POSTDOCTORAL SCHOLAR PPS ENTRY MANUAL

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POSTDOCTORAL SCHOLAR PPS ENTRY MANUAL

• Jennifer Oh
• Postdoctoral Scholar Affairs
• X46632
• jmoh_at_ucsd.edu

Office of Research Affairs Version 11/2006
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NEW APPOINTMENT Main Menu

• Enter EEDB
• Hit ENTER

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NEW APPOINTMENT EEDB

• Enter BUND in the Next Function field.
• Hit ENTER

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NEW APPOINTMENT BUND

• In the Next Function line, type HIRE
• Hit ENTER

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NEW APPOINTMENT EEID

• Enter SSN
• Enter name
• Enter DOB (mmddyy)
• Hit ENTER and employee ID and concatenated name
  will appear
• Hit F11

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NEW APPOINTMENT EPD1

• Enter sex
• Enter ethnic code
• Veteran status
• Disability status
• Enter citizenship
• Enter student status 1
• Hit F11
• Hit F1 in the field line if you dont know the
  code options.

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NEW APPOINTMENT EPD2

• Enter oath signature and I-9 date. Should be on
  or before the effective date of the appointment.
• Education level D
• Education year, last 2 digits of the year degree
  was awarded.
• Highest degree specialty and institution, enter
  F1 twice to look up codes.
• Hit F11 to continue to next screen.

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NEW APPOINTMENT EADR

• Enter information in all the necessary fields.
• Hit F11 to continue

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NEW APPOINTMENT ETAX

• Enter tax withholding information
• Hit F11
• Please note that for Postdoc-Fellows and Paid
  Directs are not employees therefore, no taxes
  will be withheld. However, we suggest that they
  complete the form anyway so that the information
  on record will be correct if their status changes
  to Postdoc-Employee in the future.

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NEW APPOINTMENT EALN

• Enter citizenship. If C, P or R move on to
  the next screen.
• If alien, enter county of residence, date of
  entry, visa type, and work permit end date, and
  enter 15 (scholarship/fellowship) for the Tax
  Treaty Income Code.This EALN screen is very
  important and will impact the taxation
  withholdings so please make sure that the correct
  information is entered into the fields.Also,
  please be aware that when an alien (in employee
  title) exhausts his tax treaty status and becomes
  a resident for tax purposes, he may start
  having taxes and FICA deductions.
• Hit F11

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NEW APPOINTMENT EAPC

• Add new appointment line gt add appt 10 and hit
  ENTER
• Type is 5 for academic
• Basis Paid Over is 12/12
• Enter appointment begin and end dates
• For Duration, leave blank if citizen or permanent
  resident, and V if on a visa.
• Enter Dept Code,
• Enter title code 3252 for Postdoc-Employee, 3253
  for Postdoc-Fellow, or 3254 for Postdoc-Paid
  Direct.
• Grade is blank.
• Enter percent time (if concurrent postdoctoral
  appointments, enter percent based on combined
  100).
• For Fixed/Variable, enter F for fixed.
• Enter annual rate (if concurrent postdoc
  appointments, enter combined total).
• Rate is A for annual if 3252, B for by agreement
  if 3253, and leave blank if 3254.
• Schedule is MO for monthly.
• Time is A for 3252, N for 3253, and W for 3254.
• Leave is N because postdocs do not accrue leaves.
• Hit ENTER

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NEW APPOINTMENT EAPC

• Add new distribution line gt add dist 11 and hit
  ENTER
• Add index number
• Add sub 0 for 3252 and 3254 and sub 3 for 3253.
• FTE is left blank.
• Enter distribution percentage for 3252. Leave
  blank for 3253 and 3254.
• Enter pay begin and end date.
• Step and O/A are left blank.
• Monthly rateFor 3252, enter monthly rate. PPS
  will prorate for period less than a full
  month.For 3253, enter the actual amount to be
  paid for the period. PPS will not prorate if the
  period is less than the full month. For example,
  if the monthly rate is 3,000 but the postdoc is
  only working for the first 15 business days and
  there are 21 working days in the month, 3,000
  divided by 21 142.86 per day times 15 working
  days equals 2,142.90 in the rate field.For
  3254, leave blank because they are not paid from
  the university.
• For the DOS Code 3252 DOS code is REG3253
  Citizen is FEN for non citizen it is FEL3254
  DOS code is PDW
• Hit Enter

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NEW APPOINTMENT EAPCExample for
Postdoc-Employee (3252)
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NEW APPOINTMENT EAPCExample for Postdoc-Fellow
(3253) Citizen or Permanent Resident
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NEW APPOINTMENT EAPCExample for Postdoc-Fellow
(3253) on a Visa
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NEW APPOINTMENT EAPCExample for Postdoc-Paid
Direct (3254)
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NEW APPOINTMENT EPER

• Assigned BELI, P
• Enter effective date (start date of appt)
• Employee Relations code is E
• Employee Relations unit is 99
• Enter home dept code
• Enter timekeeper code
• Enter F5 to update

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NEW APPOINTMENT

• Once the EPER screen has been completed and
  youve reviewed your entries for accuracy, hit
  F10 to proceed to the Comments screen.
• Enter comments as necessary.
• On the PAN distribution list, enter sdgsrmeb or
  merritt_at_ucsd.edu so that Merritt Bradford in OPSA
  receives a copy of the entry to review and
  reconcile with appointment file.
• Enter F5 to complete.
• Submit all Payroll paperwork to Payroll, and PSBP
  Enrollment, PSBP Beneficiary form and acceptance
  letter (if you havent already done so) to
  Merritt Bradford at MC 0043.
• If you have any questions, please contact Merritt
  Bradford at x43553.

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REAPPOINTMENTS

• If the appointment is an extension of an existing
  appointment, change the end date on the
  appointment line and add a new distribution line.
• If the appointment is in a new titlecode, enter a
  new appointment line and distribution.
• Remember to update the address, BELI, alien, or
  tax screen if necessary.