The Employee Data Base (EDB) contains information for individual employees such as pay rate, title, begin and end date, hire date, birthdate, address, benefits, W-4 exemptions, and other information related to the employee. Each active employee record on the EDB should have at least one appointment and one distribution. Appointments are established to define the terms and conditions of employment with the University. Distributions are established to define how the employee is paid. Most of the data on the EDB is current.
There are two ways for departments to enter data on the EDB:
Data on the EDB can also be entered or processed by other offices.
A1.1 Departmental Entry Using Bundles
Bundles are a series of screens linked together in order for the user to process an action. For example, the Staff New Hire bundle (SHIR) contains 13 screens linked together to enable the EDB preparer to enter the required EDB data into the system such as the employees name, social security number, address, education level, W-4 information, check disposition, and appointment and distribution data. Other actions entered using bundles include promotions, reclassifications, additional employment, six-month increases, leave of absences, separations, and rehires.
In order to process an action using a bundle, the preparer may access the bundle menu and select the appropriate bundle. The bundle menu appears below:
UCFMNU0-M0795 EDB Entry/Update 12/20/YY 10:15:12 Bundle Menu Userid: ABCDE SHIR Staff New Hire STRT Start Time Reduction Program AHIR Academic New Hire PHIR Postdoc New Hire SREH Staff Rehire AREH Academic Rehire BENE Benefits SPRO Staff Promo/Transf/Demotn/Recl APRO Acad Promo/Emp Diff Aca Series CASU Casual-Career/Career-Casual ADDL Additional Employment SRNW Staff Renewal of Appt/Reappt ARNW Acad Renewal of Appt/Reappt SMRT Staff Merit/Six Month Increase AMRT Acad Merit Increase LOAB Lv of Absence/Chg Lv Retrn Dt SABB Sabbatical/Lv Abs with-w/o Pay SEPR Separation Next Func: ID: Name: SSN: ===> F: 1-Help 2-Jump 3-PrevMenu F: 12-Exit
A brief description of each bundle including the screens in the bundle can be found in the EDB Manual, Appendix VI. Each bundle is described in detail in subsequent sections of the EDB Manual and should be used as appropriate by the EDB preparer in the department.
Departments may also use individual screens to make changes to an employees record on the EDB.
A1.2 Departmental Entry Using Individual Screens
Individual screens may be used by the EDB preparer to make corrections or to process a change that only requires the use of one screen such as a change to the employees address or name. In order to change an employees record using an individual screen, the preparer may access the EDB Entry/Update Function Code menu and select the appropriate screen. The menu appears below:
UCFMNU0-M0795 EDB Entry/Update 12/20/YY 10:11:41 Function Code Menu Userid: ABCDE BUND Bundle Menu EAPC Appts./Distributions-Condensed EEID Employee Identification EAPP Appointments/Distributions EPD1 Employee Personal Data 1 EPER Personnel-Miscellaneous EPD2 Employee Personal Data 2 ELVE Leave of Absence Data EALN Alien Information EBCC Background Check Data ETAX Tax Information ESEP Separation ECHK Check/Surepay Disposition ELOF Layoff Data EDED Miscellaneous Deductions ERET Retirement Information EACD Academic Service EINS Insurance Enrollment ELIC License/Certificate Data EELI Executive Life Insurance EHON Honors Data EDEP Dependent Data EAWD Awards Data EGTN Misc. Deductions - Central EBND US Savings Bonds ECEN Central Office Information EWSP Work Study Program Limits EDES Data Element Selection EMIS Miscellaneous Information EUCI University Contribution Ind. WHO Employee Browse EKEY Employee ID Number Change
Next Func: ID: Name: SSN: ===> F: 1-Help 2-Jump 3-PrevMenu F: 8-Forward 12-Exit
A brief description of each screen can be found in the EDB Manual, Appendix V. Each screen is described in detail in subsequent sections of the EDB Manual and should be used as appropriate by the EDB preparer in the department.
There is also data on the EDB that is not entered by the department preparer.
A1.3 EDB Data Not Entered by the Department
EDB data can also be entered by other offices, updated via a batch interface with another system, or derived by the system based on data entered by the department or other office. The following data is not entered directly into the EDB by the department:
When the data on the EDB is updated on-line, a PAN is sent out (if necessary) to the reviewer(s) and the data is immediately available on EDB Inquiry Screens to anyone who has access to the EDB Inquiry Screens. Data updated through an interface or other batch process is available on the EDB Inquiry Screens when the batch process has been completed.