Postdoctoral Scholar Benefits Implementation:

Payroll/Personnel System and Consolidated Billing Process

Beth CrovitzEsther Carmona

UCSF Payroll Office

Data Requirements in OLPPS*

*Online Payroll/ Personnel System

2

33

Postdoctoral Scholar Title and Description of Service Codes

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

44

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”

55

3252 Data Entry Screen

66

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

77

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

88

Title Codes 3253 and 3254OLPPS Coding EAPP Screen

DATA FIELD VALUE TRANSLATION

APPOINTMENT TYPE 5 ACADEMIC

APPOINTMENT BEGIN DATE 070106 OR EARLIER JULY 1, 2006 OR EARLIER

% TIME 1.00 100% TIME(Sum of all title codes )

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

99

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%).

1010

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%

1111

Postdoctoral Supplement Data Entry Screen

1212

Beginning May 30, 2006 Postdoctoral New Hires Data Entry

EPER Screen– Data Field: Benefits Eligibility Level Indicator– Value: P– Translation: Postdoctoral scholar benefits

eligibility

Premium and Fee Payment

13

1414

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

Ledgers/Journals

15

1616

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

Consolidated Billing

17

1818

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.

1919

Important Dates

APRIL 1– MAY 15, 2006Change 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 30Departments begin to enter BELI = “P” on new hires.

JUNE 30 PAYDAYNew Postdoc medical, dental and vision premiums + final premium for old Postdoc insurance plans.

2020

Controller’s Office Website

http://controller.ucsf.edu/