Glossary of Personnel & Payroll Terms for Employees

This glossary provides brief definitions of some of the most commonly used personnel and payroll terms.

Alien  An IRS (Internal Revenue Service) term for an individual in or visiting the United States who is not a citizen of the U.S.
APOAcademic Personnel Office.

Appointments define the terms and conditions of employment with the University. For example, the appointment contains the beginning and ending dates of the appointment, the department the appointment is in, the personnel program and job title and the appointment type (career, limited, etc.).

The appointment types in use include Academic, Career, Casual/Restricted, Contract, Floater, Limited, Partial-Year Career, Per Diem and UNEX (University Extension Faculty).

Additional information about Academic Appointments can be found in the Academic Personnel Manual. Refer to Appointment Types - Policies for Staff Members for more information on Non-Academic appointments.
Automatic Pay Gross earnings generated by the system during the pay compute based on the information on the Employee Data Base (EDB). 
Bank TraceAn inquiry initiated by Payroll Services to verify that an employee's money was or was not deposited into his/her bank account on payday. The bank will normally respond within 24 to 48 hours.

Benefits Eligibility Level Indicator. A number assigned to indicate the employee's eligibility for University benefits. The valid codes are as follows:


 Eligible for Full benefits (employee is a member of a retirement system and is appointed to work at least 50% time for twelve (12) months or more or 1,000 hours in a rolling twelve-month period). 
2Eligible for Mid-level benefits (visiting faculty who is not a member of a retirement system but is appointed to work at least 50% time for twelve months or more).
3Eligible for Mid-level benefits (employee is not a member of a retirement system and is appointed to work at least 100% time for three (3) months or more, but less than twelve months).
4Eligible for Core benefits only (employee's appointments do not meet requirements for levels 1, 2, or 3, but the employee works 17.5 or more hours per week on average).
5Not eligible for benefits

Questions regarding eligibility for benefits should be addressed to the departmental benefits representative and/or the appropriate benefits office indicated below. Information may also be available on the At Your Service Website.


Benefits Offices


UCLA CampusCampus Human Resources Benefits Office
10920 Wilshire Blvd. #200
Los Angeles, CA 90024
Mail Code: 146548
Phone: (310) 794-0830
UCLA Medical CenterUCLA Healthcare Human Resources
10920 Wilshire Blvd. #400
Los Angeles, CA 90024
Mail Code: 166446
Phone: (310) 794-0500
UC MercedUCM Human Resources
Castle Facilities
4225 N. Hospital Rd.
Atwater, CA  95301
Phone: (209) 228-2363
UCOPUCOP Benefit Services Office
1111 Franklin St., 9th Fl.
Oakland, CA 94607-5200
Phone: (510) 987-0123
Break in Service

"A break in service is any separation from employment status. In addition, a break in service occurs, effective the last day on pay status, whether or not a separation form is submitted, when an employee is off pay status for four complete, consecutive calendar months without an approved leave without pay, furlough or temporary layoff.

A return to pay status from an approved leave without pay, furlough, temporary layoff, indefinite layoff during a period of right to recall and preference for reemployment, or on the next working day following a separation, is not a break in service."

Check DispositionA code that indicates the method used for distributing the net pay to an employee (such as direct deposit or paper check). 
CHRCampus Human Resources.
ContributionAn amount paid by the University on an employee's behalf to cover the cost of the employee's health, dental or vision plan.
DeductionA flat dollar or percentage amount that is deducted from an employee's pay for taxes, credit union, parking, United Way contributions and other non-insurance payments. 
Direct DepositA payment method whereby the employee's net pay is automatically transmitted into the employee's bank account on payday. See the Related Information for more information.
DistributionDistributions define how you are paid as an employee. For example, distributions contain information about the pay rate the employee will receive, the account number the pay will be charged to, and the type of pay (such as regular pay, shift differential or stipend). 
DOS CODEA three character code used to identify a payment to an employee such as Regular pay (REG) or Overtime Premium  (OTP). For more information, refer to the article on Pay Type Codes listed under Related Information.
EDBThe Employee Data Base contains information about University employees such as birth date, address, benefits, W-4 exemptions and pay rate.
FLSAThe Fair Labor Standards Act is a Federal law dating back over a half century which establishes certain minimum requirements for employees' hours of work, wages, premium overtime and payroll records. 
Hand DrawnA check that is not calculated by the Personnel/Payroll system (PPS). A hand-drawn check is normally calculated by a Payroll Services employee in order to process a correction or adjustment to an employee's wages.  It may be processed with an overpayment.
Home DepartmentThe department that the Personnel /Payroll system (PPS) derives as the primary employer of an employee. 
Monthly Maintenance The system process of removing outdated information from the Employee Data Base (EDB). 
OPOffice of the President, also referred to as UCOP. More information on the Office of the President is available at the UCOP website.
OvermaxAn overmax condition occurs when an employee has been paid more than the standard number of regular hours for the pay period (over 80 hours biweekly or more than 1.0000% monthly). A report that lists the overmax employee records is reviewed by Payroll Services each payday. Payroll Services contacts the employee's home department to resolve the overmax situation.
Overpayment An adjustment that reverses all or part of a payment made to an employee. An overpayment is normally calculated by a Payroll Services employee. It may be processed with a hand drawn check (see definition above). An overpayment is processed in response to a reversal or reduction in pay that is reported by the departmental personnel/payroll office.
PACPurchasing and Accounts Payable System used to generate payments to vendors and reimburse employees for education and travel expenses not charged directly to the University.
Pay Compute During the pay compute, the gross and net pay are calculated, paychecks and direct deposit transactions are produced, and all other transactions entered into the transactions holding file are processed. 
Pay DayThe date that direct deposit funds are available and University paychecks are issued. University pay days are listed on the Pay Day Calendar. 

Period of Initial Eligibility for benefits. The PIE is a period when eligible employees (EEs) and eligible family members (EFMs) can enroll in a plan without meeting special requirements such as submitting a Statement of Health (SOH) for carrier approval.  The PIE begins on the first day of eligibility and ends 31 days later or on the last working day of the 31-day period, whichever comes first.

Questions regarding eligibility for benefits should be addressed to the departmental benefits representative or the appropriate benefits office (refer to list of Benefits Offices listed under BELI). Information may also be available on the At Your Service website.
PPSThe Personnel Payroll System contains several databases or subsystems that departments use to process personnel actions, generate pay for employees, and produce reports for employees or about the employees in the organization.

An electronic notice to an employee's bank from UCLA indicating that direct deposit will start for an employee. This notice specifies the employee's name, employee number, bank account number and the transit routing number for the employee's bank. 

The pre-notification period (or "pre-note") starts on the closest pay compute after the bank information is updated on the EDB by the department and lasts about fifteen days. During the pre-note period, employees will receive paper checks.
Primary Pay ScheduleThe employee's normal pay cycle, monthly (MO) or bi-weekly (BW), generated by the Personnel/Payroll system (PPS) based on information entered by the department.
ReductionA flat dollar or percentage amount deducted from an employee's pay that also reduces the employee's taxable gross such as Tax Deferred Savings, Depcare, or DCP. 
SurepaySee Direct Deposit. 
UCOPUniversity of California Office of the President, also referred to as OP.
UCOP HR The UCOP Human Resources (HR) and Benefits office. 
UID The Universal Identification Database generates ID numbers for several systems including the Personnel/Payroll system. It is used to assign a unique identification number to students and employees of the University. The UID number is utilized by all of the Student System applications and Personnel/Payroll System. UID is also used to refer to the number produced by the database.

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