PPS MANUAL, SECTION F - RESOURCES &
RELATED SYSTEMS
F1.0 CENTRAL OFFICES
The responsibility for managing the fiscal resources in the department and the accuracy
and integrity of the data on the PPS for the employees in the department belongs to the
department. There are several central offices that provide training and support to the
department administrators and the department representatives.
Academic Personnel Office (APO) - APO provides a wide variety of
services to the UCLA community. Many of the functional areas of APO have an impact on the
Personnel/Payroll System. The Office as a whole has direct responsibility for supporting
departments, schools and colleges in processing Academic Personnel data on the PPS and
provides the following related services:
Holds regular meetings with School Academic Personnel Coordinators.
Conducts an In-Service Certificated Training Program for employees who are currently
responsible for disseminating academic personnel related information and for employees who
wish to gain an understanding of the academic personnel process.
Provides support to the campus regarding on-line processing of personnel-related
transactions for academic employees.
Provides consultation to campus administrators and department representatives regarding
the interpretation and application of Academic personnel policies.
Conducts post-audit review of personnel and payroll transactions processed through
Employee Database (EDB) Entry/Update to ensure that transactions are complete, in proper
formats, and that the actions are in conformance with policies, procedures, and
contractual agreements and that the data entered is consistent with departments' intent.
Administrative Information Systems (AIS) - AIS is the custodian of
many UCLA central administrative systems (including the PPS) and is responsible for the
development, maintenance and security of these systems in coordination with the system
"owners". With regards to the PPS, AIS provides the following services:
Availability for response to operational problems during the running of PPS jobs 24
hours a day, 7 days a week.
Testing and installation of modifications to the PPS including the installation of 200
programming releases UCOP per year.
Operation of a help desk to receive and respond to trouble calls from users who are
experiencing system problems such as slow response time.
Interfaces with other systems such as the Student System in order to update the PPS with
required data including registered units and Work Study limits.
Development and maintenance of the DACSS/ASAP system so departments heads can control
system access and review and monitor systems transactions processed by departmental staff.
Development and maintenance of the PP QDB to provide report-writing capabilities from
PPS data to department staff.
Campus Human Resources(CHR) - CHR provides a wide variety of
services to the UCLA community. Many of the functional areas within CHR have an impact on
the data in the Personnel/Payroll System; however, Benefits and Personnel Services has the
most direct responsibility for supporting departments in processing PPS information and
provides the following related services:
Offers individual and group benefits counseling, departmental information sessions, and
In-Service Training classes to employees and department representatives.
Provides support to the campus regarding on-line processing of benefits for academic and
staff employees and personnel-related transactions for staff employees.
Conducts post-audit review of personnel, payroll, and health and welfare transactions
processed through Employee Database (EDB) Entry/Update and Payroll Time Reporting to
ensure that transactions are complete, in proper formats, and that the actions are in
conformance with policies, procedures and contractual agreements and that the data entered
is consistent with departments' intent.
Provides consultation to campus administrators and department representatives regarding
the interpretation and application of personnel policies for staff members and collective
bargaining articles, such as vacation, sick leave, holiday, overtime, pay, employee
development, and leaves of absence, etc.
Coordinates the merit, service award, and retirement gift programs for employees.
Acts as the employee's liaison between the UCOP Benefits Office and the various
insurance carriers.
Counsels employees and their family members regarding benefits following a layoff,
military leave, leave without pay, maternity, disability, sabbatical, retirement, or
death.
Processes premium payments and adjustments for both the employees and insurance
carriers; coordinates the Statement of Health process; and processes direct payments for
insurance premiums for employees on leave without pay or disability.
Acts as liaison between the University and the State Employment Development Department
(EDD) for all unemployment insurance and state disability claims.
Credit Union,
Parking, BE-Real Estate Division,
Student Accounting,
etc. - all of these offices provide a wide variety of services to the UCLA community. In
the Personnel/Payroll system, each one of these offices is responsible for updating the EDB with their respective payroll deduction information which has been authorized by
University employees.
Dean’s Offices - The various Dean’s Offices provide a wide
variety of services to the UCLA community and many of these services relate to data on the
Personnel/Payroll System. Specifically, many of the Dean’s Offices provide the
following:
Provides support to the organization regarding on-line processing of personnel-related
transactions for employees in the particular school.
Conducts post-audit review of personnel and payroll transactions processed through
Employee Database (EDB) Entry/Update to ensure that transactions are complete, in proper
formats, and that the actions are in conformance with policies and procedures, and that
the data entered is consistent with departments' intent.
Provides consultation to campus administrators and department representatives within the
school regarding the interpretation and application of personnel policies.
Authorizes departments to process certain transactions in the PPS. For example, the
Dean’s Office, School of Medicine pre-approves all "Z payments" made to
School of Medicine Faculty.
Financial Aid Office/Work Study - The Financial Aid Office provides a
wide variety of services to the UCLA community and many of these services relate to data
on the Personnel/Payroll System. Specifically, the Work Study Office provides the
following:
Workshops related to data in the Student Record System and the Personnel/Payroll System.
Processes on-going adjustments to work study limits for student employees eligible for
work study.
Reviews edits and informs departments of corrections that need to be made to work study
employee’s record.
Graduate Division - The Graduate Division provides a wide variety of
services to the UCLA community. Many functional areas of the Graduate Division have an
impact on the Personnel/Payroll System; however, Graduate Student Support has the most
direct responsibility for Academic Apprentice Personnel data on the PPS and provides the
following related services:
Conducts In-Service Training classes for department representatives.
Provides support to the campus regarding on-line processing of personnel-related
transactions for academic apprentice employees.
Conducts post-audit review of personnel and payroll transactions processed through the
Employee Database (EDB) Entry/Update to ensure that transactions are complete, in proper
formats, and that the actions are in conformance with policies and procedures, and that
the data entered is consistent with departments' intent.
Provides consultation to campus administrators and department representatives regarding
the interpretation and application of Academic Apprentice personnel policies.
Coordinates the fee remission programs for the campus.
Healthcare Human Resources (HHR) - HHR provides a wide variety of
services to the UCLA Medical Enterprise. Many of the functional areas within HHR have an
impact on the Personnel/Payroll System; however, Forms Processing has the most direct
responsibility for supporting departments in entering Healthcare Personnel data on the PPS
and provides the following related services:
Offers individual and group benefits counseling, departmental information sessions, and
In-Service Training classes to employees and department representatives.
Counsels employees and their family members regarding benefits following a layoff,
military leave, leave without pay, maternity, disability, sabbatical, retirement, or
death.
Provides support to departments regarding personnel-related transactions for Healthcare
employees.
Conducts post-audit review of personnel, payroll, and health and welfare transactions
processed through Employee Database (EDB) Entry/Update and the Payroll Time Reporting to
ensure that transactions are complete, in proper formats, and that the actions are in
conformance with policies, procedures and contractual agreements and that the data entered
is consistent with departments' intent.
Provides consultation to administrators and department representatives regarding the
interpretation and application of personnel policies for staff members and collective
bargaining articles, such as vacation, sick leave, holiday, overtime, pay, employee
development, and leaves of absence, etc.
Coordinates the merit, service award, and retirement gift programs.
Payroll Services - Payroll’s primary responsibility is the
accurate and timely issuance of paychecks to employees (approximately 38,000 per month).
Payroll Services also performs a number of related functions:
Processes withholding and deductions from pay including garnishments and levies.
Issues payments to insurance carriers, credit union, charities, and other agencies.
Reviews, calculates, and collects payroll overpayments.
Calculates and processes workers’ compensation adjustments for employees.
Interprets and applies regulations on withholdings and other salary related matters.
Handles tax deposits and related reporting.
Issues approximately 45,000 W-2 forms each year.
Recommends, tests, reviews, and implements modifications to the PPS.
Develops and delivers training programs for system rollouts and ongoing training.
Registrar’s Office - The Registrar’s Office provides a wide
variety of services to the UCLA community which includes the maintenance of the Universal
Identification Database (UID) which interfaces with the PPS.
Summer Sessions Office - The Summer Sessions Office provides a wide
variety of services to the UCLA community which includes publication of a Summer Sessions
Guide for departments. The Practical Guide for Summer Sessions Program Preparation
includes instructions for setting up Summer Session faculty records on the EDB and
processing payments for them on the PTR screens.
UCLA Health Network Payroll - UCLA Health Network Payroll provides a
wide variety of services to the UCLA Medical Center, Santa Monica UCLA Medical Center and Neuropsychiatric Institute and Hospital. Specifically related to the PPS, Health Network
Payroll:
Collects time records and coordinates submission of the appropriate pay transactions to
AIS/campus payroll.
Maintains leave accounting records for Health Network employees and distributes leave
reporting reports to departments and employees.
Processes adjustments to employees’ pay and leave records from PPS ASAP notices,
service award information, and other sources of information.
Distributes paychecks and surepay advices.
Provides training and consultation in payroll procedures and practices for Health
Network administrators, department representatives, and employees.
Provides support and post-audit review to Health Network departments of payroll-related
transactions processed through Employee Data Base (EDB) Entry/Update.
Provides support to Medical Enterprise Human Resources for special programs that relate
to payroll and leave accounting.
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