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

C11.0 EDB ACADEMIC ACTIONS - MISCELLANEOUS CHARTS


C11.1 Basis Paid Over

Quarter 9/9 Pay Period 9/12 Pay Period
Fall October
November
December
10/01/Y1
to
12/31/Y2
July
August
September
October
07/01/Y1
to
10/31/Y1
Winter January
February
March
01/01/Y2
to
03/31/Y2
November
December
January
February
11/01/Y1
to
02/28/Y2
Spring April
May
June
04/01/Y2
to
06/30/Y2
March
April
May
June
03/01/Y2
to
06/30/Y2

 

C11.2 Leave Accrual Codes

Title Pay
Basis
Sick
Leave
Vacation Leave Leave
Code
Nine Month Teaching Titles 9 No No N
Eleven Month Teaching Titles 11 No Yes E
Research Series 11 Yes Yes D
Academic Administrator 11 Yes Yes D
Academic Coordinator 11 Yes Yes D
Specialist Series 11 Yes Yes D
Assoc Univ Librarian 11 Yes Yes D
Asst Univ Librarian 11 Yes Yes D
Librarian 11 Yes Yes D
Continuing Education Specialist 11 Yes Yes D
Cooperative Extension Service Appt 11 Yes Yes D


Sick Leave is accrued at the rate of approximately one day per month based on a 100% appointment. Appointments of 50% or more accrue at a proportionate rate and appointments of less than 50% do not accrue.

Vacation is accrued at the rate of approximately two days per month based on a 100% appointment. Appointments of 50% or more accrue at a proportionate rate and appointments less than 50% do not accrue.

C11.3 Academic Salary Review Reason Codes and Effective Dates

Academic actions such as merits, promotions, and renewal actions always have an effective date of July 1, XXXX. In order to become effective on this date, dossiers reflecting these actions must be processed well in advance (the prior year) of this effective date. Each year the Academic Personnel Office issues a listing of deadlines for each type of Academic action called the "Summary of Deadlines." This summary indicates for each type of action, the specific date when dossiers must be received by the Academic Personnel Office in order to become effective on July 1 of the following year.

The review codes and dates serve several purposes. Each year the Academic Personnel Office compiles various lists of reviews that are to be effective the following July. These lists alert the departments and Deans offices as to actions that will require a dossier to be processed over the next several months. Actions are extracted from the system according to their "academic review date and type." This allows departments and dean's offices to review the number of pending actions and their dossier due date to the Academic Personnel Office in accordance with the published "Summary of Deadlines."

In addition to identifying pending actions, these codes and dates also serve to help identify yearly merit and promotion action pools. This type of valuable information is important for various ad-hoc reporting needs as well as for affirmative action statistics. These codes also enable us to monitor decelerated actions that may be subject to a five-year review.

Review Reason Code Code Interpretation Assistant Professor Series Only
T Conduct renewal process for next two year term during this year. Please note that a merit increase normally coincides with a renewal action.
A Conduct 4th Year Appraisal during this Academic Year
L Conduct 8-Year Limit Review during this Academic Year
R Conduct 8-Year Limit Review for Non-Ladder Ranks

 

Review Reason Code Code Interpretation
M Indicates the effective date of the next normal merit increase for Associate/Full Professors; For Assoc Professors the next normal merit is in two years; for Full Professors, normal merits are every three years until Step V is reached.
P Indicates the effective date of when normal promotion to Full Professor should occur.
S Indicates when advancement to Steps VI, VII, VIII, IX and Above Scale should occur. For advancement from Steps VI through IX, indicate a three year interval. For advancement from Step 9 to Above Scale, indicate a four year interval.
X Indicates when an Above Scale individual can be advanced further. Indicate a four year interval.
C Use this code for Lecturers (NSI) who have three year appointments. Indicate the begin date of the next three year term.
O Use the code with the appropriate date for all other Academic Titles such as Academic Coordinators, Academic Administrators, and Specialists.
W Use this code when appointment is made Without Salary and Without Step.


C11.4 Education Level Codes

Code Code Interpretation
N No academic credentials
H High School diploma or equivalent
T Trade or Craft certificate
A Associate Degree
B Bachelor's Degree
M Master's Degree (M.A., M.S.)
P Professional Degree (M.L.S, J.D., M.S.W., etc)
D Doctorate (Ph.D, D.Sc., M.D., D.Pharm., D.L.S., Ed.D,etc)


C11.5 Prior Service Codes

Code Code Interpretation
A Employed by Industry
B Student
C Employed by State of California
D Employed by DOE Labs
E Employed by other Governmental Agency
F Self Employed
G Not Employed
H Employed by Stanford
I California Institute of Technology
J Employed by USC
K Employed by State University/College
L Other California University/College
M Other University/College
N Do not use
O Do not use
P Do not use
R Other Foreign University/College


C11.6 Quarters/Semester/Months in 8-Year Rule

Year Action Data - 9 month appointment Data - 11 month appointment Data-11 month-2 year term appointment
1 Appointment 06 12 24
2 No Action   24  
3 Renewal 12 36 48
4 No Action   48  
5 Renewal 18 60 72
6 No Action    72   
7 Renewal 24 84 96
8 No Action   96  


For all appointments to the Assistant Rank, except for the Professional Research Series, there is a service limit of 8 years.

For a new (9-month) appointment with a two year term, enter 06, which is the number of quarters to be counted toward the 8 year limit. When the renewal occurs, you will need to increase this number to 12 when you process the action online.

For a new (11-month) appointment with a two year term, enter 24, which is the number of months to be counted toward the 8 year limit. When the renewal occurs, you will need to increase this number to 48 when you process the action online.

DO NOT REMOVE ANY OF THE "8-YEAR RULE" INFORMATION WHEN A PROMOTION OCCURS

C11.7 Teaching Days Service

TEACHING DAY BASIS PAYMENTS

When an academic year employee works fewer than the full number of days in the quarter, it is necessary to calculate the total amount due to the employee for the quarter and adjust the percent of time paid in order for the system to correctly pay the employee. More than one distribution will have to be set up and appropriate comments will need to be made.

Teaching day basis payments are calculated as follows:

  1. Determine the number of days in the quarter and the number of days the employee worked in that quarter.

    For Example: The spring quarter Y1/Y2 ran from 3/26/Y2 to 6/13/Y2 for a total of 58 teaching days. An academic year employee who worked from 4/28/Y2 to 6/13/Y2 would teach a total of 35 days.

  2. Determine the amount the employee would have been paid if the employee had worked the entire quarter.

    (Monthly rate) x (percent of time) x (number of months in quarter) = Quarterly total.

    $3225.00 x .50 = 1612.50 x 3 = $4837.50

  3. Calculate the daily rate

    Quarterly total / number of teaching days in the quarter = Daily rate

    $4837.50 / 58 = $83.41

  4. Calculate the total amount due to the employee for the quarter

    (Daily rate) x (actual days employee is being paid for) = Total amount due for the quarter

    $83.41 x 35 = $2919.35

  5. Calculate the total % of time the employee is due to be paid

    Total amount due for the quarter / Monthly Rate = Percent of time

    2919.35 / 3225.00 = .9052

  6. Determine the pay period that the employee is due pay and which month in that pay period needs to have an adjustment made in order to pay the employee correctly. In the above example, the employee will teach 4/28/Y2 to 6/6/Y2. The quarter actually runs from 03/26/Y2 to 6/13/Y2 and the pay period for 1/9th payments is 4/1/Y2 to 6/30/Y2. Since this employee started one month late there is no pay due to the employee for the month of April. Therefore, the pay period for this employee will be 5/1/Y2 to 6/30/Y2. In order to pay the employee correctly for May and June, two distributions will need to be set up. Since the employee started late, the distribution % for the month of May will be adjusted.
     

    The total % of time you want to pay the employee is .9052. The appointment Percent is .5000. For the month of May, the distribution percent will be .4052 and for the month of June it will be .5000 to pay the employee a total of .9052. To check your calculations, multiply out the amounts for each month and make sure that the total is the amount that the employee needs to be paid.

    May - $ 3225.00 x .4052 = $1306.77
    June - $ 3225.00 x .5000 = $1612.50

    Total -  $2919.27 (the amount is off .08 due to rounding)

The EAPP screen below shows how the appointment and distribution should be set up on the EDB in order to correctly pay the employee in the previous example.

PPEAPP0-E0907                 EDB Entry/Update           AHIR 06/19/YY 14:47:21
                          Appointments/Distributions          Userid:  ABCDE   
 ID: 602614674 Name: BRUIN,JOE COLLEGE                            Pri Pay:       
        PAF Gen No:                                                 Pg 01 of 01
 Appt   Actions  Pgm Typ Bas Pd Ovr   Appt Begin  Appt End Dur Dept             
  10                  5  09     09      0501Y2     0630Y2                       
 Title                              Grade %Full F/V Ann/Hr Rate  Rt Sch Time Lv 
 1102 VISITING PROFESSOR                  0.50   F               A  MO   E   N  
                                                                                
 Dist  Actions  L  Acct  CC Fund  Proj   S                           FTE  Dis % 
  11            4 660500    19900        0    ACCOUNTING SERVICES         0.4052
       Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP           
       0501Y2     0531Y2               3225.00     REG                          
                                                                                
 Dist  Actions  L  Acct  CC Fund  Proj   S                           FTE  Dis % 
  12            4 660500    19900        0    ACCOUNTING SERVICES         0.5000
       Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP           
       0601Y2     0630Y2               3225.00     REG                          
                                                                                
 Next Func:      ID:           Name:                            SSN:            
 U0001  Input accepted                                                          
 ===>                                                                           
 PF:  1-Help      2-Jump                              5-Cancel                  
 PF:                          9-Update   10-PrevFunc 11-NextFunc


Comments should be entered on the Comments Entry screen prior to the final update. For the example above, the comments screen is displayed below:

UCECOM0-E0863               PostAuth Notification             06/19/YY 14:53:00
                                 Comments Entry                Userid:  ABCDE   
                                                                   Page 01 of 01
 App: EDB Tran: AHIR  Userid: ABCDE     Date: 06/19/YY  Time: 14:33:25          
 PER - HIRE (MULTIPLE)                   602614674 BRUIN, JOE COLLEGE           
 Description of Content:                                                        
                                                                                
                                                                                
 ---------------------------------- Comments -----------------------------------
 ABCDE      Appoint on a Teaching Day Basis to teach Star Gazing 101 replacing  
            Professor Tycho Bache who is ill.  The employee is to be paid       
            on a teaching day basis.  The Actual period of service is 4/28/Y2   
            to 6/13/Y2.

            3225.00 x .50 = 1612.50 x 3 = 4837.50.                 
                                                                                
            4837.50/58 days = 83.41 x 35 = 2919.35 which is the total amount    
            due to this employee for the spring quarter.                        
                                                                                
 Next Func:                                                                     
                                                                                
 ===>                                                                           
  F:  1-Help                  3-Return                                          
  F:                          9-Update   10-NotfPrep 11-Detail


It is important that the actual period of service is reflected in the PAN for the official record.

If an employee left early and is being paid on a teaching day basis, the steps to calculate the total amount due to the employee would be the same. The difference would be that the first month would be paid at the normal percentage and the second month would have an adjusted percentage. For example, if the previous employee had worked from 3/26/Y2 to 5/13/Y2, he would still be due pay for 35 days. The difference would be that he would be due pay for April and May and the month of May would be adjusted.

The EAPP screen below shows how the appointment and distribution should be set up on the EDB in order to correctly pay an employee paid on a teaching day basis who is leaving prior to the end of the quarter.

PPEAPP0-E0907                 EDB Entry/Update           AHIR 06/19/YY 14:47:21
                          Appointments/Distributions           Userid:  ABCDE   
 ID: 602614674 Name: BRUIN,JOE COLLEGE                             Pri Pay:       
        PAF Gen No:                                                  Pg 01 of 01
 Appt   Actions  Pgm Typ Bas Pd Ovr   Appt Begin  Appt End Dur Dept             
  10                  5  09     09      0401Y2     0531Y2                       
 Title                              Grade %Full F/V Ann/Hr Rate  Rt Sch Time Lv 
 1102 VISITING PROFESSOR                  0.50   F               A  MO   E   N  
                                                                                
 Dist  Actions  L  Acct  CC Fund  Proj   S                           FTE  Dis % 
  11            4 660500    19900        0   ACCOUNTING SERVICES          0.5000
       Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP           
       0401Y2     0430Y2               3225.00     REG                          
                                                                                
 Dist  Actions  L  Acct  CC Fund  Proj   S                           FTE  Dis % 
  12            4 660500    19900        0   ACCOUNTING SERVICES          0.4052
       Pay Begin  Pay End  Step  O/A  Rate/Amount  DOS  PRQ  DUC  WSP           
       0501Y2     0531Y2               3225.00     REG                          
                                                                                
 Next Func:      ID:           Name:                            SSN:            
 U0001  Input accepted                                                          
 ===>                                                                           
 PF:  1-Help      2-Jump                              5-Cancel                  
 PF:                          9-Update   10-PrevFunc 11-NextFunc


Once again comments should be entered prior to the final update. For this example, the comments screen is displayed below:

UCECOM0-E0863               PostAuth Notification             06/19/YY 14:53:00
                                 Comments Entry                Userid:  ABCDE   
                                                                   Page 01 of 01
 App: EDB Tran: AHIR  Userid: ABCDE     Date: 06/19/YY  Time: 14:33:25          
 PER - HIRE (MULTIPLE)                   602614674 BRUIN, JOE COLLEGE           
 Description of Content:                                                        
                                                                                
                                                                                
 ---------------------------------- Comments -----------------------------------
 ABCDE      Appoint on a Teaching Day Basis to teach Star Gazing 101 replacing  
            Professor Tycho Bache who is ill.  Professor Tycho Bache is expected
            to return on May 14, YYY2. The employee is to be paid on a teaching 
            day basis.  The Actual period of service is 3/26/Y2 to 5/13/Y2.     
                                                                                
            3225.00 x .50 = 1612.50 x 3 = 4837.50.                              
                                                                                
            4837.50/58 days = 83.41 x 35 = 2919.35 which is the total amount    
            due to this employee for the spring quarter.                        
                                                                                
 Next Func:                                                                     
                                                                                
 ===>                                                                           
  F:  1-Help                  3-Return                                          
  F:                          9-Update   10-NotfPrep 11-Detail
 

GENERAL CAMPUS YYY1-Y2 TEACHING DAYS SERVICE
FALL QUARTER SERVICE PERIOD 9/22/Y1 - 12/12/Y1

(TEACHING DAYS = 58)

September 7 days
October 23
November 20
December     8
Total days 58

Pay Period 7/1/Y1-10/31/Y1
for 1/12th payments

Pay Period 10/1/Y1-12/31/Y1 for 1/9th payments
WINTER QUARTER SERVICE PERIOD 1/2/Y2-3/21/Y2
(TEACHING DAYS = 58)
January 18 days
February 20
March    20
Total days 58

Pay Period 11/1/Y1-2/28/Y2
for 1/12th payments

Pay Period 1/1/Y2-3/31/Y2
for 1/9th payments
SPRING QUARTER SERVICE PERIOD 3/26/Y2-6/13/Y2
(TEACHING DAYS = 58)
April 22 days
May 21
June    15
Total days 58

Pay Period 3/1/Y2-6/30/Y2
for 1/12th payments

Pay Period 4/1/Y2-6/30/Y2
for 1/9th payments
LAW SCHOOL YYY1-Y2 TEACHING DAYS SERVICE
FALL SEMESTER SERVICE PERIOD 8/21/Y1-12/19/Y1
(TEACHING DAYS = 86)
August 7 days
September 22
October 22
November 20
December    15
Total days 86
Pay Period 7/1/Y1-12/31/Y1
for 1/12th payments
SPRING SEMESTER SERVICE PERIOD 1/7/Y2-5/22/Y2
(TEACHING DAYS = 98)
January 18 days
February 20
March    22
April 22
May   16
Total days 98
Pay Period 1/1/Y2-6/30/Y2
for 1/12th payments
MEDICAL SCHOOLS YYY1-Y2 TEACHING DAYS SERVICE **
FALL SEMESTER SERVICE PERIOD 8/4/Y1-12/13/Y1
(TEACHING DAYS = 95)
August 20 days
September 21
October 23
November 21
December    10
Total days 95
Pay Period 7/1/Y1-12/31/Y1
for 1/12th payments
SPRING SEMESTER SERVICE PERIOD 1/2/Y2-6/12/Y2
(TEACHING DAYS = 97)
January 22 days
February 20
March 21
April 22
May      
Total days 97
Pay Period 1/1/Y2-6/30/Y2
for 1/12th payments


**
The Law & Medical School dates are subject to change.


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