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

D7.0 EDB STAFF ACTIONS - STAFF RENEWAL OF APPOINTMENT/REAPPOINTMENT BUNDLE


Use this bundle to extend the end date of an existing appointment with a predetermined end date without a break in service. The appointment end date of an employee in a 50 - 100% limited appointment can only be extended up to a period of one (1) day less than one (1) year.

Use this bundle to reestablish and extend an appointment that had a predetermined end date which was deleted during the monthly maintenance process.

When an employee's appointment is extended/renewed, the assumption is that the previous appointment data will be replicated and no other significant changes in employment conditions will occur. However, when an employee is in an appointment that is being extended, the extended appointment period combined with the existing employment period may provide the employee with additional benefits and entitlements. Listed below are things to consider when an employee's appointment is extended.

All fields that should be considered for data entry are listed. Many of the fields were fully defined in the New Hire bundle. Comments pertaining specifically to renewal of appointment 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
THE FOLLOWING WILL APPLY FOR EXISTING APPOINTMENTS AND DISTRIBUTIONS
Actions Enter the action code for renewal of appointment/reappointment. Refer to the Personnel Action Code chart.
Appt End Date If an existing appointment is present, enter the new appointment end date resulting from the renewal of the appointment. If the renewed appointment is intended to not have a predetermined end date, enter 999999. If the appointment type is limited and the appointment percent is 50 -100, the end date must be one (1) day less than one (1) year and the employee must not continue to work after this date without a break in service.
% Full Enter the appointment percent of full time for the extended appointment. The appointment percent of time and the appointment begin and end date must be consistent with the appointment type, e.g., limited and career.
Lv Enter a leave code applicable to the appointment conditions for the extended period combined with the existing appointment period.

For example: An existing appointment period is less than 6 months at 50-100% with a F leave code. If the combined appointment period is 6 months or longer at the same percent of time, the leave code should be changed based on the duration of employment, years of qualifying service, percent of time and Personnel Program.

Refer to Section F4.0 in the Payroll Time Reporting Manual for information on processing adjustments to accrual balances. Refer to the chart in Section D13.0 for guidelines in assigning the leave accrual code.
Dist % Enter the anticipated percent of time which is chargeable to the full accounting unit. The total distribution percent must equal the associated appointment percent.
Pay End Enter the date on which pay is expected to end for the extended appointment. If there is no predetermined end date, enter 999999. The pay end date cannot be later than the appointment end date.
THE FOLLOWING FIELDS SHOULD BE CONSIDERED FOR ENTRY IF THERE IS NO EXISTING APPOINTMENT AND DISTRIBUTION INFORMATION
ADD a new appointment
Actions Enter the action code for renewal of appointment/reappointment. Refer to the Personnel Action Code chart.
Typ Enter the appointment type code for the appointment that is being extended. The type should remain the same as for the previous appointment.
Bas Refer to the Data Information for Basis in the New Hire bundle Section D2.2.
Appt Begin Enter the same begin date as for the previous appointment as the intent is to extend the same appointment.
Appt End Enter the date on which the extended appointment is to end. If the extended appointment is to not have a predetermined end date, enter 999999. The appointment begin and end date (if any) and the percent of time must be consistent with the appointment type, e.g., limited or career. Refer to Section D2.2 for appointment type definitions.
Dur If the extended appointment has no predetermined end date, enter I. Otherwise, leave blank.
Title Enter the same title code as for the previous appointment as the intent is to extend the same appointment.
Grade Enter the same grade, if any, as for the previous appointment as the intent is to extend the same appointment.
% Full Enter the percent of full time for the extended appointment. The appointment percent and the appointment begin and end date must be consistent with the appointment type, e.g., limited or career. Refer to Section D2.2 for appointment type definitions. The total percent of the appointment should equal the percent of the associated distribution.
F/V If the extended appointment title is Exempt from the Fair Labor Standards Act (FLSA) according to the Title & Pay Plan, enter F. Otherwise, enter the code indicating whether the time worked in the extended appointment is fixed or variable.
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 extended appointment. The time code must be consistent with the S (Sub) field code on the associated distribution. For example, for Sub 1, the time code is R and the pay schedule is MO.
Lv Enter a leave code applicable to the appointment conditions for the extended period combined with the existing appointment period.

For example: An existing appointment period is less than 6 months at 50-100% with a F leave code. If the combined appointment period is 6 months or longer at the same percent of time, the leave code should be changed based on the duration of employment, years of qualifying service, percent of time and Personnel Program. Refer to Section F4.0 in the Payroll Time Reporting Manual for information on processing adjustments to accrual balances. Refer to the chart in Section D13.0 for guidelines in assigning the leave accrual code.
ADD a new distribution
Actions If actions are being processed at this level and are not derived, enter the appropriate action code. For example, if the full accounting unit is different from the previous distribution, enter 18 for funding change. 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 resulting from the extended appointment. The total distribution percent must equal the associated appointment.
Pay Begin Enter the begin date for which the salary begins for distribution.
Pay End If the extended appointment is considered to be indefinite with no predetermined end date, enter 999999. Otherwise, enter the date on which pay is expected to end due to account/fund activity.
Step Enter the same step as for the previous appointment as the intent is to extend the previous appointment.
Rate/Amount Enter the same hourly or monthly rate as for the previous appointment as the intent is to extend the previous appointment.
DOS Enter REG for regular pay distributions. Refer to the DOS code table for additional DOS codes appropriate for the type of pay for the distribution.
PRQ Refer to the Data Information in the New Hire bundle.
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.
Press Enter and then "F11" to advance to the next screen.
 

EPER - Personnel-Miscellaneous
Field Data Information
Assigned BELI If the extended appointment conditions combined with the previous appointment conditions qualifies for a reassignment of the existing Assigned BELI, enter the BELI code for which the appointment qualifies as a result of extended appointment. Otherwise, do not change the existing Assigned BELI code for the extended appointed. Refer to Benefits Section E4.0 for eligibility requirements.

Provide the employee with the appropriate forms to complete for enrollment in or cancellation from health and welfare plans applicable to the change in the appointment conditions. If the change in appointment conditions resulted in the employee being eligible to enroll in benefits, the employee must enroll within the Period of Initial Eligibility.

When the employee selects their choice of benefits, use the Benefits bundle (BENE) to update the EDB. If the change in appointment conditions resulted in the employee losing benefits, the employee must be provided with a COBRA packet and the benefits canceled.
BELI Status Qualifier
Primary
Date
Secondary
Date
Refer to the Data Information in the New Hire bundle, Section D2.2.
Press Enter and then "F11" to advance to the next screen.
 

ERET - Retirement Information
Field Data Information
Retirement System Code
FICA/Medicare Code
Data should not be entered into these fields. The system will derive the retirement and FICA codes based on the:
  • Citizenship Code
  • Visa Type Code
  • UC Student Status Code
  • Date of Hire
  • Retirement System Code
  • Number of Registered Units
  • Retirement/FICA Derivation Indicator
  • Appointment Begin Date
  • Appointment End Date
  • Title Code
  • Appointment Percent
  • Time Reporting Code
  • DOS Code
Retirement FICA Derive Indicate whether retirement system code and FICA eligibility code should automatically be derived by the system. Enter "Y" for yes or "N" for no.
DCP Plan Code Enter the DCP Plan Code that represents the plan to which the employee wants his/her contributions directed.
Refer to Benefits Section E2.0 for detailed information
regarding coding of the fields listed above.
Voluntary Contributions
Deduction Num
Description
Amount/Percent
Effective Date
Refer to Benefits Section E3.0.
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 "F11" to advance to the next screen.

 

EALN - Alien Information
(Required only for Non-U.S. Citizens)
Field Data Information
IF ANY CHANGE WAS MADE TO THE EMPLOYEE'S CITIZENSHIP CODE ON THE EPD1 SCREEN, CHANGES MAY NEED TO BE PROCESSED ON THE ALIEN INFORMATION SCREEN AS WELL.  REFER TO GENERAL INFORMATION SECTION B2.0 FOR  DETAILED INFORMATION REGARDING ALIEN CODING.
Press Enter and then "F9" to update


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