Payroll Personnel System

Entering ERIT Transaction

Under the ERIT program, eligible staff employees may voluntarily reduce their time and corresponding pay while continuing to accrue vacation and sick leave at their pre-ERIT appointment percentage. However, holiday pay and retirement service credit are calculated in proportion to the reduced time in accordance with the applicable personnel policy or collective bargaining agreement.

The following procedure describes how to enter the ERIT information in PPS to facilitate time reporting and processing pay via TRS for an employee participating in the Employee-Initiated Reduction in Time (ERIT) Program.

Exempt Employees

Since earnings for this group of employees are paid based on appointment information, it is important to enter the appointment information correctly.

  • Enter ERIT contract percentage reduction and dates on ELVE screen
  • Minimum of one appointment and 2 distributions
  • Ensure that the time code = R
  • Enter reduction % on ERT distribution
Step 1 – Navigate to Leave of Absence Screen

To start the process type ELVE in the Next Func field and type the employee ID number in the ID field or  the employee name in the Name field.  Press Enter to navigate to the screen.

Step 2 – ELVE Screen - Leave of Absence Data
ERIT Screen Shot

Fields

Data Information

START/ERIT Reduction Percentage

Enter percentage of the reduction in whole numbers from 5 to 50 (e.g., 18, 20, 50)

START/ERIT Begin Date

Enter the date the reduction in pay will begin using format MMDDYY. For monthly employees this will be 1st of month, for biweekly employees this is the first day of the B1 pay cycle.

START/ERIT Return Date

Enter the date the employee is scheduled to return to full pre-ERIT schedule using format MMDDYY. If participation in ERIT is extended or shortened, enter the new return date.

Press Enter and check your entries.

Press F5 to update screen and proceed to check for errors, add PAN comments and complete transaction.

Step 3 – EAPP Screen – Add Distribution(s)

To access the EAPP screen, type EAPP in the Next Func field and type the employee ID number in the ID field or  the employee name in the Name field.  Press Enter to navigate to the screen.

On existing appointment the active distribution(s) won't change. One additional distribution for each active distribution is added to reduce the appointment percentage. The new distribution will reduce the percentage entered from the account during the dates provided in the distribution. Total of all new distributions with the ERIT DOS code ERT should equal the amount of the reduction stated in the employee's contract.

After adding the new distribution, use F5 to chck for errors and move to PAN comments screen, then F5 to update transacton.

Esempt Employee Example
Step 4 – Print IDOC and Distribute Copies

Print an IDOC (Other Payrate Change) and obtain employee's signture on the Employee Document.

Distribute information as follows:

Payroll Services

  • Screen print of PAN comments

Employee

  • Copy of Employee Document (IDOC)
  • Copy of ERIT Contract

Department Personnel File

  • Original Employee Document, signed by employee (IDOC)
  • Original ERIT Contract

Campus Human Resources or Academic Personnel Office

  • Copy of ERIT Contract

Retirement Administration at the Office of the President, 300 Lakeside Dr. 5th Floor, Oakland, CA 94612-3550

  • Copy of ERIT Contract
Non-Exempt Employees

Since earnings for this group of employees are paid based on what the employee reports, the employee will report all time worked, and ERIT hours, in their time reporting system. PPS will use all time reported in combination with the reduction distribution to pay the employee only what was worked, and allow them to accrue leave time at the full pre-ERIT rate.

  • Enter ERIT contract percentage reduction and dates on ELVE screen
  • Minimum of two appointments and 2 distributions
  • Ensure that the time code = R on appoitment for ERT distribution
  • Enter reduction % on ERT distribution

Use the LVWP Bundle to enter the reduction percentage and the dates of the employee's participation in ERIT. This bundle includes the ELVE and the EAPP screen. Using this bundle will generate the appropriate action code for your transaction.

Step 1 – Navigate to Leave of Absence Screen

To start the process type ELVE in the Next Func field and type the employee ID number in the ID field or  the employee name in the Name field.  Press Enter to navigate to the screen.

Step 2 – ELVE Screen - Leave of Absence Data
ERIT Screen Shot

Fields

Data Information

START/ERIT Reduction Percentage

Enter percentage of the reduction in whole numbers from 5 to 50 (e.g., 18, 20, 50)

START/ERIT Begin Date

Enter the date the reduction in pay will begin using format MMDDYY. For monthly employees this will be 1st of month, for biweekly employees this is the first day of the B1 pay cycle.

START/ERIT Return Date

Enter the date the employee is scheduled to return to full pre-ERIT schedule using format MMDDYY. If participation in ERIT is extended or shortened, enter the new return date.

Press Enter and check your entries.

Press F5 to update screen and proceed to check for errors, add PAN comments and complete transaction.

Step 3 – EAPP Screen – Add New Appointment & Distribution(s)

To access the EAPP screen, type EAPP in the Next Func field and type the employee ID number in the ID field or  the employee name in the Name field.  Press Enter to navigate to the screen.

The existing appointment the active distribution(s) won't change. One additional appointment must be added, and one distribution for each active distribution to reduce the appointment percentage. The new distribution will reduce the percentage entered from the account during the dates provided in the distribution. Total of all new distributions with the ERIT DOS code ERT should equal the amount of the reduction stated in the employee's contract.

After adding the new appointment and distribution, use F5 to move to PAN comments screen, then F5 to update transacton.

NEX Regular Appt
NEX ERT Appt
Step 4 – Print IDOC and Distribute Copies

Print an IDOC (Other Payrate Change) and obtain employee's signture on the Employee Document.

Distribute information as follows:

Payroll Services

  • Screen print of PAN comments

Employee

  • Copy of Employee Document (IDOC)
  • Copy of ERIT Contract

Department Personnel File

  • Original Employee Document, signed by employee (IDOC)
  • Original ERIT Contract

Campus Human Resources or Academic Personnel Office

  • Copy of ERIT Contract

Retirement Administration at the Office of the President, 300 Lakeside Dr. 5th Floor, Oakland, CA 94612-3550

  • Copy of ERIT Contract
Changing the Leave Return Date

If an employee ends their participation in ERIT earlier than originally expected, or extends their participation, the return date needs to be updated. Use the ELVE screen to change the return date on a leave of absence that has been authorized by the department.

ELVE Screen - Leave of Absence Data

Fields

Data Information

START/ERIT Reduction Percentage

DO NOT CHANGE  (If percentage is changing this is a new contact and old reduction must be ended, and new ERIT transaction entered from the begining)

START/ERIT Begin Date

DO NOT CHANGE.

START/ERIT Return Date

Enter the new date the employee is scheduled to return from ERIT. This is the date the employee is scheduled to return to pre-ERIT status.

Press Enter to confirm the information, then F5 to update.

PAN comments should include title code, ERIT date extended or shortened from begin date to end date.

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