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

D10.0 EDB STAFF ACTIONS - SEPARATION BUNDLE


When an employee terminates all University employment, the EDB preparer must always process the separation in a timely manner using the separation bundle. The separation must be processed even when an employee is going to be rehired immediately following a separation. The Campus or Healthcare Human Resources Employee Relations Office must be consulted prior to entry of employee terminations other than voluntary resignations to ensure that all procedural requirements have been met.

Refer to General Information, Section B12 - Employee Separations for important general information that applies to all University separations. 

All fields that should be considered for data entry are listed below.

ESEP - Separation Data
Field Data Information
Last Day on Pay Status Enter the last day the employee is to receive compensation for time worked or on paid leave. All salary terminates on this day and is normally the last day the employee is at work. The last day worked is entered on the Unemployment Insurance Termination Report form (U5602).
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 employee who is on a leave of absence without pay and decides not to return to work. The separation date would then be the date the employee notifies the department of his/her decision to resign.  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 the separation. The reasons for separation are also contained on the Unemployment Insurance Termination Report form (U5602). The reason code entered in this field must be the same as the reason code checked off on the Unemployment Insurance Termination Report form. This form MUST be completed and sent to Payroll Services.
Destination Enter the code that represents the employee's destination following UC employment.
Future Institution Code USED FOR ACADEMIC SEPARATIONS ONLY - This field is not completed for Staff Separations.
Intercampus Transfer This field is used only when the employee is transferring to another UC campus and there is no break-in-service. Enter the Personnel Action Code that will establish the action as an intercampus transfer. For example, Personnel Action Code 21 is Intercampus Transfer. Refer to the General Information Section B9 for outgoing transfers from UCLA to another UC campus or laboratory.
Anticipated Retire Date This is a display only field and is maintained by the central HR Benefits Office.  It is the potential date on which an employee’s retirement is effective.
Press Enter and then "F11" to advance to the next screen.

 

EAPP - Appointments/Distributions
Field Data Information
Appt End Date Enter the date on which the employee's appointment ends. This date is generally the date that is entered as the Separation Date on the ESEP screen. However, if the existing appointment begin date is later than the proposed appointment end date, delete the appointment by using the DELETE command.

Follow the same procedure for all current appointments.
Dur For indefinite appointments, enter an asterisk (*) to delete the "I" from this field.
Dist Pay End Date Enter the date on which all payment should end. This is generally the same date as the Last Day on Pay on the ESEP screen. However, if the existing distribution end date is later than the proposed distribution end date, delete the distribution by using the DELETE command.

Follow the same procedure for all remaining distributions.
Press Enter and then "F11" to advance to the next screen.

 

EPER - Personnel-Miscellaneous
Field Data Information
Next Salary Review Date
Next Salary Review Type
Merit Increase Percent
Enter an asterisk (*) to delete data from these fields.
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 Payment, the contributions will NOT be deducted from the employee's Final Payment. Therefore, if the employee wishes to have these contributions taken from the Final Payment, this step should be omitted from the separation process. After the Final Payment 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 permanent address has changed, complete permanent address information.
Refer to General Information Section B6.0
Press Enter and then "F9" to begin the update process

 

Post Authorization Notification
Comments  Entry Screen

EDB preparers for the UCLA Medical Center need to include a statement in the comments section regarding the circumstances of the separation to notify Medical Center Payroll of one of the following:

  1. The employee is being discharged by the department on (date), or
  2. The employee resigned effective (date) and has given 72 hours or more notice, or
  3. The employee resigned effective (date) and has not given 72 hours notice.
Leave records and final payment for UCLA Medical Center employees are processed by the Medical Center Payroll Office. The PANs produced from the EDB transaction will trigger the process for final payments.
Press Enter and then press "F10" to add additional recipients of the PAN

 

Post Authorization Notification
Notification Preparation Screen
The EDB preparer should add the PTR preparer as a recipient of the PAN and make sure that the PTR preparer is going to request a rush check for the payment of the final hours and TVP.

NOTE: This is not necessary for Medical Center employees since Medical Center Payroll will process the final payment for the employee and request the rush check based on the comments entered on the previous screen.
Press Enter and then press "F9" to complete the action and update the EDB 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 C9, Academic Separations
  4. PTR Manual, Section E16, Calculating Final Pay for Terminating Employees
  5. PTR Manual, Section F4.7,  Vacation Pay for Separating Employees


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