Employment Service Credit and Automated Leave Accrual EDB/PTR USERS

1. May 2009 Employment Service Credit and Automated Leave Accrual EDB/PTR USERS Procedure for David Geffen School of Medicine Semel Institute (NPI) Medical Group

2. EMPLOYMENT SERVICE CREDIT MONTHS • Automated leave accrual was implemented at UCLA in August 2008 • Employment Service Credit Months accumulate based on months or quadriweekly pay cycles on pay status at 50% time or more • Employment Service Credit (ESC) Months are used to determine leave accrual rate codes • Employment Service credit months are displayed on the IHRS and IPER inquiry screens and the HPER history screen. The months can be updated on the EPD2 entry screen

3. Leave Code Assignment Upon New Hire and Rehire Does the employee have previous qualifying service? • IF NO, • Use the lower value Leave Code appropriate for the employee’s title • Tier 1 (PSS) employees with title codes 4000 or greater = A • Tier 2 (MSP) employees with title codes less than 0800 = B

4. Leave Code Assignment Upon New Hire and Rehire Does the employee have previous qualifying service? • IF YES and service is with UCLA: The employment service months should be on record and the IHRS, HPER screens will reflect the months accumulated from prior UCLA service and State of California employment. Use the Leave Code relevant to the service credit months displayed on the IHRS screen The “system” will validate the Leave Code at month end reporting

5. Leave Code Assignment Upon New Hire and Rehire Prior Employment Service Credit Months

6. Leave Code Assignment Upon New Hire and Rehire Does the employee have previous qualifying service? • IF YES and service is with other UC campuses and/or State Of California Prior service must be verified and confirmed. Forms used to Capture Former Employer Information Personnel Data Form Request for Verification of Prior UC/State of California Employment Service Employee and Dept Rep completes form and sends to former employer/campus to verify and confirm prior service. Use the lower value Leave Code appropriate for the employee’s title until confirmation is received from former UC Campus/employer. Employee provides prior employment information in Section G of the form

7. Forms Used to Collect Data

8. Forms Used to Collect Data

9. Reports on RDS – Document Direct • PRS 6211 – Employees Approaching Leave Accrual/Service Award Threshold This report provides a list of employees approaching the month in which the leave code rate will be increased and or the month in which employees will be eligible for a service award. Employees are listed two (2) months prior to reaching their respective milestone, leave code change and/or service award. PURPOSE Intended for use by HR offices of organizations to monitor names of individuals on the list for any discrepancies in the service months prior to reaching the new threshold. The report is divided in two categories:

10. Reports on RDS – Document Direct • PRS 6211 – Employees Approaching Leave Accrual/Service Award Threshold Category 1 – Employees Approaching Leave Accrual Thresholds This category only reflects employees approaching the leave accrual threshold based on the sum of the values in the Prior Service Months and Current Service Months columns. Category 2 – Employees Approaching Service Award Thresholds This category only reflects employees who have reached the maximum vacation accrual level and are no longer eligible for an increase in the leave code rate, but continue eligibility to receive a service award/recognition every five (5) years thereafter.

11. Reports on RDS – Document Direct • PRS 6231 – Employees Leave Accrual Code Changes – Monitoring Changes • This report provides a list of employees whose leave code has changed from the previous month* due to: • Achieving the months required for a change in leave code with a higher earning rate • Change in personnel program where the employee’s accumulated service months invokes a higher or lower earning rate • Accumulated months do not qualify for leave code that may have been manually entered *System generated leave code changes occur during the monthly maintenance process.

12. Monitoring Vacation Accrual Maximum • Vacation policy maximum is two (2) times an employee’s annual accrual rate, i.e., 10 hrs x 12 months = 120 hours x 2 = 240 hours • Employee balances should be within the maximum* provided by PPSM and labor agreements • Employees should be notified in writing at least sixty (60) days prior to reaching their maximum so vacation can be scheduled and balance reduced to remain within the stated policy maximum. • PPSM and labor contracts have “exception” provisions that allow an additional 3 to 4 month “grace period” in which to take vacation in the event vacation was requested by the employee and cannot be taken due to departmental operational needs. • PPS (Personnel Payroll System) includes the appropriate “grace period” for each employee group and will calculate vacation accruals that can cause a balance greater that the stated policy maximum. *The maximum hours displayed on the IHRS screen in EDB is the grace period max NOT the policy max. Vacation balances should be monitored for compliance with 2 x annual accrual.

13. Updating Employment Service Credit Months on EDB • For new hires and rehires with prior service with other UC campuses and State of California and the service has been confirmed, the EPD2 screen must be updated to include the additional service months. • The confirmation form may indicate years and months, i.e., 5 years and 8 months. • Convert the years to months by multiplying the number of years by 12 and then add the remaining months, i.e., 5 x 12 = 60 + 8 = 68 • Enter 68 months in the Prior Svc Months field, press enter and then F9 to update. The comments should reference the former employer/campus name the dates of employment, and the name of the person who confirmed the prior service.

14. Updating Employment Service Credit Months on EDB • Go to the IHRS screen to verify the update. • The new data will be on the history screens on the following day • If the additional months are equivalent to an increased accrual code rate retroactively, adjustments must be process manually. • The leave code will change during monthly maintenance. • Review the PRS6231 to verify the changes

15. Updating Employment Service Credit Months on EDB When correcting months of service accumulated at UCLA • Enter the new total months in the Empl Svc Months field • Enter the new date in the Empl Svc Cred From Date field • Press enter and then F9 to update. Comments should reference the reason for the correction. • Go to the IHRS screen to verify the update. • The new data will be on the History screens on the following day. • If the corrected months are equivalent to an increased accrual code rate retroactively, adjustments must be manually processed. • The leave code will be updated during monthly maintenance.

16. EPD2 Screen Updating Employment Service Credit Months on EDB PPEPD20-E1140 EDB Entry/Update 05/01/XX 15:53:13 05/01/XX 22:58:48 Employee Personal Data 2 Userid: HPJRV ID: XXXXXXXXX Name: EXAMPLE,IMA Emp Stat: A Pri Pay: MO Oath Signature Date: 010709 I-9 Date: 010709 Education Level Code: B Education Level Year: 85 Non-UC Prior Svc CD: C Prior Service Months: 121 Prior University Service Institution Code: Empl Svc Months: 3 Empl Svc Cred From Date: 0109 Non-UC Prior Svc CD: If prior non-UC service is from State of California, enter C Prior Service Months: As of August 2008, this field is used to record qualifying service months for confirmed employment service from State of California and other UC campuses only (not UCLA service). Empl Svc Months: Qualifying months accumulated from UCLA employment on pay status at 50% time or more. Empl Svc Cred From Date: Date from which first month on pay status 50% time or more occurred. NOTE: The sum of months in Prior Service Months and Empl Svc Months is used to determine threshold

17. Employee Transfers From Medical Center Departments to DGSOM • Medical Center Departments: • Account numbers beginning with 427 and 428 with fund numbers 63000, 63200 and the Resnick Neuropsychiatric Hospital (NPI) • Employment Service Credit Months must be verified and confirmed with Hospital Payroll. Send an e-mail to Chelsea Griffith to request months of service • Compare the months accumulated in EDB with the months provided by Hospital Payroll. • If the months are the same, no action is needed • If the months are different, use the months provided by Hospital Payroll and correct the months on the EPD2 screen

18. Reference Tools • Vacation Leave Accrual Codes/Employment Service Credit Months • Vacation Accrual Thresholds, Grace Periods, Notification of Approaching Maximum, Waiting Periods • Document Direct

19. QUESTIONSSUGGESTIONS