance    :
 START Reduction Percentage      : 20
 START Begin Date                : 070108 
 START End Date                  : 063009
 Next Func:      ID:           Name:                            SSN:
 U0001  Input accepted
 ===>
  F:  1-Help      2-Jump                              5-Cancel
  F:                          9-Update               11-NextFunc


EAPP SCREEN - EXAMPLE 1 (Monthly Sub 1)

DO NOT CHANGE THE EXISTING "REG" DISTRIBUTIONS. 

  1. Add a new distribution line. 
  2. Enter Action Code 43, the FAU information, and the START percentage in the Dis % field. 
  3. Enter the begin and end dates of the reduced time in the Pay Begin and Pay End fields. 
  4. Enter the employee's salary and the special DOS code, "RTP" in the DOS code field. 
  5. Press F9 to update. Add comments. Add the appropriate Campus or Medical Center HR representative for your department to the PAN.

If an employee has several different fund sources and the START reduction is to be applied across more than one source, separate START distribution lines must be added for each fund source. Each START distribution line should reflect the amount of the START reduction to be applied to that specific fund source.

The "RTP" DOS code will reduce the employee pay by the amount of the START percentage. UCRS service credit and sick and vacation accrual will not be reduced by the START percentage.

PPEAPP0-E1595                    EDB Entry/Update             STRT     06/27/08 19:16:57
06/23/08 21:13:42            Appointments/Distributions                Userid:  HPJRV
ID:123456789 Name:PERCENT,TWENTY                   Emp Stat:  A          Pri Pay: MO
      PAF Gen No:  51                                                    Page   1 of   1
Appt   Actions   Pgm Typ  Bas Pd  Ovr   Appt Begin    Appt End  Dur   Dept     FLSA SubL
 40               1   2                  091597        999999    I    280300     0 
Title                               Grade  %Full  F/V  Ann/Hr Rate     Rt  Sch  Time Lv
7243 ANALYST, ADMINISTRATIVE          2     1.00   F    54800.00        A   MO   R    J
Dist Actions  L Acct   CC   Fund   PC     S                                FTE  Dis %
41            4 123456      19900         1  MODEL DEPARTMENT                    1.000
     Pay Begin  Pay End    Step    O/A    Rate/Amount    DOS   PRQ   DUC   WSP
     100107     999999                     4567.00       REG  
Dist Actions  L  Acct  CC   Fund   PC     S                                FTE   Dis %
 42  43       4  123456     19900         1  MODEL DEPARTMENT                     0.2000 
     Pay Begin   Pay End   Step     O/A    Rate/Amount    DOS   PRQ    DUC   WSP
     070108      063009                     4567.00       RTP   
                                                                             
Next Func:      ID:           Name:                            SSN:            
                                                                                
===>                                                                           
  F:  1-Help      2-Jump                              5-Cancel
  F:                          9-Update   10-PrevFunc            12-Exit


The IAPP screen below reflects the START agreement period that was entered on the ELVE screen and the Distribution with the START agreement period.

PPIAPP0-I1821                        EDB Inquiry                       06/27/08 19:16:57
06/23/08 18:53:37             Appointment/Distribution                 Userid:  HPJRV
ID: 123456789   Name: PERCENT,TWENTY                                      LAD: 03/09/08
Hm Dept: 123456 MODEL DEPT           Emplmt Status:  A  Pri Pay: MO 
Gen No : 0047                        Total Appt/Dis: 01/02   Remaining Appt/Dis: 00/00
LOA:         -            Type:      START: 20% 07/01/08 - 06/30/09 SLCG:
Appt: 40    TC: 7243  ANALYST, ADMINISTRATIVE              Grade: 2       Pgm/Typ: 1/2
      Begin Dt: 09/15/97 Ann/Hr Rt :     54800.00           %: 1.00  F/V: F     Rt   : A
      End Dt  :          Bas/Pd Ovr: 00/00      FLSA: NONEXEMPT         Lv MO:  Sched: MO
      Dur     : I INDEF  Dept Cd   : 123456       TUC/AREP/ASHC: 99/C/          Time : R
Dis: 41 L/A/C/F/P/S   4 123456      19900        1    MODEL DEPARTMENT
     Begin: 10/01/07     Dis %: 1.0000     Rate/Amt:  4567.00   Step/OA:      DOS: REG
     End  :              FTE: 0.00  Dept Cd: 123456   PRQ:     DUC:   WSP:
Dis: 42 L/A/C/F/P/S   4 123456      19900        1    MODEL DEPARTMENT
    Begin: 07/01/08      Dis %: 0.2000     Rate/Amt:  4567.00   Step/OA:      DOS: RTP
    End  : 06/30/09      FTE:       Dept Cd: 123456   PRQ:     DUC:   WSP:
 Next Func:       ID:           Name:                            SSN:

 ===>
 F:  1-Help      2-Browse    3-PrevMenu
 F:                          9-MainMenu                         12-Exit


EXAMPLE 2:
(Biweekly, Sub 2 with Shift Differential) Employee has been approved for START with a 10% reduction effective August 1, 2008 through March 30, 2009.

  1. Select the STRT Bundle to access the ELVE and EAPP screens. 
  2. Enter the percent of the reduction in time in the START Reduction Percentage field. 
  3. Enter the date on which the START agreement begins in the START Begin Date field. 
  4. Enter the date on which the START agreement ends in the START End Date field. 
  5. Press F11 to go to the EAPP screen to record the distribution information.
PPELVE0-E1482                       EDB Entry/Update         STRT      06/27/08 19:16:57
04/29/0321:13:42                 Leave of Absence Data                     Userid:HPJRV
ID:123456789  Name: TIME, LESS    	                                   Pri   Pay:BW
Leave of Absence Action Code       :
Leave of Absence Begin Date        :                  Return:      Type:  
Last Sabbatical Credit Balance     :
Sabbatical Credit Date             :
Sabbatical Credit Accrued          :
Sabbatical Credit Accrued Thru Date:
Sabbatical Credit Used             :  
Total Sabbatical Credit Balance    :
START Reduction Percentage      : 10
START Begin Date                : 080108 
START End Date                  : 033109
Next Func:      ID:           Name:                            SSN:
U0001  Input accepted
===>
F:  1-Help      2-Jump                              5-Cancel
F:                          9-Update               11-NextFunc


EAPP SCREEN - EXAMPLE 2 (Biweekly, Sub 2 with Shift Differential) 

DO NOT CHANGE THE EXISTING "REG" OR "SDF" DISTRIBUTIONS.

  1. Add a new distribution line for the reduced percent and the shift differential. 
  2. Enter Action Code 43, the FAU information, and the START percentage in the Dis % field. 
  3. Enter the begin and end dates of the reduced time in the Pay Begin and Pay End fields. 
  4. Enter the employee's salary and the special DOS code, "RTP" and "RTS". 
  5. Press F9 to update. Add comments. Add the appropriate Campus or Medical Center HR representative for your department to the PAN.
PPEAPP0-E1595                    EDB Entry/Update             STRT    06/27/08 10:28:00
06/23/08 21:13:42            Appointments/Distributions               Userid:  HPJRV
ID:123456789 Name:TIME,LESS                        Emp Stat:  A         Pri Pay: BW
      PAF Gen No:  51                                                   Page  1 of   2
Appt   Actions   Pgm Typ  Bas Pd  Ovr   Appt Begin    Appt End  Dur   Dept    FLSA SubL
  10               1   2                  091597        999999    I    280300     0 
Title                               Grade  %Full  F/V  Ann/Hr Rate     Rt  Sch  Time Lv
7646 SPECIALIST, ADMINISTRATIVE       1     1.00   F    54800.00        H   BW   Z   A
Dist Actions  L Acct   CC   Fund   PC     S                                FTE  Dis %
11            4 123456      78910         2  MODEL DEPARTMENT                    1.000
     Pay Begin  Pay End    Step    O/A    Rate/Amount    DOS   PRQ   DUC   WSP
     092907     999999                     18.2000       REG  
Dist Actions L Acct    CC   Fund   PC     S                                FTE  Dis %
12   43      4 123456       78910         2  MODEL DEPARTMENT                   0.1000 
     Pay Begin  Pay End    Step    O/A    Rate/Amount    DOS   PRQ   DUC   WSP
     080108     033109                     18.2000       RTP   
Next Func:      ID:           Name:                            SSN:

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

 

PPEAPP0-E1595                    EDB Entry/Update             STRT    06/27/08 10:28:00
06/23/08 21:13:42            Appointments/Distributions               Userid:HPJRV
ID:123456789 Name:TIME,LESS                        Emp Stat:  A          Pri Pay: BW
      PAF Gen No:  51                                                    Page  2 of  2
Appt   Actions   Pgm Typ  Bas Pd  Ovr   Appt Begin    Appt End  Dur   Dept    FLSA SubL
 10               1   2                  091597        999999    I    280300     0 
Title                               Grade  %Full  F/V  Ann/Hr Rate     Rt  Sch  Time Lv
7646 SPECIALIST, ADMINISTRATIVE       1     1.00   F    54800.00        H   BW   Z   A
Dist Actions  L Acct   CC   Fund   PC     S                                FTE  Dis %
13            4 123456      78910         2  MODEL DEPARTMENT                   1.000O
     Pay Begin  Pay End    Step    O/A    Rate/Amount    DOS   PRQ   DUC   WSP
     092907     999999                     0.3700        SDF  
Dist Actions  L  Acct  CC   Fund   PC     S                                FTE  Dis %
14   43       4  123456     78910         2  MODEL DEPARTMENT                   0.1000 
     Pay Begin  Pay End    Step    O/A    Rate/Amount    DOS   PRQ   DUC   WSP
     080108     033109                     0.3700        RTS   
Next Func:      ID:           Name:                            SSN:

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


B13.4 Entering START Data on the EDB for Academic Employees

In order to establish the START information on the academic employee record, two steps are required:

  1. Input of the START Percentage, START Begin Date, and START End Date on the ELVE screen. 
  2. Establish a START distribution on the EAPP screen to effect the actual salary reduction by using the special DOS code "RTP" and Action Code 43-Change in Pay Rate.

Refer to the schedule for updating PPS On-line for appropriate deadlines.

The following examples illustrate how START data should be entered in EDB.

ACADEMIC EXAMPLE: (Monthly Sub 0) Employee has been approved for START with a 20% reduction effective July 1, 2008 through June 30, 2009.

  1. Select the STRT Bundle to access the ELVE and EAPP screens.
  2. Enter the percent of the reduction in time in the START Reduction Percentage field. 
  3. Enter the date on which the START agreement begins in the START Begin Date field.
  4. Enter date on which the START agreement ends in the START End Date field. 
  5. Press F11 to go to the EAPP screen to record the distribution information.
 PPELVE0-E1482                     EDB Entry/Update          STRT     06/27/08 10:28:00
 04/29/0321:13:42               Leave of Absence Data                  Userid:HPJRV
 ID:987654321  Name: REDUCETIME,ACADEMIC                               Pri   Pay:MO
 Leave of Absence Action Code       :
 Leave of Absence Begin Date        :                  Return:      Type:  
 Last Sabbatical Credit Balance     :
 Sabbatical Credit Date             :
 Sabbatical Credit Accrued          :
 Sabbatical Credit Accrued Thru Date:
 Sabbatical Credit Used             :  
 Total Sabbatical Credit Balance    :
 START Reduction Percentage      : 20
 START Begin Date                : 070108 
 START End Date                  : 063009
 Next Func:      ID:           Name:                            SSN:
 U0001  Input accepted
 ===>
  F:  1-Help      2-Jump                              5-Cancel
  F:                          9-Update               11-NextFunc


ACADEMIC EXAMPLE - EAPP SCREEN

DO NOT CHANGE THE EXISTING "REG" DISTRIBUTIONS. 

  1. Add a new distribution line. 
  2. Enter Action Code 43, the FAU information, and the START percentage in the Dis % field. 
  3. Enter the begin and end dates of the reduced time in the Pay Begin and Pay End fields. 
  4. Enter the academic employee's salary, step, O/A code if applicable and the special DOS code, "RTP" in the DOS code field. 
  5. Press F9 to update. Add comments. Add May Nishiyama in Academic Personnel as an additional recipient of the PAN.

If an academic employee has several different fund sources and the START reduction is to be applied across more than one source, separate START distribution lines must be added for each fund source. Each START distribution line should reflect the amount of the START reduction to be applied to that specific fund source.

The "RTP" DOS code will reduce the employee pay by the amount of the START percentage. UCRS service credit and sick and vacation accrual will not be reduced by the START percentage.

PPEAPP0-E1595                    EDB Entry/Update             STRT    06/27/08 10:28:00
06/23/08 21:13:42            Appointments/Distributions               Userid:HPJRV
ID:987654321  Name: REDUCETIME,ACADEMIC            Emp Stat:  A         Pri Pay: MO
      PAF Gen No:  51                                                   Page  1 of   1
Appt   Actions   Pgm Typ  Bas Pd  Ovr   Appt Begin    Appt End  Dur   Dept   FLSA SubL
 40               A   5    11    12      070108        063009         280300     0 
Title                               Grade  %Full  F/V  Ann/Hr Rate     Rt  Sch  Time Lv
0840 ACADEMIC COORDINATOR I                 1.00   F    45048.00        A   MO   R    D
Dist Actions  L Acct   CC   Fund   PC     S                                FTE  Dis %
41            4 123456      19900         0  MODEL DEPARTMENT                   1.0000
     Pay Begin  Pay End    Step    O/A    Rate/Amount    DOS   PRQ   DUC   WSP
     070108     063009       3             3754.00       REG  
Dist Actions  L Acct   CC   Fund   PC     S                               FTE   Dis %
 42  43       4 123456      19900         0   MODEL DEPARTMENT                  0.2000 
     Pay Begin  Pay End    Step    O/A    Rate/Amount    DOS   PRQ   DUC   WSP
     070108     063009       3             3754.00       RTP   
                                                                             
Next Func:      ID:           Name:                            SSN:            
                                                                                
===>                                                                           
  F:  1-Help      2-Jump                              5-Cancel
  F:                          9-Update   10-PrevFunc            12-Exit


The IAPP screen below reflects the START agreement period that was entered on the ELVE screen and the Distribution with the START agreement period. 

PPIAPP0-I1821                       EDB Inquiry                       06/27/08 18:58:30
06/23/08 18:53:37            Appointment/Distribution                 Userid:  HPJRV
ID:987654321  Name: REDUCETIME,ACADEMIC                                  LAD: 03/09/08
Hm Dept: 123456 MODEL DEPT            Emplmt Status:  A  Pay: MO 
Gen No : 0047                         Total Appt/Dis: 01/01 Remaining Appt/Dis: 00/00
LOA:         -             Type:      START: 20% 07/01/08 - 06/30/09 SLCG:
Appt: 40    TC: 0840  ACADEMIC COORDINATOR I                Grade:       Pgm/Typ: A/5
      Begin Dt: 07/01/08 Ann/Hr Rt :    45048.00       %: 1.00  F/V: F     Rt   : A
      End Dt  : 06/30/09 Bas/Pd Ovr: 11/12  FLSA: NONEXEMPT         Lv:D   Sched: MO
      Dur     :          Dept Cd   : 123456   TUC/AREP/ASHC: 99/C/         Time : R
Dis: 41 L/A/C/F/P/S  4 123456      19900        0     MODEL DEPARTMENT
     Begin: 07/01/08     Dis %: 1.0000     Rate/Amt:  3754.00   Step/OA:  1  DOS: REG
     End  : 06/30/09     FTE: 0.00  Dept Cd: 123456   PRQ:     DUC:   WSP:
Dis: 42 L/A/C/F/P/S  4 123456      19900        0     MODEL DEPARTMENT
     Begin: 07/01/08     Dis %: 0.2000     Rate/Amt:  3754.00   Step/OA:  1  DOS: RTP
     End  : 06/30/09     FTE:       Dept Cd: 123456   PRQ:     DUC:   WSP:

 Next Func:       ID:           Name:                            SSN:

 ===>
 F:  1-Help      2-Browse    3-PrevMenu
 F:                          9-MainMenu                         12-Exit


B13.5 START Time Reporting

For information on processing START payments to employees in PTR, refer to the PTR Manual, Section E17, Processing START Payments.

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