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Staff Renewal or Extension of Appointment Transacation

Use the SALR bundle to extend the end date of an existing appointment with a predetermined end date without a break in service.

Contents

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

Intro

Examples:

  • Extend an appointment end date when a specific end date has been entered due to budgetary concerns or Visa end date
  • Extend a limited appointment end date. When the position was recruited as limited with the possibility of extension and/or transition to career status - your department is responsible for monitoring hours worked toward career status eligibility (if an Emergency/Short Term Appointment was used to hire the employee, you must obtain written approval from your recruiter in Employment Outreach Services prior to entry)
  • 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.

Listed below are 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.

Screens in the SALR Bundle:

  • EPER - Personnel-Miscellaneous
  • EAPP - Appointment/Distribution
  • ETAX - Tax Information

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Step-by-step

Step 1 - Navigate to SALR Bunde

  1. Enter SALR in the Next Func field, enter employee name, employee ID or SSN and press Enter.

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Step 2 - 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 for eligibility requirements.

If the change in appointment conditions resulted in the employee being eligible to enroll in benefits, encourage employee to attend the benefits portion of the New Employee Orientation. 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.

Effective Date

If the BELI code is changed the effective date of that change must be entered. If no BELI code change is entered the date should not be 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 3 - EAPP Screen - Appointments/Distributions

For existing appointments and distributions:

Fields

Data Information

Actions

Enter the action code for renewal of appointment/reappointment (17).

Appt End Date

If an existing appointment is present, enter the new appointment end date resulting from the renewal of the appointment. If the renewed appointment is intended to not have a predetermined end date, enter 999999. If the appointment type is limited and the appointment is 0-50%, the end date must be one (1) day less than one (1) year and the employee must not continue to work after this date without a break in service.

% Full

Enter the appointment percent of full time for the extended appointment. The appointment percent of time and the appointment begin and end date must be consistent with the appointment type, e.g., limited and career.

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 50-100% with an F leave code. If the combined appointment period is 6 months or longer at the same percent of time, the leave code should be changed based on the duration of employment, years of qualifying service, percent of time and Personnel Program.

Refer to the Leave Accrual and Time Reporting Code page for guidelines on assigning the leave accrual code.

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.

Pay End

Enter the date on which pay is expected to end for the extended appointment. If there is no predetermined end date, enter 999999. The pay end date cannot be later than the appointment end date.

When there is no existing appointment/distribution information:

ADD a new appointment:

Fields

Data Information

Actions

Enter the action code for staff 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

Normally left blank for staff members unless they are partial year/career; type 7; if so, enter the number of months worked (may be 09, 10, 11).

Appt Begin

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

Appt End

Enter the date on which the extended appointment is to end. If the extended appointment is to not have a predetermined end date, enter 999999. The appointment begin and end date (if any) and the percent of time must be consistent with the appointment type, e.g., limited or career. Reference: Appointment Type Codes.

Dur

If the extended appointment has no predetermined end date, enter I. Otherwise, leave blank.

Title

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

Grade

Enter the same grade, if any, as for the previous appointment as the intent is to extend the same appointment.

% Full

Enter the percent of full time for the extended appointment. The appointment percent and the appointment begin and end date must be consistent with the appointment type, e.g., limited or career. Reference: Appointment Type Descriptions. 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. 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%.  If 50% V it indicates that the employee works 50% regularly but may work between 50% and 100% at times.

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 a pay schedule code that will be consistent with all appointments as an employee can only have one (1) pay schedule.

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.

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 50-100% with an F leave code. If the combined appointment period is 6 months or longer at the same percent of time, the leave code should be changed based on the duration of employment, years of qualifying service, percent of time and Personnel Program.  Refer to Leave Accrual and Time Reporting Code for guidelines on assigning the leave accrual code.

ADD a new 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

If the extended appointment is considered to be indefinite with no predetermined end date, enter 999999. Otherwise, enter the date on which pay is expected to end due to account/fund activity.

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) Enter REG for regular pay distributions. Refer to the DOS Codes webpage for additional DOS codes appropriate for the type of pay for the distribution.

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 Human Resources to establish perquisites.

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 Department Guidelines for Processing Work-Study Awards for more information.

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

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Step 4 - The ETAX Screen - Tax Information

An employee may want to make a change in their tax 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 tax changes online at AYSO.

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. Set by System as 999. If other than 999, Payroll Services has changed it based on a letter received from the IRS. This is the total maximum exemptions the employee can claim.

California
Fields Data 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. Set by System as 999. If other than 999, Payroll Services has changed it based on a letter received from the IRS or Franchise Tax Board. This is the total maximum exemptions the employee can claim.

Additional Withholding

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

Federal

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.

California

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.

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 UC Davis 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 update.

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Step 5 - The ECOM Screen

PAN Comments

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

  • Title Code
  • Type of transaction (Extension of Appt, Renewal of Appt, etc.)
  • 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 6 - 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 7 - 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.  

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