PTR MANUAL

UCLA Payroll Services

A guide for departments to use when processing Payroll Time Reporting (PTR) transactions.
PTR MANUAL, SECTION E - SPECIAL PROCESSES

E1.0  DUAL EMPLOYMENT


Overtime worked by a non-academic employee who holds a full-time position is designated as dual employment if the overtime is worked in another department or in a different class in the same department. Normally, such overtime is not permitted. However, requests for exceptions are made by completing a "Request for Dual Employment" form and submitting it to Campus Human Resources, Healthcare Human Resources or UCOP HR/Benefits for review and approval.

All requests for dual employment should be made and approved in advance of the overtime being worked. No payment of dual employment should be processed without a notification of approval from Campus Human Resources, Healthcare Human Resources or UCOP HR/Benefits. The employee’s full-time department and the department requesting the dual employment will be notified, in writing, when approved.

Both departments must agree to the dual employment because for a non-exempt employee either department may be responsible for paying premium overtime depending on when the employee begins working over 40 hours in a work week.

For example, if an employee works 40 hours in Department A, Monday through Friday, and 8 hours in Department B on Saturday, Department B is responsible for all the premium overtime. If, however, the employee works 8 hours each day, Monday through Friday, in Department A and also works 2 hours each evening, Monday through Friday, in Department B, both departments will have to pay premium overtime for all the hours worked on Friday.

Refer to the applicable personnel policies and bargaining agreements on overtime to determine how to calculate overtime straight and overtime premium. In general, the procedures outlined below apply when there is dual employment.

Payment of Dual Employment for Exempt Employees

A. Payment of Dual Employment When the Additional Appointment is EXEMPT

Dual employment is permitted for employees whose full-time positions are exempt and the additional appointment is exempt. However, the additional appointment is paid at the same (fixed) dollar amount for every pay period for the duration of the dual employment. The DOS code used for the Dual Employment distribution is DEE.

EXAMPLE:  Primary Title:  Sr. Administrative Analyst 100% (Exempt)
     Dual Employment Title:  Sr. Administrative Analyst (Exempt)




Dual employment is not permitted for exempt employees if the employee will be required to report hours worked for purposes of pay or if payment for the dual employment is expected to vary based on the number of hours worked.

B. Payment of Dual Employment when the Additional Appointment is NON-EXEMPT

Dual employment is permitted for employees whose full-time positions are exempt and the additional appointment is non-exempt. The hours worked in the additional appointment may vary and is paid at the straight time rate and not subject to be paid at the premium rate (time and one-half). The DOS code for the Dual Employment distribution is DES.

EXAMPLE:  Primary Title:  Sr. Administrative Analyst 100% (Exempt)
     Dual Employment Title:  Administrative Analyst
 (Non-exempt title paid straight time rate hour for hour)


 


Payment of Dual Employment for Non-Exempt Employees

A. Payment of Dual Employment When the Additional Appointment is NON EXEMPT

When an employee works full time in a class that is subject to premium overtime and the additional appointment is in a class subject to premium overtime, including any academic position, the time worked in the additional appointment is subject to be compensated at the premium rate. The DOS codes used for the Dual Employment distributions are DES and DEP.

EXAMPLE:  Primary Title: Administrative Analyst 100% (Non-exempt)
     Dual Employment Title: Administrative Specialist (Non-exempt)

 


B. Payment of Dual Employment When the Additional Appointment is Exempt

When an employee works full time in a class that is subject to premium overtime and the additional appointment is in a class exempt from overtime, including any academic position, the time worked in the additional appointment is subject to be compensated at the premium rate. The DOS codes used for the Dual Employment distributions are DES and DEP.

EXAMPLE:  Primary Title: Administrative Analyst 100% (Non-exempt)
     Dual Employment Title: Sr. Administrative Analyst
 (Exempt title subject to pay at the premium rate hour for hour)

 

 

Screen Samples

The period for which the dual employment has been approved is established as a separate appointment on the EDB using the ADDL (Additional Employment) Bundle. (Refer to the EDB Manual, Section D6.0 for specific instructions.) As indicated above, the DOS codes used for the associated dual employment distributions are as follows:

(Refer to the Description of Service (DOS) Table for the derivation of pay for these codes.)

Although the personnel policies define dual employment as overtime, on the PTR screens, the payments are entered in the regular time fields. After the dual employment is set up on the EDB, payment will be made from the Time Input Roster (Refer to Section C2  for information on the Time Input Roster.)   To process a payment when the dual employment is added to the EDB too late to appear on the Time Input Roster or for a previous pay period, one of the following EDAT screens would be used:

In the comments section of the PAN, the PTR preparer should enter the Campus Human Resources, Healthcare Human Resources or UCOP HR/Benefits Compensation Analyst who approved the "Request for Dual Employment" and the duration period for which it applies. For example, "Dual employment approved by John Doe in CHR on 7/10/YY for 6/1/YY through 12/15/YY".

EDAP Screen Sample

The following is an example of an EDAP screen used to process a dual employment payment from a previous pay period:

PPETAP0-E0967               Dept. Time Reporting              07/12/YY 14:31:59
 06/09/YY 23:00:02          Additional Pay (EDAP)              Userid:  ABCDE
 ID: 222888333 Name: EMPLOYMENT,DUAL                            Emp Status: A
 Pay End: 07/31/YY Check Date: 08/01/YY Pay Cycle:  MO            Page  1 of 1
 C                                                                            
   Seq:         Per End: 0630YY Pay Cyc: M Dst: 11 E: E T: 2 D:   Ttl: 4723  
   LACFPS: 4 660525      19900        2 Rate: O14.7300 AH: H    Prorate:
   DOS: DEP Time: 6.00   H%: H DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
   Seq:         Per End:        Pay Cyc:   Dst:    E:   T:   D:   Ttl:        
   LACFPS:                              Rate:          AH:      Prorate:
   DOS      Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
   Seq:         Per End:        Pay Cyc:   Dst:    E:   T:   D:   Ttl:        
   LACFPS:                              Rate:          AH:      Prorate:
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:        WSP:   
                                                                              
 Next Func:      ID: 222888333 Name:                            SSN:    
 Seq No:        Pay Cycle: MO Pay End: 0731YY
                                                                              
 ===>                                                                         
 F:   1-Help      2-Jump      3-PrevMenu                                      
 F:                           9-UPDATE                           12-Exit


EDFT Screen Sample

The following is an example of an EDFT screen used to process a dual employment payment from a previous pay period:

 PPETFT0-E1064                   Dept. Adj Trans              06/21/YY 15:50:52
 06/01/YY 22:22:06         One Time Payment (EDFT)             Userid:  ABCDE   
 ID: 555666444 Name: DUE,ALEX EMPT                             Emp Status: A  
 Pay End: 06/30/YY Check Date: 07/01/YY Pay Cycle:  MO            Page  1 of  1
           L                          S E T D                          W        
           O                          U R Y U                   PerEnd S        
 C Seq     C Acct    CC  Fund   Proj  B C P C Ttl  DOS Amount   MMDDYY P        
           4 660500      19900        2 E 3   7243 DEE 00500.00 0531YY          
                                                                                
                                                                                 
                                                                                
                                                                                
                                                                                
 Next Func:      ID: 555666444 Name:                            SSN:            
 Seq No:        Pay Cycle: MO Pay End: 0630YY                                   
 U0001  Input accepted
 ===>                                                                           
 F:   1-Help      2-Jump                              5-CANCEL                  
 F:                           9-UPDATE

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