1. Postdoctoral Scholar Benefits Implementation: Payroll/Personnel System and Consolidated Billing Process Beth Crovitz Esther Carmona UCSF Payroll Office

2. Data Requirements in OLPPS* *Online Payroll/ Personnel System 2

3. 3 3 Postdoctoral Scholar Title and Description of Service Codes PAYROLL TITLETITLE CODEDOS CODEDOS DESCRIPTIONINCOME TYPE POSTDOCTORAL SCHOLAR EMPLOYEE 3252REGREGULAR PAYWAGES POSTDOCTORAL SCHOLAR FELLOW 3253PDWPOSTDOC WOSSTIPEND: SCHOLARSHIP/FELLOWSHIP POSTDOCTORAL SCHOLAR PAID DIRECT 3254PDWPOSTDOC WOSPAID BY OUTSIDE AGENCY

4. 4 4 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”

5. 5 5 3252 Data Entry Screen

6. 6 6 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

7. 7 7 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

8. 8 8 Title Codes 3253 and 3254 OLPPS Coding EAPP Screen DATA FIELDVALUETRANSLATION APPOINTMENT TYPE5ACADEMIC APPOINTMENT BEGIN DATE070106 OR EARLIERJULY 1, 2006 OR EARLIER % TIME1.00100% TIME (Sum of all title codes ) PAY SCHEDULEMOMONTHLY TIME REPORTINGWWITHOUT SALARY LEAVE ACCRUALNNO VACATION AND SICK LEAVE ACCRUALS DISTRIBUTION BEGIN DATE070106 OR EARLIERJULY 1, 2006 OR EARLIER DESCRIPTION OF SERVICE CODE PDWPOSTDOC WITHOUT SALARY

9. 9 9 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%).

10. 10 Fellows/Paid Directs With Supplemental 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%

11. 11 Postdoctoral Supplement Data Entry Screen

12. 12 Beginning May 30, 2006 Postdoctoral New Hires Data Entry EPER Screen – Data Field: Benefits Eligibility Level Indicator – Value: P – Translation: Postdoctoral scholar benefits eligibility

13. Premium and Fee Payment 13

14. 14 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

15. Ledgers/Journals 15

16. 16 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

17. Consolidated Billing 17

18. 18 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.

19. 19 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.

20. 20 Controller’s Office Website http://controller.ucsf.edu/