UCLA Payroll Services

A guide for departments to use when adding or changing employee records on the Employee Data Base (EDB).


C3.1 Titles Subject to Appointment Renewal

Renewal of appointment is defined as an appointment immediately following the ending date of an appointment and there is no break in service.

Most academic appointments must be renewed on a year-to-year basis. The only appointments that do not require further processing are those made to tenured or indefinite positions such as the Associate Professor, Professor, and Lecturer SOE. All other titles have specific ending dates. Assistant Professors in the Regular Series are considered Tenure Track Faculty and have a term of service for two years.

Appointments made in the Professor-in-Residence, Adjunct Professor, Acting Professor, Professor of Clinical (X), Clinical Professor (Comp) Series, and Lecturer (PSOE) Series are for a specified term. When offers were originally extended to individuals in these series, the Dean or Chair informed the new appointee of the below statement. This statement is commonly referred to as the "ipso facto" statement.

This appointment is for a specific term, with an ending date as herein set forth, and is not for a longer period unless express written notification is so given to the appointee. In the absence of such express notification, the appointment ipso facto terminated on the designated ending date.

Appointments made to the Visiting Professor, Professional Research and Visiting Professional Research Series are for a specified term and are able to be extended past their original terminating end date. The Visiting Professor and Visiting Professor Research series can only be renewed once, since they have a two year limit on service. At times, it may be necessary for a department to request a third year due to programmatic reasons. Since this is an exception to policy, a request from the Department Chair, approved by the Dean, must be forwarded to the Academic Personnel Office for prior approval. Once the Academic Vice Chancellor has approved the request, the department is then contacted and authorized to process the action on-line.

Lecturers (NSI) are appointed and reappointed for specific terms, but have an 18 quarter limitation for academic year appointees and a 24 quarter limitation for fiscal year appointees. Once this limitation is reached, the University must either discontinue any further appointments or review the individual for a three year term. Policies governing Lecturers (NSI) are found in the "Memorandum of Understanding" agreement made between the University of California and the American Federation of Teachers.

C3.2 Dossier Preparation

Dossier preparation is usually very minimal for renewals and is only required for appointments made to the Assistant Professor Rank. Review and submission of a dossier is required during the second year of each term as an Assistant Professor until the individual becomes subject to an "Eight-Year Limit" Review. When a review occurs in the second year of a term, the department may recommend only a). renewal for a two-year term or b). terminal appointment. A department may, however, institute a review in the first year of term and recommend non-renewal beyond the current two-year term. When Review for Renewal coincides with a required Appraisal or a Merit Increase or both, a single, combined dossier should be submitted.

For the Associate and Full Professor Ranks of the In-Residence Series, Adjunct Series, Clinical X Series, and Clinical (Comp) Series, renewal of appointment does not require a dossier. As stated above, they are appointed on a year-to-year basis due to their funding source and the fact that tenure is not granted in association with these series. The documentation regarding renewal remains at the department level and the process of renewing occurs directly by an on-line update. For the In-Residence and Adjunct Series, total service may not exceed eight years when supported for more than 50% of full-time, funded from General Funds (19900). This count of "years-on-19900" must be updated to the on-line system during each renewal process.

With the exception of the School of Law, Acting Appointments signify a conditional status for a person under consideration for regular appointment. They are appointed on a year-to-year basis with specified limits on service. Renewals are processed directly on-line. In the School of Law, the Acting Professor title is used in the same manner as the Assistant Professor title, but subject to a "Five-Year Limit" review, instead of eight.

For the Visiting Professor and Visiting Research Series, there is no requirement for submission of a dossier, but a full explanation of the commended action must be prepared and on record.

Reappointments in the Lecturer (NSI) Series which commence after six or more years of service (whether due to a break or following an appointment which has ended) require a dossier. Senate review is required if the proposed reappointment averaged over the three-year term, is at 50% time or more.

C3.3 Reviewing Agencies

As stated above, dossiers are only required for renewal of two year terms for the Assistant Professor Rank and do not require review by the Council on Academic Personnel (CAP). When review for Renewal coincides with a required Appraisal, CAP review is required for comment on the Appraisal dossier. If Renewal coincides with a Merit Increase, CAP review may be required if the proposed action involves an accelerated merit or an Unfavorable recommendation on an Appraisal action. Refer to the "Academic Merit Increase" section for actions of this type.

C3.4 Approval Authority

All Deans have approval authority for reappointments to the following Series:

  • Lecturer (NSI)
  • Visiting Professor
  • Professional Research
  • Visiting Research

Final approval authority is determined if the Dean of the School also serves as Chair. When the Dean and the Chair are the same individual, the Academic Vice Chancellor is the approval authority on all renewal actions. These Schools are:

  • Law 
  • Dentistry
  • Nursing

Schools where the Dean does not act as the Chair, have the final approval authority on all renewals made to the Associate and Full Professorial non-tenured Series. The Dean has the authority for re-appointments/renewal.

  • In-Residence
  • Adjunct
  • Acting
  • Clinical (X) Series
  • Clinical (COMP) Series
  • Lecturer (PSOE) Series

Schools having this expanded approval authority are:

  • Education and Information Studies
  • College of Letters and Science
  • Arts and Architecture
  • Theater/Film/Television
  • School of Medicine
  • Engineering
  • Anderson Graduate School of Management
  • Public Health
  • Public Policy & Social Research

The above schools also have final authority on renewals to the Assistant Professor Series, Regular and Non-Tenure Track Series, provided that when a review for renewal coincides with an Appraisal or Merit Increase or both, these last actions also fall within the Dean's final authority. Refer to the "Academic Merit Increase" section for approval guidelines. Re-appointments made to Associate, Full Professorial, Lecturer/Senior Lecturer (PSOE) with a recommended salary equivalent to an Associate Professor I and above, are the final authority of the Academic Vice Chancellor. All Lecturer/Senior Lecturer (SOE) are also the final authority of the Academic Vice Chancellor.

C3.5 Entering Academic Renewal Data - (ARNW)

EAPP - Appointment and Distribution
Field Data Information
Appointment Number The appointment number uniquely identifies an appointment and its associated data. Locate the appointment that is being renewed. Do not change the appointment number. Since this action simply extends the existing terms of employment, the appointment number should remain constant.
Actions Enter action code "17."
Basis This field should not change. Very rarely do renewals include changing from a 9 to an 11-month basis.
Paid Over This field should not change, however, payment could be changed from being paid over 9-months to over a 12-month period. Refer to Chart C11.1 for months associated with each quarter.
Appt Begin Do not change this begin date since the title code does not change with a renewal action. It should only be changed when there is a change in title.
Appt End Date Enter the new end date to renew this appointment. Appointments to the rank of Assistant Professor in the Regular Series are for a two year period and require renewal. All other appointments occur on a year to year basis and typically end June 30 of the following year. To review service limitations, refer to the Term of Service section of "The CALL" for each series.
Dur This field is only used of the appointment is either Tenured, with Security, Potential of Security or Indefinite.
Title Code This field should not change. The only acceptable change is if the title code must be changed to match the basis/paid over code. A 9/9 title code is different from that of a 9/12 title code.
Percent Full Time If the percentage of time expected to be worked is being renewed at a different percentage replace this field; for example, if the appointment is being increased to 100% enter 1.00.
Fixed/Variable This should only change if the sub budget is changing. If funding/salary is from Sub 0 funds, only an "F" should be used. For salary using Sub 2, 5, or 7, "F" or "V" is acceptable.
Ann/Hr Rate DO NOT ENTER. The system will derive this information from the distribution line.
Rate This field rarely changes with renewal actions. Academics generally are paid on a monthly basis. This is the code to identify if the amount indicated in the Annual/Hourly Rate field is to be paid monthly or hourly. Refer to General Information Section B1.0.
Schedule This identifies the frequency of when pay is to be issued. Academic appointments are "MO" for monthly or "BW" for biweekly. Biweekly pay is rarely used for Academic Appointments except for Apprentice Titles. An appointee can have only one pay schedule.
Time This should only change if the sub budget is changing. If funding is from Sub 0, this should be an "R." If funding is from Sub 2, 5, or 7, then this field should be a "Z."
Leave Accrual Code

This field indicates eligibility for vacation and/or sick leave accrual. Academic year appointees do not accrue sick leave or vacation, so this should remain an "N." If this is a fiscal year appointment and this renewal is increasing the percentage of time to 50% or more for six months or more, the code will need to be changed to an "E" for accruals to begin.

Refer to Chart C11.2 for Leave Accrual Policy and Codes.
To create a new distribution, move the cursor to the bottom of the screen to the Command Line
arrow [= = =>] and enter the special COPY command or the ADD command.
Distribution Number


The distribution number uniquely identifies a payroll distribution associated with an appointment. Do not try to change this number. The existing data is correct. Using a copy command will duplicate the information on this line and in most cases, change the begin and end date to reflect the renewal.
Actions This area is reserved for Action Codes that identify the activity or change of information that is occurring at the Distribution level. The renewal action was already entered at the appointment level. If in addition to the renewal a Merit Increase or funding change, it should be entered now.
Location, Account, Cost Center, Fund, Project, Sub If a fund change is needed, tab to the field and enter the new information.
FTE DO NOT COMPLETE. UCLA no longer uses this field.
Distribution % If a change in percentage is needed, enter the new information. A full time (100%) appointment is entered as 1.0000. Enter a 50% appointment as .5000.
Pay Begin Replace this begin date with the new begin date.
Pay End Replace this date with the new ending date. This is the last full day that the pay or funding is active.
Step This field indicates the salary level within the Rank. If only a Renewal of appointment is occurring, no change is necessary. If a Merit Increase action has also been indicated, change this field to the approved step.
O/A Indicator An "O" identifies that the salary rate is Off-scale. Off-scale means the salary is higher than the established salary scale for that step. Change may be occurring at this time if an off-scale merit was granted, or the action returned the individual to scale.
Rate/Amount This is the full Monthly rate for the designated Rank and Step. Change should be occurring only if this action included a merit.

This is the Description of Service Code. Generally, this should not change, unless either the expiring distribution or new distribution addressed suspense or sabbatical leave.

Refer to DOS Code Table for more information.
If more distributions are needed for multiple funding, move the cursor to the bottom of the screen to the Command Line arrow [= = =>] and enter the COPY command: COPY FROM XX (specify the distribution # you wish to copy from) TO YY (specify the distribution # you wish to copy to) and enter the new information where needed.
Press Enter and then "F11" to advance to the next screen.

EPER - Miscellaneous Personnel Information
Field Data Information
Assigned BELI If the renewal also includes an increase of percentage of time, change of benefit eligibility may be required. The BELI code indicates the employee's eligibility for health and welfare benefits and controls access to the plans. Enter the BELI code for which the employee's appointment type status, duration of employment, and percentage of appointment qualifies.
Derived BELI This is a display-only field for the system derived data. The system will look at the data that has been entered in specific fields or group fields and derive a BELI consistent with the entered data. In most cases, the Assigned BELI and the Derived BELI should be identical.
Effective Date If the BELI code has changed, enter the date the BELI code is effective.
BELI Status Qualifiers
The Qualifier code is used to prevent employees in qualified status situations from being reported as ineligible and, therefore, subject to de-enrollment from certain benefits. Benefits in effect before the Qualified Status are retained even if the employee's appointment/average regular paid time falls below the required minimums. The assigned BELI in effect before the Qualified Status period begins should not be changed. If only one qualifying condition exists, enter the most appropriate code in this field.
BELI Status Qualifiers Date Enter the date on which the qualified status began.
BELI Status Qualifiers Secondary If multiple qualified status categories apply to the employee, the one that is least likely to change should be coded as the Primary and the next least likely to change should be coded as Secondary.
BELI Status Qualifiers Date Enter effective date of the Secondary Status Qualifier.
Next Salary Review Date

If a merit increase has occurred, or the renewal action was for an individual in the Assistant Professor Rank, enter the date of the next normal review.

Refer to Chart C11.3 for Review Codes and Dates.
Next Salary Review Type This indicates the type of next review which would be either a renewal/term review, appraisal or eight-year limit review for Assistant Professors. For Associate Professors, this code would indicate either a merit or promotion review. For Full Professors, it would indicate that the next action is either a merit, that the individual is a Step VI, or the individual is Above Scale. Refer to Chart C11.3 for Review Codes and Dates.
Press Enter and then "F11" to advance to the next screen.

ERET - Retirement
For information on completing the Retirement, FICA, and DCP codes, and Voluntary contributions, refer to BENEFITS SECTION E2.0.  For Depcare information, refer to Section E8.1.
Press Enter and then "F11" to advance to the next screen.

EACD - Academic Service
Field Data Information
Qtr/Sem/Months in 8-Year Rule For all appointments to the Assistant Rank, except for the Professional Research Series, there is a service limit of 8 years. Enter here what number quarter, month, or semester the renewal represents toward the limit. See Chart C11.6 for data count.
Units Enter the code that represents quarters (Q), semester (S) or months (M).
Extension to 8 Year Rule This field represents the number of quarters, semesters or months of additional time added to the 8 year service limit. This action is a renewal and does not require data entry.
Units This action is a renewal and does not require data entry.
Qtr/Sem/Months on 19900 > 50% Total service in the Adjunct and In-Residence Series when supported for more than 50% of full time from General Funds in combination with service in certain other titles funded for more than 50% time from General Funds may not exceed eight years. Counting from the current renewal year, enter the number of quarters/semesters/months to date. If the renewal period is for more than one year, count all quarters/semesters/months through the end of the appointment. See Chart C11.6 for data count.
Units Enter the code that represents quarters (Q), semester (S) or months (M).
Qtr/Sem/Months in Unit 18 Titles Lecturers (NSI) also have an 18 quarter limitation as described in the "Memorandum of Understanding" between the University of California and the American Federation of Teachers - Non Senate Instructional Unit (Unit 18). Enter the number of quarters, semesters or months the renewal represents toward the limit.
Units Enter the code that represents quarters (Q), semester (S) or months (M).
Qtr/Sem as Teaching Asst Do not enter data in this field. It is not used at UCLA.
Units Do not enter data in this field. It is not used at UCLA.
As of Do not enter data in this field. It is not used at UCLA.
Press Enter and then "F11" to advance to the next screen.

EADD - Employee Address Data
Field Data Information
Press Enter and then "F11" to advance to the next screen.

EPD1 - Employee Personal Data #1
Field Data Information
Press Enter and then "F11" to advance to the next screen.

EALN - Alien Information
(Required only for Non-U.S. Citizens)
Field Data Information
Press Enter and then "F9" to complete the action and update the record.

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