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Index of Personnel/Payroll System (PPS) Manuals

This subject matter index is provided to help users find information in the Personnel/Payroll System manuals.  The index currently contains hyperlinks to subject matter contained in the following manuals:

• Alien Manual 
• EDB (Employee Data Base) Manual
• PTR (Payroll Time Reporting) Manual
• PPS (Personnel/Payroll System) Manual

Looking for a specific topic?  Use the alpha links above to quickly go to an alphabetical  section of the index, or use the find command in your web browser.  For information on how to use the find command, select here to view our helpful hints page.

-A-

Academic EDB Processing EDB C1.0

• Appointment/New Hire (AHIR) EDB C2.8
• Appointment Types EDB C2.1
• Approval Process - Appointment EDB C2.4
• Approval Process - Merit Increase EDB C5.4
• Approval Process - Promotion EDB C6.3
• Approval Process - Reappointment EDB C3.3
• Approval Process - Rehire EDB C4.3
• Awards Screen EDB C10.3
• Basis/Paid Over Chart EDB C11.1
• Dossier Preparation - Appointment EDB C2.3
• Dossier Preparation - Merit Increases EDB C5.2
• Dossier Preparation - Promotion EDB C6.2
• Dossier Preparation - Reappointment EDB C3.2
• Dossier Preparation - Rehire EDB C4.2
• Education Level Codes EDB C11.4
• Honors Screen (EHON) EDB C10.2
• Ipso Facto Statement EDB C2.7 and EDB C3.1
• Leave Accrual Coding EDB C11.2
• Leave with Pay (SABB) EDB C7.4
• Leave Without Pay (SABB) EDB C8.0
• License and Certificate Codes EDB Reference
• License Screen (ELIC) EDB C10.1
• Merit Increase Eligibility EDB C5.1
• Merit Increase Process (AMRT)  EDB C5.4
• Prior Service Codes EDB C11.5
• Promotion Eligibility EDB C6.1
• Promotion Process (APRO) EDB C6.5
• Quarters/Semester/Months in 8 Year Rule Chart EDB C11.6
• Recruitment EDB C2.2
• Rehire/Re-Employment (After a Break in Service) Process (AREH) EDB C4.4
• Renewal of Appointment/Reappointment (No Break) (ARNW) EDB C3.01
• Sabbatical Leave Process (SABB)  EDB C7.0
• Salary Review Codes EDB C11.3
• Separation Process (ESEP) EDB C9.0 and EDB B12
• Summer Sessions EDB
• Teaching Days Service EDB C11.7
• Term of Service EDB C2.7

Academic Apprentice/Graduate Division Employee Processing

Access PPS Section E

Accidental Death & Dismemberment EDB E5.11

Account/Cost Center/Fund/Project/Sub Codes (FAU) EDB B1.2

Action Codes (Personnel Action Codes) EDB Reference

'ADD' Appointment and Distribution Commands EDB A3.1

Additional Employment (ADDL) EDB D6.0

Additional Pay Adjustment (EDAP) PTR D2.0

• By Agreement Payments for Advanced PTR Preparers D2.3
• Death Payments PTR E3.0
• Dual Employment PTR E1.0
• New Hire Payment on EDAP PTR D2.1
• Overtime Payment on EDAP PTR D2.2
• Rush Checks PTR E9.0

Adjustments to Pay PTR (EDLR, EDFT, EDLA)

Adjustments Transaction List PTR (IDTL)

Affirmative Action Data EDB B6.0  

Alien Documentation ALIEN A3.0

• Alien Registration Card (Conditional Resident) Alien I-551- Alien A3.2a
• Alien Registration Card (Current Resident Alien Card) I-551 - Alien A3.2b
• Alien Registration Card (Green Card) I-151 - Alien A3.1
• Alien Registration Card (Resident Alien) I-551 - Alien A3.2
• Border Crossing Card I-185, I186 0- Alien A3.11(a)
• Certificate of Eligibility for Exchange Visitor (J-1) DS-2019 - Alien A3.9
• Confirmation Letter - Extension of Employment Authorized - Alien A3.11(c)
• Employment Authorization Card I-688A - Alien A3.5
• Employment Authorization Card I-688B - Alien A3.5a
• Employment Authorization Document (EAD) Form I-766 - Alien A3.6
• I-20 Student Identification - Alien A3.8
• I-94 - Alien A3.7
• I-94 Public Interest Parole - Alien A3.11(b)
• I-94/Visa - Alien A3.7b
• I-94W - Alien A3.7a
• Notice of Action Example - Alien A3.10(a)
• Notice of Action for H1, O and P Visa- Alien A3.10
• Temporary Resident Card I-688 - Alien A3.4
• Unexpired Foreign Passport with I-551 Stamp - Alien A3.3

Alien Employees' Citizenship Status EDB B2.0  

Alien Employees' Tax Status EDB B3.0

Alien Employment Authorization Reverification ALIEN E4.5

• Alien Becomes Citizen - Alien E4.5
• Alien Status Changed to Permanent Resident - Alien E4.5
• Visa Status Changed - Alien E4.5
• Work Authorization Extended - Alien E4.5

Alien Employment Requirements ALIEN E.1.0

• Health Insurance Requirements - Alien E1.3
• Social Security Number Requirements - Alien E1.2
• Visa Types Allowed for UCLA Employment - Alien E1.1

Alien Forms and Publications ALIEN Reference

Alien Hire Packet Samples ALIEN E5.0

• Non-Resident for Tax Purposes Hire Packet - Alien E5.3
• Non-Resident of California Who Works and Lives Outside California Hire Packet - Alien E5.6
• Non-Resident Who Works and Lives Outside the U.S. Hire Packet - Alien E5.5
• Permanent Resident Hire Packet - Alien E5.1
• Resident for Tax Purposes Hire Packet - Alien E5.2
• Tax Treaty Hire Packet - Alien E5.4

Alien Income ALIEN C1.0

• Employment - Alien C1.1
• Fellowship/Scholarship - Alien C1.5
• Independent Personal Services - Alien C1.2
• Royalties - Alien C1.3
• Source of Income - Alien C2.0
• Travel Reimbursement- Alien C1.4

Alien Information Telephone Directory ALIEN Reference

Alien Manual Definition of Terms ALIEN Reference

Alien Manual Reference List of Charts, Forms and Tables ALIEN Reference

Alien Open Border Policy and U.S. Territories ALIEN D5.2

Alien Reports ALIEN E4.0

• Employees with Expired Visa PPS0625 - Alien E4.1
• Employees with Visa/Work Permit Expiring in Next 4 Months PRS6203 - Alien E4.2
• Personnel Status Report PPP6201 - Alien E4.3
• Renewal of Tax Treaty Exemption - Alien E4.6b
• Residency for Tax Purposes - Alien E4.6a
• Statement of Citizenship Status Renewal PPP5831 - Alien E4.4

Alien Required Forms

Alien Retirement/FICA Coding ALIEN E3.3

Alien Sailing Permits ALIEN D5.3

• Aliens Exempt from Sailing Permit Requirements - Alien D5.3-1
• Instructions for Obtaining Certificate of Compliance from IRS - Alien D5.3-5
• Provisional Tax Statement Worksheet - Alien D5.3-2
• Provisional Tax Statement Worksheet and Statement Example - Alien D5.3-4
• Sailing Permit Worksheet Instructions - Alien D5.3-3

Alien Special Check Request EDB B11.6

Alternate Department Code EDB A6.2

Appointments and Distributions EDB B1.0

• Account Number EDB B1.2  
• Appointment Numbering EDB B1.1
• By Agreement Rate Code and Amount EDB B1.2
• Cost Center EDB B1.2  
• Description of Service (DOS) Code EDB B1.2
• Distribution Numbering EDB B1.2
• Distribution Percentage EDB B1.2
• Distribution Unit Code (DUC) EDB B1.2
• DOS Code 
• Fund Number EDB B1.2
• Location Code EDB B1.2
• Pay Begin Date EDB B.1.2
• Pay End Date EDB B1.2
• Pay Schedule Code EDB B1.1
• Perquisite Code EDB B1.2
• Project Code EDB B1.2
• Rate/Amount EDB B1.2
• Rate Code EDB B1.1
• Sub Code  EDB B1.2
• Summer Sessions EDB
• Suspense Processing (RES) EDB B1.3
• Time Code EDB B1.1
• Work Study Program Code EDB B1.2

Arrow Keys 

ASAP - Application System Authorization Process (Used for updates prior to December 13, 2004)

• ASAP Notification Example EDB A6.6 and PTR A6.4
• Audit Log EDB A6.5 and PTR A6.3
• Routing PPS E2.1

Assigned BELI  

Award Payments ALIEN F1.0

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-B-

Back Tab Key

Bank Deposit

• Bank Table, Surepay (see also Check Disposition)

Bank Trace

Basis Paid Over Chart

BELI Codes

Benefit Contribution Rates, Employer - Current  Charts & Calendars

Benefits Processing, EDB

• 403b Enrollment EDB E3.10
• 403b Limit EDB E2.11
• 403b Plans EDB E3.1
• 457b Plans EDB  E3.2
• AD&D (Accidental Death & Dismemberment) EDB E5.11
• Assigned BELI EDB E4.2
• BELI Codes EDB E4.1
• BELI Status Qualifiers EDB E4.5
• Beneficiary Information EDB E2.13
• Campus Benefits Offices EDB E1.0
• Canceling Deductions EDB E3.4
• Canceling Health and Welfare Coverage EDB E5.1b
• Canceling Health and Welfare Coverage for Dependents EDB E5.1d
• COBRA Information EDB B12.0
• Consolidated Billing EDB E7.4
• Coverage Codes for Legal Plans EDB E5.10b
• Coverage Codes for Medical, Dental and Vision Plans EDB E5.6
• Coverage End Date Derived by PPS EDB E7.5
• Covered Compensation Limit Code EDB  E2.8
• DCP (Defined Contribution Plan) After-Tax Account EDB E3.3 
• DCP After-Tax Enrollment EDB E3.4
• DCP Code EDB  E2.5
• DCP Pre-Tax Fund Selection Change EDB E3.4
• Default Plan Enrollment for Medical, Dental and Vision Plans EDB E5.7
• Dental Insurance EDB E5.4
• DepCare (Dependent Care Account) EDB E8.1
• Dependent Data (EDEP) EDB E6.0
• Dependent Life Insurance EDB E4.C , EDB E5.14
• Derived BELI EDB E4.3
• Disability, Employee Paid EDB E5.12
• Documents (see also IDOC - Notice to Employees) EDB E5.2  
• Dual Coverage EDB E5.0a
• Eligibility and Enrollment Chart EDB E4.a
• Eligible Family Members Chart EDB E4.c
• Employee Paid Life Insurance EDB E5.13
• Enrollment Procedures (Health & Welfare Benefits) EDB E5.1  and EDB E5.1a
• Enrollment Procedures for Dependents EDB E5.1c
• FICA Eligibility Code EDB E2.4
• FICA/Retirement Derivation Indicator EDB E2.6
• FICA/Retirement Codes and Member Contributions EDB E2.c
• FICA/Retirement Coding for Aliens - Alien E3.4
• FICA/Retirement Coding Guide EDB E2.a
• Fidelity  403b Plan EDB E3.1, DCP Plan EDB E2.5  
• Flexible Spending Accounts and TIP EDB E8.0
• Future Coverage Effective Date EDB E7.3
• Future Enrollments Screen (IFBD) EDB E7.1
• Health and Welfare Benefits Enrollment Procedures EDB E5.1
• Health and Welfare Eligibility and Enrollment Chart EDB 4.a
• Health Care Reimbursement Account (HCRA) EDB E8.3
• HIPAA (Health Insurance Portability and Accountability Act of 1996 EDB E7.2
• Insurance Eligibility EDB 4.0
• Insurance Enrollment Screen (EINS) EDB E5.1
• Introduction EDB E1.0
• Legal Insurance EDB E5.10
• Life Insurance, Dependent
• Life Insurance, Employee Paid
• Life Insurance, UC Paid EDB E5.15
• Medical Insurance Plans EDB E5.3
• New Hire Enrollment Procedure (Forms and EDB Entry) EDB E5.2e and f
• New Hire Enrollment Procedure EDB E5.2
• One Thousand Hour Policy for Limited Appointments EDB E4.6
• One Thousand Hour Policy for Reemployment EDB E4.7
• Opt Out Cancellation EDB E5.9
• Opt Out of Default Coverage EDB E5.8
• Optical Insurance EDB E5.5
• Period of Initial Eligibility (PIE) Policy EDB E4.b
• Primary BELI Status Qualifier EDB E4.5
• Reduction in Time Affect on Benefits Chart EDB E4.A
• Rehired Retirees EDB E2.9
• Retirement/FICA Derivation Indicator EDB E2.6
• Retirement Coding Chart EDB E2.3
• Retirement Information Screen (ERET) EDB E2.1 
• Retirement Plan EDB E2.2
• Secondary BELI Status Qualifier EDB E4.5
• Social Security EDB
• Tax-Deferred 403b Limit
• Tax-Deferred 403b Plans
• Tax-Deferred 457b Plans
• TIP (Tax Savings on Insurance Premiums) EDB E8.5
• UC Account Distribution Line Guide EDB B12.0
• UC Paid Life Insurance  
• UCRP Waiver EDB E2.10
• U.S. Savings Bonds EDB E3.5
• Vision Insurance EDB E5.5
• Voluntary Savings Plans EDB E3.0

Birthdate Changes EDB B5.0

Biweekly Accrual PPS

Biweekly Deductions Schedule

Biweekly Pay PPS C1.2

Biweekly Payroll Calendar Description

Biweekly Payroll Calendar (PDF)

Blocked Roster Transactions PTR

Bundles EDB A2.4 (see also individual sections of Academic Actions, Staff Actions and Benefits for detailed instructions on specific bundles)

• List of Bundles EDB A13.0
• Navigation Within a Bundle EDB A2.4

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-C-

Casual (Limited Appointment) to Career

Catastrophic Leave PTR E15.0

Central Office Support for Departments PPS F1.0

• Academic Personnel Office (APO) PPS F1.0
• Administrative Information Systems (AIS) PPS F1.0
• Business Enterprises Real Estate Division PPS F1.0
• Campus Human Resources (CHR) PPS F1.0
• Credit Union (UCU) PPS F1.0
• Deans' Offices PPS F1.0
• Financial Aid Office - Work Study PPS F1.0
• Graduate Division PPS F1.0
• Health Network Payroll PPS F1.0
• Healthcare Human Resources PPS F1.0
• Parking Office PPS F1.0
• Payroll Services PPS F1.0
• Registrar's Office PPS F1.0
• Student Accounting PPS F1.0
• Summer Sessions PPS F1.0
• UC Office of the President PPS F1.0

Certificate and License Codes EDB

Certificate of Foreign Status for Federal Tax Withholding

Check Disposition EDB B4.0

• Bank not on Bank Table B4.2
• Changing Check Disposition EDB B4.3
• Departmental Check Pickup EDB B4.1
• Direct Check Deposit EDB B4.2
• ECHK Screen & Summary Chart EDB  B4.0
• On-line Help for Finding Bank EDB B4.2
• Surepay Bank Table Information EDB  B4.2

Check List, Generating in PTR C1.1

Check Returns to Payroll Services PTR E8.4

Citizenship Status EDB B2.0

• Citizenship and Visa Status EDB B2.1
• Citizenship Codes/Visa Statuses Chart EDB B2.1  
• EALN Screen EDB B2.1
• Tax Status based on Citizenship EDB B3.1

Command Line

Committed Salary Expenditure Report (CSER)

Converting Hours to Percentage PTR

Consistency Edit

‘COPY’ Command

Country Codes ALIEN

Covered Compensation Limit Code  

Credits and Overpayments PTR

CSER Subsystem PPS D1.6

• CSER Reports
• Online Memo Lien Update (ECFR) PPS D1.6

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-D-

DACSS - Distributed Administrative Computing Security System EDB A6.0 (also see Security)

DACSS Codes for PPS Functions PPS E1.0

Data Element/Screen Cross Reference Chart EDB

Data Element/Screen Cross Reference Chart PAR

Data Element/Screen Cross Reference Chart PTR

'Data Entered is Not Unique' Message EDB

Data Entry EDB A3.0 and PTR A3.0

DCP After Tax Account EDB

DCP Plan Coding EDB

Death Payments PTR E3.0

Deductions PPS

Definition of Terms 

Degree Specialty Codes EDB

‘DELETE’ Command EDB

Deleting Data from Field 

DemotionEDB

Dental Insurance EDB

Department Access

Department Adjustment Transactions PTR

Department Time Reporting PTR C1.0

• Attendance Records Policy PPS C1.4 and PTR G1.2
• Converting Hours to Percentage PTR B1.0
• Deductions PPS C3.1
• Direct Deposit Advice PPS C3.0 and Sample PPS C3.2
• DOS Codes PTR
• EDB Factors that Affect the Roster PTR
• Entering Time on the Roster PTR
• Exception vs. Positive Time Reporting PPS C1.3
• Exempt Employees PTR B1.0 and G1.0
• FLSA Requirements PTR B1.0 and G1.0
• Holiday Chart for Paying Part-Time Employees PTR G1.4
• Non-exempt Employees PTR B1.0 and G1.0
• Overtime Policy PTR B3.0 and Examples PTR G1.4
• Pay Check Stub PPS C3.0 and Sample PPS C3.3
• Pay Policies PTR B1.0
• Pay Schedule Policy PPS C1.2
• Payroll Schedule PPS
• Roster PTR
• Staff Policies and Collective Bargaining Articles on Time Reporting PTR G1.4
• Steps for Reporting Time PTR B1.0
• Time Collection PTR B1.0
• Timesheets PPS C1.4

DepCare EDB

Dependent Data EDB

Dependent Life Insurance EDB

Derived BELI EDB

Description of Service (DOS) Codes

• DOS Codes in Distributions EDB 1.2
• DOS Codes in PTR (Chart of All DOS Codes)
• DOS Code List Column Descriptions
• DOS Code Table - PPP0410 Report Description
• DOS Code, What is a?

Direct Deposit EDB

Directional Arrow Keys

Disability, Employee Paid EDB

Distribution of Payroll Expense Report (PPP5302)

Distribution Unit Code (DUC) EDB

Distributions EDB

Document Direct Report Distribution System PPS D4.0

• Access to Document Direct PPS E1.0

DOS Codes

DSA - Departmental Security Administrator- PPS

Dual Employment PTR E1.0 and G1.0

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-E-

ECON (Consistency Edit) EDB A4.3

• Canceling Update on ECON EDB A4.3
• Completing Update on ECON EDB A4.3
• Correcting Data on ECON EDB A4.3
• ECON Messages EDB A4.3
• ECON Screen EDB A4.3  

EDAT PTR

EDB Inquiry on the Web PPS A6.0

EDB Factors that Affect the Time Reporting Roster PTR

EDB Manual Charts Index

EDB Inquiry System Overview PPS A2.0

• Using EDB Inquiry (IDDB) PPS A4.0
• Using Help PPS A4.1

EDB Update System Overview PPS A1.0

• Department Entry Using Bundles PPS A1.1
• Department Entry Using Individual Screens PPS A1.2
• EDB Data Not Entered by Departments PPS A1.3

EDB Web Inquiry PPS A6.0

EDFT PTR

EDLA PTR

EDLR PTR

EDRA PTR

EDTM PTR

EDTS PTR

Education Assistance Reimbursement PTR E2.0

Education Expense Reimbursement ALIEN F1.0

Educational Level Coding EDB 

EEID Screen Changes EDB  

Employee Death Payments PTR

Employee Document Types PPS A3.0

Employee Documents (IDOC) EDB  

Employee Identification Screen (EEID) B5.0 

• Birthdate Changes  EDB B5.0 
• Employee ID Number EDB A2.6  
• Name Changes EDB B5.0  
• Name Format Requirements by IRS EDB B5.0 and Alien E1.2-1
• Social Security Number Updates EDB B5.0 

Employee Information

Employee Paid Disability EDB

Employee Paid Life Insurance EDB 

Employee Pay Schedule

Employee Personal Data (EPD1) (EADD) EDB B6.0

• Affirmative Action Data EDB B6.0
• Campus Address EDB B6.0  
• Number of Registered Units EDB B6.0 
• Permanent Address EDB B6.0 
• Student Status Codes EDB B6.0

Employee Record Selection EDB A2.7

Employee Relations Coding EDB D14.0

Employee Service Payments ALIEN F1.0

Employer Benefits Contribution Rates 

Employment Verification (IVER) PPS A5.3 and PPS A3.2

Entering Data into EDB and PTR

Enter Key

Erase EOF Key

Error Messages

Exception Time Reporting PPS

Exempt Employee Time Reporting PTR

Expense Transfer Adjustment PTR D7.0

• Mass Expense Transfer - EDTM PTR D9.0
• Single Line Expense Transfer - EDTS PTR D8.0
• UPAY 646-4 Expense Transfer Form PTR D10.0
• UPAY 646-4 Expense Transfer Form Example 

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-F-

F Keys

Faculty & Staff Info

• Academic & Administrative Calendars
• At Your Service Online
• At Your Service Online Information
• Biweekly Payroll Calendar
• Choosing Direct Deposit
• Duplicate W2 Request Form
• Employee Record Request Form
• Frequently Asked Payroll Questions
• Frequently Asked W2 Questions
• Glossary of Personnel and Payroll Terms for Employees
• Manually Calculate Your Federal Tax Withholdings
• Manually Calculate Your State Tax Withholdings for California
• Payday Calendar
• Understanding Your Direct Deposit Earnings Statement
• Understanding Your Payroll Check Stub
• Understanding Pay Type Descriptions
• W2 Form Box Descriptions
• W4/DE 4 Form (PDF)

Family Members Eligibility Chart EDB

Fellowships or Scholarships for Nonresident Students ALlEN H1.0

• Procedure for Payments to F1, J1 Visa Holders - Alien H2.0
• Required Forms - Alien H4.0
  • Federal Forms - Alien H4.2
  • Graduate Student Support Awards Forms - Alien H4.1
  • State Forms - Alien H4.3
• Withholding - Alien H3.0

FICA ALIEN

FICA EDB

Fidelity EDB

Field/Screen Cross Reference EDB and PTR

Flat Dollar Deductions PTR

FLSA Requirements PTR

Flush Report PTR E8.3

Foreign Country Codes ALIEN Reference

Forms, Online Payroll

Forms EDB

403b Plans EDB

Function Codes EDB and PTR

Function Keys EDB

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-G-

Glossary of Terms PPS

‘GOTO’ Command EDB

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-H-

Health Insurance EDB

HELP EDB A5.0 and PTR A5.0

• Command Line EDB A5.2 and PTR A5.2
• Copy from Help to Entry/Update EDB A5.3 and PTR A5.3
• Field-Level Help EDB A5.1 and PTR A5.1
• Find Command EDB A5.3 and PTR A5.3
• Function (F) Keys EDB A5.3 and PTR A5.3
• Screen Layout EDB A5.2 and PTR A5.2
• Screen Level Help EDB A5.1 and PTR A5.1
• Using Help EDB A5.3 and PTR A5.3

History Data Base (HDB) PPS B1.0

• HDB Data Field/Screen Cross Reference Table PPS B5.0
• History Data Base Inquiry (IHDB) and Update (UHDB) Overview PPS B1.2 and Using IHDB and UHDB B2.0
  • Help PPS B2.5
  • IHDB Access PPS B2.1
  • IHDB Navigation PPS B2.1
  • IHDB Screen Layout PPS B2.2
  • IHDB Screen Samples PPS B2.3
    • IAPN Appointments PPS B2.3
    • IATN Action Codes PPS B2.3
    • IAWD Awards PPS B2.3
    • IBA1 Basic Employment 1 PPS B2.3
    • IBA2 Basic Employment 2 PPS B2.3
    • IBKG Background Check PPS B2.3
    • IBN1 Benefits 1 PPS B2.3
    • IBN2 Benefits 2 PPS B2.3
    • ICBG Collective Bargaining PPS B2.3
    • IDST Distributions PPS B2.3
    • IHNR Honors PPS B2.3
    • IHW4 Tax Data PPS B2.3
    • ILCR Layoff Seniority Credit PPS B2.3
    • ILEV Leave of Absence PPS B2.3
    • ILIC License and Certification PPS B2.3
    • IMBR Benefits Membership PPS B2.3
    • IMTH Monthly Accumulators PPS B2.3
    • IOFF Layoff Data PPS B2.3
    • IQTR Quarterly Accumulators PPS B2.3
    • ISAB Sabbatical Credit PPS B2.3
    • ISVC Service Credit PPS B2.3
    • IYRL Yearly Accumulators PPS B2.3
  • Incorrect Flag Update in UHDB PPS B2.4
  • Incorrect Records in IHDB Inquiry PPS B2.2
  • UHDB Function Codes PPS B2.4
• History Documents (IHHR) PPS B1.3
  • Printing History Documents PPS
• Personnel History Reporting System (IHIS) PPS B1.1
  • IHIS Access PPS B3.0
  • IHIS Browse Screen (HWHO) PPS B3.4
  • IHIS Employee History Detail Screen Samples PPS B3.5
    • HADC Compact Appointment/Distribution History PPS B3.5
    • HADF Full Appointment/Distribution History PPS B3.5
    • HAWD Award History PPS B3.5
    • HBKG Background Check History PPS B3.5
    • HHNR Academic Honors History PPS B3.5
    • HLIC License and Certificate History PPS B3.5
    • HLOA Leave of Absence History PPS B3.5
    • HLOF Layoff Data History PPS B3.5
    • HPER Personal Information History PPS B3.5
    • HSEP Separation History PPS B3.5
    • HSLA Sabbatical Leave Accrual History PPS B3.5
    • HSLV Sabbatical Leave History PPS B3.5
    • HSUM Appointment Summary History PPS B3.5
    • IHTX W4/DE4 Selection Menu PPS B3.5
  • IHIS Help Screens PPS B3.6
  • IHIS Navigation PPS B3.2
  • IHIS Screen Layout PPS B3.3
  • IHIS Screen Samples PPS B1.1

Hotline Phone Numbers EDB

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 -I-

I-9 Form EDB

IDOC - Notices to Employees

• IDOC Description PPS A3.1
• IDOC Examples EDB A7.2
• Printing Notices PPS A5.0
• Selecting a Printer PPS A5.1
• Using IDOC PPS A5.2

IDTL PTR

IMSG screen EDB 

Immigration Classifications ALIEN A2.0

• Chart of Immigration Classifications PPS
• Professional Under the North American Free Trade Agreement (TN) - Alien A2.3
  • NAFTA Professional Job Series List
• Visitor for Business or Pleasure (B1 B2) - Alien A2.2
• Waiver Pilot Program (VWPP) - Alien A2.1

Immigration Legislation History ALIEN A1.0

Incentive Award Program (IAP) EDB

Incentive Award Program (IAP) Payments PTR E4.1 and G1.5

• Award Tax Rate Calculation PTR

Income Tax EDB

Independent Contractor or Personal Services Payments ALIEN F1.0

• Accounts Payable Documentation for Payment - Alien F3.0
• Honoraria - Certification of Academic Activity Form - Alien F3.1
• Payment Example - Non-Tax Treaty Payment - Alien F4.0
• Payment Example - Tax Treaty Payment - Alien F5.0
• Request for Payment through Accounts Payable - Alien F2.0

Individual Taxpayer Identification Number (ITIN) for Aliens ALIEN D5.4

• Eligibility for ITIN - Alien D5.4-1
• Procedure to Obtain ITIN at UCLA - Alien D5.4-2

Institution Codes EDB

Insurance Plans EDB

Interaction of PPS with Other Systems PPS F3.0

Intercampus Payments PTR E5.0

Intercampus Transfer EDB B9.0

Invalid Accounts PTR E6.0

• Benefit Adjustments PTR E6.3
• Correcting Invalid Account Transactions PTR E6.3
• FSO 323 Reports PTR E6.2
• PRS 469 Reports PTR E6.1

IPAY (Payroll Audit Record) Screens

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Keyboard Features  

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Lateral Transfer EDB

Late/Reduce Pay Adjustment - EDLR PTR D5.0

• Error Correction PTR D5.3
• Overmax Correction PTR D5.2
• Retroactive Title Code Change PTR D5.1
• Rush Checks PTR E9.0
• Workers' Compensation Processing PTR E13.0

Leave Accrual

• Academic Leave Coding EDB
• Accrual Thresholds PTR F1.2
• Calculating Accruals by the Leave Factor PTR F1.2
• Catastrophic Leave Processing PTR
• Leave Accrual Reports PTR F3.0
• Leave DOS Codes PTR F2.1
• Leave Accrual Adjustment Processing PTR F4.0
  • Change of Leave Code PTR F4.2
  • Employee at Vacation Maximum PTR F4.3
  • Employee Ineligible to Accrue Becomes Eligible PTR F4.1
  • Leave Balance Error Correction PTR F4.6
  • Pay Compensatory Time Balances PTR F4.4
  • Reinstatement of Codes and Hours on Rehire PTR F4.8
  • Reversing Reported Leave Usage PTR F4.5
  • Sick Leave Balance Adjustments PTR F4.8
  • Vacation Pay for Separating Employees PTR F4.7
• Leave Accrual and Usage Policies and Contract Articles PTR G1.6
• Leave Accrual Factors and Monthly Equivalents PTR F1.1
• Leave Accrual on the PPP 5302
• Leave Usage Reporting PTR F2.0
• Leave Usage and Accrual Adjustments on the PPP 5302 
• Reporting Leave Usage on the EDLR Screen PTR F2.2
• Reporting Leave Usage on the Roster PTR F2.2
• Staff Leave Coding EDB and PTR G1.6
• Staff Request for Service Verification Form PTR G1.6
• Zeroing Out Leave Balances Using EDLA PTR D4.0

Leave Hours Adjustment - EDLA PTR D4.0

Leaves of Absence

• Academic Leave EDB
• Staff Leave EDB

Legal Insurance EDB

License and Certificate Codes EDB

Life Insurance, Dependent EDB

Life Insurance, Employee Paid EDB

Life Insurance, UC Paid EDB  

List of Adjustments Processed PTR

Local Award Payments PTR E4.0

LX Adjustment PTR

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Mass Expense Transfer PTR

Maximum Number of Pay Lines Per Employee PTR D1.0

Medical Insurance EDB

Medical Insurance Premium Reimbursement ALIEN F1.0

Merit Increases

• Academic Merit Increases EDB
• Retroactive Merit Payment PTR D6.0
• Staff Merit Increases EDB

Messages EDB A4.0 and PTR A4.0

• Consistency Edit Messages (ECON) EDB
• Consistency Edit Messages PTR A4.2
• ‘Data Entered Not Unique’ EDB A2.6
• Entry Screen Messages EDB A4.2
• Error Messages EDB A4.2 and PTR A4.1
• IMSG Messages EDB A4.4
• Informational Messages EDB A4.2 and PTR A4.1
• Instructional Messages EDB A4.2 and PTR A4.1
• Message Severity Chart EDB A11.0 and PTR A4.2
• Navigational Messages EDB A9.0 and EDB A2.6 and PTR A2.6

Moving Expense Reimbursements PTR E7.0

Multi-Campus Payments PTR E5.0

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NAFTA Professional Job Series List ALIEN Reference

Name Changes EDB B5.0

Navigation EDB A2.0 and PTR A2.0

• Arrow Keys EDB A2.3 and PTR A2.3
• Back Tab Key EDB A2.3 and PTR A2.3
• Bundle Navigation EDB
• Cursor Movement: EDB A2.3 and PTR A2.3
• Deleting Data from Field (* key) EDB  A2.1,  A3.0 and PTR A2.1,  A3.0
• Employee Record Selection EDB A2.7 and PTR A2.7
• Enter Key EDB A2.1 and PTR A2.1, A2.3
• Entering Data EDB A3.0 and PTR A3.0
• Erase to End of Field (EOF) Key PTR A2.2
• Function (F) Keys EDB A2.2 and PTR A2.2 and PPS B3.3
• Function (F) Keys for Help EDB and PTR
• Jump Key EDB A2.3 and PTR A2.2
• Keyboard Features EDB A2.1and PTR A2.1
• Navigational Messages EDB and PTR 
• Nesting to Inquiry from Update Screens EDB A2.5 and PTR A2.5
• New Line Key EDB A2.3 and PTR A2.3
• Payroll Record Selection PTR A2.7
• Screen Selection EDB A2.4 and PTR A2.4
• Scrolling EDB A2.8 and PTR A2.8
• Special Commands EDB and PTR
• Tab Key EDB A2.3 and PTR A2.3

Navigational Messages EDB and PTR

New Hires

• Academic EDB
• Benefits Eligibility EDB
• New Hire Forms EDB
• Staff EDB

New Line Key

Non-Exempt Employees Time Reporting PTR

Notices to Employees EDB

Number of Registered Units Field EDB

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OASDI/Medicare EDB

OASDI/Medicare Exemptions ALIEN D5.1

Oath and Patent Form EDB

One Time Payment Adjustment (EDFT) PTR D3.0

• Education Assistance Reimbursement Processing PTR E2.0
• Incentive Award Program Payment Processing PTR E4.0
• Intercampus Payment Processing PTR E5.0
• Multicampus Payment Processing PTR E5.0
• Moving Expense Reimbursement Processing PTR E7.0
• Rush Checks PTR E9.0
• Relocation Allowance Payment Processing PTR E10.0
• Settlement Agreement Payment Processing PTR E11.0
• Summer Sessions Payment Processing PTR E12.0
• ZDN (Z) Payment Processing PTR E14.0

Optical Insurance EDB

Overmax Correction PTR

Overpayments and Credits PTR E8.0

• Flush Report PTR E8.3
• Returning Checks to Payroll  Procedure PTR E8.4
• Returning Checks to Payroll Form (PDF)
• Reversal or Reduction of Pay PTR E8.0

Overtime

• Calculating Overtime Example PTR B3.0
• Overtime Expense PTR C2.0
• Policy (Non-Exempt Employees) PTR B3.0
• Recording Overtime on the EDAP Adjustment Screen PTR D2.2
• Recording Overtime on the Roster PTR C2.0
• Tax Rate Calculations PTR

Organizational Hierarchy EDB Reference

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Parking Deductions Forms EDB

Parking Reimbursements ALIEN F1.0

Pay Advance PTR E9.0 

Pay Compute PPS C2.0

Pay Schedule Code EDB

Pay Schedules at UCLA PPS C1.2

Paycheck Disposition EDB

Paycheck Stub PPS

Payday Calendar PPS

Payrate Change PTR

Payroll Adjustments (EDAT) PTR D1.0 and PPS C1.7

• Additional Pay Adjustment (EDAP) PTR
• Late/Reduce Pay Adjustment (EDLR) PTR
• Leave Hours Adjustment (EDLA) PTR
• LX Transaction PTR
• One Time Payment Adjustment (EDFT) PTR
• Overmax Correction PTR
• Rush Checks PTR
• Retroactive Pay (EDRA) PTR
• RX Transaction PTR

Payroll Audit Record (IPAY) PPS C2.1

• Accessing IPAY Screens PPS C4.1
• Data Fields and Screens Chart in IPAY PPS C4.6
• Employee Record Navigation PPS C4.2
• Employee Record Selection Using Browse (IBRS) PPS C4.3
• Screen Layout PPS C4.4
• Screen Help PPS C4.5
• Screen Samples in IPAY PPS C2.1

Payroll Deductions PPS

Payroll Schedule for Department Use PPS

Payroll Transactions Not Entered by Departments PPS C1.8

Period of Eligibility (PIE) EDB

Permanent Address, Employee EDB

Perquisite Code EDB

Personnel Action Codes EDB

Personnel History

PP QDB

PPS Training Programs

Primary BELI Status Qualifier EDB

Printing EDB PPS A5.0

• Printing IDOCs
• Selecting a Printer 

Printing HDB (History) Reports PPS B4.0

Printing PTR A7.0

• Selecting a Printer PTR 7.2

Prior Service Coding EDB

Probationary Period End Date Chart EDB

Promotions

• Academic Promotion EDB
• Retroactive Pay for Promotion PTR D5.1
• Staff Promotion EDB

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Query Data Base, Personnel/Payroll (PP QDB) PPS D3.0

• BIQuery Basics PPQDB
• Personnel Payroll Query Database Article (PP QDB)
• PP QDB Clinic Training Class (SkillNet)
• PP QDB Helpful Hints PPQDB
• PP QDB Information & Clinic
• PP QDB Reports on the UCLA On-Line Financial Systems Report Web Site PPS D3.2
• PP QDB Tables and Column Names PPS D3.1
• Sample Queries PPQDB

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RAI (Rate Adjustment Indicator) PTR D6

Rate/Amount Field EDB

Rate Code EDB

Reappointments

• Academic EDB
• Staff EDB

Reclassification EDB

• Retroactive Pay for Reclassification PTR D5.1

Recording Time PTR

Registered Units EDB

Rehire

• Academic EDB
• Staff EDB

Relocation Allowance Payments PTR E10.0

Renewal of Appointment

• Academic EDB
• Staff EDB

Reports PPS

• BELI (Benefits Eligibility Level) - Employees Out Of Compliance PPS D4.0
• Change to Retirement/FICA after SIS Interface PPS D4.0
• Committed Salary Expenditure Report (CSER) PPS D1.5
• Core Medical Insurance PPS D4.0
• Distribution of Payroll Expense (PPP5302) PPS D1.1
  • Allocation of Benefit Charges to Multiple Accounts PPS D1.2
  • Benefit Adjustments PPS D1.3
  • Benefit Charges on the PPP5302 PPS D1.2
  • Benefit Contribution Rates 
  • How to Estimate Benefit Charges PPS D1.2
  • Incentive Award (IAP) Payments PPS D1.3
  • Leave Usage and Accrual Adjustments PPS D1.3
  • Overpayments PPS D1.3
  • Overpayment and Hand-drawn Transactions PPS D1.3
  • Payroll Expense Transfers PPS D1.3
  • Reclassifications and Title Code Changes PPS D1.3
  • Rush Checks PPS D1.3
  • Terminal Vacation Pay PPS D1.3
  • Vacation Accrual Assessment, Usage and Adjustments PPS D1.3
  • Work Study Transactions PPS D1.3
• Employees Approaching 1000 Hours Toward Benefits Eligibility PPS D4.0
• Employees Approaching Leave Accrual & Service Award Thresholds PPS D4.0
• Employee Leave Accrual Code Changes -- Monitoring Changes PPS D4.0
• Employees with 1000 Hours - Eligible for Benefits PPS D4.0
• Employees with Student Status of 3 or 4 & No Registered Units PPS D4.0
• Flush PPS C2.0
• IAP Activity by Fund Source and Employee Group PPS D4.0
• Invalid Account Reports PPS D1.4
• Merit Roster PPS D4.0
• Month End PPS D1.0
• Overmax PPS C2.0
• Personnel Status Report PPS D4.0
• Prior Period/Special Payments PPS D4.0
• Reports Available on OFSR (Online Financial System Reports) PPS D3.2
• Reports Available on Document Direct-RDS (Report Distribution System) PPS D4.0
• Separated Employees Report PPS D3.2
• Year End Reports PPS D2.0
  • Calendar Year End PPS D2.2
  • Fiscal Year End PPS D2.1
  • W-2 Forms PPS D2.3
  • Year End Purge Report PPS D4.0

Required Forms EDB B10.0 and ALIEN E2.0

• Limited Appointment to Career Forms EDB D5.0
• New Hire Forms EDB11.1

• Certificate of Foreign Status for Federal Tax Withholding - UC W-8BEN EDB B11.4 and Alien E2.2
• Exemption From Withholding on Compensation for Independent Personal Services of a Nonresident Alien - Form 8233 EDB B11.5 and Alien E2.5
• I-9 Form (Employment Eligibility Verification Form) EDB B11.2 and Alien E2.1
• Oath and Patent (UPAY 585) EDB B11.1
• Parking Deductions EDB B11.7
• Other New Hire forms EDB B11.8
• Out of State Income Tax Withholding Form UPAY830 - Alien E2.4
• State List on Tax Requirements for Work Outside California - Alien E2.4
• Tax Treaty Statement Form EDB B11.5 and Alien E2.6
• W-4 EDB B11.3 and Alien E2.3

• Separation Forms EDB B12.2
  • Parking Deductions Cancellation EDB B12.2
  • Separation Forms on the Web EDB B12.3
  • Unemployment Insurance Termination Report EDB B12.2

Staff Forms EDB D17.0  

Residency for Tax Purposes ALIEN B1.0

• California Residency for Tax Purposes - Alien B5.0
• Green Card Test - Alien B2.0
• Residency Begin and End Dates - Alien B4.0
• Substantial Presence Test - Alien B3.0

• Days of Presence in the United States - Alien B3.2
• Exempt from Completing the Substantial Presence Test - Alien B3.3
• Exempt Individual Examples - Alien B3.4
• Substantial Presence Test Exception - Closer Connection Test - Alien B3.1

Retirement EDB

Retirement/FICA Coding

Retroactive Merit Increase PTR

Retroactive Pay Adjustment (EDRA) PTR D6.0

• Retroactive By Agreement Payrate Increase PTR D6.0
• Retroactive Hourly Payrate Increase PTR D6.0
• Retroactive Monthly Payrate Increase PTR D6.0
• Retroactive Payrate Decrease PTR E8.0
• Rush Checks PTR

Retroactive Promotion PTR

Retroactive Range Adjustment PTR

Retroactive Reclassification PTR

Return Check for Reversal/Reduction Form PTR E8.4