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The use of randomly generated employee ID numbers requires an "ID Number Subsystem" in PPS. Within this subsystem is an IID database that includes an entry for all employees in inquiry and history. Each time a hire action is entered, the system will automatically add an entry to IID for that employee.
The objective of automatic ID assignment and the IID database is to ensure, among other things, that an individual's data is associated with only one ID number, even if that individual works for the campus, separates, falls off the EDB, and then is rehired.
Behind the scenes, every time an EEID screen is processed during a New Hire, the system searches the IID database for entries with the same attributes that you just filled in. If the name, SSN, and birthdate you entered are unique and not found in the IID database, you'll continue the Hire process without being aware of this checking. After entering name, SSN, and birthdate on the EEID function, press <enter> and the system will assign a new random ID number.
Let's say however that you have a situation where you are rehiring an employee who is no longer on the current EDB, but who used to work at UCSC. You would use one of the HIRE Bundles and enter the name, SSN, and birthdate on the EEID screen and press <enter>, as usual. If the system finds attributes in the IID database like those you entered, it will display a screen showing one or more potential matches. The idea is that at this point you could say, "Oh my goodness, I forgot -- or never knew -- that the person I'm hiring has previously been employed at UCSC." You would then select the appropriate entry, causing the system to assign the old random ID number for your new hire, thus maintaining continuity of records under a single ID. This is handy for online history inquiry and for PAR records. On the other hand, you could also select "none of the above," if none of the potential matches are correct, and the system will assign a new EID to your employee.
When an employee is initially hired, the New Hire Bundle is used to establish the employees record on the EDB. The first function in the New Hire Bundle is the "Employee Identification" (EEID) function. On this function, you enter the employees social security number, complete name and birthdate. Once you have done this, press <Enter>, and one of two things will happen:
If there are no potential matches for this employee in PPS's ID system, a new employee ID number will be assigned to the employee when you press <Enter>.
If, after entering the employee's information in EEID, you are brought to the "ID Browse Select" (IDBR) screen, the employee may already be in PPS (though not necessarily in the current EDB).
In this situation, you are rehiring an employee who is no longer on the current EDB, but who you know used to work at UCSC. You would use one of the HIRE Bundles (since the employee is not on the EDB) and enter the name, SSN, and birthdate on the EEID screen and press <Enter>.
The system should display the "ID Browse Select" (IDBR) screen with one or more potential employee matches along with the message, "U0010 Data entered is not unique - select correct match." (see screen shot below).
You would select the correct match, if one exists. Otherwise, select the NONE OF THE ABOVE - ASSIGN NEW ID" option. (You can't get out of this screen unless you select something.) To select, type s in the SEL column and press <Enter>. Then,
The assignment of the employee's ID number is critical to the functioning of the Payroll/Personnel System. Every element on the EEID function must be correct to guarantee that the ID assignment process produces a number that is uniquely and accurately defined.
When you are processing a New Hire, if, after the EID has been assigned, you discover that you have made an error on the EEID function so that the new employee's Social Security Number, Name or Birthdate are not perfectly recorded, CANCEL the transaction by pressing the F2 key twice. Do NOT go back and correct the information on the EEID function from within the New Hire Bundle. Doing this will result in the generation of a second EID for the employee.
After the employee has been assigned an employee number, any subsequent changes that need to be processed with regard to the employees social security number, name or birthdate must be entered on the individual EEID function (outside of the New Hire Bundle) AFTER the new hire is complete. Note: See Section 4.4 of the PPS User Manual for instructions regarding SSN changes.
The first function in the Rehire Bundle is the "Employee Identification" (EEID) function. On this function, you enter the employees Employee ID Number (EID) and press <Enter>. Assuming the employee is in the EDB, the other fields of the EEID function will populate with the employee's information.
If the employee is not in the EDB, you will see the following message at the bottom of the EEID screen after you hit <Enter>: "P0642 Employee Id Entered For Rehire Is Not On EDB" (see screen shot below).
This means that you cannot proceed with the Rehire; you have to do a New Hire for this employee, even if he or she was employed by the University at some time in the past.
Note: You must enter the employee's EID on the EEID function for a Rehire. The system may populate the fields if you enter other employee data on this function, such as SSN, Name, and DOB, but you will still get the "P0642 Employee Id Entered For Rehire Is Not On EDB" error message if you do not manually enter an EID that matches one on the EDB, and you will not be able to proceed with the Rehire.
Last Updated: 11/25/2008
Maintained by: PPS Office