PTR MANUAL

UCLA Payroll Services

A guide for departments to use when processing Payroll Time Reporting (PTR) transactions.
PTR MANUAL, SECTION F - LEAVE ACCRUAL

F4.0  PROCESSING LEAVE ACCRUAL ADJUSTMENTS


At times, it may be necessary to process leave accrual adjustments to employees’ records. This section lists some of the most common adjustments processed by departments and provides examples on how to process the adjustments when necessary.  Information on the following leave adjustments is included below:

F4.1 Employee Ineligible to Accrue Vacation Becomes Eligible

Personnel Process

Non-academic employees appointed at less than 50% time for less than six months are ineligible to earn vacation from the date of their appointment. The EDB preparer assigns this type of appointment an "F" leave code which permits accrual of sick leave only. An employee appointed under these conditions only becomes eligible for a leave code to accrue vacation following six continuous months or quadriweekly cycles on pay status at 50% time or more. The EDB preparer would then determine the appropriate leave code based on the personnel program, personnel policy or collective bargaining agreement and length of service, and would enter the new leave code on the EAPP screen in EDB.

Depending on the personnel policy or collective bargaining agreement governing the employee’s appointment, the employee may or may not be credited with vacation accruals for the six-month or six quadriweekly cycle period. If the policy or bargaining agreement does not permit retroactive credit, the employee is only eligible to accrue vacation beginning with the first accrual period following the 6 months or quadriweekly cycles. Refer to the specific policy or bargaining agreement on vacation to determine eligibility for "credit back" of vacation hours.

The Personnel Status Report (PPP6201) is a report that lists past, current and future department specific personnel data. One of the categories on the report related to vacation is "Limited or Cas/Res Empl Approaching Vacation Eligibility" which lists the names of employees who have been on pay status for 5 continuous months at 50% time or more. An example of the report including the message is shown below.

This report should be used to monitor those employees who are likely to complete the six month period and will need their record changed to reflect a new leave code and possible "credit back" for the six month period. The Time Benefits Roster also displays the "warning message" in the Status Message column.


PPP6201/PPP620 /0820YY
RETN: SEE RPTS DISP SCHEDULE/DIST
DEPARTMENT: ABC
UNIVERSITY OF CALIFORNIA-LOS ANGELES
PERSONNEL REPORTING
PERSONNEL STATUS REPORT
PAGE NO. 000003
RUN DATE 12/31/YY
NON-ACADEMIC EMPLOYEES
LIMITED OR CAS/RES EMPL APPROACHING VACATION ELIGIBILITY (13)
EMPLOYEE NAME EMPLOYEE
ID NUMBER
EMP
STAT
MTHS AT
50%
O’Cruel, Katie 008996650 A 5

Once it is determined that the employee is eligible to earn vacation, the EDB preparer needs to :

  1. Logon to EDB Entry/Update and access the Appointments/Distributions screen (EAPP). Tab to the "LV" field, enter the new leave code, and update the EDB.

  2. Once the leave code is updated on the EDB, the PTR preparer will ONLY need to calculate vacation hours accrued during the six month or six quadriweekly accrual cycle (and any other accrual period that will not be calculated automatically by the leave accrual system) for those employees whose appointment is governed by the personnel policy or bargaining agreement that permits vacation accrual "credit back" for the six month period by:

  3. Calculate the vacation earned based on the hours on pay status during the six month or six quadriweekly accrual cycle, and any other accrual period that will not be calculated automatically by the system, using the vacation accrual factor to determine the total vacation accrual adjustment. Round up to the nearest hundredth. (The ILAH screens can be used to determine the hours on pay status.)

  4. Allocate the total vacation accrual adjustment to each fund source an employee was paid from based on the percentage of time worked on each fund. In the example below, the total accrual adjustment is 31.870215 for the six month time period. If the employee worked the same percentage of time on each fund source for each month of the adjustment period, the allocation could be made based on the total accrual adjustment; otherwise, the allocation would have to be calculated separately for each month of the accrual period.


  5. Accrual Period Hours Accrual Factor Monthly Accrual Fund 1 (75%) Fund 2 (25%)
    01/31/08   92.00 .057692 5.307664 3.980748 1.326916
    12/31/07   84.00 .057692 4.846128 3.634596 1.211532
    11/30/07   88.00 .057692 5.076896 3.807672 1.269224
    10/31/07 116.42 .057692 6.716503 5.037377 1.679126
    09/30/07   80.00 .057692 4.615360 3.461520 1.153840
    08/31/07   92.00 .057692 5.307664 3.980748 1.326916
    Total Adjustment 31.870215 23.902661 7.967554

    For a copy of the above chart in excel (which you can use and modify for your own accrual adjustments), please click here.

The ILAH screens (shown below) may be used to determine the hours on pay status that need to be used as a basis for calculating the total number of vacation hours that need to be added to an employee's vacation balance as mentioned in step 2 above.

PPILAH0-I1389                EDB Inquiry                       02/21/YY 14:34:54
 02/21/YY 22:23:18        Leave Accrual History                Userid:  ABCDE 
 ID: 008996650 Name: O'CRUEL,KATIE                                   PG 01 OF 07
 Hm Dept: 356500 BUS&FIN         Emplmt Status: A Pri Pay: MO     LAD:  02/03/YY
  Accrued Leave    Vacation       Sick Leave     Comp Time    Paid Time Off
  Balance               .000000        .000000          .00        .000000
  Maximum               .00
                       Lost             L    Hours                            
                       Vac      Accrl   v    Toward    H   Accrued   Hours    
 End Date   Cyc  By    Hours    Key     c    Accrl     %   Vac       Sick     
 01-31-08    M            .00   PRXC    F      92.00   %       .00      4.24  
                                                 .00           .00       .00  
                                                 .00           .00       .00  
                                                 .00           .00       .00  
 12-31-07    M            .00   PRXC    F      84.00   %       .00      3.87  
                                                 .00           .00       .00  
                                                 .00           .00       .00  
                                                 .00           .00       .00  
 Next Func:      ID:           Name:                            SSN:          
                                                                              
 ==>                                                                          
 PF:  1-Help      2-Browse    3-PrevMenu                                      
 PF:              8-Forward   9-MainMenu                         12-Exit

 

PPILAH0-I1389                EDB Inquiry                       02/21/YY 14:34:54
 02/21/YY 22:23:18        Leave Accrual History                Userid:  ABCDE 
 ID: 008996650 Name: O'CRUEL,KATIE                                   PG 02 OF 07
 Hm Dept: 356500 BUS&FIN         Emplmt Status: A Pri Pay: MO     LAD:  02/03/YY
  Accrued Leave    Vacation       Sick Leave     Comp Time    Paid Time Off
  Balance               .000000        .000000          .00        .000000
  Maximum               .00
                       Lost             L    Hours                            
                       Vac      Accrl   v    Toward    H   Accrued   Hours    
 End Date   Cyc  By    Hours    Key     c    Accrl     %   Vac       Sick     
 11-30-07    M            .00   PRXC    F      88.00   %       .00      4.06  
                                                 .00           .00       .00  
                                                 .00           .00       .00  
                                                 .00           .00       .00  
 10-31-07    M            .00   PRXC    F     116.42   %       .00      5.37  
                                                 .00           .00       .00  
                                                 .00           .00       .00  
                                                 .00           .00       .00  
 Next Func:      ID:           Name:                            SSN:          
                                                                              
 ==>                                                                          
 PF:  1-Help      2-Browse    3-PrevMenu                                      
 PF:              8-Forward   9-MainMenu                         12-Exit

 

PPILAH0-I1389                EDB Inquiry                       02/21/YY 14:34:54
 02/21/YY 22:23:18        Leave Accrual History                Userid:  ABCDE 
 ID: 008996650 Name: O'CRUEL,KATIE                                   PG 03 OF 07
 Hm Dept: 356500 BUS&FIN         Emplmt Status: A Pri Pay: MO     LAD:  02/03/YY
  Accrued Leave    Vacation       Sick Leave     Comp Time    Paid Time Off
  Balance               .000000        .000000          .00        .000000
  Maximum               .00
                       Lost             L    Hours                            
                       Vac      Accrl   v    Toward    H   Accrued   Hours    
 End Date   Cyc  By    Hours    Key     c    Accrl     %   Vac       Sick     
 09-30-07    M            .00   PRXC    F      80.00   %       .00      3.69  
                                                 .00           .00       .00  
                                                 .00           .00       .00  
                                                 .00           .00       .00  
 08-31-07    M            .00   PRXC    F      92.00   %       .00      4.24  
                                                 .00           .00       .00  
                                                 .00           .00       .00  
                                                 .00           .00       .00  
 Next Func:      ID:           Name:                            SSN:          
                                                                              
 ==>                                                                          
 PF:  1-Help      2-Browse    3-PrevMenu                                      
 PF:              8-Forward   9-MainMenu                         12-Exit


Payroll Process

To process the vacation leave balance adjustment, use the Late/Reduce Pay (EDLR) screen to enter an ‘LX’ transaction with the DOS code of ‘VLA’ and the hours to be adjusted. For Katie O’Cruel we previously calculated that the vacation accrual to be credited was 31.87 hours, 23.90 hours to fund 1 and 7.97 to fund 2. The system will automatically start calculating vacation for the employee when the EDB is updated to reflect the change in leave code.

Note: When a vacation leave adjustment needs to be processed for employee paid from more than one fund source, and when the adjustment applies to more than one fund source, it is necessary for the preparer to process one transaction for each fund source involved.

The example shown below for Katie O’Cruel shows how the transaction would be processed to credit the appropriate vacation hours to the two fund sources.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE   
 ID: 008996650 Name: O'CRUEL,KATIE                                Emp Status: A  
 Pay End: 04/20/YY Check Date: 05/01/YY Pay Cycle:  B1            Page  1 of  1
 C
   Seq: 00102 Tr: LX Per End: 0406YY Pay Cy: B Dst: 12 E: E T: 2 D:   Ttl: 4724
   LACFPS: 4 660500      19900        2 Rate: 17.3600  AH: H   Prorate:          
   DOS:     Time:        H%:   DOS: VLA Hr: 23.90  DOS:     Hr:       WSP:

   Seq: 00103 Tr: LX Per End: 0406YY Pay Cy: B Dst: 13 E: E T: 2 D:   Ttl: 4724
   LACFPS: 4 660500      33333        2 Rate: 17.3600  AH: H   Prorate:          
   DOS:     Time:        H%:   DOS: VLA Hr:  7.97  DOS:     Hr:       WSP:
                                                                                
   Seq:      Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:     Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:       WSP:     
                                                                                
 Next Func:      ID: 701000001 Name:                            SSN:            
 Seq No:        Pay Cycle: B1 Pay End: 0420YY                                   
 U0001  Input accepted
 ===>                                                                           
 F:   1-Help      2-Jump                              5-CANCEL                  
 F:                           9-UPDATE


F4.2 Change of Leave Code

Personnel Process

Non-academic employees are eligible to earn vacation based on personnel program, personnel policy or collective bargaining agreement, and length of UC and State of California service. Approximately two (2) additional hours of vacation can be accrued upon completion of five (5), ten (10), fifteen (15), and twenty (20) years of qualifying service depending on the provisions of the policy or agreement.

The Personnel Status Report (PPP6201) issues a notice related to service credit applicable to vacation accruals entitled, "Employees Approaching Leave Accrual Change Threshold". An example of the report including the message is shown below. The names of employees are listed two months prior to the projected date of eligibility based on the most recent hire date. Information regarding prior UC and or State of California service should be obtained from the employee. The Time Benefits Roster also issues a notice in the Status Message column.


PPP6201/PPP620 /0820YY
RETN: SEE RPTS DISP SCHEDULE/DIST
DEPARTMENT: ABC
UNIVERSITY OF CALIFORNIA-LOS ANGELES
PERSONNEL REPORTING
PERSONNEL STATUS REPORT
PAGE NO. 000003
RUN DATE 03/31/YY
NON-ACADEMIC EMPLOYEES
EMPLOYEES APPROACHING LEAVE ACCRUAL CHANGE THRESHOLD (15)
EMPLOYEE NAME EMPLOYEE
ID NUMBER
EMP
STAT
EMPLYMNT
DATE
PRIOR
SERVICE
EMP
SERVICE
CREDIT
Service, Sally 005432140 A 01/01/88 0 58

All requests for verification of service credit on employees is initiated by the departmental representative and should be sent to Campus or Medical Enterprises Human Resources as appropriate. The request should include the following:

Human Resources will conduct a review of employment and payroll records and will notify the departmental representative in writing of the effective date of eligibility and to update the leave code on-line in EDB.

A change in leave code may also be necessary when an employee is promoted or demoted or their position is reclassified into a personnel program that provides for a higher or lower accrual rate relative to the employee’s years of employment service. The EDB preparer should change the leave code at the same time the personnel action is processed on-line and notify the PTR preparer that a change in leave code occurred.

If the employee is eligible for an increase in the rate of vacation accrual and retroactive adjustments are necessary due to the effective date of eligibility for the increase in rate, the PTR preparer needs to calculate the retroactive adjustment and process a transaction to adjust the employee’s leave balance on the EDB.

To calculate the retroactive adjustment, you must determine how many months are involved and the difference between the accrual under the old leave code and what the accrual should have been under the new code. For example, Sally Service's leave code changed from an "A" to a "B" effective 3/1/08. Since the EDB was not updated until 4/28/08, the new accrual needs to be calculated for the months of March and April. The accrual adjustment must be allocated to all fund sources from which Sally is paid based on the percentage of time worked on each fund.

Accrual Period New Accrual
(Lv Code=B)
Old Accrual
(Lv Code=A)
Difference Fund 1
(40%)
Fund 2
(60%)
03/31/08 12.738504 10.615328 2.123176 0.849270 1.273906
04/30/08 11.076960 9.230720 1.846240 0.738496 1.107744
Total Adjustment 3.969416 1.587766 2.381650


Payroll Process

Use the Late/Reduce Pay (EDLR) screen to process the vacation leave balance adjustment for Sally Service. Enter an ‘LX’ transaction with the DOS code of ‘VLA’ and the hours to be adjusted., 3.97. The system will automatically begin calculating vacation for the employee at the higher rate when the EDB is updated to reflect the change in leave code.

Note: When a vacation leave adjustment needs to be processed on an employee paid from more than one fund source, and when the adjustment applies to more than one fund source, it is necessary for the preparer to process one transaction for each fund source involved.

The example below for Sally Service shows two ‘LX’ transactions being processed to adjust the vacation balance for the employee for the two fund sources as calculated above.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE 
 ID: 005432140 Name: SERVICE,SALLY                              Emp Status: A
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  B1            Page  1 of 1
 C
   Seq: 00104 Tr: LX Per End: 0331YY Pay Cy: M Dst: 11 E: E T: 2 D:   Ttl: 4724
   LACFPS: 4 660500      19900        1 Rate: 3020.00  AH: A   Prorate:          
   DOS:     Time:        H%:   DOS: VLA Hr:  1.59  DOS:     Hr:       WSP:

   Seq: 00106 Tr: LX Per End: 0331YY Pay Cy: M Dst: 12 E: E T: 2 D:   Ttl: 4724
   LACFPS: 4 660500      33333        1 Rate: 3020.00  AH: A   Prorate:          
   DOS:     Time:        H%:   DOS: VLA Hr:  2.38  DOS:     Hr:       WSP:
                                                                               
   Seq:      Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:     
   LACFPS:                              Rate:          AH:     Prorate:          
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:       WSP:    
                                                                                
 Next Func:      ID: 701000001 Name:                            SSN:          
 Seq No:        Pay Cycle: B1 Pay End: 0420YY                                 
 U0001  Input accepted
 ===>                                                                         
 F:   1-Help      2-Jump                              5-CANCEL                
 F:                           9-UPDATE


F4.3 Employees at Vacation Max

The vacation maximum is determined by an employee’s approximate accrual per month and is two (2) times his/her annual accrual rate. For example, an employee who earns approximately ten (10) hours per month, has a maximum of 240 hours, i.e. 2 X 120 = 240.

Personnel Policies for Staff Members (PPSM) and specific collective bargaining agreements permit an additional "grace period" for employees to accrue vacation above two times the annual accrual maximum due to operational considerations. For example, an employee covered by the PPSM who has a 240 hour maximum, may be permitted to accrue up to a total of 280 hours if he/she cannot schedule vacation within sixty (60) days of accruing the maximum due to operational considerations.

The leave accrual system includes the grace period in calculating the maximum possible accrual for employees covered by policies and bargaining agreements that permit grace periods.  The system will continue to automatically calculate and apply vacation accruals past the official maximum and up to the maximum permitted by the grace period as the employee is paid.  The system stops accruing vacation once the employee has reached the new maximum associated with the grace period.  That higher number of vacation hours becomes the employee's balance until the employee uses vacation and the balance is reduced. 

If a department does not wish an employee to accrue vacation during the grace period, the department should notify the employee prior to reaching the maximum to schedule vacation time off.  Specific notification requirements are contained in the vacation articles of the applicable policies and bargaining agreements.  The PTR preparer should be notified as soon as possible of any adjustments that need to be made to the accrual and/or leave balances to ensure that employees’ balances reflect the minimum and/or maximum hours permitted to be used or paid in accordance with the policy.

The Personnel Status Report (PPP6201) issues a notice related to vacation maxima entitled, "At or Approaching Maximum Vacation Accrual".  For employees in titles that permit grace periods, the vacation maximum on the report and in the Personnel/Payroll System includes accruals that may be earned under the grace period provisions. The names of employees who are within 60 days of approaching the system’s vacation maximum are displayed on the report.


PPP6201/PPP620 /0820YY
RETN: SEE RPTS DISP SCHEDULE/DIST
DEPARTMENT: ABC
UNIVERSITY OF CALIFORNIA-LOS ANGELES
PERSONNEL REPORTING
PERSONNEL STATUS REPORT
PAGE NO. 000003
RUN DATE 02/28/YY
NON-ACADEMIC EMPLOYEES
AT OR APPROACHING MAXIMUM VACATION ACCRUAL (11)
EMPLOYEE NAME EMPLOYEE
ID NUMBER
EMP
STAT
VACATION
BALANCE
MAXIMUM
ACCRUAL
ACCR
RATE
F/T
PERCENT
Stubb, Sam 000999991 A 367.02 384.00 21 100.00


When an employee is at or close to the vacation maximum recorded in the Personnel/Payroll System, and usage has not been reported during the accrual period, vacation accruals that exceed the maximum will be recorded as having been lost. If any of the "lost" hours are due to the employee as accruals, an adjustment must be made to restore either all or a portion of the lost hours to the employee’s vacation balance.

If the hours are recorded as lost for an employee who reached the maximum accrual, was not in an approved grace period and did not take time off during the accrual period in which the hours were recorded as lost, then no adjustment should be made. The accruals are not due to the employee in such circumstances.

Personnel Process

If an adjustment is necessary, determine the amount of vacation that needs to be added back by comparing the "Lost" column on the Time Benefits Roster with the departmental time and leave records. Round up to the nearest hundredth hour.


PPP6401
RETN: SEE RPTS DISP SCHEDULE/DIST
DEPARTMENT: ABC
UNIVERSITY OF CALIFORNIA-LOS ANGELES
PERSONNEL REPORTING
TIME BENEFITS ROSTER
PAGE NO. 000001
RUN DATE 04/25/YY
MONTH OF: APRIL
                     
EMPLOYEE NAME EMPLOYEE
ID NO.
LEAVE
TYPE
BEGINNING
BALANCE
TAKEN EARNED ADJUST LOST ENDING
BALANCE
MAXIMUM
ACCRUAL
STAT MSG
STUBB,SAM 000999991 VAC 384.000000 0.00 14.769280 .000000 14.769280 384.000000 =384.00
SKL 562.735424 0.00 7.384640 .000000 .000000 562.735424 UNLIMITED

Payroll Process

The leave accrual adjustment may need to be allocated by fund source if the employee is paid from more than one fund source. The leave usage should be allocated based on the percent of time the employee is paid from each fund source as shown below.

Description DOS Code Total Fund 1 (65%) Fund 2 (35%)
Beginning Balance
384.000000 249.600000 134.400000
Usage VAC 40.000000 26.000000 14.000000
Accrual VLA 14.770000 9.600500 5.169500
Ending Balance
358.770000 233.200500 125.569500


Use the Late/Reduce Pay (EDLR) screen to process the vacation leave balance adjustment. Enter an ‘LX’ transaction with the DOS code of ‘VLA’ and the hours to be adjusted. The system will automatically begin calculating vacation for the employee at the higher rate when the EDB is updated to reflect the change in leave code.

Note: When a vacation leave adjustment needs to be processed on an employee paid from more than one fund source, and when the adjustment applies to more than one fund source, it is necessary for the preparer to process one transaction line for each fund source involved.

The example below for Sam Stubb shows how to restore his erroneously lost vacation accrual of 14.77 hours to the two respective fund sources.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE  
 ID: 000999991 Name: STUBB,SAM                                 Emp Status: A 
 Pay End: 04/20/YY Check Date: 05/01/YY Pay Cycle:  B1            Page  1 of  1
 C
   Seq: 00120 Tr: LX Per End: 0406YY Pay Cy: B Dst: 12 E: E T: 2 D:   Ttl: 4724
   LACFPS: 4 660500      19900        2 Rate: 17.3600  AH: H   Prorate:         
   DOS:     Time:        H%:   DOS: VLA Hr: 9.60  DOS:     Hr:        WSP:

   Seq:  0122 Tr: LX Per End: 0406YY Pay Cy: B Dst: 13 E: E T: 2 D:   Ttl: 4724
   LACFPS: 4 660500      33333        2 Rate: 17 .3600 AH: H   Prorate:         
   DOS:     Time:        H%:   DOS: VLA Hr: 5.17  DOS:     Hr:        WSP:
                                                                               
   Seq:      Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:    
   LACFPS:                              Rate:          AH:     Prorate:         
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:       WSP:    
                                                                               
 Next Func:      ID: 000999991 Name:                            SSN:           
 Seq No:        Pay Cycle: B1 Pay End: 0420YY                                  
 U0001  Input accepted
 ===>                                                                          
 F:   1-Help      2-Jump                              5-CANCEL                 
 F:                           9-UPDATE


F4.4 Paying off Compensatory Time Balances

Personnel Process

Generally, employees should be paid for compensatory time accrued when (1) transferring from one department to another, transferring from one grant to another, and/or upon separation. Refer to the personnel policies and collective bargaining agreements, for specific policies governing overtime and compensatory time. Note: Blood "Comp" time is actually Administrative Leave with Pay. It cannot be paid off and should NOT be included in compensatory time balances recorded on the EDB. Departments need to keep separate records for an employee’s blood donation time.

Payroll Process

Compensatory time balances should be paid off using the DOS code of CMP on the Additional Pay screen (EDAP). Refer to the Department Adjustment Transactions section for general instructions on completing the Additional Pay screen. If an employee accrued the compensatory time on more than one fund source, a special payroll will need to be completed for each fund source. The DOS code of "CMP", entered into the Overtime/Leave Accrual fields, will pay the employee and reduce the comp time balance.

In the example below, Phillip Overtime is paid for 20.75 hours of Compensatory time from one fund source.

PPETAP0-E0967               Dept. Time Reporting              04/24/YY 16:25:02
 04/24/YY 09:32:13          Additional Pay (EDAP)              Userid:  ABCDE  
 ID: 888999995 Name: OVERTIME,PHILLIP                          Emp Status: A
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO             Page  1 of  1
 C                                                                             
   Seq:  00002  Per End: 0430YY Pay Cyc: M Dst: 52 E: E T: 2 D:   Ttl: 9611    
   LACFPS: 4 660500      19900        2 Rate: 04053.00 AH: A    Prorate:       
   DOS:     Time         H%:   DOS: CMP Hr: 20.75  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: 555777999 Name:                            SSN:           
 Seq No:        Pay Cycle: MO Pay End: 0430YY                                  
U0001  Input accepted                                                         
                                                                               
 ===>                                                                          
 F:   1-Help      2-Jump                              5-CANCEL                 
 F:                           9-UPDATE


F4.5  Reversing Leave Usage Previously Reported

Personnel Process

There are some cases where usage that was previously reported needs to be reversed:

  1. An employee was scheduled for vacation and was called into work for all or part of the vacation and the usage was already reported as vacation.
  2. During a scheduled vacation, an employee became sick and went to the doctor.  Upon returning to work, the employee provided a doctor's note and asked that the vacation usage be reversed and reported as sick time.
  3. A message appeared on the leave accrual exception report that the vacation hours were taken or paid in excess of the accrued balance and a decision was made to reverse the vacation usage because it was reported in error.

Payroll Process

Process an 'RX' transaction on the Late/Reduce Pay screen to reverse the vacation reported in error.  Note:  For #2 above, an 'LX' transaction would also need to be processed to report the usage as sick leave.

In the example below, 8 hours of the original 40 hours of vacation usage is reversed for Bertha D Blues because she ended up working one day of her scheduled vacation.  The departmental leave record (not shown) should also be adjusted to reflect the reversal of the usage.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE  
 ID: 701000001 Name: BLUES,BERTHA D                            Emp Status: A 
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO            Page  1 of  1
 C
   Seq: 00102 Tr: RX Per End: 0331YY Pay Cy: M Dst: 13 E: E T: 2 D:   Ttl: 7241
   LACFPS: 4 660525      19900        1 Rate:03200.00  AH: A   Prorate:         
   DOS:     Time:        H%:   DOS: VAC Hr:  8.00  DOS:     Hr:       WSP:

   Seq:      Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D :   Ttl:    
   LACFPS:                              Rate:          AH:     Prorate:         
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:       WSP:
                                                                               
   Seq:      Tr:    Per End:        Pay Cy:   Dst:    E:   T:   D:   Ttl:    
   LACFPS:                              Rate:          AH:     Prorate:         
   DOS:     Time:        H%:   DOS:     Hr:        DOS:     Hr:       WSP:    
                                                                               
 Next Func:      ID: 701000001 Name:                            SSN:           
 Seq No:        Pay Cycle: MO Pay End: 0430YY                                  
 U0001  Input accepted
 ===>                                                                          
 F:   1-Help      2-Jump                              5-CANCEL                 
 F:                           9-UPDATE


Note:  Vacation is always reversed using the DOS code of VAC.  If the original vacation was prorated by the system, the reversal should also be prorated and would require more than one RX transaction.  For more information, please refer to Section F5.

F4.6 Adjusting Leave Balance to Correct an Error

Personnel Process

Retroactive adjustments to pay may be processed which could result in a need to increase or reduce an employee’s leave accrual for the period. The Leave Accrual Exceptions Report lists information on transactions that were processed where the system determined that a leave adjustment may be necessary but where there is not enough information on the EDB for the system to process the adjustment automatically. For example, if a message is displayed that the system is unable to derive the Leave Plan code and the employee normally accrues leave, an adjustment is probably necessary.


PPP3908/PPLVHRS/0820YY
RETN: SEE RPTS DISP SCHEDULE/DIST
PAY PERIOD END DATE 04/30/YY MO
UNIVERSITY OF CALIFORNIA-LOS ANGELES
PAYROLL PROCESSING
LEAVE ACCRUAL EXCEPTIONS
PAGE NO. 000003
RUN DATE 04/24/YY
PPI: 0501YYMO
CHECK DATE 05/01/YY

EMP. ID
PRSNL
PRGM

TUC

AREP

SHC

DUC

PLN

DATE

MSG NO
777778889
CREDIT,IMA
S CX C 01/31/YY 39-215
WARNING
UNABLE TO DERIVE LEAVE PLAN CD, EMPLOYEE NORMALLY ACCRUES LV
HOURS = -8.00
444555999
VACATION,VAL
S CX U 04/30/YY 39-215
WARNING
UNABLE TO DERIVE LEAVE PLAN CD, EMPLOYEE NORMALLY ACCRUES LV
HOURS = -24.00


Payroll Process

The adjustment will need to be processed on the Late/Reduce Pay screen using an ‘RX’ transaction if the hours on the Leave Accrual Exceptions report are negative or an ‘LX’ transaction if the hours are positive. An example of how to calculate the adjustment for Val Vacation is shown in the table below:

Total number of hours adjusted Accrual Factor Type of Leave Accrual Adjustment Fund 1 (20%)
19900
Fund 2 (80%)
20000
-24.00 .057692 Vacation (VLA) -1.38 -0.28 -1.10
-24.00 .046154 Sick (SLA) -1.11 N/A N/A


The vacation adjustment (VLA) will also have to be allocated among the fund sources on which an employee is paid.

PPETLR0-E0967               Dept. Time Reporting              04/25/YY 11:17:43
 04/09/YY 23:25:44          Late/Reduce Pay (EDLR)             Userid:  ABCDE  
 ID: 444555999  Name: VACATION,VAL                             Emp Status: A 
 Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle:  MO            Page  1 of  1
 C
   Seq: 00102 Tr: RX Per End: 0430YY Pay Cy: B Dst: 11 E: E T: 2 D:   Ttl: 7241
   LACFPS: 4 660525      19900        2 Rate: 32.0000  AH: H   Prorate:         
   DOS:     Time:        H%:   DOS: VLA Hr:  0.28  DOS:     Hr:       WSP:

   Seq: 00103 Tr: RX Per End: 0430YY Pay Cy: B Dst: 11 E: E T: 2 D:   Ttl: 7241
   LACFPS: 4 660525      20000        2 Rate: 32.0000  AH: H   Prorate:         
   DOS:     Time:        H%:   DOS: VLA Hr:  1.10  DOS:     Hr:       WSP:
                                                                               
   Seq: 00104 Tr: RX Per End: 0430YY Pay Cy: B Dst: 11 E: E T: 2 D:   Ttl: 7241
   LACFPS: 4 660525      19900        2 Rate: 32.0000  AH: H   Prorate:         
   DOS:     Time:        H%:   DOS: SLA Hr:  1.11  DOS:     Hr:       WSP:
                                                                               
 Next Func:      ID: 701000001 Name:                            SSN:           
 Seq No:        Pay Cycle: MO Pay End: 0430YY                                  
 U0001  Input accepted
 ===>                                                                          
 F:   1-Help      2-Jump                              5-CANCEL                 
 F:                           9-UPDATE


F4.7 Vacation Pay for Separating Employees

Personnel Process

Any employee who earned vacation hours from the date of appointment or became eligible to earn vacation hours following six months or quadriweekly pay cycles on pay status at 50 % or more is eligible for terminal vacation pay. Vacation pay is paid to eligible employees for all hours earned through their last day on pay status upon the following circumstances:

EDB preparers should separate employees on the EDB by using the separation bundle (SEPR) and enter the vacation hours to be paid to the employee on the ESEP screen in the bundle. Vacation hours should be rounded to the next highest hundredth hour. For example, an accrual of 89.322233 will be entered and paid off as 89.33 hours.  

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. EDB Manual, Section D10, Staff Separations
  5. PTR Manual, Section E16, Calculating Final Pay for Terminating Employees

Note:  Because TVP is rounded to the next highest hundreth of an hour there may be a small balance left on the EDB.  If there is any remaining balance on the EDB that is not subject to payment or is negative in error, the PTR preparer will need to zero out the balance using the Leave Hours Adjustment screen (EDLA). Refer to the Department Adjustment Section D4.0 for instructions on how to complete the EDLA screen.

PPIHRS0-I0767                EDB Inquiry                      04/21/YY 15:07:04
 04/20/YY 22:11:45 Hours on Pay Status/Leave Balances          Userid:  ABCDE  
 ID: 301293840 Name: BALANCE,VACATION        
 Hm Dept: 356500 BUS&FIN         Emplmt Status: A Pri Pay: MO   LAD:  12/19/YY
                                                                               
 Hours on Pay Status:  Curr Mnth:        .00                                   
   Jan:      86.24     Jul:      82.32                                         
   Feb:      78.40     Aug:      90.16           YTD Tot Hrs  :    341.04      
   Mar:      90.16     Sep:      86.24           YTD Reg Hrs  :    341.04      
 * Apr:      82.32     Oct:      82.32           YTD OT Hrs   :       .00      
   May:      86.24     Nov:      86.24           YTD NonWk Hrs:       .00      
   Jun:      86.24     Dec:      86.24           Avg Hr/Wk    :     19.60      
                                                                               
 Lv Accr Hrs:       Balance      Maximum                                       
 Vacation             .010791-        .00                                      
 Sick Leave        720.640000                                                  
 Compensatory         .00                                                      
 Paid Time Off        .000000                                                  
                                                                               
 Next Func:      ID:           Name:                            SSN:           
                                                                               
 ===>                                                                          
 PF:  1-Help      2-Browse    3-PrevMenu                                       
 PF:                          9-MainMenu


F4.8 Leave Code/Reinstatement of Sick Leave for Rehired Employees

Leave Code

All newly hired and rehired employees begin employment a with zero (0) vacation balance. However, any prior service credit or prior personnel program, and the period of time from the date of separation to the most recent hire date must be considered when employees are new hires or rehires in order to determine the appropriate leave code to assign to their appointment(s). In addition, the new appointment conditions must meet the eligibility requirements to earn vacation regardless of prior appointment conditions. (Refer to the Staff and Academic section of the EDB Manual for details.)

Please note that employees whose appointments are governed by Personnel Policies for Staff Members (PPSM) and were in the Administrative and Professional Staff Program (A&PS) on June 30, 1996 but have since separated can accrue under the old A&PS accrual schedule if rehired under PPSM within four months from the date of separation.

A month on pay status at one-half time or more is counted as a month of qualifying service, and a quadriweekly cycle on pay status at one-half time or more is counted as a quadriweekly cycle of qualifying service. Employment service need not be continuous to be counted.

Service includes:

Employment service must be verified and confirmed before it can be applied. To confirm non-university service, the EDB preparer should send a written request for verification and confirmation to the former state employer. To confirm University service, departments must send a written request to Campus or Medical Enterprises Human Resources. Requests must include the employee’s social security number, previous names used, campus location, date(s) of employment, and the names of the departments in which the employee worked.

Once the department receives written confirmation from the former state employer and the prior years of service affects the leave code that was assigned at the time of hire, the EDB preparer should change the leave code on-line in EDB and notify the PTR preparer of any adjustments that need to be made. The PTR preparer should determine how many accrual periods are affected and calculate the difference between the hours accrued under the previous leave code and the hours accrued under the new leave code.

Sick Leave

Employees who are rehired following a separation may be entitled to reinstatement of all or a limited amount of sick leave hours accrued from prior service under the following conditions:

Employees who are rehired following a separation are not eligible for reinstatement of sick leave hours accrued from previous employment under the following conditions:

State of California service (including ASUCLA) is treated the same as University service. Departments need to send a written request to the UC campus and/or State of California employer to obtain applicable sick leave balances and service credit information.

Adjustments To Sick Leave Balance

The leave balances can be viewed on the IHRS or the ILAH screen in the EDB Inquiry system. If an employee is being rehired in the same department, the department will have access to the employees record and can view the leave balances. If the rehire is not in the same department, access needs to be granted by the previous department. The sick leave balance will also be on the Time Benefits Roster once the EDB has been updated to reflect the rehire and a pay check has been issued.

Once the sick leave balance has been verified, any reduction that needs to be made to the balance should be processed by using the EDLA screen. If the department tries to make the adjustment as an RX transaction on the EDLR screen, the resultant balance will not be an even 80.000000 hours because adjustments can only be recorded to the second decimal place on the EDLR screen. Balances with any percentage of an hour showing to the sixth decimal place must be zeroed out using the EDLA screen.

The Hours on Pay Status/Leave Balances (IHRS) screen below displays a sick leave balance of 543.23 hours for Terry Termination.

PPIHRS0-I0767                EDB Inquiry                      04/21/YY 15:01:06
 04/20/YY 22:35:37 Hours on Pay Status/Leave Balances          Userid:  ABCDE  
 ID: 901987876 Name: TERMINATION,TERRY                            
 Hm Dept: 361000 CHR             Emplmt Status: A Pri Pay: MO     LAD:  04/17/YY
                                                                               
 Hours on Pay Status:  Curr Mnth:        .00                                   
   Jan:     000.00     Jul:     168.00                                         
   Feb:     000.00     Aug:     184.00           YTD Tot Hrs  :    696.01      
   Mar:     000.00     Sep:     176.00           YTD Reg Hrs  :    632.01      
 * Apr:     168.00     Oct:     168.00           YTD OT Hrs   :     57.75      
   May:     176.00     Nov:     176.00           YTD NonWk Hrs:     64.00      
   Jun:     175.99     Dec:     176.00           Avg Hr/Wk    :     40.00      
                                                                               
 Lv Accr Hrs:       Balance      Maximum                                       
 Vacation          000.000000      240.00                                      
 Sick Leave        543.236892                                              
 Compensatory         .00                                                      
 Paid Time Off        .000000                                                  
                                                                               
 Next Func:      ID:           Name:                            SSN:           
                                                                               
 ===>


Terry separated on December 31st and was rehired on April 1st of the following year. Since the rehire occurred more than 15 calendar days but less than six months from the separation, he is only entitled to reinstatement of 80 hours of his previous sick leave balance.

The example below shows how the adjustment to the sick leave balance would be processed on the EDLA screen. (Note: His balance from his previous appointment was 543.236892. If 463.236892 is subtracted from his balance, he will be left with a balance of 80 hours in his new appointment. A minus sign is entered in the "S" column.)

PPETLA0-E0967               Dept. Time Reporting              04/21/YY 15:04:32
 04/20/YY 22:35:37       Leave Hours Adjust. (EDLA)           Userid:  ABCDE  
 ID: 222111333 Name: ADJUSTMENT,LEAVE HOURS                     Emp Status: A 
 Pay End: 04/20/YY Check Date: 05/01/YY Pay Cycle:  B1            Page  1 of  1
                                                                               
 C Seq    Elmt   Hours      S Elmt   Hours      S Elmt   Hours      S          
   00002  5186   463.236892 -                                                 
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
 Next Func:      ID: 222111333 Name:                            SSN:           
 Seq No:        Pay Cycle: B1 Pay End: 0501YY                                  
 U0001  Input accepted                                                         
                                                                               
 ===>                                                                          
 F:   1-Help      2-Jump                              5-CANCEL                 
 F:                           9-UPDATE


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