PPS MANUAL

UCLA Payroll Services

A guide on the various databases, tables, reports and security features within the Personnel Payroll System (PPS).
PPS MANUAL, SECTION B - HISTORY DATA BASE

B3.0 USING IHIS


B3.1 Access

Access to employee records is based on the campus Organizational Hierarchy. Access is granted according to Department, Subdivision, Division or Organization code. If an employee’s historical record contains any appointment and distribution from a department to which a user has access, the user can view the employee’s entire historical record.

B3.2 Navigation

From the OASIS Main Menu, select the Personnel/Payroll System by entering PPP.

UCLA-AIS                           OASIS   MENU                        05/22/YY
 AISMENU                                                                14:41:42

         Use cursor to select application OR type Transaction ID: ppp_

             Student Information Systems                     (SIS )
             Financial Systems                               (FS00)
             Contract and Grant Information System           (GC00)
             Purchasing and Accounts Payable System          (AP00)
             Personnel/Payroll System                        (PPP )
             Events System                                   (EVM )
             UCLA ID System                                  (UIDS)
             DACSS/ASAP Distributed Access Systems           (DA01)
             Report Distribution System                      (RDS )
             Staffing List System                            (SLS )
             Administrative Cashiering System                (ACS )
            
                                                                                
                                                                                
                                                                                

                                                                                
 F1 Help  F3 Exit


From the Online Applications Main Menu, you may navigate to the Personnel History Reporting detail screens in two ways:

  1. a.  Enter IHIS in the Next Function field to display the Personnel History Reporting Menu.
UCMMNU0-M1325                Online Applications              05/22/YY 10:45:53
                                  Main Menu                    Userid:  ABCDE   
                                                                                
  ---- Employee Data Base ----             ------ PAN Subsystem -------         
   IEDB  Central Inquiry                    PSRV  PAN Services Menu             
   IDDB  Departmental Inquiry              -- Payroll Time Reporting --         
   EEDB  EDB Entry/Update                   ETHF  THF Entry/Update              
   IDOC  Employee Documents                 IDTC  Dept Time Collect             
  --- Payroll Audit Record ---              EDAT  Dept Adj Trans                
   IPAR  Inquiry                           ---- Abeyance Data Base ----         
   IPAY  Departmental Inquiry               SPCL  Special Processes             
  ---- History Data Base -----             ------ CSER Subsystem ------         
   IHDB  Record Inquiry/Update              EFCR  Encumbrance Entries           
   IHIS  Personnel History                 --- ID Number Subsystem ----         
   IHHR  History Documents                  EDEM  ID Numbers Main Menu          
                                           --- System Administration --         
                                            UCSA  Entry/Update                  
  -- Employment Verification                                                    
   IVER  Verification                                                           
 Next Func: ihis ID:           Name:                            SSN:            
                                                                                
 ===>                                                                           
  F:  1-Help      2-Jump                                                        
  F:                                                             12-Exit
  1. b.  Enter the desired Function Code and employee record key on the Personnel History Menu screen. (You may also specify an "As of Date", reporting in "Past to Present" order and "View Incorrect Records" as options before pressing <Enter>.)
UCFM140-M0967                 History Reporting               01/04/YY 11:16:56
                            Personnel History Menu             Userid:  ABCDE   
                                                                                
   HSUM Appointment Summary History      IHTX W-4/DE4 Selection Menu  
   HLOA Leave of Absence History                                                
   HADC Appt./Dist. History - Compact                                           
   HPER Personal Data History                                                   
   HSEP Separation History Data                                                 
   HWHO History Browse                                                          
   HLIC License & Certification Data                                            
   HHNR Academic Honors History                                                 
   HBKG Background Check History                                                
   HAWD Award Data History                                                      
   HSLA Sabbatical Accrual History                                              
   HSLV Sabbatical Leave History                                                
   HLOF Layoff Data History                                                     
   HADF APPT./DIST. HISTORY - FULL                                              
                                                                                
 Next Func: hsum ID: 400207451 Name:                            SSN:            
 As Of Date:        Past To Present:    View Incorrect Records:                 
                                                                                
 ===>                                                                           
  F:  1-Help                  3-PrevMenu                                        
  F:                          9-MainMenu                         12-Exit
  1. If you know the Function Code of the desired Personnel History Reporting detail screen, you may type it in the Function Code field of the Online Applications Main Menu, and enter an employee record key.
UCMMNU0-M1325                Online Applications              05/22/YY 10:45:53
                                  Main Menu                    Userid:  ABCDE   
                                                                                
  ---- Employee Data Base ----             ------ PAN Subsystem -------         
   IEDB  Central Inquiry                    PSRV  PAN Services Menu             
   IDDB  Departmental Inquiry              -- Payroll Time Reporting --         
   EEDB  EDB Entry/Update                   ETHF  THF Entry/Update              
   IDOC  Employee Documents                 IDTC  Dept Time Collect             
  --- Payroll Audit Record ---              EDAT  Dept Adj Trans                
   IPAR  Inquiry                           ---- Abeyance Data Base ----         
   IPAY  Departmental Inquiry               SPCL  Special Processes             
  ---- History Data Base -----             ------ CSER Subsystem ------         
   IHDB  Record Inquiry/Update              EFCR  Encumbrance Entries           
   IHIS  Personnel History                 --- ID Number Subsystem ----         
   IHHR  History Documents                  EDEM  ID Numbers Main Menu          
                                           --- System Administration --         
                                            UCSA  Entry/Update                  
  -- Employment Verification                                                    
   IVER  Verification                                                          
 Next Func: hadf ID:400207451  Name:                            SSN:            
                                                                                
 ===>                                                                           
  F:  1-Help      2-Jump                                                        
  F:                                                             12-Exit


B3.3 Screen Layout

All the detail screens in the Personnel History Reporting System have the same basic layout, and they are similar to the screens in EDB Entry/Update and EDB Inquiry.

Header Section

PPHADC0-I1287                 History Reporting               05/29/YY 14:33:11
Last Update: 05/08/YY   Appt./Dist. History - Compact         Userid:  ABCDE   
ID: 111222333 Name: DICKENS,CHARLIE                              PG 01 OF 01
Hm Dept: 356500 ACCOUNTING SERVICES         Status: Active            ITR: 001 
  1. PPHADC0-I0993 - The screen identifier:
  2. History Reporting - The system title.
  3. 05/29/01 14:33:11 - The current system date and time.
  4. Last Update - The date of the last update of the selected employee’s record (not necessarily the data elements on the displayed screen) in the History Data Base.
  5. Appt./Dist. History - Compact - The screen title.
  6. Userid - The logon ID of the user who accessed the system.
  7. ID - The employee ID number of the employee whose record is displayed.
  8. Name - The employee’s name.
  9. PG xx OF xx - The current "page" number and the total number of "pages" or screens the user will have to scroll through to view all the data for the screen.
  10. Hm Dept - The current home department for active employees or the most recent home department for inactive or separated employees.
  11. Status - The current employment status of the employee (e.g., active, inactive, leave, separated).
  12. ITR -The iteration number of the record. This number is a reference key for records having the same employee ID number. The iteration for most employees will be 001. If the Iteration number is 002 or greater, this means that multiple history records exist for that employee ID number.

    For example, in the past, the same employee number may have been assigned to two separate employees -- one who has separated and one who is active. Occasionally, the same employee will have two separate records in the History Data Base with the same employee number. When there are multiple records with identical ID numbers, the system will always automatically display the record with the highest iteration number. The user should select the HWHO browse screen to see a list of the multiple iterations of the ID#.

Footer Section

 Next Func:      ID:           Name:                            SSN:          
 As Of Date:        Past To Present:     View Incorrect Records:
 ===>                                      
 F: 1-Help      2-Browse    3-PrevMenu 
 F: 		8-Forward   9-Main Menu                 	12-Exit
  1. Next Func - The Next Function field. The user may enter a 4 character function code in this field to select a screen.
  2. Employee Record Key - The user may enter a value in any one of these fields to select an employee record:
  3. As Of Date - The user may enter any valid date (entered as 010105 for January 1, 2005) and the system will locate the history row closest to but not later than that date. If this field is left blank, the system will display records for the selected employee in chronological order of the last update from most recent to oldest.
  4. Past to Present - This option changes the order in which history records are displayed. If this field is left blank, the system will display history records with the most recent data first. Entering a "Y" in the field will cause the oldest history records to be displayed first. When scrolling to an earlier or later screen within a multiple screen set, the past-to-present flag remains set and will be retained for each subsequent history search until the field value is changed or deleted.
  5. View Incorrect Records - There is a process by which a user can flag a record as incorrect in the HDB. (Refer to Section 2.4 for a description of how to set an incorrect flag.) Records which have been flagged as "incorrect" in the HDB are normally excluded from being displayed on the Personnel History Reporting System screens.

    If the user wishes to view all records for an employee, including those which have been flagged as being incorrect, a "Y" must be entered in this field. When scrolling to an earlier or later screen within a multiple screen set, the "view incorrect records" flag remains set and will be retained for each subsequent history search until the field value is changed or deleted.

    Note:
    On the HPER Personal History Data screen, which is comprised of data from three different history tables, if incorrect history records are included, the data fields from the incorrect record are filled with asterisks. The other data which comes from other history tables will be displayed.
  6. ===> - The command line may be used to enter Function Key numbers if a keyboard does not have function keys. This area may also be used to enter a Function Code.
  7. F: (Function keys) - This section of the footer displays the function keys that are active for a particular screen. The function keys available in IHIS are:
    ● F1 - Help F1 invokes either screen level help or field level help depending on the position of the cursor on the screen. Field level help is provided for header and footer fields and for fields in the detail portions of the screens.
    ● F2 - Browse F2 invokes the HWHO Browse screen from the employee record detail screens. The Browse screen lists all employee records contained in the system.  (Refer to B3.4 for detailed information on the Browse Screen.)
    ● F2 - Jump F2 invokes the jump command on Menu screens and the Browse screen. It is used to move the cursor from its position on the body of the screen to the Next Function field. It will also move the cursor from any field in the footer to the last position it occupied in the body of the screen or to the first record in the body of the screen.
    ● F3 - PrevMenu F3 is used to return to the last menu that was displayed.
    ● F7 - Backward F7 is used to scroll back to display the previous "page" of data when there are multiple pages of related data.
    ● F8 - Forward F8 is used to scroll ahead to display the next "page" of data when there are multiple pages of related data.
    ● F9 - MainMenu F9 is used to return to the Online Applications Main Menu for the Personnel/Payroll System.
    ● F12 - Exit F12 is used to exit the Personnel History Reporting System and return to the OASIS Menu.

B3.4 HWHO Browse Screen

Regardless of the screen selection method used to access an IHIS screen, if a non-unique or incomplete employee record key is entered, the HWHO Browse screen will be displayed to assist in the selection of the correct employee record. To select a record from the Browse screen, be sure the desired Function Code is entered in the Next Function field, place the cursor to the left of the desired employee record and press the Enter key.

PPHWHO0-I1105                 History Reporting               05/23/YY 15:22:42
                                 History Browse                Userid:  ABCDE
 Entered: ID:           Name: JONES,SAM                                     
   ID        ITR# NAME                              STAT Department      Arch Dt
   900517500 001  JONES,SAM                              <      >              
 __900517500 002  JONES,SAM                           A  STUDENT HEALTH        
   000754124 001  JONES,SAMANTHA M                    S  OFC STU DISABIL       
   100890385 001  JONES,SAMUEL DAVID                     <      >              
   100890385 002  JONES,SAMUEL DAVID                  I  CHEM & BIOCHEM        
   901102312 001  JONES,SAUL V                        A  <165500>              
   201102332 001  JONES,SCOTT                            <      >              
   201102332 002  JONES,SCOTT                         S  PHARMACOLOGY          
   900773909 001  JONES,SHANETTA T                    S  LAW                   
   701102362 001  JONES,SHARI A                       A  MC-ENVIRON-MP         
   902619395 001  JONES,SHARLENE                      A  INTERCOLL ATHL        
   500869648 001  JONES,SHARON                           <      >              
   500869648 002  JONES,SHARON                        I  OFC INSTRUC DEV       
   501102393 002  JONES,SHARON T                      A  NURSING               
 Next Func: HADF ID:           Name:                            SSN:           
 As Of Date:        Past To Present:    View Incorrect Records:                
                                                                               
 ===>                                                                          
  F:  1-Help      2-Jump      3-PrevMenu                                       
  F:  7-Backward  8-Forward   9-MainMenu                         12-Exit


The HWHO screen data will be presented in alphabetical order by employee name, as shown above, if it is invoked due to an incomplete or non-unique name. When the HWHO screen is selected by pressing F2-Browse from the detail screen of an employee record, the list of employee records will be presented in numerical order by Employee ID. When the HWHO screen is invoked due to an incomplete or non-unique social security number, the data will be presented in numerical order by social security number.

B3.5 Employee History Detail Screens

The following describes all the detail screens in the Personnel Reporting History System.

HSUM - Appointment Summary History

PPHSUM0-I1304                 History Reporting               05/22/YY 16:10:05
 Last Update: 05/08/YY    Appointment Summary History          Userid:  ABCDE   
 ID: 400285596 Name: GRANT,KERRY                                   PG 01 OF 02
 Hm Dept: 356500 ACCOUNTING SERVICES         Status: Active            ITR: 001 
 Most Recent Hire Date: 06/17/94          Separation Date:                      
 Appt                                    Step  Annual/        Begin    End      
  No  Title Title Name                   Grade Hourly Rt  %   Date     Date     
      Last Action     Pers Prog/Appt Type/FLSA     Appt Dept            SubL   
   1* 7242  ANALYST, ADMINISTRATIVE, SR    4     39504.00 100 05/01/95 99/99/99 
                       A&PS     /Career             ACCOUNTING SERV             
                                                                                
   2  7242  ANALYST, ADMINISTRATIVE, SR    4      18.1000 100 08/23/94 04/30/95 
      Renewal          A&PS     /Casual             ACCOUNTING SERV             
                                                                                
   3  4722  _____ASSISTANT III                    13.8200 100 06/17/94 09/17/94 
                       Staff    /Casual             <340100>                    
                                                                                
                                                                                
 Next Func:      ID:           Name:                            SSN:            
 As Of Date:        Past To Present:    View Incorrect Records:                 
                                                                                
 ===>                                                                           
  F:  1-Help      2-Browse    3-PrevMenu                                        
  F:              8-Forward   9-MainMenu                         12-Exit


The HSUM Appointment Summary screen presents a condensed version of appointment data that has been recorded in the History Data Base. Unlike the EDB Inquiry representation of appointments where multiple appointments may be required in order to record the corresponding distributions, appointments on the HSUM screen are collapsed so that only one appointment is presented. The data on this screen comes from the Appointments (IAPN) and Actions (IATN) tables in history (IHDB).

A new appointment is created on this screen based on a change to one of the following key elements:

An appointment which is considered current, and should also exist on the EDB, is flagged with an asterisk next to the appointment number.  Note:   The appointment numbers listed on the HSUM screen do not correspond to the appointment numbers on the EDB.

Most data on the HSUM screen is translated so that the user does not have to know the definitions of PPS codes; for example, the Personnel Program codes are translated as A&PS and Staff in the above screen sample. In cases where a translation cannot be obtained from a current system translation table, e.g. the home department table, the data is presented enclosed in brackets. Note that the third appointment in the sample displays bracketed data under the Appointment Department heading.

HLOA - Leave of Absence History

PPHLOA0-I1105                 History Reporting               05/23/YY 16:50:40
Last Update: 05/08/YY      Leave of Absence History           Userid:  ABCDE   
ID: 200557380 Name: ALCOTT,LOUISA M                                 
Hm Dept: 356500 ACCOUNTING SERVICES         Status: Active            ITR: 002 
                                                                               
Leave    Leave   Leave Leave      TUC/  Primary                  Home          
Begin    Return   Type Reason     EREP    Title                  Department    
05/02/95 08/01/95                                                              
             Change in Leave Return Date                                       
05/02/95 08/28/95 LWOP Childbearing                              ACCOUNTING SER
                                  CX/C     4724  _____ASSISTANT I              
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
Next Func:      ID:           Name:                            SSN:            
As Of Date:        Past To Present:    View Incorrect Records:                 
                                                                               
===>                                                                           
 F:  1-Help      2-Browse    3-PrevMenu                                        
 F:                          9-MainMenu                         12-Exit


The HLOA Leave of Absence screen displays all leave data which has been recorded for an employee in History. The data on this screen comes from the Leave of Absence (ILEV) and Actions (IAPN) tables in history (IHDB).

When EDB Entry/Update was first installed, the system did not contain edits that required a leave type or an action code to be entered, and consequently some of the early leave data in history does not reflect a Leave Reason or a Leave Type.

If the Leave Type is "Change in Leave Return Date", only the Leave Type and the Leave Begin and End Dates will be displayed. The system will not repeat data from the original leave entry in the remaining fields because the original entry is displayed below. Note also that if the first leave record captured for an employee when history was initially loaded was a change in leave return date, a lone return date may be displayed on the screen without any other associated data.

HADC - Appointment/Distribution (Compact)

PPHADC0-I0993                 History Reporting               01/17/YY 15:30:16
 Last Update: 01/08/YY   Appt./Dist. History - Compact         Userid:  ABCDE   
 ID: 400292154 Name: EINSTEIN,AL                                   PG 01 OF 08
 Hm Dept: 100000                             Status: Active            ITR: 001 
 Most Recent Hire Dt: 01/01/81  Separation Dt:           EREP/EUC: C FX         
 Appt   1* Title: 3200 RESEARCH _____ - 11-MONTHS    Academic /Academic Grd:    
         Begin Dt: 07/01/08  Ann/Hr Rt:   73000.00 Rt: A  %: 1.0000 Variable    
         End Dt  : 06/30/10 Sched: MO LV: D Tuc/Sh/Rep: FX/ /C Bas/Pd Ovr: 11/12
         Dur:                           Dept: 100000  Physics                   
 Sub-location                                              Tot Dis/Rem: 17/10   
 Dis  Fte  Dis %   Pay Beg  Pay End   Rate/Amt  Dos Step OA Prq D  W Action       
  1*  0.00 0.2500  10/01/08 06/30/10    6083.33 REG 3                28           
  2*  0.00 0.7500  10/01/08 06/30/10    6083.33 REG 3                28           
  3   0.00 0.7500  07/01/08 09/30/09    5991.67 REG 3                28           
  4   0.00 0.7500  07/01/08 06/30/10    5991.67 REG 3                46           
  5   0.00 0.2500  01/01/08 09/30/09    5991.67 REG 3                28           
  6   0.00 0.2500  01/01/08 06/30/09    5991.67 REG 3                           
  7   0.00 0.2500  01/01/08 06/30/10    5991.67 REG 3                           
 Next Func:      ID:           Name:                            SSN:            
 As Of Date:        Past To Present:    View Incorrect Records:                 
                                                                                
 ===>                                                                           
  F:  1-Help      2-Browse    3-PrevMenu                                        
  F:              8-Forward   9-MainMenu                         12-Exit


The HADC screen displays historical information summarizing appointment and distribution information for an employee. It is "compact" in that the full accounting unit for the distributions is not shown in order to permit display of one distribution per line. Up to 7 distributions are displayed on one screen.

On the right hand side of the screen, above the distribution data, is the field "Tot Dis/Rem" which displays the total number of distributions associated with the appointment and the total number of distributions remaining to be viewed by scrolling to additional screens. The data on this screen comes from the Appointment (IAPN), Distribution (IDST) and Action (IATN) tables in history (IHDB).

Appointment data is displayed in the same manner as the HSUM screen. A new appointment is displayed on this screen based on a change to one of the following key elements:

Distributions are selected for display under a corresponding appointment if the begin and end dates of the distribution fall within the boundaries of the appointment begin and end dates. A new distribution is created on this screen based on a change to one of the following key elements (even if the element is not displayed on the screen):

Appointments and distributions which are considered active are flagged with an asterisk.  Note:  The appointment and distribution numbers listed on the HADC screen do not correspond to the appointment numbers on the EDB.

HADF - Appointment/Distribution (Full)

PPHADF0-I0993                 History Reporting               02/09/YY 19:30:26
Last Update: 02/05/YY     APPT./DIST. HISTORY - FULL          Userid:  ABCDE   
ID: 501769015 Name: WAINE,DUKE JON                                  PG 01 OF 05
Hm Dept: 356500 ACCOUNTING SERVICES         Status: Active            ITR: 001 
Most Recent Hire Dt: 01/09/89  Separation Dt:           EREP/EUC: S 99         
Appt   1* Title: 7242 ANALYST, ADMINISTRATIVE, SR   A&PS     /Career   Grd: 4  
        Begin Dt: 10/01/89  Ann/Hr Rt:   48360.00 Rt: A  %: 1.0000 Fixed       
        End Dt  : 99/99/99 Sched: MO LV: B Tuc/Sh/Rep: 99/ /S Bas/Pd Ovr: 00/00
        Dur: Indefinite                Dept: 356500 ACCOUNTING SERV            
Sub-location                                              Tot Dis/Rem: 15/12   
Dis  Fte  Dis %   Pay Beg  Pay End   Rate/Amt  Dos Step OA Prq D  W Action       
      Loc-Account-Cost Ctr-Fund-Proj Cd-Sub                                    
 1*  0.00 1.0000  10/01/07 09/30/08    4030.00 RES                  27           
       4  660525           19900         1  ACCOUNTING SERVICES        
 2*  0.00 0.6000  10/01/07 09/30/08    4030.00 REG                  27           
       4  660525           19900         1  ACCOUNTING SERVICES        
 3   0.00 1.0000  10/01/07 09/30/08    3860.00 RES                             
       4  660525           19900         1  ACCOUNTING SERVICES        
Next Func:      ID:           Name:                            SSN:            
As Of Date:        Past To Present:    View Incorrect Records:                 
                                                                               
===>                                                                           
 F:  1-Help      2-Browse    3-PrevMenu                                        
 F:              8-Forward   9-MainMenu                         12-Exit


The HADF screen displays historical information summarizing appointment and distribution data for an employee. It is different from the HADC screen in that it displays the full accounting unit (FAU) associated with each distribution. Because of the FAU, only 3 distributions may be displayed on one screen.

A new appointment is displayed on this screen based on a change to one of the following key elements:

Distributions are selected for display under a corresponding appointment if the begin and end dates of the distribution fall within the boundaries of the appointment begin and end dates. A new distribution is created on this screen based on a change to one of the following key elements:

Appointments and distributions which are considered active are flagged with an asterisk. Note:  The appointment and distribution numbers listed on the HADF screen do not correspond to the appointment numbers on the EDB.

HPER - Personal Data

PPHPER0-I1474                 History Reporting               05/21/YY 19:34:26
 Last Update: 05/06/YY       Personal Data History             Userid:  ABCDE   
 ID: 601872159 Name: KLINE,PATSI K                                 PG 00 OF 01
 Hm Dept: 119000 POLITICAL SCIENCE           Status: Separated         ITR: 002 
 Most Recent Hire : 04/01/92    Prob Per End Dt:           Sep Dt  : 04/02/03   
 Original Hire    :             Emp Ser Credit :           Last Day: 04/02/03   
 Oath Signature Dt:                       From :           Sep Rea : I4         
 I-9 Date         : 12/15/94    Prior UC/ST Service:       EREP/ESH/EDUC: C/ /  
 Citizen: C  Visa :             BELI: ? 08/01/95           EREL/EUC: E/99       
 Student Status   : 4           Ret/FICA       : N/N                            
 Sex: F   Ethnic  : F           Ret FICA Derive:           Educ Level    : B    
 Veteran Status   : N/ /N 01/01 Date Of Birth : 01/17/66   Educ Level Yr : 88   
 Disabled Status  :                                                             
 Primary Title: 2310 TEACHING ASSISTANT - GSHIP                                 
 Job Group ID :  426                                                            
 Perm Addr: 37 NASHVILLE ST                                                     
                                                                                
            VENICE                CA 90291                                      
 Next Func:      ID:           Name:                            SSN:            
 As Of Date:        Past To Present:    View Incorrect Records:                 
                                                                                
 ===>                                                                           
  F:  1-Help      2-Browse    3-PrevMenu                                        
  F:              8-Forward   9-MainMenu                         12-Exit


The Personal Data history screen is designed to display an assortment of general data for an employee. Data for this screen comes from several different history (IHDB) tables: Basic Info (IBA1 and IBA2), Benefits (IBN1), and Collective Bargaining (ICBG). A change to the following fields on this screen will trigger a new screen being displayed:

If a history record has been flagged on one of the IHDB screens as being incorrect, the data from that record will not be displayed on the HPER screen. Instead, all asterisks will be displayed in the field containing the incorrect record. To view the incorrect data, enter a Y in the View Incorrect Records field and press Enter.

Two fields shown on the HPER screen, the I-9 Date and Prior UC/ST Service, are not being captured in history as of this writing. If a current value exists on the EDB for either of these fields, that value will be displayed on HPER.

HSEP - Separation History Data

PPHSEP0-I1105                 History Reporting               05/23/YY 19:37:4
 Last Update: 05/08/YY      Separation History Data            Userid:  ABCDE  
 ID: 5002348723 Name: FERRERA,JOE M                                  
 Hm Dept: 317000 ON CAMPUS HOUSING           Status: Active            ITR: 001
                                                                               
 Separation Date:       01/01/94   Reason: I4 Inactive 4 Months                
 Last Day On Pay:       01/01/94   Primary TC: 5117 CUSTODIAN                  
 Most Recent Hire Dt:   06/25/93   Home Dept:  317000 ON CAMPUS HSG            
 Term Vac Paid:                                                                
 Term Sick Bal:                                                                
 Term Comp Paid:                   Future Inst:                                
                                                                               
 Separation Date:       09/17/93   Reason: CB Term. of Casual Empl             
 Last Day On Pay:       08/06/93   Primary TC: 5117 CUSTODIAN                  
 Most Recent Hire Dt:   06/25/93   Home Dept:  317000 ON CAMPUS HSG            
 Term Vac Paid:                                                                
 Term sick Bal:                                                                
 Term Comp Paid:                   Future Inst:                                
 Next Func:      ID:           Name:                            SSN:           
 As Of Date:        Past To Present:    View Incorrect Records:                
                                                                               
 ===>                                                                          
  F:  1-Help      2-Browse    3-PrevMenu                                       
  F:                          9-MainMenu                         12-Exit


The Separation Data screen presents separation information recorded for an employee. Two sets of separation data can be shown per screen, and the user can scroll to additional screens if the employee record contains more than two separation events. Data is displayed on this screen based on Separation Date. If there is more than one separation record in history, the most recent, based on separation date, will be displayed first unless the "Past To Present" option is selected.

The Status shown in the screen header section is current status. On the sample screen above, the employee has subsequently been rehired and is now "Active". The "Most Recent Hire Date" shown is the date that was recorded at the time of the separation.

HLIC - License and Certification Data

PPHLIC0-I0961                 History Reporting               02/14/YY 11:04:30
 Last Update: 01/08/YY    License & Certification Data         Userid:  ABCDE   
 ID: 000216547 Name: SMITH,MISTER                                     
 Hm Dept: 165500                             Status: Active            ITR: 001 
 Lic/Cert  Number        Description                        Renewal Date        
   CDL                   CA DRIVERS LICENSE                  01/08/09           
   CSW                   CLINICAL SOCIAL WORKER LICEN        02/28/09           
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 Next Func:      ID:           Name:                            SSN:            
 As Of Date:        Past To Present:    View Incorrect Records:                 
                                                                                
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  F:  1-Help      2-Browse    3-PrevMenu                                        
  F:                          9-MainMenu                         12-Exit


The License and Certification screen displays information on licenses and certifications held by an employee and their renewal dates. License and certification codes are translated based on values maintained in the PPS code translation table. If a translation is not found in the code translation table, a "?" will be displayed.

HHNR - Academic Honors History

PPHHNR0-I0961                 History Reporting               02/14/YY 10:44:54
 Last Update: 01/17/YY      Academic Honors History            Userid:  ABCDE   
 ID: 201627020 Name: MOORE,RANDALL R                              
 Hm Dept: 011500                             Status: Active            ITR: 001 
 Highest Degree: D 1956 Institution: NAU U OF CALIFORNIA LOS ANGELES            
 Degree Specialty:   0900 ENGINEERING                                           
 Current Specialty:  0906 CHEMICAL ENGINEERING                                  
                                                                                
                                                                                
         Honor                                      Honor Date                  
         NAE    NATL ACADEMY OF ENGINEERING          07/75                      
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 Next Func:      ID:           Name:                            SSN:            
 As Of Date:        Past To Present:    View Incorrect Records:                 
                                                                                
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  F:  1-Help      2-Browse    3-PrevMenu                                        
  F:                          9-MainMenu                         12-Exit


The HHNR Academic Honors screen is designed to display honors that have been received by academic staff members. In addition, degree information including highest degree received and date received, degree specialty field, degree institution plus up to three current specialty fields may be displayed. Translations from the PPS code translation table are provided for institution, specialty codes and honors. If a translation is not available for a value, "N/F" followed by the data element number will be displayed.

If multiple screens are required to display additional honors, information related to degree, institution and specialty codes will be repeated.

HBKG - Background Check History

PPHBKG0-I0961                 History Reporting               02/14/YY 11:41:26
 Last Update: 01/11/YY      Background Check History           Userid:  ABCDE   
 ID: 202698065 Name: DARLING,WENDY J                               
 Hm Dept: 287100                             Status: Active            ITR: 001 
 Background                                     Background                      
 Check Code     Description                     Check Date                      
     01         PREVIOUS EMPLOYERS REFERENCE     12/01/95                       
     02         CRIMINAL CONVICTION RECORD CK    12/01/95                       
     06         PROF LICENSE/CERTIFICATE VERIF   12/01/95                       
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 Next Func:      ID:           Name:                            SSN:            
 As Of Date:        Past To Present:    View Incorrect Records:                 
                                                                                
 ===>                                                                           
  F:  1-Help      2-Browse    3-PrevMenu                                        
  F:                          9-MainMenu                         12-Exit


The HBKG Background Check screen displays information related to background checks which have been conducted on an employee. Translation of the Background Check Code is provided from the PPS code translation table. If a translation cannot be found, a "?" will be displayed.

HAWD - Award Data

PPHAWD0-I0961                 History Reporting               02/14/YY 11:27:29
 Last Update: 01/24/YY         Award Data History              Userid:  ABCDE   
 ID: 400535012 Name: TWAIN,SAMUEL C                               
 Hm Dept: 056500                             Status: Active            ITR: 001 
 Award  Date    Amount          Source      Home Department                     
  PDA  06/05     1500.00     66125          ENGLISH                             
  PDA  02/05      250.00     66124          ENGLISH                             
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 Next Func:      ID:           Name:                            SSN:            
 As Of Date:        Past To Present:    View Incorrect Records:                 
                                                                                
 ===>                                                                           
  F:  1-Help      2-Browse    3-PrevMenu                                        
  F:                          9-MainMenu                         12-Exit


The HAWD Award Data screen displays the incentive awards that have been given to a staff employee.

HSLA - Sabbatical Accrual History Screen

PPHSLA0-I0961                 History Reporting               04/15/YY 12:15:41
 Last Update: 04/02/YY     Sabbatical Accrual History          Userid:  ABCDE   
 ID: 301429378     Name: COOPER, GERRY                             
 Hm Dept: 030000 GRADUATE SCHOOL OF MANAGEME Status: Active            ITR: 001 
                                                                                
 Last Sab Sab Credit  Accrued  Sab Credit   Used   Sabbatical                   
 Balance   Accrued    Thru DT     Used      Date   Credit Bal                   
   
                        06/05                          3

                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 Next Func:      ID:           Name:                            SSN:            
 As Of Date:        Past To Present:    View Incorrect Records:                 

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  F:  1-Help      2-Browse    3-PrevMenu                                        
  F:                          9-MainMenu                         12-Exit


The Sabbatical Accrual History screen reflects academic sabbatical credit accrual and usage based on data entered by departments on the ELVE screen in EDB Entry/Update. As of this writing, UCLA departments are only entering information for two of the fields that display on this screen:

Data should be displayed on this screen in the order it has been recorded in history, with the most recent data displayed first. The remaining fields on the screen will display as blank until such time as departments begin entering data into the EDB.

HSLV - Sabbatical Leave History Screen

PPHSLV0-I1001                 History Reporting               04/15/YY 12:03:39
 Last Update: 04/02/YY      Sabbatical Leave History           Userid:  ABCDE   
 ID: 401929978   Name: HEMMINGWAY,ERNIE                  
 Hm Dept: 030000 GRADUATE SCHOOL OF MANAGEME Status: Active            ITR: 001 
                         Sabbatical Leave Distributions                         
                       Begin Dt    End Dt     DOS  % Time                       
                       10/01/95    02/29/96   SLS     33                        
                       10/01/95    02/29/96   SLS     33                        
                       07/01/95    09/30/95   SLS     33                        
                       07/01/95    02/29/96   SLS     33                        
                       07/01/95    02/29/96   SLS     33                        
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 Next Func:      ID:           Name:                            SSN:            
 As Of Date:        Past To Present:    View Incorrect Records:                 
                                                                                
 ===>                                                                           
  F:  1-Help      2-Browse    3-PrevMenu                                        
  F:                          9-MainMenu                         12-Exit


The Sabbatical Leave History screen displays historical distribution information related to academic sabbatical leaves of absence. Information on this screen reflects distributions entered into the EDB (using the EAPP screen) that contain the following DOS codes: LFN, LFT, LRN, LRT, LTN, LTT, LXT, LXX, LYF, LYN, LYR, LYT, SLF, SLG, SLH, SLI, SLJ, SLK, SLL, SLM, SLN, SLO, SLR, SLS, SLT, SLV, SLW, SLX, SLY, SSD, SXS, SXX, SYS. Every distribution in history which contains one of the above sabbatical DOS codes should be displayed on this screen in the order of most recent to oldest.

Additional information on the same leave(s) for an employee may also be displayed on the HLOA screen, if the department recorded the sabbatical leave on the ELVE screen in EDB Entry/Update.

HLOF - Layoff Data History

 PPHLOF0-I1553                 History Reporting               09/15/YY 09:25:51
 Last Update: 09/03/YY        Layoff Data History              Userid:  ABCDE
 ID: 21900219 Name: LAYOFF,LAURA
 Hm Dept: 356500 ACCOUNTING SERVICES  Status: Active            ITR: 001
                                                           Sex: F Ethnic: F
 Layoff Notice Date: 05/30/08  Layoff %: 0.00   Layoff Salary:
 Title: 7242 ANALYST, ADMINISTRATIVE,    TUC/EREP: 99 E  Salary Max:
 Dept:  040000 DEAN SCH AR              Layoff Unit:        DESC N/F
 Severance Paid / Days :   5977.00 30  Sev Payback Ind / Amt : Y       .00
 Recall Beg Dt:          Recall End Dt:
    Recall Sus Begin:           Recall Sus End/Term:
           Reason:
 Rehire Beg Dt:          Rehire End Dt:
    Rehire Sus Begin:           Rehire Sus End/Term:
           Reason:
 Separation Dt: 05/30/08 Last Day On Pay: 05/30/08
           Reason: CG Layoff: severance
 Term Sick Leave Bal:      .00  Accrued Through Dt:
 Next Func:      ID:           Name:                            SSN:
 As Of Date:        Past To Present:    View Incorrect Records:
 ===>
  F:  1-Help      2-Browse    3-PrevMenu
  F:                          9-MainMenu                         12-Exit


This screen contains layoff data.

IHTX - W4/DE4 Selection Menu

 PPIHTX0-I1334                 History Reporting               09/15/YY 10:25:17
 Last Update: 09/03/YY       W-4/DE4 Selection Menu            Userid:  ABCDE
 ID: 703703703 Name: TAXDATA,TAMMY                            Page    1 of    1
 Hm Dept: 351500 EXTRAMURAL FUND MANAGEMENT  Status: Active            ITR: 001
       W4/DE4      Mar
       Process Dt  Stat   #Allowances    Addl Tax     Tax Processor ID
   FED: 11/30/01    S     009*                .00     PPS11/30/01SETP4
   CA:  11/30/01    H*    009*/000            .00
   FED: 06/11/01    S*    007*                .00     PPS06/11/01SETP4
   CA:  06/11/01    S*    007*/000            .00
   FED:
   CA:
   FED:
   CA:
   FED:
   CA:
 Email Address:
 Next Func:      ID:           Name:                            SSN:
 ===>
  F:  1-Help      2-Jump      3-PrevMenu
  F:                          9-GenDoc                           12-Exit


This screen contains historical data from the W-4 form.

B3.6 Help

On-line help can be accessed on each IHIS Screen by pressing F1.   Information on the individual fields on the screens is accessed by moving the cursor to the field (by using a mouse or the arrow keys on the keyboard) and then pressing F1.   Detailed information on using Help can be found in the EDB Manual, Section A5.  Information on the data can also be found in the HDB Field/Screen Cross Reference Chart.

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