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.

NEW PAF ROUTING PROCEDURES:

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.

SERVICE CREDIT CALCULATIONS:

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.edu).

Rogers Davis Vice Chancellor - Human Resources