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 C - ACADEMIC ACTIONS

C9.0 EDB ACADEMIC ACTIONS - SEPARATIONS


C9.1 Documentation

Obtain a letter of resignation from the individual which should include the following information:

Forward a copy of the letter of resignation to the Academic Personnel Office. If no letter of resignation is available, prepare a short memo to the file and forward a copy to APO.

The separation should be processed immediately on the EDB using the Separation Bundle.  Refer to General Information, Section B12 - Employee Separations for important general information that applies to all University separations.

C9.2 Entering Separation Data - (SEPR)

ESEP - Separation
Field Data Information
Last Day on Pay Status Enter the last day the employee is to receive salary. All salary terminates on this day.
Separation Date Enter the date on which the separation is effective. This date is normally the same as the last day on pay status. This date may differ from the last day on pay status for an individual who is on a leave of absence without pay and decides not to return.  The separation date automatically generates a “Coverage End Date” for medical, dental, vision and legal plans which discontinues the transmission of premiums to insurance carriers at the appropriate time.
Reason Enter the code that represents the reason for separation.
Destination Enter the code that represents the individual's destination following UC employment.
Future Institution Code If the individual's destination is an educational institution, enter the school's code here.  For more information, refer to http://www.ucop.edu/irc/dd/cps/cps0921.html.
Intercampus Transfer If the individual is transferring to another UC campus or a laboratory of the state, enter the appropriate code here. For these actions, Payroll Services must be added as a recipient to this PAN.
Anticipated Retire Date This is a display only field and is maintained by the central HR Benefits Office.
Press Enter and then "F11" to advance to the next screen.
 

EAPP - Appointment and Distribution
Field Data Information
Appt End Date Enter the date on which the employee's appointment ends.
Dur If this individual has Tenure, Security of Employment, Potential for Security of Employment or an Indefinite appointment, enter an asterisk (*) here.
Dist Pay End Date Enter the date on which payment of salary should end. This is generally the same end date that is used on the appointment line.
Press Enter and then "F11" to advance to the next screen.
 

EPER - Miscellaneous Personnel Information
Field Data Information
Next Salary Review Date Enter an asterisk (*) to delete the data.
Next Salary Review Type Enter an asterisk (*) to delete the data.
Press Enter and then "F11" to advance to the next screen.
 

EINS – Insurance Enrollment
Field Data Information
Medical, Dental, Vision & Legal Do not enter anything for these plans. A Coverage End Date is automatically generated and sent to the applicable insurance carriers once a Separation Date is entered on the ESEP screen. It is this coverage end date that is sent to the applicable Insurance Carriers.
AD&D Disability Supplemental Life Dependent Life Basic Life Enter an asterisk (*) on the first digit of each field that contains data.  For Supplemental Life also enter an asterisk (*) in the field that displays the amount of coverage which is the number of times of the base salary.  
Press Enter and then "F11" to advance to the next screen.
 

ERET - Retirement Information
Field Data Information
DepCare Annual
Monthly
Eff Date
Term Date
Do not enter data in these fields. A termination date is automatically generated and assigned to the Term Date field based on the separation date that is entered in the Separation Date field on the ESEP screen.
HCRA
Annual
Monthly
Eff Date
Term Date
Do not enter data in these fields. A termination date is automatically generated and assigned to the Term Date field based on the separation date that is entered in the Separation Date field on the ESEP screen. A COBRA notice for HCRA is generated by the HCRA administrator and mailed to the participant after the Term Date is transmitted.
Voluntary Contribution Amount/Percent Decl Balance
Eff Date
Enter an asterisk (*) on the first digit of each field that contains data.   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 paycheck, the contributions will NOT be deducted from the employee's final paycheck. Therefore, if the employee wishes to have these contributions taken from the final paycheck, this step should be omitted from the separation process. After the final paycheck is issued to the employee, the preparer should update the ERET screen by entering the asterisk (*) as described above.
Press Enter and then "F11" to advance to the next screen.
 

EADD - EMPLOYEE ADDRESS DATA
Field Data Information
If employee’s Permanent Address has changed, complete permanent address information.
REFER TO GENERAL INFORMATION SECTION B6.0 FOR INFORMATION ON THE EADD SCREEN.
Press Enter and then "F9" to complete the action and update the record.


Additional information regarding the separation process and the processing of payments for separating employees is available in the following manuals and sections:

  1. PPS Manual, Section C1.5, California Labor Code
  2. EDB Manual, Section B12, Employee Separations
  3. EDB Manual, Section D10, Staff Separations
  4. PTR Manual, Section E16, Calculating Final Pay for Terminating Employees
  5. PTR Manual, Section F4.7,  Vacation Pay for Separating Employees


to top


Previous Next