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PPS System Guide

PPS Training Prep Guide & Quiz

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.

Click here for information on PPS CICS Client Application

PPS Announcements

PPS Announcements Archive

Sep12016: Did you know?
PPS will revoke a users access if they have not logged in for more than 60 consecutive days. In order to prevent this from occurring, the PPS Office recommends that users set a reminder on their calendar which prompts them to login each month.
Apr182016: Has your PPS access been revoked?
PPS will revoke a users access if they have logged in 5 times incorrectly, or have not logged in for more than 60 consecutive days. Users with revoked PPS accounts should contact pps_office@ucsc.edu to request a password reset.

PPS Contact & Objective

PPS Office
Mailstop: Accounting
2300 Delaware Ave
Santa Cruz, CA 95060

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

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 Student 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

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

Payroll Office
Staff Human Resources
Academic Personnel Office
At Your Service Online (AYSO)
Information Technology Services
Monthly Working Hours
UCPath Project Information

PPS Forms

PPS Access & Authorization Forms

Account Modification Form Business Systems Supplemental Form Access to Information Statement

PAN Routing Forms

PPS Roles Matrix-EDB PAN Routing Worksheet-EDB PPS Roles Matrix-OPTRS PAN Routing Worksheet-OPTRS

Data Collection Documents

Limited to Career (LIMI) Staff Renewal of Appointment (SRNW) and/or
Change in Percent Time (PCNT) Change in Percent Time only (PCNT) Academic Initial Hire/Rehire (AHIR/AREH/AUHI/AURH) Separation (SEPR) Additional Distributions Attachment Outgoing Temporary Intercampus Transfer Interlocation Transfers (Incoming) Interlocation Transfers (Outgoing)

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