PPS - What's New in User Manual


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What's New (Manual Updates)

Updated	Pages or Sections:	Highlights of the Revisions:
04/2012	6.22 - Phased Retirement Program (PRP)	04/12 - Updated to add new manual section
04/2012	7.1 - General Workflow for Academic Actions	04/12 – Updated by Academic Personnel Office
04/2012	7.2 - Academic New Hire (AHIR)	04/12 - Updated by Academic Personnel Office
07/2011	Distribution Level Procedure updated for student, staff, and academic actions	07/11 - Updated to reference use of cost center
07/2011	4.15 - Employee-Initiated Reduction in Time (ERIT)	07/11 - Updated from old Staff and Academic Reduction in Time (START) program to new Employee-Initiated Reduction in Time (ERIT) program.
04/2011	1.11 - Appointments & Distributions 2.1 - Appointment Coding	04/11 - Updated to reflect new time codes C, R, and Z in PPS.
02/2011	7.12 - Dual Appointments D - Description of Service (DOS) Codes	02/11 - Updated by Academic Personnel Office
08/2010	4.11 - Resident Alien Coding 4.12 - Non-Resident Aliens G - Visa Codes Most Commonly Used	08/10 - Update to alien and visa data to include Glacier related information.
08/2010	1.11 - Appointments & Distributions 2.1 - Appointment Coding	08/10 - Updated to reflect new appointment coding in relation to sub-2 fixed employees.
02/2010	9.3 - Web Based PAN	02/10 - New web-based PAN module released.
06/2009	8.1 - Data Collection Document Chart	06/09 - Updated to reflect new procedures or DCD's.
05/2009	5.11 - Change in Percent Time	05/09 - Updated to reflect distribution level changes for student entries.
04/2009	Divisional and Central Office Preparers	04/09 - Reviewed and updated current contact information
04/2009	J - Mail Codes - Alpha Sort J(num) - Mail Codes - Numerical Sort	04/09 - Mail Codes 'ITS West' (000633) and 'Oakes Cafe' (000684) added to table.
01/2009	1.11 - Appointments & Distributions 4.12 - Non-Resident Aliens	01/09 - Updated to inlcude new details on Non-Resident Aliens.
10/2008	5.7 - Separating Student Employees 6.19 - Separation (Staff) 7.13 - Separation (Academic)	10/08 - Updated instructions for separating University employees per the Payroll Office. Includes new links to Payroll Employment Separation Guide.
08/2008	D - Description of Service (DOS) Codes	08/08 - DOS Codes reviewed and updated for current usage on campus
07/2008	4.15 - Staff and Academic Reduction in Time (START)	07/08 - New START program offered to campus. Includes updates to guidelines and links to forms.
03/2008	J - Mail Codes - Alpha Sort J(num) - Mail Codes - Numerical Sort	03/08 - Home Dept Conversion requires updates to mail codes. Format changed to show which codes are Home Depts, Mail Codes, and both.
01/2008	6.12 - Administrative Stipends	01/08 - DOS code changed for administrative stipends
11/2007	2.5 - Damage Payments 4.5 - W-4 Procedure 4.6 - Intercampus Transfers 4.11 - Resident Alien Coding 7.2 - Academic New Hire F - Visa Types & Definitions G - Visa Codes Most Commonly Used	11/07 - Sec 2.5 - New procedures and documents for damage payments Others - Updated to inlcude new details on aliens and visas.
02/2006	4.9 Retirement/FICA Coding	02/06 - FICA coding updated
03/2005	1.3 - System Access 1.4 - System Structure 1.13 - Help Appendix J - Mail Codes - Alpha Sort Appendix J(num) - Mail Codes - Numerical Sort	03/05 - Changed references to "CATS" to reflect new ITS organization.
03/2005	1.10 - Inquiry for the EDB and Payroll Audit Record 4.3 - Name Change	03/05 - Sec 1.10 - Added IADD and IHR2 function descriptions and screenshots. Revision date is June 2004. Sec 4.3 - Updated "Before You Start" procedure on page 1. It is no longer necessary to enter data in all name fields for a name change.
03/2005	2.2 - Monthly Payroll Processes 2.3 - Timing	03/05 - Updated to incorporate Payroll Deadline Schedule. Pictures and descriptions of OEU calendars removed. Also updated reference to SIS Interface: now describes AIS Interface.
02/2005	6.10 - Renewal/Extension of Time	02/05 - Single change to distribution-level procedures on page 10: Corrected "O/A" to read "Leave Blank" instead of "Not Used."
01/2005	1.3 - System Access	01/05 - Sec 1.3, page 5: Password life changed. Passwords now expire every 6 months.
01/2005	4.11 - Resident Alien Coding 4.12 - Non-Resident Aliens	01/05 - Sec 4.11 - Clarified that a Certificate of Foreign Status for Federal Tax Withholding (UC W-8BEN) is required for all alien employees except for Lawful Permanent Residents of the United States. Sec 4.12 - Overall change in procedure for Non-Resident Aliens from Central Office processing to Service Center processing. Also updated forms and general processing information.
11/2004	Appendix J - Mail Codes - Alpha Sort Appendix J(num) - Mail Codes - Numerical Sort	11/04 - Removed Service Center/Home Department designation for Educational Partnership Center (000473) & Registrar's Office (000718). Previously removed Service Center/Home Department designation for Educational Opportunity Program (000477). SDCS (Student Life) (000741) is now the Service Center/Home Dept for these departments.
07/2004	1.3 - System Access 6.18 - Leave of Absence and Furlough 6.19 - Separation	06/04 - Sec 1.3 - Update to procedure in "Temporarily Locking PPS Access" subsection. Sec 6.18 - Updated to include temporary layoff and leave with pay. SSN removed from screen shots. Sec 6.19 - Removed instruction to provide employee with separation documentation after completing OEU.
06/2004	6.9 - Change in Percent Time 6.11 - Funding Change (Staff) 6.12 - Administrative Stipends 6.13 - Staff Reclassification 6.15 - Equity Increase 6.19 - Separation 7.9 - Funding Change (Academic)	06/04 - Changes in language and policy to correspond to SHR Procedure Manual revisions and current HR policies and procedures. Deleted Temporary Reclassification procedure in Sec 6.13 and Temporary Equity Increase procedure in Sec 6.15. Sec 6.12: Changes to appt & dist level procedures for Title Code, Time Code, & Sub. Updated screen shots to reflect removal of SSN from CICS headers and Browse screens.
06/2004	1.4 - System Structure 1.5 - User Navigation and Entry/Update Commands 1.6 - System Messages 1.7 - Printing Personnel Summary Reports (IDOC) 1.9 - History (IHIS) 1.12 - End/Begin	06/04 - Updates to reflect removal of SSN from CICS headers and Browse screens.
05/2004	2.4 - Staffing List, Timefile, and Temporary Change in Percent Time 4.10 - Career Eligibility vs Retirement Eligibility	05/04 - Sec. 2.4 - Added procedure for Temporary Appointment "Replacing" Base Appointment. Sec. 4.10 - Changes in language to correspond to SHR Procedure Manual revisions.
04/2004	1.6 - System Messages	04/04 - Added system message U0017: Not authorized for this function and record combination. Also very minor corrections/updates to text of several system messages.
04/2004	Appendix I - Separation Reason Codes & Destination Codes	04/04 - Updated list of separation reason codes.
03/2004	2.4 - Staffing List, Timefile, and Temporary Change in Percent Time (used to be "Procedures for Staffing List Only (SLO)")	03/04 - Updated Section 2.4, formerly "Procedures for Staffing List Only (SLO)," to reflect current HR policies and procedures. This section now describes the Staffing List and the Timefile, and how they interact with PPS. It also includes procedures for Temporary Change in Percent Time. SLO Procedures are no longer covered in this section, as they are no longer routinely used. Reminder of Procedures Replacing SLO Actions: Staffing List Only (SLO) actions are no longer being used for temporary actions, except under the specific direction of Planning and Budget. Temporary Funding/Account Changes are to be handled after-the-fact with a payroll expenditure transfer (OPTRS EDTS or EDTM action). Temporary Reclassification: Situations that previously required a temporary reclass are to be handled with a stipend. Temporary Equity: No longer exists. Now only permanent equities are used. Temporary Change in % Time: Still covered in Section 2.4
03/2004	7.8 - Change in Percent Time 7.11 - Academic Stipends 7.13 - Separation 7.17 - Leave Accrual for Academics	03/04 - Section 7.8-2: Updated reference to section 2.4 for temporary change in percent time. Section 7.11-3: Corrected "Rt" box for Appointment Level Procedure. Section 7.13-1:Updated list of separation reasons. Section 7.17-1: Updated "Eligible to Accrue Sick Leave" section. Section now begins, "Appointment must be a fiscal year appointment at 50% time or more." Also updated list of titles in this section.

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Last Updated: 04/16/2012

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