Control Tables Overview

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Control Tables Overview

• PPMS User Group Meeting
• May 29, 2008
• Presented by Rita Lauzon

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Control Tables

• Provide a framework for PPMS
• Consists of common codes and values used
  throughout PPMS
• System (CIS) defined codes
• User (college) defined codes
• Some tables need to exist before others

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Defines

• Processing criteria
• Calculation factors
• Names
• Addresses
• Default values

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Used to

• Validate data as it is entered
• Validate transactions
• Ensure processing integrity
• Store descriptive information for reporting
• Ensure consistency

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Loaded into Memory at Login

• PS9007 Earnings Table
• PS9008 Health Plan Table
• PS9009 Leave Accrual Table
• PS9010 Long Term Disability Plan Table
• PS9020 Leave Type Table
• PS9023 Pay Cycle Table

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Loaded into Memory at Login - Continued

• PS9025 Leave Transaction Table
• PS9026 Employee Type Table
• PS9035 Employee Job Type Table
• PS9038 Personnel Action Table
• PS9039 Race/Ethnic Table
• PS9041 Retirement Plan Table

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To Reload into Memory

• Press F8 to return to Payroll/Personnel Menu
  (PS0000), then press F2 (Reload Edit Tble)
• -or-
• Logout and log back in

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PS9001Institution Parameter Table

• Required
• CIS maintains 1 999
• Colleges maintain 1000 and above
• Used in every module
• Stores constant values (college name)
• Defines custom fields

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PS9002 Deduction Table

• Required
• CIS and college maintained
• CIS maintains 1 399, but college can change
  some fields
• Colleges maintain 400 and above

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PS9002 Used to

• Create and maintain deduction codes
• Process payroll deductions
• Determine method of withholding
• Make vendor payments
• Record proper accounting entries

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PS9003 Tax Table

• Required
• CIS maintained
• Identifies
• Federal tax
• Earned Income Credit tax
• Taxes taken by Pay Cycle Frequency and Marital
  Status

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PS9004 Job Class Table

• Required
• College maintained
• PPMS validates codes
• Values used for internal, State, and Federal
  Reporting

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PS9005 Bank Table

• Required
• College maintained
• Used for direct deposits
• Routing number needs to exist on PS9012 (Bank
  Clearing House Table), which is CIS maintained
• Bank needs to exist here before you can enter
  bank on PS0014 (Payroll Information Screen)

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PS9006 Department Table

• Required
• College maintained
• Associates employees, supervisors and
  distribution codes to departments
• Identifies Payroll Distribution Location Codes
  entered on PS0014 (Payroll Information Screen)

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PS9007 Earnings Table

• Required
• CIS maintained
• Colleges can change some fields

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PS9007 Identifies

• Gross balances affected
• Calculation procedure
• Hour balances maintained
• Dollar balances maintained
• Health priority
• Financial Aid Program Code (FAPC)

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PS9008 Health Plan Table

• Required to process benefits
• CIS maintained
• Identifies
• Deduction codes
• Indicators used on PS0005
• Co-payment amounts and effective dates
• Calculates co-payments for employees using
  indicators on PS0005 (Benefits Screen)

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PS9009 Leave Accrual Table

• Required for Leave Accounting Module
• College maintained
• Identifies
• Leave plan
• Type and method of leave
• Rate of accrual
• Maximum leave accrual

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PS9010 Long Term Disability
Plan Table

• Required to process benefits
• CIS maintained
• Identifies the rates for each waiting period
• Calculates premiums using indicators on PS0005
  (Benefits Screen)

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PS9011 Administrative Function
Table

• Required
• CIS maintained
• Identifies administrative functions that employee
  performs
• Entered on PS9004 (Job Class Table) for exempt
  positions
• Used for Quarterly Staff Extract
• Used for IPEDS

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PS9012Bank Clearing House Table

• Required for direct deposits and EFTs
• CIS maintained
• Identifies transit number associated with bank
• Used for
• Direct deposits
• EFTs for vendor payments
• Verified with Federal Reserve
• Bank also needed on PS9005 (Bank Table)

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PS9013 Pay Frequency Table

• Required
• CIS maintained
• Colleges can change
• Identifies
• Maximum gross and net pay
• Medical aid fixed hours
• Standard pay period hours
• Used to determine federal income tax

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PS9014 Pay Scales Table

• Required
• College maintained
• Used with PS9015 which contains the detail
• Used to
• Define pay scales
• Can copy pay scales to create a new pay scale,
  then run PS9102J to apply salary changes
• Delete pay scales

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PS9015 Pay Scale Range Table

• Required
• College maintained
• Identifies pay scale range and step salary/rate
  amounts
• Used by automatic salary increases
• PS0003 uses for automatic salary calculation
• Used in employee database consistency edits
• PS9014 must be built first

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PS9016 Savings Bond Price Table

• Required for processing savings bonds
• CIS maintained
• Identifies
• Bond type
• Purchase price
• Denomination

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PS9017 Deduction Calendar

• Optional
• College maintained
• Established when necessary to take multiple or
  zero deductions
• Identifies number of
• Deductions at old (current) rate
• Deductions at new (future) rate
• Deductions posted to prepayment account

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PS9018 Position Table

• Optional
• College maintained
• Identifies authorized positions
• Used in
• Salary Forecasting
• Applicant Tracking

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PS9019 Employee Calendar

• Optional
• College maintained
• Identifies
• Hours per day for employees working nonstandard
  hours per day
• Hours per day or days of the week for employees
  working a nonstandard work week
• Hours or days that contracted employees work each
  month of a fiscal year for DRS and Salary
  Forecasting

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PS9020 Leave Type Table

• Required for Leave Accounting Module
• CIS adds
• College can change
• Identifies
• Types of leave
• Leave balance type
• Leave to dock when leave balance insufficient
• Whether leave is maintained by day

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PS9021 Skill Table

• Optional
• College maintained
• Identifies skills or proficiencies
• Entered on PS5013 (Applicant Detail Screen)
• Can be entered in miscellaneous fields or
  comments fields

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PS9022 Mail Stop Table

• Optional
• College maintained
• Identifies mail stops at work locations
• Used in Employee Maintenance
• Used in Applicant Tracking

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PS9023 Pay Cycle Table

• Required
• College maintained
• Identifies dates associated with each payroll
• PPMS uses dates to edit and process payrolls
• Must be built before
• Payroll is initialized
• Payroll transactions entered

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PS9024 Supervisor Table

• Optional
• College maintained
• Identifies supervisor codes
• Allows for ad-hoc reporting to supervisor level
• Can be attached to a department

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PS9025 Leave Transaction Table

• Required for Leave Accounting
• CIS maintained
• Colleges can change
• Identifies
• Category
• Leave type
• Whether leave should be posted to payroll

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PS9026 Employee Type Table

• Required
• CIS adds Colleges can change
• Identifies
• Valid employee types
• Default medical/dental plans, leave, retirement
  plans
• Method for maintaining leave balances, medical
  aid reporting, and employee history
• Number of months for automatic separation

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PS9027 Life Insurance Table

• Required to process benefits
• CIS maintained
• Identifies the rates by plan
• For optional coverage, calculates premiums using
  indicators on PS0005 (Benefits Screen)

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PS9028 CUPA Administrative Function
Table

• Required for CUPA reporting
• CIS maintained
• Entered on the Job Class Table (PS9004)
• Used for the College and University Personnel
  Association (CUPA) Survey

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PS9029 Dollar Balance Table

• Required
• CIS maintained
• Identifies
• Valid dollar balances
• Period for which each is maintained
• Used for reporting at employee, institution,
  state, and federal levels

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PS9030 Educational Level Table

• Required
• CIS maintained
• Identifies education levels
• Used
• Employee Maintenance
• Government Reporting
• Applicant Tracking

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PS9031 EEO Category Table

• Required
• CIS maintained
• Identifies EEO Categories
• Used in government reporting from input on PS9004
  (Job Class Table)

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PS9032 EFT Vendor Table

• Required
• CIS maintained
• Identifies EFT vendors
• Entered on Deduction Table (PS9002) by CIS
• Used for electronic funds transfers for vendor
  payments

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PS9033 Handicap Status Table

• Required
• CIS maintained
• Identifies handicap statuses
• Used
• Employee Maintenance
• Applicant Tracking
• Government Reporting

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PS9034 Hour Balance Table

• Required
• CIS maintained
• Identifies
• Valid hour balances
• Period for which each is maintained
• When and how to update balances
• Used for reporting at employee, institution,
  state, and federal levels

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PS9035 Employee Job Type Table

• Required
• CIS maintained
• Identifies employee job types
• Used in the selection for government reporting

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PS9036 Leave of Absence Reason Table

• Required
• CIS maintained
• Identifies leave of absence reasons
• Used in the selection for government reporting

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PS9037 Military Status Table

• Required
• CIS maintained
• Used
• Employee Maintenance
• Applicant Tacking
• Government reporting

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PS9038 Personnel Action Table

• Required
• CIS maintained
• Identifies
• Personnel actions
• Whether the personnel action requires a date
• Whether the personnel action is updated to the
  PS0020 (Employee History Screen)

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PS9039 Race/Ethnic Table

• Required
• CIS maintained
• Identifies race/ethnic codes
• Displays on screens in
• Employee Maintenance
• Applicant Tracking
• Used in government reporting

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PS9041 Retirement Table

• Required to process retirement
• CIS maintained
• Establish and maintain retirement plans
• Identifies
• Deduction code
• Rates for reductions and contributions
• Current and 3 history rates with effective dates

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PS9042 Schedule Code Table

• Required
• CIS maintained
• Identifies
• Schedule code
• Their accrued payroll indicator
• Third position of payroll schedule

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PS9043 Separation Reason Table

• Required
• CIS maintained
• Identify and maintain separation reasons
• Entered on PS0001 (Employee Status Screen)
• When automatic separation is processed, uses
  Separation Reason 40 (resignation general)

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PS9044 Vendor Payment Table

• Required
• CIS maintained
• Create and maintain vendor payment schedules
• Identifies payment dates by frequency and days of
  float
• Needs to be built before PS9002 (deduction Table)

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PS9045 Employer Cost Table

• Required
• CIS maintained
• Establishes employer costs
• Used to override automatic distribution of
  employer costs
• Used on PS0019 (Employer Cost Distribution
  Override Screen)

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PS9046 Work Study Split Table

• Optional
• College maintained
• Used to maintain work study account percent
• Only splits subobjects entered in Institutional
  Parameter 1300
• Overrides account code on PS0003 (Job Account
  Screen)

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PS9046 Continued

• Prorates
• Total gross pay
• Staff months
• Time
• Benefits charged to account on PS0003 or PS0013

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Questions