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Academic Promotion Transaction

Use the SALR bundle to process a promotion increase for an eligible academic appointee whose promotion has been approved and announced. 

Contents


Intro

Refer to UCD-220 and UCD-220AF for eligibility criteria and requirements for dossier preparation. Contact the analyst in your dean’s office for assistance.

All fields that should be considered for data entry are listed. Many fields were fully defined in the New Hire bundle. Comments pertaining specifically to the personnel actions described above are included below. Always review existing appointment(s) and distribution(s) and update the data as necessary. Add new distributions as necessary to complete the transaction.

Screens included in the SALR bundle:

  • EPER - Personnel-Miscellaneous
  • EAPP - Appointments/Distributions
  • ETAX - Tax Information

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Step-by-step

Step 1 - EPER Screen

Fields

Data Information

Next Salary Review Date

Do not enter information in this field

Next Salary Review Type

Do not enter information in this field

Merit Rate Increase Percent

Do not enter information in this field

Press Enter, then press F11 to move to the EAPP screen.

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Step 2 - EAPP Screen: Adding an appointment

  1. The appointment number uniquely identifies an appointment and its associated data. See Appointments and Distributions for additional information.
  2. Tab or move cursor to the command (===>) line. Enter ADD A to add the appointment with a system generated appointment number. Press Enter.

NOTE: The current appointment(s) and distribution(s) must be ended by entering a Pay End date that is immediately prior to the effective date of the salary increase

Add Appt Command

Fields

Data Information

Appt

A system derived appointment number will automatically populate the Appt field.

Actions

Enter 10 for a promotion

Type

The type code for all Academic Appointments is 5.

Basis

This is the number of months (either nine or eleven) that the appointee is expected to perform service. Enter 9 for an academic year appointment and enter 11 for a fiscal year appointment.

Paid Over

This is the number of months over which the appointee will receive salary. Salary is usually calculated over either a 9- or 12-month period. Enter 09 for those receiving salary on a 9-month basis and 12 for those receiving salary on a 12 month basis.

Appt Begin

Enter the date the employee's promotion becomes effective, formatted as mmddyy

Appt End

If the promotion is considered indefinite with no predetermined end date, enter 999999. Otherwise, enter the date on which the appointment is expected to end.

Dur

Duration of Employment Codes: T – Tenured, C – Continuing (Unit 18 Lecturer), V – End date due to Visa Expiration, N – Non-tenure, or Blank – None of the above

Additional information is available on the Benefits Duration Indicator chart

Dept

This field is system-derived

Title

Enter the 4-digit numeric title code for this position.

% Full

Enter the percentage of time expected to be worked in an appointment. For example, the acceptable value for 100% is 1.00 or 50% is .50.

F/V

Enter fixed F for all academic appointees.

Rt

Enter code A that represents Monthly rate of payment

Sch

Enter code MO that represents Monthly pay schedule on which the appointment is to be paid

Time

Enter the code that represents the method of reporting time worked in an appointment.

Refer to PPS Time Codes

Lv

Enter the leave accrual code that represents the rate at which vacation and sick leave will accrue for the appointment.  Academic year appointees do not accrue vacation or sick leave; they are coded N.  Fiscal year appointees accrue vacation at the rate of 16 hours per month based on a 100% appointment; and some fiscal year appointees also accrue sick leave.  For further information see the Leave Accrual Codes charts on the PPS website.

Tab or move cursor to the command (===>) line.

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Step 3 - EAPP Screen: Adding a distribution

The distribution number uniquely identifies a payroll distribution associated with an appointment. See Appointments and Distributions for additional information.

With cursor on the command (===>) line, enter ADD D to add the distribution with a system generated distribution number. Press Enter to continue. A system-generated number will automatically populate the Dist field.

Add Dist Command

Fields

Data Information

C/Account/Sub-A/Obj/Sub-O/Project

Enter the full accounting unit (FAU) to which pay will be charged.

FTE

Enter Full Time Equivalent (FTE) percent for staffing/budgeted purposes. Only enter for academic positions that are permanently funded; i.e. for full time enter 1.0, for 50% enter .50

Note: Do not enter in this field for Academic Federation titles

Dist %

Enter the percentage of time chargeable to this account. The percentage should be entered to the fourth decimal point; i.e. 100% is entered as 1.0000, 50% is entered as .5000.

Pay Begin

Enter the date the pay should start being charged to this FAU

Pay End

Enter the date the pay should stop being charged to this FAU or enter 999999 for an indefinite appointment.

Step

Enter the step (if any) associated with the title code and pay rate. If there is no step associated with the pay rate, leave blank.  Do not enter steps with a decimal point or roman numeral, for example step 1 is entered as 1.

O/A

Off-scale/Above Scale. An O identifies that the salary rate is off-scale, an A indicates this individual is above scale.

Rate/Amount

Enter the employees, full monthly rate for the designated rank and step.

DOS

Description of Service. Enter the code that represents the type of pay.

PRQ

Do not enter information in this field

DUC

Do not enter information in this field

WSP

Do not enter information in this field.

Press Enter, then press F11 to move to ETAX screen.

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Step 4 - ETAX Screen

  1. Entry is not required on the ETAX screen unless changes have been submitted by the employee.
  2. Press F5 to move to ECOM screen.

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Step 5 - ECOM Screen

PAN comments

Enter the following in the PAN Comments screen:

  1. title code
  2. type of transaction – Promotion 
  3. notation of pre-approved exceptions (if applicable)

Note:  If the Preparer phone or email is incorrect, please add the correct info to your comment.

Press F5 to complete the update and send the PAN.

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