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Staff Additional Employment and/or Changing Appointment Percentage

The SALR bundle is used when 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. The percent of time for all combined appointments may not exceed 100% during any period of time. The SALR bundle is also used when an existing appointment is permanently increased or decreased in percent of time.

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. Listed below are 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 on the following pages. 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 the 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

To navigate to the SALR bundle type SALR in the Next Func field and enter the employee ID, Name or Social Security Number and press Enter.

Fields Data Information

Assigned BELI

Enter the updated BELI code, if applicable, as a result of the change in appointment conditions. See BELI Codes for assistance in determining if BELI code should be changed.

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 SQC web page 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.

For more detailed information see PPS/Employee Relations Codes.

Employee Relations Unit

This information is provided to your department by HR during the course of the recruitment process. To find an Employee Relations Unit for a specific title code, go to Staff Salary Scales, enter the title code, click on "Find" and the bargaining unit will show up next to the job title. The UC-Union Contracts page is another resource for union contract information.

Next Salary Review Date

Review all appointments and enter the Next Salary Review Date for which the employee is next eligible. If the employee is not eligible for a next salary review in any appointment, leave blank.

If a salary review date is present and the additional employment qualifies for a different salary review date, enter the earliest salary review date for which the employee is next eligible. Refer to Merit Program/Performance Evaluation Timelines

Next Salary Review Type

For Career employees only. Enter the code that represents the type of increase that the employee is to be considered for.  The code is usually 2 (available for merit).

  • 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.

Typ

Enter the code representing the employee’s appointment type status associated with the appointment.  For more information see PPS Appointment Types Code chart.

Bas

Basis is normally left blank for staff members unless they are Partial Year Career - type 7; if so, enter the number of months worked (either 09, 10, 11).

Appt Begin

Enter the date on which the personnel action is effective, formatted as mmddyy.

Appt End

For indefinite appointments enter 999999. Otherwise, enter the date on which the appointment is expected to end.  Limited appointments should reflect a definite end date.

Review all remaining appointment and distribution information to be sure it is consistent with the appointment type.

Dur

Enter an I for appointments that are considered to be indefinite with no predetermined end date. Leave blank for appointments with predetermined end dates.

  • B - End Date for budget reasons only
  • I - Indefinite
  • V - End Date due to Visa expiration

Title

Enter the 4-digit numeric title code for this position. See the Staff Salary Scales to look up staff title codes.

Grade

Enter the new grade if appropriate (for non-represented titles only). Otherwise, leave blank.

Note: Staff titles usually have either a grade or step, but not both. The exception to this rule is SX, EX and HX covered positions-- they have neither a step nor a grade.

% 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. The appointment percent of time and the appointment begin and end date must be consistent with the appointment type, e.g. Career and Limited.

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

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. 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%.  Therefore, 50% V indicates that the employee works 50% regularly but may work between 50% and 100% at times.

If the added title is Exempt from the Fair Labor Standards Act (FLSA) according to Staff Salary Scales, the code must be F.

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 on the PPS website.

Sch

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

  • BW - Biweekly
  • MO - Montly

An employee can have only one (1) Pay Schedule across all appointments.

Time

Enter the code that represents the method of reporting time worked in an appointment. Refer to PPS Time Codes

Note: Use Z for positive or R for exception.

Lv

Enter the leave accrual code that represents the rate at which vacation and sick leave will accrue for the appointment. If multiple appointments, the total percent of all eligible appointments must be considered when determining the appropriate leave accrual code.

For further information see the Leave Accrual and Time Reporting Codes. For Professional and Support Staff Program (PSS title codes 4001-9726) see PSS Codes. For Manager & Senior Professional Program (MSP title codes 0209-0799) see MSP Codes.

ADD or COPY a new distribution(s):

Field Data Information

Actions

If the salary increase granted for the personnel action code entered on the appointment included an exceptional, equity or exception to pay policy increase, enter action code 42.

If other actions are being processed at the distribution level that are not derived, enter the action codes as applicable. Refer to the Personnel Action Code chart.

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 KFS. Required fields are C/Account/Object Consolidation (SUBS, SUBG, etc).

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

FTE

Enter Full Time Equivalent (FTE) for staffing/budgeted purposes. Only enter for career positions that are permanently funded (paid from SUBS); i.e. for full time enter 1.00, for 50% enter .50, etc.

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 .5000, etc.

The total of all distribution percents associated with an appointment should equal the percent of time entered in 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 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. This information is available on the Staff Salary Scales. If there is no step associated with the pay rate, leave blank. If there is a grade associated with the title it must be entered on the appointment line. Enter steps with a decimal point, for example step 1 is 1.0, 15 is 15.0, etc.

Note: Staff titles usually have either a step or a grade, not both. The   exception to this rule is EX, HX and SX covered positions have no grade or step.

O/A

(Off-scale/Above Scale) - Use this field only if the employee’s distribution pay rate is above the maximum or off step of the salary range for the title code. These actions require prior approval from Human Resources. If an employee is off step the O indicator is used, if they are above the salary scales the A indicator is used.

Rate/Amount

Enter the employee’s, 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 employee’s 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 1832.00 (100% rate).
  • 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 web page for more information.

PRQ

Use this field only if an employee is to have a perquisite deducted from their total compensation, i.e. for meals or room and board. Departments must receive approval from Compensation Services to establish perquisites.

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.

  • 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 or updates to this screen only 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.)
  • Vacancy Listing, (if applicable)
  • Notation of end date (if applicable)
  • 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 finish the update in PPS 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 2 working days of PPS entry.

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Step 6 - Distribution of Forms

Send To

Documents

Payroll Services

  • Federal and State Withholding Allowance Certificate (W-4), if applicable.

Human Resources

  • Adult/Child Abuse form, if required.
  • Any required certification.

Employee

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

Department

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