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Payroll / Personnel System (PPS) Guide

The information in this guide provides assistance on how to access and use the Payroll/Personnel System (PPS) . PPS contains a wide variety of employee demographic, employment, and payroll data, both current and historical.

The primary purpose of PPS is to ensure that all employees are paid properly, in a timely fashion, and to support payroll-related reporting requirements of both the University and external agencies. Please email pps_office@ucsc.edu with questions or locate your representative directly.

  
UCSC_Campus_Business_Systems_Supplemental
PPS_Data_Collection_Documents
Post_Authorization_Notice_(PAN)_Forms
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  • Who needs an account?
    • Employees responsible for maintaining personnel and payroll data use the Payroll/Personnel System (PPS to facilitate their work.
    • Employees may serve in one or more of the following roles:

      • Transaction preparer
      • Mandatory transaction reviewer
      • Inquiry only user
      • Non-mandatory transaction reviewer
      • Back-up preparer or reviewer
      • Central office users


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  • Getting an account

    Follow these steps to obtain an account:

    1. You must have a UCSC Access to Information Statement on file with Information Technology Services (ITS).
      • Obtain the form from the ITS "Account Access and Modification Forms" section, under the "PPS and NES Accounts" subsection.
      • Submit the completed form to the ITS Help Desk.
    2. Complete required PPS training as described on the PPS website.
    3. Upon successful completion of training, the PPS Office will notify you that your account has been created.

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  • Accessing the payroll / personnel system

    The way you access the Payroll/Personnel System (PPS)depends on your user privileges.

    • For input access:
      • Download and configure the TN3270 terminal emulator on your workstation.
      • Contact the ITS Help Desk if you have any questions or problems.
    • For query-only access and Post Authorization Notice (PAN) approvals:
      • Go to the UC PPS Website
      • Enter your User ID
      • Enter your password
      • Click on the "Logon" button
      • The PPS main page will appear

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  • Terminating or deactivating an account

    The service team, division, and departmental unit manager responsible for human resource and/or payroll transactions notifies the PPS Office to terminate or deactivate an account by completing a CruzID Account Modification Form in the following situations

    • An employee’s appointment is terminated.
    • An employee's job function has changed in such a way that PPS access is no longer warranted.

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  • Special situations

    The HR Control Unit Manager must notify the PPS Office when a PPS user is going on furlough or leave.

    • Emergency or unexpected leave.
      • Immediately contact the PPS Office.
    • Long-term leave or furlough.
      • Send an email message to the PPS Office, indicating the period of the time for which the employee's account should be temporarily locked.

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  • Training information

    Completion of training is required prior to obtaining a PPS account. Information about training prerequisites, schedules, and curriculum are available from the the PPS Training Curriculum webpage.

    • Basics
    • Full
    • Online Payroll Time Reporting Systems (OPTRS)
    • Transfer of Payroll Expense (TOPE)
    • Academic actions

    Sign up for PPS training via the online enrollment form. Trainings are offered on a monthly basis and are determined by customer need. Prior to training, an email is sent to the PPS community with updated dates, times, and locations. Please check the website monthly to find the current training times. Forward any questions to pps_office@ucsc.edu.


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  • Where to get help

    Assistance is available for the following Payroll/Personnel System topics:


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