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Staff Stipend Transaction

A stipend provides for the payment of a supplementary administrative stipend to those individuals  who accept specific, time-limited responsibilities at a higher level than their normally assigned duties for their classification.  

Contents


Intro

The People Admin Position Management System should be used to submit the stipend request to Compensation Services. Refer to the specific policy or bargaining agreement "out of classification" covering the position for further details.

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Before you start

  • Obtain the required administrative approvals for the salary and appointment

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Step-by-step

Step 1 - Navigate to the Appointments/Distributions Screen

  1. Enter EAPP in the Next Func field and either enter the employee ID number in the Emp ID field or enter the name in the Name field. Press Enter to advance to the EAPP screen.

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Step 2 - The EAPP Screen - Entering the Appointment

  1. To pay an administrative stipend for a positive employee, establish a new appointment and distribution. To pay an administrative stipend for an exception employee, establish a new distribution under the appointment for which the employee is working out of class.
  2. The appointment number uniquely identifies an appointment and its associated data. See Appointments and Distributions for additional information.
  3. Tab or move cursor to the command (===>) line. Enter ADD A to add the appointment. Press Enter.

Fields

Data Information

Appt

A system derived appointment number will automatically populate the Appt field.

Actions

The cursor will be positioned in the Actions field. This field is used to enter action codes that identify the activity or change of information that is occurring at the appointment level. Use F1-Help to see a list of the available codes, or refer to Personnel Action Codes chart.

Pgm

The system will derive the personnel program from the title code

Type

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

Basis

Do not enter information in this field

Paid Over

Do not enter information in this field

Appt Begin

Enter the date the employee's appointment becomes effective, formatted as mmddyy

Appt End

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

Dur

Do not enter information in this field

Dept

This field is system-derived

Title

Enter the 4-digit numeric title code for this position. The same title code under which the employee is working out of class should be used.

Grade

Do not enter information in this field

% Full

Do not enter information in this field

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. Enter fixed F for all stipends.

Ann/Hr Rate

Do not complete. This field is system derived

Rt

Enter code B representing the 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 code that represents the pay schedule on which the appointment is to be paid. An employee can have only one (1) pay schedule across all appointments.

  • B - Biweekly
  • M - Monthly

Time

Enter code R representing the Exception Reporting of time, paid automatically each pay cycle. Refer to PPS Time Codes for more information.

Lv

Enter a leave code of N for all stipends, they do not accrue vacation and sick leave. For further information see the Leave Accrual Codes.

  • Tab or move cursor to the command (===>) line.

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Step 3 - The EAPP Screen - Entering the Distribution

  1. The distribution number uniquely identifies a payroll distribution associated with an appointment. See Appointments and Distributions for additional information.
  2. Tab or move cursor to the command (===>) line. Enter ADD D. Press Enter to continue. A system-generated number will automatically populate the Dist field.

Fields

Data Information

C/Account/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 (SUBG, SB01, SB03, etc).

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

FTE

Do not enter in this field

Dist %

Do not enter in this field

Pay Begin

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

Pay End

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

Step

Do not enter in this field

O/A

Do not enter in this field

Rate/Amount

Enter the amount to be paid each pay cycle. This is a "flat rate" and not a percentage or hourly rate, the amount in this field will be paid out every pay cycle.

DOS

(Description of Service) Enter SAS for Stipends. Refer to the Description of Service (DOS) Codes page for more information

PRQ

Do not enter information in this field

DUC

Do not enter information in this field.

WSP

Do not enter information in this field.

  1. Press Enter to confirm the information.
  2. Press F5 to update and move to the PAN comments 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 - in this case adding a stipend
  • Begining and end date of stipend
  • 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.

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