Entering ERIT Transaction

Under the ERIT program, eligible staff employees may voluntarily reduce their time and corresponding pay while continuing to accrue vacation and sick leave at their pre-ERIT appointment percentage.

However, holiday pay and retirement service credit are calculated in proportion to the reduced time in accordance with the applicable personnel policy or collective bargaining agreement.

The following procedure describes how to enter the ERIT information in PPS to facilitate time reporting and processing pay via TRS for an employee participating in the Employee-Initiated Reduction in Time (ERIT) Program.

Exempt Employees
Non-Exempt Employees
Changing Return Date

Exempt Employees

Since earnings for this group of employees are paid based on appointment information, it is important to enter the appointment information correctly.

Enter ERIT contract percentage reduction and dates on ELVE screen
Minimum of one appointment and 2 distributions
Ensure that the time code = R
Enter reduction % on ERT distribution

Step 1. Navigate to Leave of Absence Screen

To start the process type ELVE in the Next Func field and type the employee ID number in the ID field or the employee name in the Name field. Press Enter to navigate to the screen.

Step 2. ELVE Screen: Leave of Absence Data

ERIT Screen Shot

Fields	Data Information
START/ERIT Reduction Percentage	Enter percentage of the reduction in whole numbers from 5 to 50 (e.g., 18, 20, 50)
START/ERIT Begin Date	Enter the date the reduction in pay will begin using format MMDDYY. For monthly employees this will be 1st of month, for biweekly employees this is the first day of the B1 pay cycle.
START/ERIT Return Date	Enter the date the employee is scheduled to return to full pre-ERIT schedule using format MMDDYY. If participation in ERIT is extended or shortened, enter the new return date.

Press Enter and check your entries.
Press F5 to update screen and proceed to check for errors, add PAN comments and complete transaction.

Step 3. EAPP Screen: Add Distribution(s)

To access the EAPP screen, type EAPP in the Next Func field and type the employee ID number in the ID field or the employee name in the Name field. Press Enter to navigate to the screen.

On existing appointment the active distribution(s) won't change. One additional distribution for each active distribution is added to reduce the appointment percentage. The new distribution will reduce the percentage entered from the account during the dates provided in the distribution. Total of all new distributions with the ERIT DOS code ERT should equal the amount of the reduction stated in the employee's contract.

After adding the new distribution, use F5 to chck for errors and move to PAN comments screen, then F5 to update transaction.

Esempt Employee Example

Step 4. Print IDOC and Distribute Copies

Print an IDOC (Other Payrate Change) and obtain employee's signature on the Employee Document.

Distribute information as follows:

Payroll Services	Screen print of PAN comments
Employee	Copy of Employee Document (IDOC) Copy of ERIT Contract
Department Personnel File	Original Employee Document, signed by employee (IDOC) Original ERIT Contract
Campus Human Resources or Academic Personnel Office	Copy of ERIT Contract
Retirement Administration Office of the President, 300 Lakeside Dr. 5th Floor, Oakland, CA 94612-3550	Copy of ERIT Contract

Non-Exempt Employees

Since earnings for this group of employees are paid based on what the employee reports, the employee will report all time worked, and ERIT hours, in their time reporting system. PPS will use all time reported in combination with the reduction distribution to pay the employee only what was worked, and allow them to accrue leave time at the full pre-ERIT rate.

Enter ERIT contract percentage reduction and dates on ELVE screen
Minimum of two appointments and 2 distributions
Ensure that the time code = R on appoitment for ERT distribution
Enter reduction % on ERT distribution

Use the LVWP Bundle to enter the reduction percentage and the dates of the employee's participation in ERIT. This bundle includes the ELVE and the EAPP screen. Using this bundle will generate the appropriate action code for your transaction.

Changing the Leave Return Date

If an employee ends their participation in ERIT earlier than originally expected, or extends their participation, the return date needs to be updated. Use the ELVE screen to change the return date on a leave of absence that has been authorized by the department.

ELVE Screen: Leave of Absence Data

Fields	Data Information
START/ERIT Reduction Percentage	DO NOT CHANGE (If percentage is changing this is a new contact and old reduction must be ended, and new ERIT transaction entered from the begining)
START/ERIT Begin Date	DO NOT CHANGE.
START/ERIT Return Date	Enter the new date the employee is scheduled to return from ERIT. This is the date the employee is scheduled to return to pre-ERIT status.

Press Enter to confirm the information, then F5 to update.
PAN comments should include title code, ERIT date extended or shortened from begin date to end date.