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Graduate Student Renewal of Appointment/Reappointment

The SALR bundle may be used to extend the end date of an existing appointment with a predetermined end date without a break in service. 

Contents

  1. The EPER Screen - Personnel-Miscellaneous
  2. The EAPP Screen - Appointments/Distributions
  3. The ETAX Screen - Tax Information
  4. The ECOM Screen - PAN Comments
  5. The IDOC (Employee Document) 
  6. Distribution of Forms

Intro

Contact the Analyst in your Dean’s office for information on the authorization requirements.

Examples:

  1. Extend an appointment end date when a specific end date has been entered due to budgetary concerns or Visa end date
  2. Extend a limited appointment end date (when the position was limited with the possibility of extension; when extending a Postdoctoral Scholar, you must obtain written approval from the Office of Graduate Studies or the designated Dean’s Office prior to extending the appointment)
  3. Reestablish and extend an appointment that had a predetermined end date which was deleted during the monthly maintenance process

When an employee's appointment is extended or renewed, the assumption is that the previous appointment data will be replicated and no other significant changes in employment conditions will occur. However, when an employee is in an appointment that is being extended, the extended appointment period combined with the existing employment period may provide the employee with additional benefits and entitlements.

Things to consider when an employee's appointment is extended:

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

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Step-by-step

Step 1 - The EPER Screen - Personnel-Miscellaneous

Fields

Data Information

Assigned BELI

If the extended appointment conditions combined with the previous appointment conditions qualifies for a reassignment of the existing Assigned BELI, enter the BELI code for which the appointment qualifies as a result of extended appointment. Otherwise, do not change the existing Assigned BELI code for the extended appointed. Refer to the Benefits BELI Code Chart (PDF) for eligibility requirements.

If the change in appointment conditions resulted in the employee being eligible to enroll in benefits, encourage academic appointee to make an appointment with a benefits representative. If the change in appointment conditions resulted in the employee losing benefits, the employee must be provided with a COBRA packet and the benefits canceled.

BELI Effective Date

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

BELI Status Qualifier
Primary
Date
Secondary
Date

Refer to the Status Qualifier Code webpage.

  • Press Enter and then press F11 to advance to the EAPP screen.

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Step 2 - The EAPP Screen - Appointments/Distributions

The following applies to existing appointments and distributions:

Fields

Data Information

Actions

Enter action code 17 in the Appointment action field for renewal of appointment/reappointment.

Appt End Date

If an existing appointment is present, enter the new appointment end date resulting from the renewal of the appointment.

% Full

Enter the appointment percent of full time for the extended appointment.

Lv

Enter a Leave Accrual Code applicable to the appointment conditions for the extended period combined with the existing appointment period. For example: An existing appointment period is less than 6 months at 50% with an E leave code. If the combined appointment period is 6 months or longer at the same percent of time, the leave code should be changed to E.

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.

Dist %

Enter the anticipated percent of time which is chargeable to the full accounting unit. The total distribution percent must equal the associated appointment percent.

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

Pay End

Enter the date on which pay is expected to end for the extended appointment. The pay end date cannot be later than the appointment end date.

The following fields should be considered for entry if all distributions on existing appointment are used and it is necessary to add a new appointment in order to add distributions:

ADD a new appointment

Fields

Data Information

Actions

Enter the action code for renewal of appointment/reappointment. Refer to the Personnel Action Codes webpage.

Typ

Enter the appointment type code for the appointment that is being extended. The type should remain the same as for the previous appointment.

Bas

Enter the number of months the employee is expected to perform service.  Enter 09 for an academic year appointment, or 11 for a fiscal year appointment

Paid Over

Enter the number of months the employee will receive salary.  Enter 09 for those receiving pay for 9-months, or 12 for those receiving pay for 12-months.  If entering a stipend this field is either 9 for academic year or 11 for fiscal year.

Information on basis/paid over can be found on the Graduate Studies website.

Appt Begin

Enter the same begin date as for the previous appointment as the intent is to extend the same appointment.

NOTE:  Do not change the begin date of the appointment.

Appt End

Enter the date on which the extended appointment is to end.

Dur

Leave this field blank.

Title

Enter the same title code as for the previous appointment as the intent is to extend the same appointment.

Grade

Leave this field blank.

% Full

Enter the percent of full time for the extended appointment. The total percent of the appointment should equal the percent of the associated distribution.

F/V

Enter 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 Graduate Studies PPS Coding Guide for more information.

Rt

Enter the code that representsthe rate:

  • A - Annual Rate paid Mothly
  • H - Hourly Rate
  • B - By Agreement Rate

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

Sch

Enter the pay schedule code that represents the method of reporting time worked in an appointment:

  • MO - Monthly
  • BW - Biweekly

Time

Enter a time code that represents the method of reporting time for the extended appointment. The time code must be consistent with the S (Sub) field code on the associated distribution. For example, for Sub 1, the time code is R and the pay schedule is MO.

Refer to PPS Time Codes and Appointments and Distributions for more information.

Lv

Enter a Leave Code applicable to the appointment conditions for the extended period combined with the existing appointment period. For example: An existing appointment period is less than 6 months at 50% with an E leave code. If the combined appointment period is 6 months or longer at the same percent of time, the leave code should be changed to E.

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 a new distribution, if the funding changes or the percentage of time changes.  NOTE:  For Unit 18 appointees you must add a new distribution instead of entering the end date on the existing distribution

Fields Data Information

Actions

If actions are being processed at this level and are not derived, enter the appropriate action code. For example, if the full accounting unit is different from the previous distribution, enter 18 for funding change.

Reference: Personnel Action Codes.

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

Enter the full accounting unit for the distribution.

Dis%

Enter the anticipated percent of time which is chargeable to the full accounting unit resulting from the extended appointment. The total distribution percent must equal the associated appointment percent.

Pay Begin

Enter the begin date for which the salary begins for distribution.

Pay End

Enter the date on which pay is expected to end due on this account/fund.

Step

Enter the same step as for the previous appointment as the intent is to extend the previous appointment.

Rate/Amount

Enter the same hourly or monthly rate as for the previous appointment as the intent is to extend the previous appointment.

DOS

(Description of Service) Refer to the DOS Codes webpage for DOS codes appropriate for the type of pay for the distribution.

PRQ

Leave this field blank.

WSP

(Work-Study) - If the student employee’s pay is partially funded by the Work Study Program, enter the code that represents the type of work student program. Otherwise, leave blank. Refer to Work-Study transaction for more information

  • Press Enter and then press F11 to advance to the ETAX screen.

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Step 3 - The ETAX Screen - Tax Information

An employee may want to make a change in withholdings at this time; if so entry information follows. A reminder to obtain a signed W-4 form and forward it to Payroll services if you enter the changes for the employee. The employee may also make their own W-4 changes online through At Your Service.

Federal:

Fields

Additional Information

Marital Status

Marital status on W-4 Federal (28) - Key letter next to box checked on W-4.

Personal Allowances

From the W-4 form - FEDERAL total number of allowances you are claiming OR 998 if employee is claiming exemption from withholding in part 3 of the W4 form OR 999 if an alien employee is claiming exempt per a Tax Treaty.

Maximum Withholding

 Departments should not change this field.

California:

Fields Additional Information

Marital Status

Marital status box on W-4 State (29) - Key letter next to box checked on W-4.

Personal Allowances

From the W-4 form - STATE total number of Regular Withholding Allowances you are claiming for this job OR 998 if employee is claiming exemption from withholding in part 3 of the W4 form OR 997 if employee non resident of state. Employees who are residents of other states for tax purposes may be subject to out of state withholding.

Itemized Deductions

From the W-4 form - STATE b. total number of Additional Withholding Allowances for estimated deductions.

Maximum Withholding

 Departments should not change this field.

Additional Withholding

The employee can have additional taxes withheld from each check. Non-resident aliens are subject to additional federal withholding by IRS regulations.

Addl Fed Tax Withholding

The total monthly amount of additional Federal tax the employee requests withheld in Box 5a on the W-4 form. The format is NNNNN.NN. To cancel the additional amount withheld, an * must be entered in the first field.

Addl CA Tax Withholding

The total monthly amount of additional State tax the employee requests withheld in Box 5b on the W-4 form. The format is NNNNN.NN. To cancel the additional amount withheld, an * must be entered in the first field.

Nonresident Alien

The current additional tax amount will be entered by system automatically for all employees coded N for citizenship. Consult the Federal Tax Table for current rates. Consult Payroll Services Tax Accountant before processing.

Other State Tax CA Resident

This information is entered from the Out of State Withholding form. Consult Payroll Services Tax Accountant before processing.

Other State Name

A two character code for a state in which the University is registered to collect taxes which is entered if a UCD employee is a resident of that state for tax purposes. Consult Payroll Services Tax Accountant before processing.

Other State Gross Name 1

Consult Payroll Services Tax Accountant before processing any information in this field.

Other State Gross Name 2

Consult Payroll Services Tax Accountant before processing any information in this field.

Other State Gross Name 3

Consult Payroll Services Tax Accountant before processing any information in this field.

Earned Income Credit Status

This information is entered from a W-5 form. At present, there only a few employees on campus claiming this credit. Call Tax Accounting for instructions before processing information.

SSN

The social security number of the employee as entered on the EEID screen.

Consent for Electronic

W-2

This is a derived informational field. A Y in the field indicates that the employee has elected to receive an electronic W-2 via AYSO. If the field is blank, the employee has chosen to continue to receive a hard copy W-2.

  • Press Enter and then press F5 to move to the ECOM screen.

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Step 4 - The ECOM Screen - PAN Comments

PAN comments

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

  • Title Code
  • Type of transaction – Renew Appointment
  • 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.

  • F5 to complete the update and send the PAN.

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Step 5 - The IDOC (Employee Document)

  1. See instructions for printing IDOC using the web-based process on the PPS website.
  2. The first five digits of Social Security Numbers (SSN) have been masked on all IDOCs.
    To satisfy the requirement for the employee to verify that their social security number is correct, departmental personnel are now required to have the employee verify the SSN entered in PPS. Have the employee look at the ITAX screen and verify that their SSN is correct. Make sure any discrepancies are cleared before having the employee sign the IDOC.
  3. Review IDOC with employee and obtain the employee's signature.
  4. Provide a copy to the employee and retain a copy for your departmental personnel file.
  5. Distribute copies (see below).

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

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Step 6 - Distribution of Forms

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

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

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