Transcript Payroll/Personnel System and Consolidated Billing Process

Postdoctoral Scholar Benefits
Implementation:
Payroll/Personnel System and
Consolidated Billing Process
Beth Crovitz
Esther Carmona
UCSF Payroll Office
Data Requirements in OLPPS*
*Online Payroll/
Personnel System
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Postdoctoral Scholar Title and Description of
Service Codes
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PAYROLL TITLE
TITLE CODE
DOS CODE
DOS DESCRIPTION
INCOME TYPE
POSTDOCTORAL SCHOLAR
EMPLOYEE
3252
REG
REGULAR PAY
WAGES
POSTDOCTORAL SCHOLAR
FELLOW
3253
PDW
POSTDOC WOS
STIPEND:
SCHOLARSHIP/FELLOWSHIP
POSTDOCTORAL SCHOLAR
PAID DIRECT
3254
PDW
POSTDOC WOS
PAID BY OUTSIDE AGENCY
Appointment Set-up for Postdoctoral
Scholar Employee
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Title Code 3252
Appointment Begin Date 07/01/06
Distribution Begin Date 07/01/06
Leave Code “N”
3252 Data Entry Screen
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Postdoctoral Scholars – Fellows and Paid
Directs: Must-Haves for Data Entry
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Title Code: 3253 or 3254
Appointment Percentage
Time Reporting Code: W
Pay Schedule: MO
DOS code: PDW
Postdoctoral Scholars – Fellows and Paid Directs:
Must-Haves for Data Entry (cont.)
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Tax Treaty income Code 15* (EVSA screen)
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Only applies to non-resident aliens
* Scholarship and fellowship grants given to
an individual for study, training or research and
which does not constitute compensation for
personal services
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Title Codes 3253 and 3254
OLPPS Coding EAPP Screen
DATA FIELD
VALUE
TRANSLATION
APPOINTMENT TYPE
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ACADEMIC
APPOINTMENT BEGIN DATE
070106 OR EARLIER
JULY 1, 2006 OR EARLIER
% TIME
1.00
100% TIME
(Sum of all title codes )
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PAY SCHEDULE
MO
MONTHLY
TIME REPORTING
W
WITHOUT SALARY
LEAVE ACCRUAL
N
NO VACATION AND SICK
LEAVE ACCRUALS
DISTRIBUTION BEGIN DATE
070106 OR EARLIER
JULY 1, 2006 OR EARLIER
DESCRIPTION OF SERVICE
CODE
PDW
POSTDOC WITHOUT
SALARY
Appointment percentage and appointment pay schedule code is necessary on any
Postdoctoral Scholar appointment including Fellows and Paid Directs.
The sum of all active appointments for the Postdoctoral Scholar must not exceed 1.00
(100%).
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Fellows/Paid Directs With
Supplemental Pay
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Create second appointment
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Title Code 3252
PDS (Postdoc Supplement) DOS Code
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This DOS code will behave like REG i.e., the additional
compensation will be processed as percent time X pay
rate.
Note:
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The sum of the 3252 and 3253/3254 appointments
should equal 100%
Postdoctoral Supplement Data Entry Screen
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Beginning May 30, 2006
Postdoctoral New Hires Data Entry
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EPER Screen
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Data Field: Benefits Eligibility Level Indicator
Value: P
Translation: Postdoctoral scholar benefits
eligibility
Premium and Fee Payment
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Fee Collection Postdoctoral Scholars –
Fellows and Paid Directs
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100% of all flat benefit costs are charged by
Payroll/Personnel System to the Full Accounting Unit
(FAU: DPA/Fund/Program/Sub) on the employee
database associated with PDW distribution
Percentage type benefits (for example, Medicare) are
charged to the FAU associated with the PDS
distribution
Department is responsible for collection of premiums
owed by Postdoctoral scholars
Ledgers/Journals
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Postdoctoral Scholars –
Fellows and Paid Directs
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Benefits expenses reflected in Sub 6 section of
Distribution of Payroll Expense Report or by benefit
NCA in the General Ledger
If expense reallocation to other fund sources required,
must prepare financial journals and move by NCA
Note: Payroll Expense Transfer not possible,
because there is no associated gross
salary
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Consolidated Billing
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Accounting Journals
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Departments will see charges reflected in the
General Ledger for Postdoctoral benefit premiums
that have not been charged through the regular
distribution of payroll expense process, as per
normal procedures.
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This is the same consolidated billing process
currently used for employee benefits.
Important Dates
APRIL 1– MAY 15, 2006
Change description of Service Code WOS to PDW on current appointments with Title Codes 3253/3254
in OLPPS.
If paying supplement to fellow/paid direct, change description of Title/ DOS Code to T.C. 3252, DOS PDS
in OLPPS.
Add appointments under Title Code 3252 for Postdoc employees with current appointments under Title
Code 3370. Appointment/Distribution begin date must be July 1, 2006.
MAY 26
Mass change to Payroll Records to set Benefits Eligibility Indicator (BELI) to new value “P”.
MAY 30
Departments begin to enter BELI = “P” on new hires.
JUNE 30 PAYDAY
New Postdoc medical, dental and vision premiums + final premium for old Postdoc insurance plans.
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Controller’s Office Website
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http://controller.ucsf.edu/