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PPS rEFRESHER course	 February 8, 2017 PPS rEFRESHER course	 February 8, 2017

PPS rEFRESHER course February 8, 2017 - PowerPoint Presentation

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PPS rEFRESHER course February 8, 2017 - PPT Presentation

Everything youve forgotten about PPS but really need to know 1 Instructors Amy Arnold HR Analyst Andrea Dittman Officer Manager Academic Personnel Jo Ann Stark Payroll Analyst Business amp Financial Services ID: 760545

leave pps code pay pps leave pay code date employee academic appointment salary appointments year dates ucsb distribution period

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Slide1

PPS rEFRESHER course February 8, 2017

Everything you’ve forgotten about PPS, but really need to know!

1

Slide2

Instructors:

Amy Arnold, HR AnalystAndrea Dittman, Officer Manager, Academic PersonnelJo Ann Stark, Payroll Analyst, Business & Financial Services

2

Slide3

Employee’s questions

Information you can’t wait to know!

3

Slide4

Pps or kronos – Is PpS more accurate?

It is not whether PPS is more “accurate” than Kronos, but that PPS is the system of record.

4

Slide5

Faculty Housing Allowance

Question: “How do you input a faculty housing allowance that is asked to be paid out on the bi-weekly payroll rather than the monthly payroll?”Answer:An employee may not concurrently hold both an MO and a BW appointment. However, the BW pay date may be used to process retroactive MO and one-time payments.The appointment/distribution will be entered into PPS as an MO payment. The payment may then be processed via the EDLR screen as an LX payment. Either the MO or BW pay date may be used for such payments. Note: Faculty housing allowance is available for members of the Academic Senate only.

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Slide6

Faculty housing allowance – EAPP screen

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Slide7

Faculty housing allowance – lx

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Slide8

Entering Leaves for Staff – not workers’ comp

There are differences in leaves of absence depending on whether the leave is with or without pay.Leave with PayLeave with pay – use the ELVE screen ONLYLeave Action Code 07 (leave pay) Remember when entering a leave of absence use the date of return on the ELVE screen and not the last day on leave.Leave without PayUSE LEAVE BUNDLELeave Action Code 08 (leave without pay) Insert Leave Begin date and Leave Return date (date employee will return to work) Use appropriate Leave Type Code (see Leave Type Code list)End REG distribution on day prior to first full day of leave, i.e., 7/31/16 Add LNS Distribution beginning with first full day of unpaid leave, i.e., 08/1/16. Add REG distribution bringing employee back to regular pay status, i.e., 10/25/16

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Slide9

Entering Leaves for Staff – not workers’ comp

Reduced Schedule due to Medical ReasonsUse the EAPP to:End the current REG distributionAdd a new REG distribution with the reduced percentage of time and beginning on the first day of partial leave.Add an LNS distribution with the percentage of time off work beginning with the first day of partial leave.Add REG distribution bringing the employee back to the regular FTE percentage of pay status beginning the first day after the partial leave ends.EPER screen if the employee is working less than 50% timeBELI Status Qualifier Code of ‘40’ and appropriate start date.DON’T FORGET to change the BELI back to the original leave code when the partial leave is overBasic PPS Directions – Disability Leaves for Staff Employeeshttp://www.hr.ucsb.edu/sites/www.hr.ucsb.edu/files/docs/disability/PPS_Directions_for_Staff_EEs_Disability_Leaves.pdf

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Slide10

Entering Leaves for Academic Employees

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Always use

LEAV

bundle

.

ELVE

screen is the first screen in the bundle.

Use

07 (leave with

pay), never

08 (leave without pay which blocks all types of pay in the

system).

Leave

begin date

=

beginning of the pay period

of the leave.

Return

date

= first

day back on pay

status,

not last

day of the

leave

.

The

type

code will depend on the kind of leave

.

On

the EAPP

screen,

appointment

line is not affected by the leave.

Current

distribution is

ended the day prior to the beginning

of the

leave.

A distribution line is added for the period of the leave.

This

line will have the same step and pay rate, but the FTE field is left blank and the DOS code is changed to the code appropriate for the leave (SLN, LNS, etc.)

For

a leave without pay, an appropriate without pay DOS code will be used and will prevent the individual from getting their regular pay. A second new distribution line is added for the period after the leave. This line starts the first day back on payroll, includes the FTE and REG DOS code

.

ASMD is

not

a leave, but a reduction of duties – see Red Binder VI-5

Slide11

Academic leaves – Academic Personnel Leaves class march 7, 2017 https://ap.ucsb.edu/~staff.training.registration/

Sabbatical – Use the LEAV bundle action code 07 type code 01, 02, or 03 View slides 57-61 of the PPS Actions presentation for a full walkthrough. https://ap.ucsb.edu/training.and.workshops/staff.training.materials/pps.actions.pdfEducational – Just like Sabbatical, but for Lecturers in the SOE seriesMedical – Use LEAV bundle, leave code 15 or 16 usuallyCourse Buy Out – Use a research appointment for % of bought-out appt

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Slide12

Early Access

Question: “We find that many of our lecturers and TAs need early access to eGrades, GauchoSpace, Parking permits, etc. As a workaround it has been helpful to add a returning Lecturer-AY-1/9 (Title Code 1632) or Teaching Asst-Gship (Title Code 2310) in PPS with a WOS status until the day before the quarter begins. It gives them Active status and the access needed to prepare for the course. We have been instructed that this practice is not allowed. We would like to know why from your perspective. From our experience, it is just magic needed to keep our people happy until their appointment is approved?” 

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Slide13

Early Access

Answer: (AY) appointments must follow the Pay & Service Periods chart: https://ap.ucsb.edu/compensation.and.benefits/pay.and.service.period.chart.pdfAY service periods and pay periods do not align with each other, but adding a WOS appointment before the pay period begins is not an appropriate solution. As with other PPS transactions, approval for an action must be obtained from the central office with the authority to approve it.Academic Personnel, the Registrar’s Office, and Identity Services are working to make program changes by summer 2017 that will allow certain titles codes to be on active status, even when the payroll start date in PPS is in the future.

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Slide14

Temporary faculty and lecturers – Calculation of FTE and Distribution %

FTE =If the % of Appt changes with each quarter, use the first half equation for each individual quarter and add the three results together. OR, use the FTE calculator within the Temp and Continuing Lecturer appointment forms available at AP website: https://ap.ucsb.edu/forms/

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Slide15

“Backing Into” a number

Question: “…some examples of how to calculate salary would be helpful when backing into a specific number for a certain period of time (taking into consideration the percentages, annual rate, 9/9, and months).”Answer: Calculating a percentage of time in order to arrive at a specific amount of pay is appropriate only in specific situations (e.g. Recall Prof. and Visiting Prof). Check with AP first. Example (Visiting Prof): Professor Gator from U. of Florida visits during W17. Computer Science wants to pay him $10,000 for teaching an advanced graduate course. Salary is negotiated but cannot be below Prof I - $109,000 annual rate (engr/econ scale Table 3):$109,000 ÷ 3 = $36,333 (9 over 9 pay basis)$10,000 ÷ $36,333 = .2752 – so, the percentage is 27.52% time for the quarterPPS entry: monthly salary rate is entered as $12,111 at .2752 time from Jan 1 through March 31

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Slide16

Student Titles Graduate student Researchers

Question: “It is my understanding that GSRs should be appointed on a quarterly basis and should have an appropriate title code (e.g. summer vs academic). Why are GSRs appointed beyond the quarter and why is the summer code 3266 used in the academic year or the academic year code 3284 in the summer?”Answer: Graduate Student Researchers are appointed on a fiscal year (11/12) basis. The appointment start and end dates should coincide with the actual service begin and end dates (RB IV-1)GSRs might be appointed on a quarterly basis, but as FY employees, they don’t have to beTC 3276: GSR Partial Fee Remission – 25%-34% GSFRTC 3284: GSR Full Fee Remission – 35% or higher GSFRTC 3266: GSR No Remission – summer appointments

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Slide17

student Titles (Cont’d)

Student teaching appointments (Teaching Assistant, Associate, Reader) are academic year appointments and are paid on a 9/9 basis (RB IV -1)How to handle overlapping AY & FY appointments? Example, grad student is appointed in:Same applies to a fall 2016 TA assignment: watch out for overlapping service periods, and appointments that exceed 100% time when an academic year appointment (TAship) is combined with a fiscal year appointment (GSR)see Maximum Employment Chart on AP website at: https://ap.ucsb.edu/resources.for.department.analysts/graduate.student.appointments/maximum.employment.chart.pdf

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2016 summer GSR appt:

06/24/16 thru 09/17/16 @ 100% time

Associate appointment for fall 2016:

10/01/16 thru 12/31/16 – but service period is 9/18/16, so from 9/18/16 to 9/30/16, appts should not overlap and exceed 50% time

Slide18

Salary review dates – staff only

How are salary review dates determined and when do they need to be updated in PPS?The next salary review date is determined by the end of a career staff employees probationary period. MUST FILL IN THE NEXT SALARY REVIEW DATE AND TYPE FOR ALL CAREER STAFF.6 months from start of career statusIf the probationary period ends ON OR BEFORE July 1 then the next salary review date is July 1 of that year.Ex. Probation - 11/15/16 through 04/15/17For this example the next salary review date is 07/17.If the probationary period ends ON OR AFTER July 2 then the next salary review date is July 1 of the next year.Ex. Probation - 03/01/17 through 08/01/17For this example the next salary review date is 07/18.Next Salary Review Dates are entered on the EPER screen at the time of hire. Once a salary program has processed the Next Salary Review Date is updated by the system.

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Slide19

PPS “brain Freeze”

If PPS freezes in the middle of a transaction due to an “unusual condition” what is the best practice? Should the transaction be duplicated?1. If PPS freezes in the middle of a transaction due to an “unusual condition” close out of the program – clicking on the “X” on the open window – and logging back in.2. The screen will show under “Status” the word “Active.” Type “T” next to CICSPAY8. This will “takedown” the active screen and allow you to go back in to the system.3. Confirm that the transaction was not successful and, if not, you will need to reenter it into the system.

19

ACTIVE

T

Slide20

Intercampus transfer – who facilitates?

When an employee transfers from one campus to another, the employee should bring IDOCS showing current vacation and sick balances as well as original and most recent date of hire.If you as the new department do not receive this information, contact the former department at the former UC campus. The previous campus should also provide you with the original personnel file.If you are the former department make sure the employee has the IDOCS showing current vacation and sick balances as well as original and most recent date of hire. As well as providing the original personnel file to the new department via overnight delivery (Fed Ex., etc.)

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Slide21

Updating employee relations codes – Who is responsible?

Often times the ‘home department’ in PPS is no longer the actual home department of the employee. The department holding the employee’s current appointment and distribution is responsible for ensuring the Employee Relations Code is entered, is current, and is correct.

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Slide22

Historical appointments/distributions

Should appointments with distributions that have dropped off into history be deleted?N.O. = NO

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Slide23

Employee Separations

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Slide24

Separations

When separating employees make sure to enter the separation information into PPS as well as ending any current appointments and distributions. Separations should be entered into PPS relatively close to the actual separation date, but can be done ahead of time.IF the appointment and distribution in your department ends but the employee is employed elsewhere on campus DO NOT SEPARATE THAT EMPLOYEE.Separation Actions: http://www.hr.ucsb.edu/managers-supervisors/separation-actionsSeparation Checklist: http://www.policy.ucsb.edu/policies/advisory-docs/departing-employee-checklist.pdf Note: Academic year employees may ONLY separate at the end of quarter pay periods.

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Slide25

Separations – I4

I4 – Inactive for four monthsI4 is bad – PPS doesn’t like I4 and neither do we!Once an appointment ends and the employee is not separated, PPS designates the employee as ‘I’ Inactive.After four months, PPS separates the employee, but the employee still appears as ‘I’ in the system. When this happens, performing any new action will be very difficult.If an employee is already designated as separated or inactive, you cannot enter a new appointment and distribution to reactivate them. You MUST do a rehire.Example: If a TA works Spring Quarter, not Summer Quarter, and plans to return in Fall, they will become inactive four months before the first paycheck in the Fall. Possible consequence: Fall appt drops out of PPS entirely and they don’t get paid! Not separating an employee also has an impact on PPS, taxes, and benefits eligibility. Yes, there is more paper work at the beginning of the quarter, but less headache than trying to “re-employ” an inactive employee.

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Slide26

Separations

If an employee’s appointment and distribution end and that employee is not employed elsewhere on campus, that employee must be separated.Why do we have to separate employees who’s appointments have ended?Benefit costs – if an employee is not separated, there are benefit costs to the department.Tax implications – which can affect both the University and the employee.Importance of Dates:Generally the last day on pay status is the same as the separation date.

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Slide27

Amy’s pps issues

Basic Processes that should always be done!

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Slide28

Data clean-up

With the eventual conversion to UCPath/PeopleSoft the current data entered into PPS has to be as “clean” as possible. This means:Grade must be entered when appropriate.Steps must be entered when appropriate.Pay rates must be correct.Type of appointment must be correct.Pay Schedule (BW/MO)Fixed/VariableAnnual/HR Separation of Inactive Employees

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Slide29

PPS basics – Date of hire

Date of Hire = most recent date of hireNeeds to be changed only upon rehire (with break in service)!Original Date of HireDate first hired by the UniversityOnce established, do not changeIf Intercampus Transfer - the original hire date is the original and most recent date of hire. Nothing changes.****When processing a rehire please always verify Most recent date of hire and Original hire date on EAPP screen in PPS when doing a rehire.If the dates are not correct, may affect benefits in the long run.For Emeritus appointments if not entered correctly PPS will have the person view as active but only viewable in history screens.

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Slide30

PPS basics – Grades and steps

Every title code has a grade or a step – very few exceptions – Always, always, always enter a step or a grade when creating a new appointment and/or distribution!It is important to remember when entering Appointments/Distributions In PPS:If a title code has a Step, then leave Grade field blankIf a title code has a Grade, then leave Step field blankIf neither, leave both fields blank (rare)Student Aid Outside AgencyStudent Activities Appointment Official

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Slide31

PPS BASICS – COPYING AND PASTING

Yes, it is a real thing that can be done in PPS. It is evenokay to do it BUT don’t forget to edit the work.Example:Title code changes which leads to a change in the grade.Title code changes which leads to a change in the step.What happens is “YOU” forget to update the grade or the step and the PPS entry ends up on the pay discrepancy report – which leads directly back to PPS Data Clean-Up!Not recommended and here is why?Often information is not completely updated.Data is left blank or never updatedRate is incorrectFTE or Distribution percentage Not a habit worth keeping 

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Slide32

Title code system and appropriate pay rates – staff only

Title Code System at https://tcs.ucop.edu/tcs/jsp/homeWhen hiring/rehiring an employee you should be provided with the pay rate and the grade or step. If not, please follow up with your supervisor or the person responsible for hiring in your department.It is your responsibility to confirm that the pay rate, grade, step, etc. are correct when entering new hire/rehire information into PPS.The TCS table has the most accurate and most current salary information. HOWEVER, The Office of the President updates the TCS table well before any effective dates for wage implementations or general salary programs.With that in mind, when hiring employees AFTER the TCS has been updated AND/OR BEFORE the effective date of the TCS table, look here http://www.hr.ucsb.edu/compensation/salary-scales This section shows you the most recent salary scales prior to the TCS update. This chart illustrates all the UCSB Salary Grade Ranges. http://www.hr.ucsb.edu/sites/www.hr.ucsb.edu/files/docs/compensation/MSP_PSS_Ranges_eff_July_2014.pdf

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Slide33

Leave bundles

Remember to use them when you need them! If someone is going out on leave, please make sure to complete the leave bundle. This includes:FMLADisabilityCFRAPDLFor More Information: http://www.hr.ucsb.edu/sites/www.hr.ucsb.edu/files/docs/disability/PPS_Directions_for_Staff_EEs_Disability_Leaves.pdf

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Slide34

Confusion?

Appointment Types?CareerLimitedCasual/RestrictedFixed/VariableR-Exception/Z-Position PayFlat Rate AppointmentsTCS?Data Clean-Up?

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Slide35

Jo ann’s pps issue

This is very important!

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Slide36

Jo Ann’s Pet Peeve – duplicate id numbers

Duplicate ID numbers are never good!What causes Duplicate ID’s?Incorrect SSNSSN field left blankA duplicate ID will causeA W2 to be incorrectProblems with other systems on campus

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Slide37

Problems caused by duplicate id #s

Problems caused by Duplicate ID #sInterruption of insurance coverageRetirement contributions not going to the correct account or someone else’s accountThe PPS Preparer will need to delete the appointment entered under the duplicate ID, then reenter maintaining the Original ID.How to prevent duplicate ID NumbersDouble check the social security number make sure you have the correct number.When hiring a Non Resident who has never worked in the US remember to update the SSN once a number has been issued

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Slide38

Andrea’s Academic pps issues

We like to keep the Faculty and Academic Personnel happy!

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Slide39

“Basis Paid Over” – 9 / 9 9 / 12 11 / 12

The first number indicates the number of months in a year employees work, the second number indicates how many paychecks they will get. Academic Year: Academic-year appointments have specific pay period dates regardless of the actual service dates for the year. Pay dates and service dates are available on the Pay and Service Period Chart in Compensation and Benefits on AP website. 9 over 9 (AY): used for teaching titles when employed for only one or two quarters and for all graduate student teaching titles. The pay dates and service dates are available on the Pay and Service Period Chart 9 over 12 (AY): appropriate for an individual whose responsibilities are aligned with the academic year, (fall, winter, and spring quarters). Used for teaching titles including senate faculty, and some academic coordinators when employed three or more quartersFiscal Year: Fiscal-year appointments are not aligned with the academic year and have begin and end dates that reflect the actual dates of work. 11 over 12 (FY): used for fiscal year appointments, mainly research titles and some academic coordinators

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Slide40

Pay & Service Periods

Pay & Service Chart has moved from the Red Binder to the AP Compensation & Benefits section.https://ap.ucsb.edu/compensation.and.benefits/pay.and.service.period.chart.pdfPay Period dates are the dates you enter in PPS.

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Slide41

Academic Leave Accruals

Please always check Red Binder VI-8 Academic Leave Accruals Codes.If appointment changes please recheck code.Make sure to prorate leave accruals if necessary.https://ap.ucsb.edu/policies.and.procedures/red.binder/sections/%5B6_08%5D%20Leave%20Accrual%20Codes.pdf

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Slide42

Miscellaneous – For academic personnel and Staff

Do NOT input appointments, leaves, merits, etc. into PPS until after you have received proper approval back from the central office with approval authorityEmployees may not exceed 100% time in individual or combined appointments. This includes regular base pay and by agreement appointments.Postdoctoral Scholars need BELI code P.Double check Employee Relations Code.http://www.hr.ucsb.edu/files/docs/pps_path/Emp_Rels_Code_and_Emp_Rep_Code.pdfNot sure about something? Call or email to ask!

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Questions?

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Slide44

Thank you for participating in this pps refresher course – you are all champions!

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