SYSTEM BASICS 1 Table le of Contents Appointments Personnel - PowerPoint PPT Presentation

PAYROLL/PERSONNEL SYSTEM BASICS 1

Table le of Contents  Appointments  Personnel Information  Salary Scales  Pay Schedules and Types  Payroll/Personnel System Personnel Actions  Two Types of PPS 2

APPOINTMENTS The first step 3

Appointment Typ ypes • Staff  Contract (PPS code 1)  Career (2)  Limited (3)  Casual/Restricted (4)  Per Diem (6)  Partial-Year Career (7) • Academics (5) 4

Appoin intment Types cont.  Contract (1)  Established at a fixed or variable percentage of time for a definite period. Terms and conditions of employment are specified in a written employment contract.  Industry Standard - coaches, etc.  Limited Term - specific project  Career (2)  Appointment established at a fixed or variable percentage of time at 50% or more, expected to continue for a year or longer.  Conversion from Limited appointment after 1,000 hours on pay status in 12 consecutive months without a break in service of at least 120 consecutive calendar days. 5

Appoin intment Types  Limited (3)  Appointment established at any percentage of time, fixed or variable, during which an employee is expected to be on pay status for less than 1,000 hours in a 12-month period.  Casual/Restricted (4)  Reserved for registered UCSB students ONLY  Non-UC Students are considered 3-Limited Appointments  Staff title, not Academic (TA, Reader, Tutor)  Title Code: 4922, Grade 1  Instructions for hiring a student employee - http://www.hr.ucsb.edu/sites/www.hr.ucsb.edu/files/docs/Student_Emplo yment_Chart.pdf  Summer employment  Requires enrollment in both previous Spring and following Fall quarters. 6

Appoin intment Types  Academic (5)  Must include research and/or teaching responsibilities  Examples:  Professors  Lecturers  Graduate Student Researchers  Teaching Assistants  Academic Coordinators  Partial-Year Career (7)  Career appointment with regularly scheduled periods, not to exceed 3 months per calendar year, during which the incumbent remains an employee but is not at work.  Student Health Center 7

Fix ixed vs. Variable le Appoin intments Fixed (F) Variable (V)  Staff Career  Staff Limited, Casual/Restricted (Career, rarely)  Academic  Academic, some 11/12 appts.,  Account subs 0 or 1 Readers, Tutors  Academic Subs 2, 5, & 7  Account subs 2, 5 & 7 (Temporary Research)  Time Code “Z” – Positive  Time Code “R” – Exception*  MUST report time  No time reporting *Don’t get hung up on the word ‘exception.’ A nonexempt, career employee must still report time. The positive time reference is for variable time appointments. 8

Duration (D (Dur) of f Appointment  Career Staff  Most career appointments are “I – Indefinite”  Generally if an appointment is limited or something other than career the duration of the appointment is left blank because the Appointment has an end date  Contracts, Limiteds, Students will have an end date.  Academic  T- Tenure  N- Non-tenure  C- Continuing  S- Security of Employment 9

Tit itle Codes  Academic  0800 through 3999  Staff  Tier 1 – Professional & Support Staff (PSS)  Policy Covered and represented staff  Title Codes ≥ 4000  Tier 2 – Managers & Senior Professionals (MSP)  Policy Covered only  Title Codes < 0800  Sr. Management Group (SMG) – TC < 0200 10

Descrip iption of Servic ice Codes  Description of Service Codes aka DOS Codes set forth an abbreviated description of the type of pay an employee is to receive.  Examples:  REG – Regular Pay  SDF – Shift Differential  WOS – Without Salary  OTS – Overtime/Straight Time  OTP – Overtime/Premium  LNS – Leave No Salary  SAS – Staff Administrative Stipend  Don’t confuse this with STP which is for Academic stipends. 11

PERSONNEL IN INFORMATION Basic Information About Employment at UCSB 12

BELI – Benefi fits Eli ligibil ility Level In Indic icator  BELI Information Sheet  Attached as Item No. 7 in the PPS Handouts  http://www.hr.ucsb.edu/sites/www.hr.ucsb.edu/files/docs/b enefits/BELI_chart_2016.pdf  Further BELI details:  http://www.hr.ucsb.edu/benefits/benefits-eligibility  Postdoctoral Scholars Benefits Plan  http://www.hr.ucsb.edu/benefits/postdoctoral-scholars  Tami Schmittgen, x 4263  For all BELI questions please contact the Benefits office:  Cynthia Del Rosario, x2489  Kevin Wilson-Smith, x 4455 13

Date of Hir ire, Orig igin inal l Hir ire Date  Date of Hire = most recent date of hire  Needs to be changed only upon rehire (with break in service)  Original Date of Hire  Date first hired by the University  Once established, do not change  If Intercampus Transfer - the original hire date is the original and most recent date of hire. Nothing changes. 14

Employee Relations Co Code (E (ERC)  A – Manager, not confidential*  B – Manager, confidential  C – Supervisor, not confidential  D – Supervisor, confidential  E – All others, not confidential  Most Academics and Staff have an ERC of “E.”  F – All others, confidential  G – Not covered by the Higher Education Employee Employer Relations Act (‘HEERA’) (out of state)  H – Student in academic title, covered by HEERA (TA’s, Readers, Tutors)  I – Student in academic title, not covered by HEERA  J – Excluded by Coverage * The HEERA definition of confidential is “any employee required to develop or present management positions for collective bargaining, and/or an employee whose duties normally require access to information which contributes significantly to the development of such management positions.” **An ERC Table is included in the PPS Handouts as Item No. 14. 15

Probatio ionary Perio iod End Date  Use for Career Staff only  Generally 6 months from start of career status  May be “less” than 6 months from career start (Limited to Career action)  May be more – up to 3 months extension  “Date to date”  Ex. 1/15/12 through 7/15/12  Refer to HR Labor Relations before:  Extending Probationary Period  Releasing employee from Probation 16

Unio ion Representatio ion – Staff  Clerical (CX)  Nurses (NX)  Service (SX)  Health Care Professional  Technical (TX) (HX)  Patient Care Technical (EX)  Research Support (RX)  Police Officers (PA)  Skilled Crafts (K8)  Campus based Physicians, Dentists & Podiatrists (DX) 17

Unio ion Representation - Academic  Academic titles are not represented, except for the following:  Lecturers (IX)  Not Security of Employment track  Librarians (LX)  Postdoctoral Scholars (PX)  Academic Student Employees (BX)  Readers, Tutors, Teaching Assistants 18

Poli licy Covered – Staff  Policy Covered/Non-Represented Staff (99)  Designated titles: Analyst, Student Affairs Officer (SAO), Engineer, etc.  Supervisor  Manager  Confidential  Access to collective bargaining  Only in administrative offices such as HR, AP, Chancellor’s Office, etc. 19

Next xt Sala lary Review Type/Date  Career Staff Only  Next Salary Review Type  For MOST employees the review type is “2 – Merit Increase.”  Reflects Merit Cycle  July Always answer these questions either in Web or CICS for Career or Partial Year Career STAFF Employees! * If an employee moves from a limited to career appointment make sure to answer these questions! 20

Next xt Sala lary Review Type/Date Academic employees:  Next Salary Review Type and date are left blank  Merit eligibility is tracked through Academic Personnel on-line system 21

Sala lary ry Scales Or everything you ever wanted to know about pay rates 22

Sala lary Scale les: Staff  Title Code System at https://tcs.ucop.edu/tcs/jsp/homePage.htm  Staff Covered vs. Uncovered (COV/UNC)  Staff Exempt vs. Non-Exempt  Non-Exempt is eligible to earn overtime  Exempt is not eligible to earn overtime  Staff Stepped vs. Open Ranges  Stepped – Every step has exact rate. Format is 1.0, 3.5, etc.  Open – No steps. Minimum through maximum rates. If Policy Covered/Non-rep title, refer to Grade  Grade Type & Grade (non-rep Staff titles only)  MSP, PSS, PH and DO 23