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Gradute Student Additional Employment

Use the SALR bundle if an additional appointment is being added to an employee record that contains an existing active appointment that is less than 100% time..

Contents


Intro

An employee can accept additional employment in the same department or in different departments. For graduate students the percent of time for all combined appointments may not exceed 50% during the academic year and 100% during summer and recess periods. Postdoctoral scholar appointments may be reduced as needed during quarters/periods of other employment at UC Davis as outlined in APM 390. The Office of Graduate Studies or appropriate dean’s office must approve all other reduced appointments for postdoctoral scholars.

When an employee has an existing appointment and accepts additional employment in the same or different department, all appointments must be evaluated in their entirety to determine whether the combined appointments will result in additional benefits or entitlements to the employee.

Things to consider when additional employment is added to an employee's existing appointment:

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 Additional Employment are included in the following instructions. Always review existing appointment(s) and distribution(s) and update data as appropriate. Add new appointments and distributions as necessary to add the additional employment. Do not enter additional employment under the existing appointment.

Screens in SALR bundle:

  • EPER – Personnel Miscellaneous
  • EAPP – Appointment/Distributions
  • ETAX – Tax Information

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Step-by-step

Step 1 - The EPER Screen – Personnel-Miscellaneous

Fields

Data Information

Assigned BELI

Enter the updated BELI code, if applicable, as a result of the change in appointment conditions. More detailed information on BELI codes is available on the Benefits BELI Code Chart. Contact your Departmental Benefits Assistant if you have further questions.

BELI Effective Date

Enter the date on which the BELI code is effective, if changed.

BELI Status Qualifiers
Primary Date
Secondary Date

Leave blank unless instructed otherwise. See Benefits/DBA Resources for more information on status qualifier codes.

Employee Relations Code

Enter the code that represents the designation/status of an employee for purposes of collective bargaining. An employee relations code is assigned to each title code.

  • E - All Others - Not Confidential
  • H - Student in academic title, covered by HEERA
  • I - Student in academic title, not covered by HEERA

For more detailed information see PPS/Employee Relations Codes and the Grad Studies PPS Coding Guide.

Employee Relations Unit

The UC-Union Contracts page is another resource for union contract information.

Current Employee Relations Unit codes:

  • BX - Academic Student Employee (ASE) (UAW)
  • PX - Postdoctoral Scholars (UAW)
  • 99 - No Bargaining Unit

Next Salary Review Date

Do not enter information in this field, this is for staff only.

Next Salary Review Type

Do not enter information in this field, this is for staff only.

  • Press Enter, review data, then press F11 to advance to EAPP screen.

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Step 2 - The EAPP Screen – Appointments/Distributions

EXISTING Appointment and Distribution(s)

Fields Data Information

Appointment %  Full Time

Review existing appointment(s) and distribution(s). The additional employment cannot result in appointments exceeding 100%.

Appointment End

If the existing appointment has a permanent change in percent of time, end that appointment on the date prior to the proposed change.

Dist Pay End

Enter a pay end date as necessary to comply with the conditions of the appointment.

ADD or COPY a new appointment(s)

Fields Data Information

Actions

 

Enter the action code 13 for Additional Employment. Enter no action code if this is a permanent change in percent of time only.

Type

Enter the code representing the employee’s appointment type status associated with the appointment. Enter 5 for all Academic Appointments.

Exception: Appointment Type is 4 when entering an International Student Fellowship using TC 9995-Unclassified. For more information see PPS Appointment Type Code chart.

Basis

This is the number of months (either nine or eleven) that the appointee is expected to perform service. Enter 09 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.

A chart explaining basis/paid over can be found at Grad Studies PPS Coding Guide.

Appt Begin

Enter the date the employee's appointment becomes effective, formatted as mmddyy. Postdoctoral Scholar appointments are limited term with fixed begin and end dates.

Standard Academic Student Employee Appointment Begin/End dates are:

  • Fall quarter: 10/1 to 12/31
  • Winter quarter: 1/1 to 3/31
  • Spring quarter: 4/1 to 6/30
  • Summer: 7/1 to 9/30

When appointing graduate students, standard dates should be used in order for eligibility requirements to be determined and student benefits to be provided.

Appt End

Enter the date on which the appointment is expected to end. Postdoctoral Scholar appointments are limited term with fixed begin and end dates.

See standard Academic Student Employee Appointment Begin/End dates in previous field description.

Dur

Leave this field blank

Title

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

Grade

Leave this field blank

% Full

Enter the percentage of time expected to be worked in the appointment. For example, the acceptable value for 100% is 1.00 and 50% is .50. The appointment percent of time and the appointment begin and end date must be consistent with the appointment type.

Note: The sum of all distributions percents associated with the appointment must equal the appointment percent of time.

F/V

The code representing whether the amount of time to be worked in an appointment is fixed F or variable V for each pay period.  See Grad Studies PPS Coding Guide for more information.

Rt

Enter the code that represents the rate:

  • H - Hourly
  • A - Monthly
  • B - By Agreement

The code entered must be compatible with the Rate/Amount on the distribution. Refer to the Description of Service (DOS) Code Table at the PPS website.

Sch

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

  • BW - Biweekly
  • MO - Monthly

Time

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

  • Z - Positive, must submit timesheet
  • R - Exception, submit leave time only

Lv

Enter the leave accrual code that represents the rate at which vacation will accrue for the appointment.

  • Postdoctoral Scholars covered by the PX contract do not ACCRUE vacation or sick leave; they are coded N. 
  • ASEs covered by the BX contract do not accrue vacation or sick leave; they are coded N. 
  • GSR: If the student is appointed for less than six months, irrespective of percentage time of appointment, the leave code is N. If the student is appointed for at least six months and at least 50% time, the leave code is E. The student accrues vacation at a rate of 24 days per year (at a 100% time appointment). Actual accrual rate is based upon percentage time of appointment. Students employed in this title code are not eligible for sick leave.

 For further information see the Leave Accrual Codes charts on the PPS website.

ADD or COPY a new distribution(s)

Fields Data Information

C/Acct/Sub-A/Obj/S-O/Project

Enter the full accounting unit (FAU) to which pay will be charged. The FAU must already be established in DaFIS. Required fields are C/Account/Object Consolidation (SUBS, SUBG, etc).

Note: Davis has four location codes, 3, L, H & S.

FTE

Leave this field blank

Dis %

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 0.5000

Note: The sum of all distribution percents associated with the appointment should equal the % Full Time field on the appointment.

Pay Begin

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

Pay End

Enter the date the pay should stop being charged to this FAU.

Step

Enter the step (if any) associated with the title code and pay rate. This information is available on the Academic Salary Scales.  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

Leave this field blank

Rate/Amount

Enter the hourly rate, monthly rate or the by-agreement amount associated with the distribution. The Rate/Amount entered must be compatible with the Rate Code entered in the Rt field on the appointment. Examples:

  • If the appointment rate code is H, enter the hourly rate as 10.5300
  • If the appointment rate code is A, enter the full time monthly amount as 2702.00
  • If the appointment rate code is B, enter the by-agreement amount

DOS

(Description of Service) - Enter the code that represents the type of pay. This code defines the type of compensation. The most common DOS code is REG. Refer to the Description of Service (DOS) Codes webpage for more information.

PRQ

Leave this field blank

WSP

If the employee’s pay is partially funded by the Work Study Program, enter the code that represents the type of work study program.  See the instructions for Work Study for more information.

  • Press Enter, review data, then press F11 to advance to the ETAX screen.

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Step 3 - The ETAX Screen – Tax Information

  1. Enter corrections to this screen if the employee requests changes.
  2. Press Enter, review data, then press F5 to advance to the ECOM screen.

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Step 4 - The ECOM Screen

PAN Comments

Enter the following in the Description of Content field of the PAN Comments screen:

  • Title Code
  • Type of transaction Additional employment, Voluntary reduction in time, etc.
  • Notation of end date (if applicable)
  • Notation of pre-approved exceptions (if applicable)
  • Notation on verification of student eligibility

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

  • Press F5 to finish the update in PPS and send the PAN.

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Step 5 - The IDOC - Employee Document

See instructions for printing the web-based IDOC.

Note: All supporting documentation MUST be forwarded to the appropriate offices within 2 working days of PPS entry.

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Step 6 - Distribution of Forms

Send Documents To

Documents

Payroll Services

  • Screen print of PAN Comments (information required – title code, type of transaction, notation of end date if applicable, and notification of pre-approved exceptions if applicable).
  • Federal and State Withholding Allowance Certificate (W-4), if applicable.

Employee

  • Copy of Summary of Change-in-Status (IDOC).

Department

  • Copy of signed Summary of Change-in-Status (IDOC).

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