At times, it may be necessary to process leave accrual adjustments to employees’
records. This section lists some of the most common adjustments processed by departments
and provides examples on how to process the adjustments when necessary.
Information on the following leave adjustments is included below:
F4.1 Employee Ineligible to Accrue Vacation Becomes Eligible
Personnel Process
Non-academic employees appointed at less than 50% time for less than six months are ineligible to earn vacation from the date of their appointment. The EDB preparer assigns this type of appointment an "F" leave code which permits accrual of sick leave only. An employee appointed under these conditions only becomes eligible for a leave code to accrue vacation following six continuous months or quadriweekly cycles on pay status at 50% time or more. The EDB preparer would then determine the appropriate leave code based on the personnel program, personnel policy or collective bargaining agreement and length of service, and would enter the new leave code on the EAPP screen in EDB.
Depending on the personnel policy or collective bargaining agreement governing the employee’s appointment, the employee may or may not be credited with vacation accruals for the six-month or six quadriweekly cycle period. If the policy or bargaining agreement does not permit retroactive credit, the employee is only eligible to accrue vacation beginning with the first accrual period following the 6 months or quadriweekly cycles. Refer to the specific policy or bargaining agreement on vacation to determine eligibility for "credit back" of vacation hours.
The Personnel Status Report (PPP6201) is a report that lists past, current and future department specific personnel data. One of the categories on the report related to vacation is "Limited or Cas/Res Empl Approaching Vacation Eligibility" which lists the names of employees who have been on pay status for 5 continuous months at 50% time or more. An example of the report including the message is shown below.
This report should be used to monitor those employees who are likely to complete the six month period and will need their record changed to reflect a new leave code and possible "credit back" for the six month period. The Time Benefits Roster also displays the "warning message" in the Status Message column.
| PPP6201/PPP620 /0820YY RETN: SEE RPTS DISP SCHEDULE/DIST DEPARTMENT: ABC |
UNIVERSITY
OF CALIFORNIA-LOS ANGELES PERSONNEL REPORTING PERSONNEL STATUS REPORT |
PAGE
NO. 000003 RUN DATE 12/31/YY NON-ACADEMIC EMPLOYEES |
| LIMITED OR CAS/RES EMPL APPROACHING VACATION ELIGIBILITY (13) | |||||||||
| EMPLOYEE NAME | EMPLOYEE ID NUMBER | EMP STAT | MTHS AT 50% | ||||||
| O’Cruel, Katie | 008996650 | A | 5 | ||||||
Once it is determined that the employee is eligible to earn vacation, the EDB preparer needs to :
Once the leave code is updated on the EDB, the PTR preparer will ONLY need to calculate
vacation hours accrued during the six month or six quadriweekly accrual cycle (and any
other accrual period that will not be calculated automatically by the leave accrual
system) for those employees whose appointment is governed by the personnel policy or
bargaining agreement that permits vacation accrual "credit back" for the six
month period by:
| Accrual Period | Hours |
Accrual Factor
|
Monthly Accrual
|
Fund 1 (75%) |
Fund 2 (25%) |
|
| 01/31/08 | 92.00 | .057692 | 5.307664 | 3.980748 | 1.326916 |
| 12/31/07 | 84.00 | .057692 | 4.846128 | 3.634596 | 1.211532 |
| 11/30/07 | 88.00 | .057692 | 5.076896 | 3.807672 | 1.269224 |
| 10/31/07 | 116.42 | .057692 | 6.716503 | 5.037377 | 1.679126 |
| 09/30/07 | 80.00 | .057692 | 4.615360 | 3.461520 | 1.153840 |
| 08/31/07 | 92.00 | .057692 | 5.307664 | 3.980748 | 1.326916 |
| Total Adjustment | 31.870215 | 23.902661 | 7.967554 | ||
The ILAH screens (shown below) may be used to determine the hours on pay status that need to be used as a basis for calculating the total number of vacation hours that need to be added to an employee's vacation balance as mentioned in step 2 above.
PPILAH0-I1389 EDB Inquiry 02/21/YY 14:34:54
02/21/YY 22:23:18 Leave Accrual History Userid: ABCDE
ID: 008996650 Name: O'CRUEL,KATIE PG 01 OF 07
Hm Dept: 356500 BUS&FIN Emplmt Status: A Pri Pay: MO LAD: 02/03/YY
Accrued Leave Vacation Sick Leave Comp Time Paid Time Off
Balance .000000 .000000 .00 .000000
Maximum .00
Lost L Hours
Vac Accrl v Toward H Accrued Hours
End Date Cyc By Hours Key c Accrl % Vac Sick
01-31-08 M .00 PRXC F 92.00 % .00 4.24
.00 .00 .00
.00 .00 .00
.00 .00 .00
12-31-07 M .00 PRXC F 84.00 % .00 3.87
.00 .00 .00
.00 .00 .00
.00 .00 .00
Next Func: ID: Name: SSN:
==>
PF: 1-Help 2-Browse 3-PrevMenu
PF: 8-Forward 9-MainMenu 12-Exit
|
PPILAH0-I1389 EDB Inquiry 02/21/YY 14:34:54
02/21/YY 22:23:18 Leave Accrual History Userid: ABCDE
ID: 008996650 Name: O'CRUEL,KATIE PG 02 OF 07
Hm Dept: 356500 BUS&FIN Emplmt Status: A Pri Pay: MO LAD: 02/03/YY
Accrued Leave Vacation Sick Leave Comp Time Paid Time Off
Balance .000000 .000000 .00 .000000
Maximum .00
Lost L Hours
Vac Accrl v Toward H Accrued Hours
End Date Cyc By Hours Key c Accrl % Vac Sick
11-30-07 M .00 PRXC F 88.00 % .00 4.06
.00 .00 .00
.00 .00 .00
.00 .00 .00
10-31-07 M .00 PRXC F 116.42 % .00 5.37
.00 .00 .00
.00 .00 .00
.00 .00 .00
Next Func: ID: Name: SSN:
==>
PF: 1-Help 2-Browse 3-PrevMenu
PF: 8-Forward 9-MainMenu 12-Exit
|
PPILAH0-I1389 EDB Inquiry 02/21/YY 14:34:54
02/21/YY 22:23:18 Leave Accrual History Userid: ABCDE
ID: 008996650 Name: O'CRUEL,KATIE PG 03 OF 07
Hm Dept: 356500 BUS&FIN Emplmt Status: A Pri Pay: MO LAD: 02/03/YY
Accrued Leave Vacation Sick Leave Comp Time Paid Time Off
Balance .000000 .000000 .00 .000000
Maximum .00
Lost L Hours
Vac Accrl v Toward H Accrued Hours
End Date Cyc By Hours Key c Accrl % Vac Sick
09-30-07 M .00 PRXC F 80.00 % .00 3.69
.00 .00 .00
.00 .00 .00
.00 .00 .00
08-31-07 M .00 PRXC F 92.00 % .00 4.24
.00 .00 .00
.00 .00 .00
.00 .00 .00
Next Func: ID: Name: SSN:
==>
PF: 1-Help 2-Browse 3-PrevMenu
PF: 8-Forward 9-MainMenu 12-Exit
|
Payroll Process
To process the vacation leave balance adjustment, use the Late/Reduce Pay (EDLR) screen to enter an ‘LX’ transaction with the DOS code of ‘VLA’ and the hours to be adjusted. For Katie O’Cruel we previously calculated that the vacation accrual to be credited was 31.87 hours, 23.90 hours to fund 1 and 7.97 to fund 2. The system will automatically start calculating vacation for the employee when the EDB is updated to reflect the change in leave code.
Note: When a vacation leave adjustment needs to be processed for employee paid from more than one fund source, and when the adjustment applies to more than one fund source, it is necessary for the preparer to process one transaction for each fund source involved.
The example shown below for Katie O’Cruel shows how the transaction would be processed to credit the appropriate vacation hours to the two fund sources.
PPETLR0-E0967 Dept. Time Reporting 04/25/YY 11:17:43
04/09/YY 23:25:44 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 008996650 Name: O'CRUEL,KATIE Emp Status: A
Pay End: 04/20/YY Check Date: 05/01/YY Pay Cycle: B1 Page 1 of 1
C
Seq: 00102 Tr: LX Per End: 0406YY Pay Cy: B Dst: 12 E: E T: 2 D: Ttl: 4724
LACFPS: 4 660500 19900 2 Rate: 17.3600 AH: H Prorate:
DOS: Time: H%: DOS: VLA Hr: 23.90 DOS: Hr: WSP:
Seq: 00103 Tr: LX Per End: 0406YY Pay Cy: B Dst: 13 E: E T: 2 D: Ttl: 4724
LACFPS: 4 660500 33333 2 Rate: 17.3600 AH: H Prorate:
DOS: Time: H%: DOS: VLA Hr: 7.97 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: 701000001 Name: SSN:
Seq No: Pay Cycle: B1 Pay End: 0420YY
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE |
F4.2 Change of Leave Code
Personnel Process
Non-academic employees are eligible to earn vacation based on personnel program, personnel policy or collective bargaining agreement, and length of UC and State of California service. Approximately two (2) additional hours of vacation can be accrued upon completion of five (5), ten (10), fifteen (15), and twenty (20) years of qualifying service depending on the provisions of the policy or agreement.
The Personnel Status Report (PPP6201) issues a notice related to service credit applicable to vacation accruals entitled, "Employees Approaching Leave Accrual Change Threshold". An example of the report including the message is shown below. The names of employees are listed two months prior to the projected date of eligibility based on the most recent hire date. Information regarding prior UC and or State of California service should be obtained from the employee. The Time Benefits Roster also issues a notice in the Status Message column.
| PPP6201/PPP620 /0820YY RETN: SEE RPTS DISP SCHEDULE/DIST DEPARTMENT: ABC |
UNIVERSITY
OF CALIFORNIA-LOS ANGELES PERSONNEL REPORTING PERSONNEL STATUS REPORT |
PAGE
NO. 000003 RUN DATE 03/31/YY NON-ACADEMIC EMPLOYEES |
| EMPLOYEES APPROACHING LEAVE ACCRUAL CHANGE THRESHOLD (15) | ||||||
| EMPLOYEE NAME | EMPLOYEE ID NUMBER | EMP STAT | EMPLYMNT DATE | PRIOR SERVICE | EMP SERVICE CREDIT |
|
| Service, Sally | 005432140 | A | 01/01/88 | 0 | 58 | |
All requests for verification of service credit on employees is initiated by the departmental representative and should be sent to Campus or Medical Enterprises Human Resources as appropriate. The request should include the following:
- Name and ID number (other names employed under)
- Employee group
- Senior Management Group(SMG)
- Managers & Senior Professionals (MSP)
- Professional & Support Staff (PSS)
- Years of service requested (5, 10, 15, 20)
- Projected date of eligibility
- Date of last confirmation, if any
- Dates of employment prior to a break-in-service, if any
- Dates of limited employment, if any
- Periods of leave without pay, if any
Human Resources will conduct a review of employment and payroll records and will notify the departmental representative in writing of the effective date of eligibility and to update the leave code on-line in EDB.
A change in leave code may also be necessary when an employee is promoted or demoted or their position is reclassified into a personnel program that provides for a higher or lower accrual rate relative to the employee’s years of employment service. The EDB preparer should change the leave code at the same time the personnel action is processed on-line and notify the PTR preparer that a change in leave code occurred.
If the employee is eligible for an increase in the rate of vacation accrual and retroactive adjustments are necessary due to the effective date of eligibility for the increase in rate, the PTR preparer needs to calculate the retroactive adjustment and process a transaction to adjust the employee’s leave balance on the EDB.
To calculate the retroactive adjustment, you must determine how many months are involved and the difference between the accrual under the old leave code and what the accrual should have been under the new code. For example, Sally Service's leave code changed from an "A" to a "B" effective 3/1/08. Since the EDB was not updated until 4/28/08, the new accrual needs to be calculated for the months of March and April. The accrual adjustment must be allocated to all fund sources from which Sally is paid based on the percentage of time worked on each fund.
| Accrual Period |
New Accrual (Lv Code=B) |
Old Accrual (Lv Code=A) |
Difference |
Fund 1 (40%) |
Fund 2 (60%) |
| 03/31/08 | 12.738504 | 10.615328 | 2.123176 | 0.849270 | 1.273906 |
| 04/30/08 | 11.076960 | 9.230720 | 1.846240 | 0.738496 | 1.107744 |
| Total Adjustment | 3.969416 | 1.587766 | 2.381650 | ||
Payroll Process
Use the Late/Reduce Pay (EDLR) screen to process the vacation leave balance adjustment for Sally Service. Enter an ‘LX’ transaction with the DOS code of ‘VLA’ and the hours to be adjusted., 3.97. The system will automatically begin calculating vacation for the employee at the higher rate when the EDB is updated to reflect the change in leave code.
Note: When a vacation leave adjustment needs to be processed on an employee paid from more than one fund source, and when the adjustment applies to more than one fund source, it is necessary for the preparer to process one transaction for each fund source involved.
The example below for Sally Service shows two ‘LX’ transactions being processed to adjust the vacation balance for the employee for the two fund sources as calculated above.
PPETLR0-E0967 Dept. Time Reporting 04/25/YY 11:17:43
04/09/YY 23:25:44 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 005432140 Name: SERVICE,SALLY Emp Status: A
Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: B1 Page 1 of 1
C
Seq: 00104 Tr: LX Per End: 0331YY Pay Cy: M Dst: 11 E: E T: 2 D: Ttl: 4724
LACFPS: 4 660500 19900 1 Rate: 3020.00 AH: A Prorate:
DOS: Time: H%: DOS: VLA Hr: 1.59 DOS: Hr: WSP:
Seq: 00106 Tr: LX Per End: 0331YY Pay Cy: M Dst: 12 E: E T: 2 D: Ttl: 4724
LACFPS: 4 660500 33333 1 Rate: 3020.00 AH: A Prorate:
DOS: Time: H%: DOS: VLA Hr: 2.38 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: 701000001 Name: SSN:
Seq No: Pay Cycle: B1 Pay End: 0420YY
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
|
F4.3 Employees at Vacation Max
The vacation maximum is determined by an employee’s approximate accrual per month and is two (2) times his/her annual accrual rate. For example, an employee who earns approximately ten (10) hours per month, has a maximum of 240 hours, i.e. 2 X 120 = 240.
Personnel Policies for Staff Members (PPSM) and specific collective bargaining agreements permit an additional "grace period" for employees to accrue vacation above two times the annual accrual maximum due to operational considerations. For example, an employee covered by the PPSM who has a 240 hour maximum, may be permitted to accrue up to a total of 280 hours if he/she cannot schedule vacation within sixty (60) days of accruing the maximum due to operational considerations.
The leave accrual system includes the grace period in calculating the maximum possible accrual for employees covered by policies and bargaining agreements that permit grace periods. The system will continue to automatically calculate and apply vacation accruals past the official maximum and up to the maximum permitted by the grace period as the employee is paid. The system stops accruing vacation once the employee has reached the new maximum associated with the grace period. That higher number of vacation hours becomes the employee's balance until the employee uses vacation and the balance is reduced.
If a department does not wish an employee to accrue vacation during the grace period, the department should notify the employee prior to reaching the maximum to schedule vacation time off. Specific notification requirements are contained in the vacation articles of the applicable policies and bargaining agreements. The PTR preparer should be notified as soon as possible of any adjustments that need to be made to the accrual and/or leave balances to ensure that employees’ balances reflect the minimum and/or maximum hours permitted to be used or paid in accordance with the policy.
The Personnel Status Report (PPP6201) issues a notice related to vacation maxima entitled, "At or Approaching Maximum Vacation Accrual". For employees in titles that permit grace periods, the vacation maximum on the report and in the Personnel/Payroll System includes accruals that may be earned under the grace period provisions. The names of employees who are within 60 days of approaching the system’s vacation maximum are displayed on the report.
| PPP6201/PPP620 /0820YY RETN: SEE RPTS DISP SCHEDULE/DIST DEPARTMENT: ABC |
UNIVERSITY
OF CALIFORNIA-LOS ANGELES PERSONNEL REPORTING PERSONNEL STATUS REPORT |
PAGE
NO. 000003 RUN DATE 02/28/YY NON-ACADEMIC EMPLOYEES |
| AT OR APPROACHING MAXIMUM VACATION ACCRUAL (11) | |||||||
| EMPLOYEE NAME |
EMPLOYEE ID NUMBER |
EMP STAT |
VACATION BALANCE |
MAXIMUM ACCRUAL |
ACCR RATE |
F/T PERCENT |
|
| Stubb, Sam | 000999991 | A | 367.02 | 384.00 | 21 | 100.00 | |
When an employee is at or close to the vacation maximum recorded in the
Personnel/Payroll System, and usage has not been reported during the accrual period,
vacation accruals that exceed the maximum will be recorded as having been lost. If any of
the "lost" hours are due to the employee as accruals, an adjustment must be made
to restore either all or a portion of the lost hours to the employee’s vacation
balance.
If the hours are recorded as lost for an employee who reached the maximum accrual, was not in an approved grace period and did not take time off during the accrual period in which the hours were recorded as lost, then no adjustment should be made. The accruals are not due to the employee in such circumstances.
Personnel Process
If an adjustment is necessary, determine the amount of vacation that needs to be added back by comparing the "Lost" column on the Time Benefits Roster with the departmental time and leave records. Round up to the nearest hundredth hour.
| PPP6401 RETN: SEE RPTS DISP SCHEDULE/DIST DEPARTMENT: ABC |
UNIVERSITY
OF CALIFORNIA-LOS ANGELES PERSONNEL REPORTING TIME BENEFITS ROSTER |
PAGE NO. 000001 RUN DATE 04/25/YY MONTH OF: APRIL |
| EMPLOYEE NAME |
EMPLOYEE ID NO. |
LEAVE TYPE |
BEGINNING BALANCE |
TAKEN | EARNED | ADJUST | LOST |
ENDING BALANCE |
MAXIMUM ACCRUAL |
STAT MSG |
| STUBB,SAM | 000999991 | VAC | 384.000000 | 0.00 | 14.769280 | .000000 | 14.769280 | 384.000000 | =384.00 | |
| SKL | 562.735424 | 0.00 | 7.384640 | .000000 | .000000 | 562.735424 | UNLIMITED |
Payroll Process
The leave accrual adjustment may need to be allocated by fund source if the employee is paid from more than one fund source. The leave usage should be allocated based on the percent of time the employee is paid from each fund source as shown below.
| Description | DOS Code | Total | Fund 1 (65%) | Fund 2 (35%) |
| Beginning Balance | 384.000000 | 249.600000 | 134.400000 | |
| Usage | VAC | 40.000000 | 26.000000 | 14.000000 |
| Accrual | VLA | 14.770000 | 9.600500 | 5.169500 |
| Ending Balance | 358.770000 | 233.200500 | 125.569500 |
Use the Late/Reduce Pay (EDLR) screen to process the vacation leave balance adjustment.
Enter an ‘LX’ transaction with the DOS code of ‘VLA’ and the hours to
be adjusted. The system will automatically begin calculating vacation for the employee at
the higher rate when the EDB is updated to reflect the change in leave code.
Note: When a vacation leave adjustment needs to be processed on an employee paid from more than one fund source, and when the adjustment applies to more than one fund source, it is necessary for the preparer to process one transaction line for each fund source involved.
The example below for Sam Stubb shows how to restore his erroneously lost vacation accrual of 14.77 hours to the two respective fund sources.
PPETLR0-E0967 Dept. Time Reporting 04/25/YY 11:17:43
04/09/YY 23:25:44 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 000999991 Name: STUBB,SAM Emp Status: A
Pay End: 04/20/YY Check Date: 05/01/YY Pay Cycle: B1 Page 1 of 1
C
Seq: 00120 Tr: LX Per End: 0406YY Pay Cy: B Dst: 12 E: E T: 2 D: Ttl: 4724
LACFPS: 4 660500 19900 2 Rate: 17.3600 AH: H Prorate:
DOS: Time: H%: DOS: VLA Hr: 9.60 DOS: Hr: WSP:
Seq: 0122 Tr: LX Per End: 0406YY Pay Cy: B Dst: 13 E: E T: 2 D: Ttl: 4724
LACFPS: 4 660500 33333 2 Rate: 17 .3600 AH: H Prorate:
DOS: Time: H%: DOS: VLA Hr: 5.17 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: 000999991 Name: SSN:
Seq No: Pay Cycle: B1 Pay End: 0420YY
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
|
F4.4 Paying off Compensatory Time Balances
Personnel Process
Generally, employees should be paid for compensatory time accrued when (1) transferring from one department to another, transferring from one grant to another, and/or upon separation. Refer to the personnel policies and collective bargaining agreements, for specific policies governing overtime and compensatory time. Note: Blood "Comp" time is actually Administrative Leave with Pay. It cannot be paid off and should NOT be included in compensatory time balances recorded on the EDB. Departments need to keep separate records for an employee’s blood donation time.
Payroll Process
Compensatory time balances should be paid off using the DOS code of CMP on the Additional Pay screen (EDAP). Refer to the Department Adjustment Transactions section for general instructions on completing the Additional Pay screen. If an employee accrued the compensatory time on more than one fund source, a special payroll will need to be completed for each fund source. The DOS code of "CMP", entered into the Overtime/Leave Accrual fields, will pay the employee and reduce the comp time balance.
In the example below, Phillip Overtime is paid for 20.75 hours of Compensatory time from one fund source.
PPETAP0-E0967 Dept. Time Reporting 04/24/YY 16:25:02
04/24/YY 09:32:13 Additional Pay (EDAP) Userid: ABCDE
ID: 888999995 Name: OVERTIME,PHILLIP Emp Status: A
Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO Page 1 of 1
C
Seq: 00002 Per End: 0430YY Pay Cyc: M Dst: 52 E: E T: 2 D: Ttl: 9611
LACFPS: 4 660500 19900 2 Rate: 04053.00 AH: A Prorate:
DOS: Time H%: DOS: CMP Hr: 20.75 DOS: Hr: WSP:
Seq: Per End: Pay Cyc: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS Time: H%: DOS: Hr: DOS: Hr: WSP:
Seq: Per End: Pay Cyc: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 555777999 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 0430YY
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE |
F4.5 Reversing Leave Usage Previously
Reported
Personnel Process
There are some cases where usage that was previously reported needs to be reversed:
Payroll Process
Process an 'RX' transaction on the Late/Reduce Pay screen to reverse the vacation reported in error. Note: For #2 above, an 'LX' transaction would also need to be processed to report the usage as sick leave.
In the example below, 8 hours of the original 40 hours of vacation usage is reversed for Bertha D Blues because she ended up working one day of her scheduled vacation. The departmental leave record (not shown) should also be adjusted to reflect the reversal of the usage.
PPETLR0-E0967 Dept. Time Reporting 04/25/YY 11:17:43
04/09/YY 23:25:44 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 701000001 Name: BLUES,BERTHA D Emp Status: A
Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO Page 1 of 1
C
Seq: 00102 Tr: RX Per End: 0331YY Pay Cy: M Dst: 13 E: E T: 2 D: Ttl: 7241
LACFPS: 4 660525 19900 1 Rate:03200.00 AH: A Prorate:
DOS: Time: H%: DOS: VAC Hr: 8.00 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: 701000001 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 0430YY
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE |
Note: Vacation is always reversed using the DOS code of VAC. If the original
vacation was prorated by the system, the reversal should also be prorated and
would require more than one RX transaction. For more information, please
refer to Section F5.
F4.6 Adjusting Leave Balance to Correct an Error
Personnel Process
Retroactive adjustments to pay may be processed which could result in a need to increase or reduce an employee’s leave accrual for the period. The Leave Accrual Exceptions Report lists information on transactions that were processed where the system determined that a leave adjustment may be necessary but where there is not enough information on the EDB for the system to process the adjustment automatically. For example, if a message is displayed that the system is unable to derive the Leave Plan code and the employee normally accrues leave, an adjustment is probably necessary.
| PPP3908/PPLVHRS/0820YY RETN: SEE RPTS DISP SCHEDULE/DIST PAY PERIOD END DATE 04/30/YY MO |
UNIVERSITY
OF CALIFORNIA-LOS ANGELES PAYROLL PROCESSING LEAVE ACCRUAL EXCEPTIONS |
PAGE
NO. 000003 RUN DATE 04/24/YY PPI: 0501YYMO CHECK DATE 05/01/YY |
EMP. ID |
PRSNL PRGM |
TUC |
AREP |
SHC |
DUC |
PLN |
DATE |
MSG NO |
|
| 777778889 CREDIT,IMA | S | CX | C | 01/31/YY | 39-215 WARNING | UNABLE TO DERIVE LEAVE PLAN CD, EMPLOYEE NORMALLY ACCRUES LV HOURS = -8.00 |
|||
| 444555999 VACATION,VAL |
S | CX | U | 04/30/YY | 39-215 WARNING | UNABLE TO DERIVE LEAVE PLAN CD, EMPLOYEE NORMALLY ACCRUES LV HOURS = -24.00 |
|||
Payroll Process
The adjustment will need to be processed on the Late/Reduce Pay screen using an ‘RX’ transaction if the hours on the Leave Accrual Exceptions report are negative or an ‘LX’ transaction if the hours are positive. An example of how to calculate the adjustment for Val Vacation is shown in the table below:
| Total number of hours adjusted | Accrual Factor | Type of Leave | Accrual Adjustment |
Fund 1 (20%) 19900 |
Fund 2 (80%) 20000 |
| -24.00 | .057692 | Vacation (VLA) | -1.38 | -0.28 | -1.10 |
| -24.00 | .046154 | Sick (SLA) | -1.11 | N/A | N/A |
The vacation adjustment (VLA) will also have to be allocated among the fund sources on
which an employee is paid.
PPETLR0-E0967 Dept. Time Reporting 04/25/YY 11:17:43
04/09/YY 23:25:44 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 444555999 Name: VACATION,VAL Emp Status: A
Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO Page 1 of 1
C
Seq: 00102 Tr: RX Per End: 0430YY Pay Cy: B Dst: 11 E: E T: 2 D: Ttl: 7241
LACFPS: 4 660525 19900 2 Rate: 32.0000 AH: H Prorate:
DOS: Time: H%: DOS: VLA Hr: 0.28 DOS: Hr: WSP:
Seq: 00103 Tr: RX Per End: 0430YY Pay Cy: B Dst: 11 E: E T: 2 D: Ttl: 7241
LACFPS: 4 660525 20000 2 Rate: 32.0000 AH: H Prorate:
DOS: Time: H%: DOS: VLA Hr: 1.10 DOS: Hr: WSP:
Seq: 00104 Tr: RX Per End: 0430YY Pay Cy: B Dst: 11 E: E T: 2 D: Ttl: 7241
LACFPS: 4 660525 19900 2 Rate: 32.0000 AH: H Prorate:
DOS: Time: H%: DOS: SLA Hr: 1.11 DOS: Hr: WSP:
Next Func: ID: 701000001 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 0430YY
U0001 Input accepted
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F4.7 Vacation Pay for Separating Employees
Personnel Process
Any employee who earned vacation hours from the date of appointment or became eligible to earn vacation hours following six months or quadriweekly pay cycles on pay status at 50 % or more is eligible for terminal vacation pay. Vacation pay is paid to eligible employees for all hours earned through their last day on pay status upon the following circumstances:
EDB preparers should separate employees on the EDB by using the separation bundle (SEPR) and enter the vacation hours to be paid to the employee on the ESEP screen in the bundle. Vacation hours should be rounded to the next highest hundredth hour. For example, an accrual of 89.322233 will be entered and paid off as 89.33 hours.
Information regarding the separation process and the processing of payments for separating employees is available in the following manuals and sections:
Note: Because TVP is rounded to the next highest hundreth of an hour there may be a small balance left on the EDB. If there is any remaining balance on the EDB that is not subject to payment or is negative in error, the PTR preparer will need to zero out the balance using the Leave Hours Adjustment screen (EDLA). Refer to the Department Adjustment Section D4.0 for instructions on how to complete the EDLA screen.
PPIHRS0-I0767 EDB Inquiry 04/21/YY 15:07:04
04/20/YY 22:11:45 Hours on Pay Status/Leave Balances Userid: ABCDE
ID: 301293840 Name: BALANCE,VACATION
Hm Dept: 356500 BUS&FIN Emplmt Status: A Pri Pay: MO LAD: 12/19/YY
Hours on Pay Status: Curr Mnth: .00
Jan: 86.24 Jul: 82.32
Feb: 78.40 Aug: 90.16 YTD Tot Hrs : 341.04
Mar: 90.16 Sep: 86.24 YTD Reg Hrs : 341.04
* Apr: 82.32 Oct: 82.32 YTD OT Hrs : .00
May: 86.24 Nov: 86.24 YTD NonWk Hrs: .00
Jun: 86.24 Dec: 86.24 Avg Hr/Wk : 19.60
Lv Accr Hrs: Balance Maximum
Vacation .010791- .00
Sick Leave 720.640000
Compensatory .00
Paid Time Off .000000
Next Func: ID: Name: SSN:
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PF: 9-MainMenu |
F4.8 Leave Code/Reinstatement of Sick Leave for
Rehired Employees
Leave Code
All newly hired and rehired employees begin employment a with zero (0) vacation balance. However, any prior service credit or prior personnel program, and the period of time from the date of separation to the most recent hire date must be considered when employees are new hires or rehires in order to determine the appropriate leave code to assign to their appointment(s). In addition, the new appointment conditions must meet the eligibility requirements to earn vacation regardless of prior appointment conditions. (Refer to the Staff and Academic section of the EDB Manual for details.)
Please note that employees whose appointments are governed by Personnel Policies for Staff Members (PPSM) and were in the Administrative and Professional Staff Program (A&PS) on June 30, 1996 but have since separated can accrue under the old A&PS accrual schedule if rehired under PPSM within four months from the date of separation.
A month on pay status at one-half time or more is counted as a month of qualifying service, and a quadriweekly cycle on pay status at one-half time or more is counted as a quadriweekly cycle of qualifying service. Employment service need not be continuous to be counted.
Service includes:
Employment service must be verified and confirmed before it can be applied. To confirm non-university service, the EDB preparer should send a written request for verification and confirmation to the former state employer. To confirm University service, departments must send a written request to Campus or Medical Enterprises Human Resources. Requests must include the employee’s social security number, previous names used, campus location, date(s) of employment, and the names of the departments in which the employee worked.
Once the department receives written confirmation from the former state employer and the prior years of service affects the leave code that was assigned at the time of hire, the EDB preparer should change the leave code on-line in EDB and notify the PTR preparer of any adjustments that need to be made. The PTR preparer should determine how many accrual periods are affected and calculate the difference between the hours accrued under the previous leave code and the hours accrued under the new leave code.
Sick Leave
Employees who are rehired following a separation may be entitled to reinstatement of all or a limited amount of sick leave hours accrued from prior service under the following conditions:
Employees who are rehired following a separation are not eligible for reinstatement of sick leave hours accrued from previous employment under the following conditions:
State of California service (including ASUCLA) is treated the same as University service. Departments need to send a written request to the UC campus and/or State of California employer to obtain applicable sick leave balances and service credit information.
Adjustments To Sick Leave Balance
The leave balances can be viewed on the IHRS or the ILAH screen in the EDB Inquiry system. If an employee is being rehired in the same department, the department will have access to the employees record and can view the leave balances. If the rehire is not in the same department, access needs to be granted by the previous department. The sick leave balance will also be on the Time Benefits Roster once the EDB has been updated to reflect the rehire and a pay check has been issued.
Once the sick leave balance has been verified, any reduction that needs to be made to the balance should be processed by using the EDLA screen. If the department tries to make the adjustment as an RX transaction on the EDLR screen, the resultant balance will not be an even 80.000000 hours because adjustments can only be recorded to the second decimal place on the EDLR screen. Balances with any percentage of an hour showing to the sixth decimal place must be zeroed out using the EDLA screen.
The Hours on Pay Status/Leave Balances (IHRS) screen below displays a sick leave balance of 543.23 hours for Terry Termination.
PPIHRS0-I0767 EDB Inquiry 04/21/YY 15:01:06
04/20/YY 22:35:37 Hours on Pay Status/Leave Balances Userid: ABCDE
ID: 901987876 Name: TERMINATION,TERRY
Hm Dept: 361000 CHR Emplmt Status: A Pri Pay: MO LAD: 04/17/YY
Hours on Pay Status: Curr Mnth: .00
Jan: 000.00 Jul: 168.00
Feb: 000.00 Aug: 184.00 YTD Tot Hrs : 696.01
Mar: 000.00 Sep: 176.00 YTD Reg Hrs : 632.01
* Apr: 168.00 Oct: 168.00 YTD OT Hrs : 57.75
May: 176.00 Nov: 176.00 YTD NonWk Hrs: 64.00
Jun: 175.99 Dec: 176.00 Avg Hr/Wk : 40.00
Lv Accr Hrs: Balance Maximum
Vacation 000.000000 240.00
Sick Leave 543.236892
Compensatory .00
Paid Time Off .000000
Next Func: ID: Name: SSN:
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Terry separated on December 31st and was rehired on April 1st of the following
year. Since the rehire occurred more
than 15 calendar days but less than six months from the separation, he is only entitled to
reinstatement of 80 hours of his previous sick leave balance.
The example below shows how the adjustment to the sick leave balance would be processed on the EDLA screen. (Note: His balance from his previous appointment was 543.236892. If 463.236892 is subtracted from his balance, he will be left with a balance of 80 hours in his new appointment. A minus sign is entered in the "S" column.)
PPETLA0-E0967 Dept. Time Reporting 04/21/YY 15:04:32
04/20/YY 22:35:37 Leave Hours Adjust. (EDLA) Userid: ABCDE
ID: 222111333 Name: ADJUSTMENT,LEAVE HOURS Emp Status: A
Pay End: 04/20/YY Check Date: 05/01/YY Pay Cycle: B1 Page 1 of 1
C Seq Elmt Hours S Elmt Hours S Elmt Hours S
00002 5186 463.236892 -
Next Func: ID: 222111333 Name: SSN:
Seq No: Pay Cycle: B1 Pay End: 0501YY
U0001 Input accepted
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