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 D - STAFF ACTIONS

D4.0 EDB STAFF ACTIONS - STAFF PROMOTION/LATERAL TRANSFER/DEMOTION/RECLASSIFICATION BUNDLE


Use this bundle to process a promotion, lateral transfer, or demotion for a career, limited, casual/restricted, per diem, or contract employee. Career promotions, lateral transfers, and demotions between departments require completion of the Employment Process described in the Section D2.1. Career promotions within a department also require completion of the employment process.

Use this bundle to process an upward, downward or lateral reclassification. The reclassification process occurs when the overall duties of a position change substantially. The supervisor should submit a request for reclassification to the next level of management who, if in agreement, will normally submit the request to the Compensation Unit in Campus or Healthcare Human Resources for review. The following information must accompany a request for reclassification:

If the request for reclassification has been submitted to Campus or Healthcare Human Resources with the appropriate documentation, Compensation will review the job description to determine whether the position should be reclassified. Compensation will then notify the supervisor and the Department Head whether the request has been approved or denied. For approved reclassifications, a notice of approval will be sent as the authorization to process the reclassification and will include the new classification and title code, grade or step, salary, effective date, and any changes to the bargaining unit and employee relations code resulting from the reclassification. Reclassifications should not be entered into the EDB until notice of approval is received.

All fields that should be considered for data entry are listed. Many fields were fully defined in the New Hire bundle. Comments pertaining specifically to the personnel actions described above are included below. Always review existing appointment(s) and distribution(s) and update the data as necessary. Add new appointments and distributions as necessary to complete the transaction.

EAPP - Appointments/Distributions
Field Data Information
EXISTING Appointment and Distribution(s)
Appt End Before a new appointment is added to reflect a personnel action associated with this bundle, the existing appointment(s) must be ended on a date prior to the proposed begin date of the personnel action. If the existing appointment(s) begin date is later than the proposed appointment end date, the existing appointment(s) should be deleted.
Dur For indefinite appointments, enter an asterisk (*) to delete the "I" from this field.
Dist Pay End Before a new distribution is added, the existing distribution(s) must be ended on a date prior to the proposed begin date of the new distribution. If the existing distribution(s) begin date is later than the proposed distribution end date, the existing distribution(s) should be deleted.
ADD or COPY a new appointment(s)
Actions Enter the action code that is associated with the bundle.

Refer to the Personnel Action Code chart for any other personnel action codes that must be entered at the appointment level.
Typ Enter the code representing the employee's appointment type status associated with the appointment.

Refer to the Data Information on Type in the New Hire bundle, Section D2.2 for the definitions of appointment type.
Bas Refer to the Data Information for Basis in the New Hire bundle Section D2.2.
Appt Begin Enter the date on which the personnel action is effective.
Appt End For indefinite appointments enter 999999. Otherwise, enter the date on which the appointment is expected to end.  Review all remaining appointment and distribution information to be sure it is consistent with the appointment type. Refer to Data Information on Type in Section D2.2 for definitions.
Dur Enter an I for appointments that are considered to be indefinite with no predetermined end date. Leave blank for appointments with predetermined end dates.  The appointment begin and end dates and appointment percent of time must be consistent with the appointment type. Refer to the Data Information on Type in the New Hire bundle Section D2.2 for definition of career and limited appointments.
Title Enter the title code resulting from the personnel action being processed. Refer to the Staff Title & Pay Plan.
Grade Enter the new grade if appropriate. Otherwise, leave blank.
% Full Enter the percent of time expected to be worked in the appointment.
F/V Enter the code representing whether the amount of time to be worked in the appointment is fixed or variable. If the title is Exempt from the Fair Labor Standards Act (FLSA) according to the Title & Pay Plan, the code must be F. If the code in the S (Sub) field is 1, the code must be F.
Rt Enter the code that represents whether the rate of pay for the distribution is monthly, hourly, or by-agreement.
Sch Enter a pay schedule code that will be consistent with all appointments as an employee can only have one (1) pay schedule.
Time Enter a time code that represents the method of reporting time for the appointment. The time code must be consistent with the S (Sub) field on the associated distribution. For example, for Sub 1, the time code is R and the pay schedule code is MO.
Lv If the personnel action resulted in the employee being in a different personnel program, enter the leave code applicable to the years of service, duration of appointment and personnel program. Refer to Section D13.0 for the chart on assigning the leave accrual code.
ADD or COPY a new distribution(s)
Actions If the salary increase granted for the personnel action code entered on the appointment included an exceptional, equity or exception to pay policy increase, enter action code 42.

If other actions are being processed at the distribution level that are not derived, enter the action codes as applicable. Refer to the Personnel Action Code chart.
L/Acct/CC/Fund/Proj/S Enter the full accounting unit for the distribution.
Dis % Enter the anticipated percent of time which is chargeable to the full accounting unit. The distribution percent should equal the associated appointment percent.
Pay Begin Enter the date on which the salary for the personnel action begins.
Pay End For indefinite distributions enter 999999. Otherwise, enter the day on which pay is expected to end due to account/fund activity.
Step Enter the new step resulting from the personnel action if appropriate. If you copied from an existing distribution and no step is needed for the new distribution, enter an asterisk (*) to delete any existing step.
O/A Refer to the Data Information on O/A in the New Hire bundle section. If this field contains a code of "R" or "T" and the condition no longer applies enter an asterisk (*) to delete the code.
Rate/Amount Enter the monthly or hourly rate reflecting the salary increase for the personnel action specific to this bundle.
DOS Enter REG for an active distribution and RES for a distribution that is temporarily in suspense.

Refer to the DOS code table.
PRQ Use this field only if an employee is to have a perquisite deducted from total compensation, i.e., for meals or room. Departments must receive approval from Campus or Healthcare Human Resources to establish perquisites.
WSP If the employee's pay is partially funded by the Work Study Program, enter the code that represents the type of work study program. Otherwise, leave blank. Refer to General Information Section B7.0 for Work Study Information.
Press Enter and then "F11" to advance to the next screen.

 

EPER - Personnel-Miscellaneous
Field Data Information
Employee Relations Code If the personnel action resulted in a change to the employee relations code, enter the new code. For a reclassification, refer to the notice of approval. For a promotion, transfer, or demotion, refer to the job requisition.

Refer to Section D14.0 for the codes, definitions and use.
Next Salary Review Date If the personnel action resulted in a change to the existing next salary review date, enter the new month and year (MMYY). If the employee is no longer eligible for a next salary review, enter an asterisk (*).

Refer to Section D16.0 for salary review guidelines.
Next Salary Review Type Enter the code that represents the type of salary increase for which the employee is next eligible. If the employee is no longer eligible for a next salary review, enter a code of 5. Refer to Section D16.0 for salary review guidelines.
Press Enter and then "F11" to advance to the next screen.
 

EADD - EMPLOYEE ADDRESS DATA
Field Data Information
Campus Address
Line 1, Line 2, City, State, Zip
Campus Phone
Mail Code
If the personnel action resulted in a transfer to a different department, enter the new on- or off-campus address information.  This is the address to which, among other mailings, the employee's Direct Deposit Advice statements will be sent.
Press Enter and then "F11" to advance to the next screen.
 

EPD1 - Employee Personal Data - 1
Field Data Information
Student Status Enter the code that represents the employee's current student status with the University of California.  University Extension does not apply.
No. of Reg. Units If employee is a registered student, enter the number of units for which the student is registered with the University of California.
Press Enter and then "F9" to update

 

FORMS THAT MAY NEED TO BE COMPLETED AND FORWARDED TO THE OFFICE OF RECORD

FORM NAME FORM NUMBER OFFICE OF RECORD
UCLA Staff Employment Offer Verification Notice, Copy of Employee's Resume, Employment Application or Staff Transfer Application
HR-Employment
UCLA Interview and Hire Record - Career Staff Employees Form A Department


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


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