PTR MANUAL

UCLA Payroll Services

A guide for departments to use when processing Payroll Time Reporting (PTR) transactions.
PTR MANUAL, SECTION G - PERSONNEL INFORMATION

G1.0  STAFF PERSONNEL INFORMATION

Note:  This file should be printed landscape with .05 left and right margins.

Personnel information can be found throughout the PTR manual.  This section presents an overview of Staff Personnel information that applies to on-line time reporting and may refer the user to other sections of this manual, personnel policies, bargaining agreements, and/or other web sites for more information.   Current versions of all policies and bargaining agreements may be found online on the University of California Systemwide Policies and Guidelines page.

G1.1  Terminology

For more information, refer to the policy on Definition of Terms in the Personnel Policies for Staff Members (PPSM), Administrative & Professional Staff (A&PS), and Staff Personnel Policies (SPP) manuals.

The Fair Labor Standards Act (FLSA):

Exempt Employees:

Refer to Section B2.0 for information on recording time for exempt employees.

Non-Exempt Employees:

Refer to Section B2.0 for information on recording time for non-exempt employees.

Title Code Changes:

Refer to Section D5.1, Processing a Retroactive Title Code Change.

Pay Rate Changes:

Refer to Section D6, Retroactive Pay.

Overtime and Dual Employment:

Incentive Awards:

The Title & Pay Plan:

G1.2 Time and Attendance Records

Attendance records/time records are necessary to:

Refer to PPS Manual Section C1.4 for information on Time Record Requirements.

G1.3 Dual Employment

Dual employment is considered overtime and an exception to personnel policy which must be approved in advance.  Requests for exceptions are made by completing a "Request for Dual Employment" form (shown below) and submitting it to Campus Human Resources for review and approval.  No payment of dual employment should be processed without notification of approval. 

The Request for Dual Employment form can be downloaded from the HR Forms Page.

Example of Completed Dual Employment Form


Both the department in which a non-exempt employee works full-time and the department requesting the dual employment may be responsible for paying premium overtime depending on when the employee works over 40 hours in a work week.  Two examples are shown below.

EXAMPLE #1 - Department B is responsible for all the overtime pay at premium rate (OTP).

Mon Tue Wed Thu Fri Sat TOTAL
DEPARTMENT A
 
TOTAL HOURS
8AM-5PM 8AM-5PM 8AM-5PM 8AM-5PM 8AM-5PM

8 Regular 8 Regular 8 Regular 8 Regular 8 Regular
40  Regular
DEPARTMENT B
 
TOTAL HOURS





8AM-5PM





8 Premium 8 Premium
DAILY TOTAL 8 Regular 8 Regular 8 Regular 8 Regular 8 Regular 8 Premium 40  Regular
8 Premium

 

EXAMPLE #2 - Both departments are responsible for the overtime pay at premium rate.

Mon Tue Wed Thu Fri Sat TOTAL
DEPARTMENT A

TOTAL HOURS
8AM-5PM 8AM-5PM 8AM-5PM 8AM-5PM 8AM-5PM

8 Regular 8 Regular 8 Regular 8 Regular 8 Premium
32  Regular
8 Premium

DEPARTMENT B

TOTAL HOURS

6PM-8PM 6PM-8PM 6PM-8PM 6PM-8PM 6PM-8PM

2 Regular 2 Regular 2 Regular 2 Regular 2 Premium
8 Regular 
2 Premium
DAILY TOTAL 10 Regular 10 Regular 10 Regular 10 Regular 8 Premium
40  Regular
10 Premium


Refer to Special Processes, Section E1 for an example of how to pay dual employment on the EDAP screen.  Refer to the appropriate personnel policy and contractual agreement on overtime by using the chart entitled "Personnel Policies and Contract Articles Related to Time Reporting" as a reference to employee group.

G1.4  Personnel Policies and Contract Articles Related to Time Reporting

The following chart can be used to assist the user in locating specific information related to Payroll Time Reporting in the various Personnel Policies and Bargaining Agreements.

PERSONNEL POLICIES AND CONTRACT ARTICLES RELATED TO TIME REPORTING
(as of February 1998)
Employee Group
(Policy & Contract)
Hours of Work Overtime Shift Differential Vacation Sick Leave Holiday Work-Incurred Illness or Injury Leave of Absence Military Leave
CUE - Clerical (refer to AFSCME Clerical)








AFSCME Clerical (CX) 11 11 32 20 21 19 23 22 37
Clerical Non-Rep 31 32 33 41 42 40 44 43 45
AFSCME Service (SX) 11 11 32 20 21 19 23 22 37
Service Non-Rep 31 32 33 41 42 40 44 43 45
AFSCME Patient Care Technical (EX) 11 11 32 20 21 19 23 22 22
Patient Care Technical Non-Rep 31 32 33 41 42 40 44 43 45
UPTE Research Support Professional (RX) SPP-310
A&PS-132A&B
SPP-315
A&PS-132A&B
SPP-305
A&PS-132B
SPP-405
A&PS 151
SPP-410 A&PS-153 SPP-400
A&PS-150
SPP-415
A&PS-155
SPP-425&430
A&PS-154&156
SPP-420
A&PS-157
Research Support Professional Non-Rep 31 32 33 41 42 40 44 43 45
UPTE Technical (TX) 12 12 35 45 36 11 43 15&16 19
Technical Non-Rep (PPSM) 31 32 33 41 42 40 44 43 45
CNA Nurses (NX) 14 14 14 17 19 18 21 20 20
Nurses Non-Rep 31 32 33 41 42 40 44 43 45
Health Care HX 31 32 33 41 42 40 44 43 45
501 Skilled Crafts (K4) 11 12 13 15 16 14 14 20,22,23 21
Skilled Crafts Non-Rep 31 32 33 41 42 40 44 43 45
FUPOA Police (PA) SPP-310 SPP-315 SPP-305 SPP-405 SPP-410 SPP-400 SPP-415 SPP-425&430 SPP-420
Police Non-Rep 31 32 33 41 42 40 44 43 45
All Other Non-Rep 31 32 33 41 42 40 44 43 45
PPSM - Personnel Policies for Staff Members A&PS - Administrative & Professional Staff
SPP - Staff Personnel Policies AFSCME - American Federation of State, County & Municipal Employees
UPTE - University Professional Technical Employees FUPOA - Federated University Police Officers Association
CNA - California Nurses Association CUE - Coalition of University Employees


Departments that need to determine how to pay part-time employees for University holidays may find the following chart helpful.

HOLIDAY PAY CHART FOR PART-TIME EMPLOYEES
1HOURS ON PAY STATUS
2 2 2 2 2 2 2 3 4
128-Hr Month 136-Hr Month 144-Hr Month 152-Hr Month 160-Hr Month 168-Hr Month 176-Hr Month Percent of Time on Pay Status Hours of Holiday Pay
0-63 0-67 0-71 0-75 0-79 0-83 0-87 - 0
64-72 68-76 72-81 76-85 80-89 84-94 88-98 50-56 4
73-87 77-93 82-99 86-104 90-109 95-115 99-120 57-68 5
88-103 94-109 100-117 105-123 110-129 116-136 121-142 69-80 6
104-119 110-127 118-135 124-142 130-149 137-157 143-164 81-93 7
120-128 128-136 136-144 143-152 150-160 158-168 165-176 94-100 8

1Paid hours, excluding holiday, on-call, and overtime hours for Non-Exempt Employees.

2
Hours in a month or quadriweekly cycle, excluding holiday hours.


3
An employee appointed on a fixed percent of time basis earns in accordance with the appointment, provided the employee is not off pay status during the month or quadriweekly cycle.


4
When more than one holiday occurs in a month or quadriweekly cycle, multiply the Hours of Holiday Pay by the number of holidays for which the employee is eligible in the month to determine the total holiday hours with pay.


Section B2 describes overtime policy and how to determine whether straight or premium overtime should be paid to a non-exempt employee.  The following charts are intended to illustrate the examples given in that section.

OVERTIME EXAMPLES

OVERTIME EXAMPLE #1: Employee works on a holiday during the work week. (*Holiday pay is reported as regular time; **the time worked on the holiday is reported as overtime)

Monday
(holiday)
Tuesday Wednesday Thursday Friday Saturday Weekly Total
Regular Time *8 8 8 8 8

Overtime Straight **8





Overtime Premium






Daily Total 8 Regular
8 OT- Straight
8 Regular 8 Regular 8 Regular 8 Regular
40 Regular
8 OT-Straight
Actual Hours Worked 8 8 8 8 8
40
Hours Paid





48

 

OVERTIME EXAMPLE #2: Employee is on sick leave for 8 hours during a workweek in which 9 hours of overtime is worked. (Hours paid for sick leave are reported as regular time)

Monday Tuesday Wednesday Thursday Friday Saturday Weekly Total
Regular Time 8 8
(8 hours sick leave)
8 8 8
 
Overtime Straight



8    
Overtime Premium




1  
Daily Total 8 Regular 8 Regular 8 Regular 8 Regular 8 Regular 8 OT-Straight
1 OT-Premium
40 Regular
8 OT-Straight
1 OT-Premium
Actual Hours Worked 8 0 8 8 8 9 41
Hours Paid





49

  

OVERTIME EXAMPLE #3: Employee takes 2 hours of vacation during a workweek and also works 12 hours of overtime. (Hours paid for vacation leave are reported as regular time)

Monday Tuesday Wednesday Thursday Friday Saturday Weekly Total
Regular Time 8 8 8 8
(incl. 2 hours vacation)
8

Overtime Straight




2 OT-Straight
Overtime Premium




10 OT-Premium
Daily Total 8 Regular 8 Regular 8 Regular 8 Regular 8 Regular 2 OT-Straight
10
OT-Premium
40 Regular
2 OT-Straight
10 OT-Premium
Actual Hours Worked 8 8 8 6 8 12 50
Hours Paid





52

 

G1.5  Staff Achievement Awards

Please review the chart located on Campus Human Resources website (http://www.chr.ucla.edu/chr/portaldocs/general/gendoc-saap-guidelines0708.pdf) to determine which employees may be eligible for incentive awards each year.  Refer to Section E4 for an example of how to pay a Staff Achievement award on the EDFT screen.

G1.6  Leave Accrual

Section F1 provides an overview of the Leave Accrual process.  PTR preparers should understand how the leave accrual component of the Personnel/payroll system works.  The following bullets provide some information on the leave accrual codes.

Personnel Policies and Bargaining Unit agreements all contain information on leave usage and accrual for various groups of employees.  The chart provided below can be used as a reference to help locate specific information relating to leave usage and accrual in the Personnel Policies and Bargaining Agreements.

PERSONNEL POLICIES AND CONTRACT ARTICLES RELATED TO LEAVE USAGE AND ACCRUAL
(as of February 1998)
Employee Group
(Policy and Contract)
Vacation Sick Leave Holiday Work-Incurred Illness or Injury Leave of Absence (including blood donation) Military Leave
CUE - Clerical (Refer to AFSCME - Clerical)            
AFSCME Clerical (CX) 20 21 19 23 22 37
Clerical Non-Rep-(PPSM) 41 42 40 44 43 45
AFSCME Service (SX) 20 21 19 23 22 37
Service Non-Rep- (PPSM) 41 42 40 44 43 45
AFSCME Patient Care Technical (EX) 20 21 19 23 22 22
Patient Care Technical Non-Rep- (PPSM) 41 42 40 44 43 45
UPTE Research Support Professional (RX) (SPP & A&PS) SPP-405 A&PS 151 SPP-410 A&PS 153 SPP-400 A&PS-150 SPP-415 -A&PS 155 SPP-425 & 430 A&PS-154&156 SPP-420 A&PS-157
Research Support Professional Non-Rep- (PPSM) 41 42 40 44 43 & 46 45
UPTE Technical (TX) 41 36 11 43 15&16 19
Technical Non-Rep (PPSM) 41 42 40 44 43 & 46 45
CNA Nurses (NX) 17 19 18 21 20 20
Nurses Non-Rep (PPSM) 41 42 40 44 43 & 46 45
Health Care HX (PPSM) 41 42 40 44 43 & 46 45
501 Skilled Crafts (K4) 15 16 14 14 20,22,23 21
Skilled Crafts Non-Rep (PPSM) 41 42 40 44 43 45
FUPOA Police (PA) (SPP) SPP-405 SPP-410 SPP-400 SPP-415 SPP-425&430 SPP-420
Police Non-Rep (PPSM) 41 42 40 44 43 & 46 45
All Other Non-Rep (PPSM) 41 42 40 44 43 & 46 45
PPSM - Personnel Policies for Staff Members A&PS - Administrative & Professional Staff
SPP - Staff Personnel Policies AFSCME - American Federation of State, County & Municipal Employees
UPTE - University Professional Technical Employees FUPOA - Federated University Police Officers Association
CNA - California Nurses Association CUE - Coalition of University Employees


Section F4 provides specific examples on how to process leave accrual adjustments as well as information related to both the Personnel and Payroll process.   The following list is provided here as a reference.

  1. Employee Becomes Eligible to Accrue Vacation (Refer to F4.1)
  2. Change of Leave Code Due to Length of Service or Change in Personnel Program (Refer to F4.2)
  3. Employees At Vacation Maximum (Refer to F4.3)
  4. Paying Off Compensatory Time Balances (Refer to F4.4)
  5. Reversing Leave Usage Previously Reported (Refer to F4.5)
  6. Adjusting Leave Balance to Correct an Error (Refer to F4.6)
  7. Terminal Vacation for Separating Employees (Refer to F4.7)
  8. Leave Code/Reinstatement of Sick Leave for Rehired Employees (Refer to F4.8)

Service Credit Verification

Departments that need to verify service for an employee may use the following form.

Service Credit Request Form


The most recent version of the form displayed above can be downloaded from the HR Forms Page.

to top


Previous Next