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Payroll/Personnel System Web New Hire & IDOC
Controller’s Office – Payroll Services
December 2011
Page 2 of 48
Step Screen Shot 1) Login @: https://i10m10.ucsf.edu/PPSWeb/logon.do This step takes the user to the login screen. 2) Enter User ID and Password User ID: SF123456 Password: 123456 3) Click ‘Logon’
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Step Screen Shot Comment: The Main Menu is displayed. 4) Click ‘New Hire’
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Step Screen Shot Comment: The New Hire screen is displayed. Notable Features:
- Entry Screens highlights current task in bold ‘1. Employee Identification’
- Help text highlighted in yellow
- ‘Suspended Transactions’ allows user to save the transaction and retrieve at a later time
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Step Screen Shot 5 ) Complete fields:
- Employee Name: Hilary Clinton
- Date of Birth: type 06/06/50
- Social Security Number: 333-44-5555
Notable Features:
- Click on underlined fields for help
6) Click “Next’
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Step Screen Shot Comment: Blank screen ‘2. Personal Information’ is displayed System assigns an ID number and flashes in yellow a few seconds Notable Features:
- Help text highlighted in yellow
- Entry screens highlights current task in bold ‘2. Personal Information’
- ‘Cancel Transaction’ or ‘Suspend & Exit’. If click ‘Suspend and Exit’, user can save the transaction and retrieve at a later time.
- Select values from drop down list
- In the field ‘Employee is a US veteran’, the default is ‘No’. ‘Yes’ response adds new fields for entry.
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Step Screen Shot 7) Complete fields:
- Sex = Female - White= Y - Primary ethnic: F – Other white - Diabled Status = Not disabled
Notable Features:
- Except for the ‘Primary/Ethnic/Race field, the drop down values for the other fields are Yes/No
- Primary/Ethinic/Race-- drop down contains a list of values that the user can choose from
8) Click ‘Next’
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Step Screen Shot Comment: Blank screen ‘3. Address & Disclosures’ is displayed Notable Features:
- Help text highlighted in yellow - Entry screens highlights current task in bold ‘3.
Address & Disclosures’ - Function to ‘Cancel Transaction’ or ‘Suspend &
Exit’. If click ‘Suspend and Exit’, user can save the transaction and retrieve at a later time
Default values are:
- Choose the Employee’s Permanent Address Type = US address
- Shall this employee’s address information be released to…
o The Campus = No o Employee Organizations = Yes
- Home Phone… o The Campus = No o Employee Organizations = Yes
- Shall the name of this employee’s spouse be release to…
o The Campus = No
To change the default, select the radio button containing the desired values.
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Step Screen Shot 9) Complete fields
- Permanent address = 1234 Main Street - City = San Francisco - State = CA - Zip = 94133 - Home phone = 415-333-4444 - Spouse’s Name = Bill Clinton
Notable Features: - The entire section called “Campus Information” is
blocked from entry. Campus demographic information must be completed in OLPPS CLUP screen.
10) Click ‘Next’
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Step Screen Shot Comment: Blank screen ‘4. Citizenship & Taxes’ is displayed Notable Features:
- Help text highlighted in yellow
- Entry screens highlights current task in bold ‘4. Citizenship & Taxes’
- ‘Cancel Transaction’ or ‘Suspend & Exit’. If click ‘Suspend and Exit’, user can save the transaction and retrieve at a later time
- Required fields are called out with a red asterisk
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Step Screen Shot
11) Complete fields
- Marital status = Married
- Personal Allowances = 004
- Additional Withholding = 100.00
- Marital status = Married
- State Personal Allowances = 004
- Itemized Deduction = 200
- State Additional Withholding = 100.00 12) Click ‘Next’
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Step Screen Shot
Comment: Blank screen ‘5. Employment Information’ is displayed
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Step Screen Shot
Notable Features:
- Select date from Calendar icon
- Drop down allows user to select from a list of values
13) Complete fields:
- Select 9/12/11 from all fields with calendar icon
- BELI (Assigned) = 1 – Full Benefits - BELI Effective Date = 9/12/11 - Student Status = 1 – Not registered
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Step Screen Shot
14) Complete fields – continue Drop downs in fields allow user to select from a list of values:
- Employee Relations code = A Mgr-Not confidential
- Special Training Required Code =
S – Sexual Harassment
- Next Salary Review Type = 2 – Merit increase
- Employee Unit Code - begin to type and values are displayed
- Select date = 9/12/11 from calendar
Type in values in the following fields:
- Academic Programmatic Unit Code = A2
- Dept Pay Disp – click on field hyperlink for help
- CK/DD Mail Code = 99
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Step Screen Shot
15) Complete fields – continue Notable Features:
- Help text highlighted in yellow
16) Click ‘Create New Background Check’ Comment: Pop up window ‘Add a Background Check’ is displayed
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Step Screen Shot
17) Complete fields:
- Code = 04 Security Clearance - Type the date = 09/11
18) Click ‘Save’ Comment: Information is displayed under ‘Background Checks’
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Step Screen Shot
Comment: Blank screen ‘6. Appointments & Distributions/Summary’ is displayed Notable Features:
- Question ‘Participate in ERIT
program is set to default to ‘No’ and cannot be changed. This functionality is blocked since UCSF is not participating in the ERIT program.
19) Click ‘Add Appointment’
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Step Screen Shot
Comment: Additional fields appear under ‘Add Appointment’ System auto generates the next appointment number. In this example, Appointment Number = 10 Notable features:
- Create New Template - My Templates - Action buttons ‘Cancel’ & ‘Save’
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Step Screen Shot
Comments: Drop downs fields allow user to select from a list of pre-defined values. 20) Complete fields:
- Appointment Type = 2 – Reg
- Duration = I – Indefinite
- Begin Date = select 9/12/1 from calendar
- End Date = 99/99/99 is derived based on Duration
- Fixed/Var = Fixed
- Rate Code = Annually
- Schedule = MO current
- Time = Exception
- Leave = A
- % Full Time: type ‘1.00’
- Ann/Hr Rate: type ‘ 20000.00’
21) Click ‘Save Appointment’
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Step Screen Shot
Comment: Appointment information created is displayed in ‘Summary’ Appointment number in the appointment number box flashes in red for a few seconds 22) Click ‘Add Distribution’
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Step Screen Shot
Comment: Additional fields appear under ‘Add Distribution’ System auto generates the next Distribution Number. In this example, Distribution Number = 11
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Step Screen Shot Comment: Drop downs fields allow user to select from a list of pre-define values. 23) Complete fields:
- Location = 2
- Account = 404918
- Fund = 60218
- Sub-Account = 0
- Dist % = 1.000
- Pay Begin Date = 9/12/11
- Pay End Date = 99/99/99
- Rate Amount = 20000.00
- DOS = REG 24) Click ‘Save Distribution’
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Step Screen Shot
Comment: Distribution #11 is displayed in under Appointment title in ‘Summary’ Appointment number in the appointment number box flashes in red for a few seconds Notable features:
- Edit – edit the values in the distribution
- Del (delete) the distribution
- Copy the distribution 25) Click ‘Next”
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Step Screen Shot
Comment: Blank screen ‘7. Education’ is displayed Completion of ‘Licenses and Certificates’ is optional.
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Step Screen Shot Comment: 26) Complete fields Select from drop down list the desired value:
- Education Level = Professional Degree
- Non-UC Prior Service Code = E – Other governmental
Begin typing in the field and pre-defined values start to appear. The Values are displayed in numerical order:
- Highest degree institutional code = Washing… select FZQ
- Highest degree specialty code = Law… select 1400 – Law
- Current specialty code = Public… select 2199
- Prior University Service Inst = George Washing… select HBL
- Non-UC Prior Service code = Government…select E
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Step Screen Shot
Comment: 27) Complete fields – continue Notable feature:
- Help text highlighted in yellow - Completion of ‘Licenses and
Certificates’ is optional
28) Click ‘Create New License’
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Step Screen Shot
Comment: Pop up window appears ‘Add a License/Certificate’ 29) Complete fields:
- Code = Family Law
- Number = B123456
- Renewal date: 10/31/12 30) Click ‘Save’ Comment: License information displayed under section ‘Licenses and Certificates’ Notable features:
- Edit – edit the field - Del (delete) the field
31) Click ‘Next’
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Step Screen Shot
Comment: Blank screen ‘8. Pay Disposition’ is displayed
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Step Screen Shot
32) Complete fields:
- Pay Disposition = 2 – Paper Check
- Online Earnings Statement = Yes
- Check Address = 2345 Folsom Street
- Check City = San Francisco
- Check State = CA
- Check Zip = 94143
- Direct Deposit Bank Table Key =
B0070 – 121133513 – WELLS FARGO BANK
- Checking/Savings Indicator =
Checking
- Bank Account Number = 12345678-77
Notable features:
- Direct Deposit Bank Table Key -
33) Click ‘Next’
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Step Screen Shot
Comment: Blank screen ‘9. Honors & Awards’ is displayed Notable Features:
- Completion of ‘Honors’ and ‘Awards’ section is optional
34) Click ‘Create New Honor’
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Step Screen Shot
Comment: Pop up window ‘Add an Honor’ appears. 35) Complete fields:
- Type = AUD – Doctorate in Audiology
(begin to type name and pre-defined values will display)
- Date = type 05/10 36) Click ‘Save’
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Step Screen Shot
Comment: Pop up window ‘Add an Award’ appears. 37) Complete fields:
- Type = select ‘SPA – Special Performance Award’
- Date = 12/12
- Source = type ‘US Government‘
(free form typing)
- Amount = 5000.00 38) Click ‘Save’
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Step Screen Shot
Comment: Information is displayed under ‘Honors’ and ‘Awards’ 39) Click ‘Next’
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Step Screen Shot
Comment: System advances to the next step in the process—‘12. Summary’. User can change values for each entry screen by clicking the corresponding action
button . Notable Features:
- ‘Expand All’ allows user to display all details for all entry screen actions
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Step Screen Shot
Comment - continue User can change values for each entry screen by clicking the corresponding action
button .
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Step Screen Shot
Comment - continue User can change values for each entry screen by clicking the corresponding action
button .
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Step Screen Shot
Comment - continue User can change values for each entry screen by clicking the corresponding action
button .
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Step Screen Shot
Comment - continue User can change values for each entry screen by clicking the corresponding action
button . User Reviews the data and if everything is correct, clicks Submit. 40) Click ‘Submit’
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Step Screen Shot
Comment: System advances to the next step in the process—screen 13. Review Messages and Update. This screen will display consistency edit message(s), if any. Important:
- Consistency edits that are labeled level 7 are fatal and must be fixed before user can proceed to the next screen. User can fix the problem either in screen 13 or in the original entry screen.
- Consistency edits that are labeled
‘warning’ can be bypassed; however user should review these messages and take action, if warranted.
41) Click ‘Submit’
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Step Screen Shot
Comment: System advances to the next step in the process—screen ‘14. Post Authorization Notification (PAN)’ is displayed. Notable Features:
- PAN Mandatory reviewer is pre set
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Step Screen Shot
Notable Features:
- User can add an additional PAN recipient(s) by :
o User ID o Email address o Last Name search
42) Select/Type:
- Priority = Urgent - Comments: type ‘Add additional
PAN reviewer’ - Add Recipient by User
ID: ’SFPAYEC’, click ‘Add’ Comment: SFPAYEC, the additional recipient, is added to the Recipients section, under William’s name. User reviews the onscreen information. 43) Click ‘Submit’
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Step Screen Shot
Comment: Additional PAN reviewer is added in the Recipients section Notable Features:
- Del (delete) additional PAN recipient
44) Click ‘Submit’
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Step Screen Shot
Comment: System advances to the next step in the process—screen ‘15. Confirmation’ is displayed. Notable features:
- Help text highlighted in green
- Task in the menu bar on the left is highlighted to show the user where he/she is in the process
- ‘Suspended Transactions’ – user can retrieve suspended transactions
- ‘View Employee in EDB Inquiry’ – user can see transaction in inquiry mode
- ‘Begin New Hire’ – start another new hire action
- ‘Main Menu’ – takes user back to the main menu
45) Click ‘Select and Print IDOC’
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Step Screen Shot
Comment: IDOC screen appears 46) Click ‘New Hire or Re-Hire’
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Step Screen Shot
Comment: IDOC appears under “New Hire / Re-Hire IDOC” section Notable features:
- User can download and print the IDOC in pdf format by following the onscreen instructions.
47) Click ‘Main Menu’
Page 46 of 48
Step Screen Shot
Comment: Pop up window appears 48) Click ‘Yes, go to Main Menu’
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Step Screen Shot
Comment: Main menu appears and user can select another action or logout.
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Step Screen Shot
Comment: 49) Go to OLPPS to complete CLUP screen
