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Financial Affairs

Payroll/Personnel System

PPS

PPS Resources
​​WARNING! The above link launches the University of California Payroll/Personnel System login process. Access is limited to authorized UC employees only. Unauthorized access is prohibited.
PPS Meets UCPath Link

PPS Announcements

PPS Announcements Archive
Feb112020
2020 TOPEs Entry Schedule
The remaining TOPEs cycles for 2020 have been released by UC Office of the President. Check out the schedule and instructions on the PPS website.
Jan302020
February TOPEs Entry Schedule
Another TOPE cycle has been released by UC Office of the President for February 2020. (More cycles will be scheduled soon). TOPEs entry has changed slightly; please refer to these instructions.
Jan152020
PPS OPTRS TOPEs are now available
A single TOPE cycle has been released by UC Office of the President for January 2020. (More cycles will be scheduled soon). TOPEs entry has changed slightly; please refer to these instructions.

​PPS Contact & Objective
Mailing Address:
   Accounting-PPS
   Univ of California Santa Cruz
   1156 High St
   Santa Cruz, CA 95064

Office Location:
   100 Enterprise Way
   Scotts Valley, CA 95066

Intercampus Mailstop:
   Accounting-PPS

Phone: 831-459-1310

Email: pps_office@ucsc.edu

PPS Availability:
Monday - Friday 6:00am - 7:00pm
Saturday 6:00am - 6:00pm
Sunday Unavailable

PPS Objective

PPS is the University of California Payroll/Personnel System. PPS records UCSC employee personnel and job data for the purpose of calculation of pay and deductions, and production of personnel and payroll reports for internal and external customers.

​PPS Manual
expand all
PPS Overview
1.1 PPS Introduction 1.2 Accountability, Roles and Responsibilities 1.3 System Access 1.4 System Structure 1.5 User Navigation and Entry/Update Commands 1.6 System Messages 1.7 Printing Personnel Summary Documents 1.8 Post Authorization Notification 1.9 Personnel History 1.10 Inquiry for the EDB and Payroll Audit Record 1.11 Appointments and Distributions 1.12 End/Begin Coding Method 1.13 How to Get Help
Payroll Issues
2.1 Appointment Coding 2.2 Monthly Payroll Processes 2.3 Timing 2.4 Staffing List, Timefile, and Temporary Change in Percent Time 2.5 Damage Payments
Benefits Eligibility Overview
3.1 Benefits Eligibility 3.2 BELI Level Definitions 3.3 BELI Status Qualifier Codes
Universal Actions
4.1 Address Change 4.2 Check Disposition Change 4.3 Name Change 4.4 Social Security Number and ID Number Correction 4.5 W-4 Procedure 4.6 Interlocation Transfers 4.7 Sharing and Coordinating the Employment of Multi-Unit Employees 4.8 Adding Alternate Dept/Service Center 4.9 Retirement & FICA Derivation 4.10 Career Eligibility vs Retirement Eligibility 4.11 Resident Alien Coding 4.12 Foreign National Coding and Requirement 4.13 Background Checks 4.14 Budgetary End Dates 4.15 Employee-Initiated Reduction in Time
Student Employee Actions
5.1 General Workflow for Student Actions 5.2 Additional Employment 5.3 Work Study to Non-Work-Study Status 5.4 Non-Work-Study to Work-Study 5.5 Longevity Increases (no longer used-see Section 5.8)

5.6 Student Extension of Appointment 5.7 Ending Appointments or Separating Student Employees 5.8 Student Pay Rate Adjustments 5.9 Student Reclassification 5.10 Student Employee Funding Changes 5.11 Changing Student Appointment Percentages 5.12 Sudent Leave Accrual Coding 5.13 Calculation/Conversion from MA to MO
Staff Actions
6.1 General Workflow for SHR Employee Request (ER) Actions 6.2 Staff New Hire 6.3 Staff Rehire 6.4 Staff Promotion, Demotion, Transfer, and Limited to Career 6.5 Additional Employment 6.6 Dual Employment 6.7 Limited to Career 6.8 Career to Limited 6.9 Change in the Percent of Time 6.10 Staff Renewal 6.11 Funding Change 6.12 Stipends 6.13 Staff Reclassification 6.14 Staff Merit Increase 6.15 Equity Increase 6.16 Limited Increase 6.17 Other Pay Rate Change 6.18 Leave of Absence and Furlough 6.19 Separations-Staff 6.20 Staff Leave Accrual Coding 6.21 Manual Range Adjustment 6.22 Phased Retirement Program
Academic Actions
7.1 General Workflow for Academic Actions 7.2 Academic New Hire 7.3 Merit/Salary Increase 7.4 Renewal of Appointment 7.5 Academic Change 7.6 Leave of Absence 7.7 Summer Salary 7.8 Change in Percent Time 7.9 Funding Change 7.10 Additional Employment 7.11 Academic Stipends 7.12 Dual Employment 7.13 Separation 7.14 Academic Rehire 7.15 Emeritus 7.16 Academic Recall 7.17 Leave Accrual for Academics
Data Collection Documents
8.1 Data Collection Document Chart 8.2 Data Collection Documents 8.3 Disposition of Forms
Web Based PPS Functions
9.1 Introduction to Web-Based PPS Functions 9.2 Web-Based Inquiry 9.3 Web-Based PAN
Appendices
A. Entry/Update Function Screen Shots B. Personnel Action Codes C. Leave/Vacation Accrual Codes and Rates D. Description of Service (DOS) Codes E. Employee Relations Codes F. Visa Types & Definitions G. Visa Codes Most Commonly Used H. Leave Type Codes I. Separation Codes J. Mail Codes - Alpha Sort J(num). Mail Codes - Numerical Sort K. Glossary

​PPS references & Forms
University of California
UC Santa Cruz, 1156 High Street, Santa Cruz, Ca 95064
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