Time Reporting System

Work Study Employees

Adding a Work Study Employee

When a current student employee has an approved work study award and is reporting time in TRS, the department needs to add a new appointment and distribution in PPS. You can process the transaction using either web-based PPS or CICS PPS (link from desktop).

Resources

Before You Start

  • These instructions apply only to employes USING TRS (if not reporting time in TRS use the instructions on the PPS Website for Work Study)
  • Complete the Work-Study Eligibility Form provided by the student employee, and return to Student Employment Center (SEC)
  • Verify that SEC has posted the award by checking the IFNW screen in PPS
What to do in Web-based PPS ...
1 Navigate to web-based PPS
  • Login with your PPS userID and password
  • Select Change Existing Employee Record from the main menu
  • Type the employee's name or ID number in the appropriate field
  • Press Select button to access the employee record
2 Create the new work study appointment
  • Select screen #6 (Appointments & Distributions) from the left side menu of Entry Screens
  • Select the icon in an existing appointment to Copy into a new appointment
  • Select Action Code 13 for Additional Employment
  • Tab to Appointment Type enter code 4 for Casual/Restricted
  • In Title field enter the applicable student title code for this position
  • Tab to enter dates as provided on Work Study form for Begin Date and End Date
  • Enter the percentage of the work study appointment in % Full Time field
  • Tab to Fixed/Variable field enter V for Variable
  • Enter H for Hourly in Rate Code field
  • Enter the hourly rate of pay in Ann/Hr Rate field
  • Enter BW for Biweekly in Schedule field
  • Enter Z for Positive Time in Time field
  • Enter F for the leave code in Leave field
  • Press Save Appointment button to add the new appointment
3 Create the new work study distribution
  • Use the icon in an existing distribution to Copy into a new distribution line
  • Select Action Code No Action Code Needed
  • Change the distribution to follow regular numbering rules for the new appointment created in previous step (if new appointment is 20 this distribution will be 21, if appointment 30 then distribution will be 31, etc)
  • In FAU fields enter chart, account, sub-account, object, sub-object and project as applicable (minimum required is chart, account and object)
  • Tab to Dist % enter same percentage as used in %Full in appointment
  • Enter dates as provided on Work Study form for Pay Begin Date and Pay End Date
  • Tab to Rate/Amount field and enter the applicable hourly rate for this position
  • Enter REG in DOS field
  • Tab to Work Study Program field and enter the applicable work study code as provided on the Work Study form
  • Press Save Distribution button to add the new distribution
4 Update non-work study appointment and distribution
  • In existing non-work study appointment, use Edit icon to update % Full Time field to 0.01
  • Press Save Appointment button to update the appointment
  • In the existing non-work study distribution, use Edit icon to update Dist % to 0.01
  • Press Save Distribution button to update distribution
5 Add comment for PAN and update transaction
  • From the menu on the left select Summary to review entry
  • Press Submit button to review and check for errors
  • Press Submit button to go to PAN comments, add comments for reviewer
  • Press Submit button to complete transaction
  • Use option at top of screen to return to the Main Menu
6 Print the Employee Document, secure signature and distribute copies
  • Select IDOC from main menu
  • Enter the employee name or ID number, press Select button
  • Select the Change-in-Status option under Others
  • Select Additional Employment under Change in Appt Info
  • Press Print IDOC button to print the IDOC on your default printer
  • If no other IDOCs need to be printed, make sure to log off from web-based PPS
  • Secure the employee's signature on the Employee Document
  • Provide a copy to the employee, retain a copy for department file
What to do in CICS PPS (link from desktop)...
1 Navigate to the EAPP screen
  • Using desktop link open PPS and login with PPS userID and password
  • Select to open Production using CICSPAY3 Session ID From Supersession Menu
  • At Main Menu Type EAPP in the Next Func field
  • Type the employee's ID number or name in the appropriate field
  • Press Enter to access the employee record
2 Create the new work study appointment
  • Move the cursor to the command line (===> )
  • Enter ADD A, press Enter to add a new appointment line
  • Enter Action code 13 for Additional Employment
  • Tab to Typ enter code 4 for Casual/Restricted
  • Enter dates as provided on Work Study form for Appt Begin and Appt End dates
  • Tab to Title field and enter the applicable student title code for this position
  • Enter the percentage of the work study appointment in %Full field
  • Tab to F/V field enter V for Variable
  • Enter the hourly rate of pay in Ann/Hr Rate field
  • Enter H for Hourly in Rt field
  • Enter BW for Biweekly in Sch field
  • Enter Z for Positive Time in Time field
  • Enter F for the leave code in Lv field
  • Press Enter to add the new appointment
3 Create the new work study distribution
  • Move the cursor to the command line (===> )
  • Enter ADD D, press Enter to add a new distribution line
  • Enter chart, account, sub-account, object, sub-object and project as applicable in C Account Sub-A Obj S-O and Project fields
  • Tab to Dis % enter same percentage as used in %Full in appointment
  • Enter dates as provided on Work Study form for Appt Begin and Appt End dates
  • Tab to Rate/Amount field and enter the applicable hourly rate for this position
  • Enter REG in DOS field
  • Tab to WSP field and enter the applicable work study code as provided on the Work Study form
  • Press Enter to add the new distribution
4 Update non-work study appointment and distribution
  • In the existing non-work study appointment update %Full field to 0.01
  • In the existing non-work study distribution update Dis % to 0.01
  • Press Enter to update both the appointment and distribution
5 Print the Employee Document, secure signature and distribute copies
  • In web-based PPS select IDOC from main menu
  • Enter the employee name or ID number, press Select button
  • Select the Change-in-Status option under Others
  • Select Additional Employment under Change in Appt Info
  • Press Print IDOC button to print the IDOC on your default printer
  • If no other IDOCs need to be printed, make sure to log off from web-based PPS
  • Secure the employee's signature on the Employee Document
  • Provide a copy to the employee, retain a copy for department file

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