The UCLA Catastrophic Leave Program permits temporary salary and benefit continuation
for a staff employee who accrues vacation and who has exhausted all paid leave credits,
when a catastrophic (non-industrial) illness or injury befalls that employee or a member
of that employee’s family or household that requires the employee to be absent from
work. For eligibility, criteria and authorization forms refer to guidelines published by
the Human Resource Offices.
There are two methods of donating vacation time to the Catastrophic Leave Program.
Method 1 – Designated Donation
An employee may donate time to an individual employee who has been designated as eligible to receive catastrophic leave hours by completing a donation form. The donor’s department head or designee is responsible for authorizing the donation form and ensuring that an adjustment to the leave balance of the donor is processed.
The PTR preparer from the donor ‘s department enters an RX transaction on the EDLR screen and uses the DOS code VLC (Vacation Leave-Catastrophic) to reduce the donor’s leave balance by the number of hours donated. For example, if the donation form authorizes 40 hours donated to a designated individual, process the following transaction on the EDLR screen:
PPETLR0-E1064 Dept. Adj Trans 03/15/YY 15:34:58
03/09/YY 19:43:01 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 123456789 Name: ANGEL,JOHN Emp Status: A
Pay End: 03/20/YY Check Date: 03/31/YY Pay Cycle: B1 Page 1 of 1
C
Seq: 00003 Tr: RX Per End: 0320YY Pay Cy: B Dst: 21 E: C T: 2 D: Ttl: 4726
LACFPS: 4 660500 19900 2 Rate: 018.1600 AH: H Prorate:
DOS: Time: H%: DOS: VLC Hr: 040.00 DOS: Hr: WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: Name: ANGEL,JOHN SSN:
Seq No: Pay Cycle: B1 Pay End: 0320YY
U0007 Update process complete
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F: 1-Help 2-Jump 3-PrevMenu
F: 9-UPDATE 12-Exit
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At the post authorization comments entry screen, note in the comments that the
transaction is for catastrophic leave adjustment – designated donation - and the name
of the intended recipient. Press F10 to display the notification preparation screen
and add Payroll Services and the PTR preparer from the recipient’s department as
carbon copy recipients.
The recipient’s department head or designee is responsible for determining the recipient’s eligibility, coordinating the solicitation of leave donations and authorizing the adjustment of the recipient’s leave balance when notification of a donation is received.
The PTR preparer from the recipient’s department should not process an adjustment to the recipient’s vacation balance until after the PAN from the donor’s department is received. The PTR preparer should verify that the recipient’s vacation, sick leave and compensatory time accruals are insufficient to provide full pay for the pay period. The PTR preparer enters an LX transaction using the DOS code VLC to increase the recipient’s leave balance by the number of hours received.
For example, if the recipient does not have sufficient accruals to pay him fully for the pay period ending March 20th, process the following transaction in the EDLR screen:
PPETLR0-E1064 Dept. Adj Trans 03/15/YY 15:57:47
03/09/YY 15:16:57 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 223456789 Name: BLUE,IMA Emp Status: A
Pay End: 03/20/YY Check Date: 03/31/YY Pay Cycle: B1 Page 1 of 1
C
Seq: 00004 Tr: LX Per End: 0320YY Pay Cy: B Dst: 12 E: E T: 2 D: Ttl: 4722
LACFPS: 4 660500 19900 2 Rate: 017.1400 AH: H Prorate:
DOS: Time: H%: DOS: VLC Hr: 040.00 DOS: Hr: WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: Name: BLUE,IMA SSN:
Seq No: Pay Cycle: B1 Pay End: 0320YY
U0007 Update process complete
===>
F: 1-Help 2-Jump 3-PrevMenu
F: 9-UPDATE 12-Exit
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At the post authorization comments entry screen, note in the comments that the
transaction is for catastrophic leave adjustment – designated donation - and the name
of the donor. Press F10 to display the notification preparation screen and add
Payroll Services as carbon copy recipients.
As soon as the VLC transaction to adjust the recipient’s balance has been processed, the PTR preparer may process transactions to pay the recipient for the number of hours received and to report the usage as VAC. (Refer to PTR Manual, Section F2.2 for detailed instructions on processing leave usage and adjustments.)
Leave balances for catastrophic leave transactions can be viewed before and after a pay compute on the IHRS or ILAH screen in EDB Inquiry.
For example, the following IHRS screen displays the recipient’s vacation balance before the LX transaction is processed in the pay compute for the pay period ending March 20th:
PPIHRS0-I0930 EDB Inquiry 03/18/YY 13:47:12
03/17/YY 01:16:12 Hours on Pay Status Userid: ABCDE
ID: 223456789 Name: Blue,IMA LAD: 03/06/YY
Hm Dept: 321500 MAIL SERVIC Emplmt Status: A Pri Pay: BW
Hours on Pay Status: Curr Mnth: 80.00
Jan: 160.00 Jul: 160.00
Feb: 160.00 Aug: 160.00 YTD Tot Hrs : 480.00
* Mar: 160.00 Sep: 160.00 YTD Reg Hrs : 392.00
Apr: 160.00 Oct: 240.00 YTD OT Hrs : 22.50
May: 239.75 Nov: 160.00 YTD NonWk Hrs: 88.00
Jun: 159.50 Dec: 160.00 Avg Hr/Wk : 39.99
Prior Service Mths : 0
Lv Accr Hrs: Balance Maximum Empl Service Credit:
Vacation 22.056635 280.04 From Date :
Sick Leave .000000
Compensatory .00
Paid Time Off .000000
Next Func: ID: Name: SSN:
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After the pay compute the vacation balance increases by 40 hours less usage reported
and plus any vacation hours accrued.
The leave balances can also be viewed on the PPP6401-Time Benefits Roster Report. The following report shows the beginning and ending balances for the donor and the recipient if they are both employed in the same department:
PPP6401/PPP640 /1260YY University of California-Los Angeles PAGE No. 000003
RETN:SEE RPTS DISP SCHEDULE/DIST. PERSONNEL PROCESSING RUN DATE 03/25/YY
TIME BENEFITS ROSTER
PAY CYCLES - PAY PERIOD END DATES: B1-03/20/YY
DEPARTMENT 32100 - MAIL SERVICES
EMPLOYEE NAME/ LEAVE BEGINNING ENDING MAXIMUM
EMPLOYEE ID TYPE BALANCE TAKEN EARNED ADJUSTMENT LOST BALANCE ACCRUAL
ANGEL, JOHN VAC 131.385120 .00 40.000000- .000000 .000000 91.385120 280.04
123456789
BLUE, IMA VAC 22.056635 62.00 40.000000 .000000 .000000 .056635 280.04
223456789
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On the Time Benefits Roster, the Earned column for the donor displays the 40 hours that
were donated as a negative figure. The Earned column for the recipient displays the 40
hours that were received as a positive figure. The Taken column for the recipient displays
the hours used for the pay period ending 3/20/YY (22 hours from the employee’s own
balance plus 40 hours from the donation = 62).
Method 2 – Undesignated Donation
The second method permits an employee to donate vacation leave hours to a central catastrophic leave bank maintained by Payroll Services by completing a donation form and submitting it to his/her department head. The department head authorizes the department PTR preparer to reduce the employee’s vacation leave balance and notify Payroll Services to add the hours to the catastrophic leave bank.
The PTR preparer from the donor's department enters an RX transaction to reduce the donor’s leave balance by the number of hours donated. This transaction is processed the same way as in Method 1. Note in the comments that the donor’s hours should be added to the Catastrophic Leave Bank. At the post-authorization notification screen, add Payroll Services (PPPAY) as a carbon copy recipient. Upon receipt of the PAN, Payroll Services will add the hours to the Catastrophic Leave Bank.
Requests for disbursement of vacation leave hours from the bank are sent to Campus Human Resources by the department head for an eligible employee. A committee composed of representatives from Payroll Services, Campus Human Resources and departments determines disbursement of hours from the bank based on confirmation of the catastrophic illness or injury and the number of hours available and authorizes the department head to process adjustments to the recipient’s leave balance.
After the recipient’s department head has received authorization from the Catastrophic Leave Committee to process an adjustment, the PTR preparer enters an LX transaction to increase the recipient’s leave balance (refer to the EDLR-LX transaction in Method 1) using a DOS code of VLC. Note in the comments that the transaction is to adjust the recipient’s vacation leave balance using hours from the Catastrophic Leave Bank. At the PAN screen, add Payroll Services (PPPAY) as a carbon copy recipient. Upon receipt of the PAN, Payroll Services will subtract the hours from the Catastrophic Leave Bank.
As soon as the VLC transaction to adjust the recipient’s balance has been processed, the PTR preparer may process transactions to pay the recipient for the number of hours received and to report the usage as VAC. (Refer to PTR Manual, Section F2.2 for detailed instructions on processing leave usage and adjustments.) The DOS code VAC will invoke the credit from the leave accrual reserve account to cover the expense of the gross and associated benefits.
Financial Impact
The DOS code VLC does not invoke financial debits from or credits to a department’s account and so the VLC transactions will not be reported on the PPP5302-Distribution of Payroll Expense Report. However, the RX and LX transactions will be displayed on the IDER screen in the Payroll Audit Record. The department reporting the recipient's usage as VAC will receive credit from the leave reserve account to cover the expense of the gross and the associated benefits.
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