Postdoctoral Scholar Benefits Implementation: PayrollPersonnel System and Consolidated Billing Proce

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Postdoctoral Scholar Benefits ImplementationPayr
oll/Personnel System and Consolidated Billing
Process

• Beth CrovitzEsther Carmona
• UCSF Payroll Office

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Data Requirements in OLPPS

• Online Payroll/ Personnel System

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Postdoctoral Scholar Title and Description of
Service Codes
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Appointment Set-up for Postdoctoral Scholar
Employee

• Title Code 3252
• Appointment Begin Date 07/01/06
• Distribution Begin Date 07/01/06
• Leave Code N

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3252 Data Entry Screen
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Postdoctoral Scholars Fellows and Paid Directs
Must-Haves for Data Entry

• Title Code 3253 or 3254
• Appointment Percentage
• Time Reporting Code W
• Pay Schedule MO
• DOS code PDW

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Postdoctoral Scholars Fellows and Paid Directs
Must-Haves for Data Entry (cont.)

• Tax Treaty income Code 15 (EVSA screen)
• 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 3254OLPPS Coding EAPP Screen
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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 WithSupplemental Pay

• Create second appointment
• Title Code 3252
• PDS (Postdoc Supplement) DOS Code
• This DOS code will behave like REG i.e., the
  additional compensation will be processed as
  percent time X pay rate.
• Note The sum of the 3252 and 3253/3254
  appointments should equal 100

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Postdoctoral Supplement Data Entry Screen
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Beginning May 30, 2006 Postdoctoral New Hires
Data Entry

• EPER Screen
• Data Field Benefits Eligibility Level Indicator
• Value P
• Translation Postdoctoral scholar benefits
  eligibility

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Premium and Fee Payment
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Fee Collection Postdoctoral Scholars Fellows
and Paid Directs

• 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

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Ledgers/Journals
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Postdoctoral Scholars Fellows and Paid Directs

• 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

• 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.
• This is the same consolidated billing process
  currently used for employee benefits.

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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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Controllers Office Website

• http//acctg.ucsf.edu/