University of California, San Diego

April 13, 1995
(Please route to PAF Preparers and Timekeepers)
SUBJECT: Revised Personnel Action Form (PAF) Routing and
Service Credit Calculation Procedures
As we help to move the campus forward with the online update phase of the Personnel/Payroll System (PPS) implementation, we have carefully evaluated how our resources can best be utilized during this transition. The staff in the Human Resources Records Unit will be needed to provide training to departmental personnel in the new online update procedures, perform post-audit analysis of departmental updates and reinforce initial training with follow-up coaching as needs are identified. These needs can only be met by streamlining other procedures and eliminating steps that represent duplicate efforts or that do not
add value to the process.
Effective immediately, PAFs that reflect the following actions should no longer be routed to Human Resources or the Budget Office and should be forwarded directly to Payroll for processing:
- Funding change only
- Leave accrual change only
- Extensions of career appointment ending dates (budget
purposes only)
Departments are instructed to write the description of these three actions in the Personnel Office signature block on the PAF for easy identification by Payroll using the following wording:
For funding change only - FUND CHANGE
For leave accrual change only - LVE ACCR CHANGE
For Career end date extension BPO only - END DATE EXTEND BPO
PAFs with multiple actions, including those listed above as well as other actions not listed, should still be forwarded to Campus Human Resources for review and coding. As a reminder, it remains critical that a department head's signature be shown on the PAF (this signature must be different from the signature of the PAF preparer). These new routing procedures only apply to Staff Personnel actions and do not apply to Student or Academic Personnel actions. Departments should experience a quicker turnaround on the processing of all PAFs by eliminating the routing and review process on the selected actions listed above.
Also effective immediately, departmental personnel will be responsible for calculating service credit for the purposes of determining eligibility for service pins, vacation and sick leave accrual rates. Human Resources has been performing this function as a courtesy despite the fact that we are not the department of record for dates of service. To help departments learn the steps required in researching and calculating service credit, four training sessions have been scheduled. Departmental PAF preparers, PPS Update preparers and/or timekeepers are strongly encouraged to attend one of these sessions:
Tuesday, April 25 Thursday, April 27 1:00 - 2:30 p.m. OR 1:00 - 2:30 p.m. OR 3:00 - 4:30 p.m. 3:00 - 4:30 p.m. Price Center Price Center
San Francisco/Santa Cruz Room Gallery A
The Records Unit will complete any pending service credit requests already received. Once the baseline data is calculated, the PPS has the capacity to update the service credit field by tracking hours paid. Distributing this task to departments should improve the timeliness and accuracy of information.
Your cooperation and understanding is appreciated during this transition. If you
have questions, please contact KC Causey at extension 43847 or via electronic mail (ccausey@ucsd).
Rogers Davis
Vice Chancellor -
Human Resources