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Appointments & Distributions

Contents


Intro

Appointments

Distributions

Established to define the terms and conditions of employment with the university. For example, the appointment records the beginning and ending dates of the position, the department the position is in, the personnel program and job title, and appointment type.  Established to define how the employee is paid. For example, distributions record information about the pay rate the employee will receive, the account number the pay will be charged to, the type of pay, and description of service.

The first page of the EAPP screen displays one appointment and up to two distributions. Press F8 to view additional appointments and distributions. The following pages list the fields within the appointment and distribution that are common to all appointments, regardless of whether they are academic or staff.

The academic and staff sections of the User Guide cover in detail the fields on the appointment and distribution that are specific to those personnel programs. The following pages list the fields within the appointment and distribution that are common to all appointments, regardless of whether they are academic or staff.

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Appointment Information

Field

Description

Appointment Number

Uniquely identifies each appointment. Up to eight appointments may be utilized for any employee. Appointment numbers are always in multiples of 10 through 80.

Appointment Begin and Appointment End Dates

Appointment begin and end dates in combination with other EDB elements such as Appointment Type, Title code, Appointment Percent, Employee Relations Code and Student Status, can affect the terms and conditions of an employee’s employment with the University and his or her benefits.

Duration of Appointment Code

Defines the expected duration of the appointment. For example: “I” indicates an indefinite end date and is used in conjunction with a “999999” end date; “B” indicates an appointment end date for budgetary purposes; and “V” indicates that the end date is for visa purposes.

Grade

The salary grade associated with the appointment. Used for non-exclusively represented salary ranges only. To find the grade for an individual title code go to the Staff Salary Scales, enter the title code, click on the title and the grade, salary, bargaining unit and premium overtime factor will be displayed. This code is 1-character in length (i.e. 1, 2)

Fixed/Variable Indicator:

Indicates whether the amount of time to be worked in an appointment is fixed “F” or variable “V” for each pay period. When you combine a percent, under 100%, with “V”, it indicates that the employee will work the percent specified on a regular basis but may work up to 100% at times. So, 50% variable indicates that the employee works 50% regularly but may work between 50% and 100% at times.

Rate Code

Defines the type of pay rate the system should derive for the Annual/Hourly Rate field. If the code is A (Annual), the system will derive the annual/hourly rate as an annual figure (12 x monthly pay rate). If the code is H (Hourly), the system will derive an hourly figure. If the code is B (By Agreement), the system will derive an annual figure (12 x flat dollar pay rate). The Rate code also defines the format the system will use for the distribution pay rate field. If the Rate code is A or B, the distribution pay rate will be formatted as a monthly figure, with two significant digits after the decimal point. If the Rate code is H, the distribution pay rate will be formatted as an hourly figure, with the four significant digits after the decimal point.

Pay Schedule

Defines the pay schedule on which the appointment is to be paid. If the code is MO (Monthly), the employee will be paid on a monthly basis on the first of the month. If the code is BW (Biweekly), the employee will be paid on a biweekly basis, every other Wednesday. An employee can have only one pay schedule. All active appointments for an employee must reflect the same pay schedule code.

Time Code

Indicates the method the department will use for reporting time worked for the appointment. If the code is Z (Positive), the employee will be paid based on time the department will submit every pay period using OPTRS, either on the roster or on a department adjustment transaction. If the code is R (Exception), the employee will automatically be paid based on the distribution information related to the appointment. It should be noted that whenever the Time Code is R (Exception), the Fixed/Variable field must be F (Fixed).

Leave Code

Indicates the vacation and sick leave eligibility, accrual rates and accrual maximums associated with the appointment. For more information:

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Distribution Information

Field

Description

Distribution Number

Corresponds to the appointment number. For example, appointment 10 would be associated with distributions 11–18 and appointment 20 would be associated with distributions 21–28. All distributions must be associated with an appointment. If an employee has more than eight distributions the remaining distributions must be entered on a new appointment that is identical to the first appointment.

Chart/

Account/

Sub-account/

Object/

Sub-object/

Project

These are the fields that represent the Full Accounting Unit (FAU) to be charged for time worked. The system will validate this information against the Account/Fund table and will display the appropriate account/fund name.

Chart Code (required field) is 1 character in length

  • 3 - UC Davis
  • H - UCD Teaching Hospital
  • L - UCD Systemwide Programs (ANR)
  • M - UCD Teaching Hospital Plant
  • N - UCD Systemwide Programs Plant
  • P - UCD Plant
  • S - UCD School of Medicine

Account (required field) is 7 characters in length

Sub-Account (optional field) is 5 characters in length

Object (required field) is 4 characters in length

  • SUBS - Staff Salaries (career, SMG, MSP, PSS)
  • SB01-SB09 - Academic Salaries
  • SUBG - General Assistance
  • SUBX - General Assistance

Project (optional field) is 10 characters in length

Distribution %

The percent of salary to be charged to the FAU. The percent should be entered to the forth decimal point e.g. 100% is 1.0000; 50% is .5000. This percentage drives the employee’s gross pay and must be entered for both fixed and variable appointments. The total of all distribution percentages associated with an appointment may not exceed 100% for the appointment. The Distribution % must be left blank for other types of pay (WOS, BYA, STP, UNX, etc).

Pay Begin and Pay End Dates

Represent the beginning and ending dates of the distribution for pay purposes. If the distribution does not have a definite ending date, e.g. for an Indefinite or Tenured appointment, 999999 should be entered as the pay end date.

Note: Enter date in the mmddyy format.

Off/Above Scale Indicator

Indicates the relationship of the pay rate to the step and salary range for the title code of the appointment. The field is only used if the employee’s pay rate is “A” above the maximum or “O” off-step of the salary range for the title code.

Rate/Amount

This is the employee’s hourly or monthly pay rate for the pay period or an exact pay period amount.

  • If the employee is paid on an hourly basis (with a Rate Code of H in the appointment) the rate is entered to the fourth decimal point, e.g., 12.15 is displayed as 12.1500.
  • If the employee is paid on a monthly basis (with a rate code A in the appointment) the monthly rate is entered to the second decimal point, e.g. 2079 is entered as 2079.00.
  • If the employee is paid a flat dollar amount (rate code is B or A) then the amount is entered to the second decimal point, e.g., 22.00.

DOS

(Description of Service) codes are three character codes that define the type of compensation to be paid. The codes are located on the PPS website, Description of Service Codes.

PRQ

(Perquisite) This field must be completed if a perquisite description of service is being entered. The three character field describes the type of perquisite. Leave blank unless instructed or notified by HR/Compensation to complete.

DUC

(Distribution Unit Code) The DUC is for collective bargaining purposes. It is not currently being used.

WSP

The (Work Study Program) code should be entered for student employees approved for a Work Study Program. The code indicates the type of program the work study participant is associated. The distribution account number associated with the appointment must reflect the departmental funds to which the University’s portion of the salary is charged. The WSP code affects the transfer of matching costs to the Work Study Program fund. The work Study Office recommends that two distributions be set up for each employee having a Work Study appointment. The first distribution should contain the Work Study code, and the second distribution should be an FAU combination the department would like non-work study hours to be charged to and should not contain the Work Study program code. Refer to Department Guidelines for Processing Work-Study Awards.

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